Student Handbook

Sutherland Residence
Village
2017 - 2018
 MESSAGE FROM THE RESIDENCE MANAGER AND
DIRECTOR OF HOUSING, FOOD & CONFERENCE SERVICES

Dear Resident,

Welcome to the Sutherland Residence Village. We are extremely pleased that you will
be part of the residence community while you are pursuing your academic studies at
Fleming. The residence is designed to foster freedom of thought, unconventional
opinions, and encourages a community of difference.

We aspire to the ideal of openness, to the creation of an atmosphere that allows for
differences, but recognizes that diversity is the virtual core of residential life. Please join
us in this affirmation of our common humanity. Living in our residence community will be
enjoyable and rewarding if you take an active part in the community’s activities.

The Residence Community Standards was developed in partnership with students and
staff at Fleming College. The policies have been designed to protect the rights and
property of residents and to foster mutual respect and co-operation.

We hope that the Sutherland Residence Village will offer you a variety of activities that
aid in your social, emotional, and academic well-being. I hope that the programs will
increase your sense of responsibility and self-worth. There are several upper year
student staff that are available to assist you in this life transition.

I hope you enjoy your residence experience at Fleming and we encourage your
feedback.

Travis Doak
Travis Doak
Director, Housing, Food & Conference Services

The Residence Management reserves the right to amend this document for additional regulations or
policies as the need arises. Students will always be informed in writing when such changes occur.

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Contents:

Residence Staff ............................................. 4-5 Lock Out Policy ................................................ 13

Residence Amenities / Services Maintenance Requests .................................... 14
Barbecue ........................................................... 5 Midterm Inspections ........................................ 14
Beach Volleyball Court....................................... 5 Move-In & Move Out ................................... 14-15
Bicycle Storage .................................................. 5 Noise Policy ..................................................... 15
Cable ................................................................. 5 Pets Policy ....................................................... 15
Car Battery Booster ........................................... 5 Room Changes ................................................ 16
Change Machines .............................................. 5 Room Entry / Inspections ................................. 16
Counselling ........................................................ 5 Semester Breaks ............................................. 16
Eco Shed ........................................................... 6 Smoking ........................................................... 16
Equipment Sign Out........................................... 6 Solicitation & Posting Policy ............................. 16
First Aid.............................................................. 6 Storage ............................................................ 16
Games Room .................................................... 6 Summer Housing ............................................. 16
Health Services.................................................. 6 Vandalism ........................................................ 17
Internet (RezNet) ............................................... 6 Window & Window Screens ............................. 17
Laundry Rooms ................................................. 6
Safety, Security and Emergencies
Mail Boxes ......................................................... 7
Campus Security ............................................. 17
Mailing Address ................................................. 7
Violence Response Protocol ....................... 17-18
Marketplace ....................................................... 7
Fire Alarms ...................................................... 18
Meal Plans…........................................................7
Fire Safety ....................................................... 18
Parking ........................................................... 7-8
Medical Emergencies....................................... 18
Phones .............................................................. 8
Plan of Care & Safety Plan .............................. 18
Photo ID............................................................. 8
Power Outage .................................................. 19
Recycling ........................................................... 8
Security Cameras ............................................ 19
Study Lounges ................................................... 8
Vending Machines ............................................. 8 Residence Community Standards
Vending Machines Refund Policy ...................... 8 Interim Measures ............................................. 20
Failure to Respond to Reasonable Directive .... 20
Policies and Procedures
Social or Community Disturbance .................... 20
Academic Year Contract .................................... 8
Alcohol Policy................................................... 20
Cancellation of Residence Contract ................... 8
Illegal Drug Policy ............................................ 21
Caution / Key Deposit ....................................... 9
Sexual Assault Policy....................................... 21
Cleaning ........................................................... 9
Sanctions ......................................................... 21
Cleaning Charges .............................................. 9
Level One Infractions ....................................... 21
Cleaning Staff .................................................... 9
Level Two Infractions ....................................... 22
Roommate Conflict Tips ............................... 9-10
Community Damage ................................... 10-11 Residence Community Sanctions
Consolidation Policy .........................................11 Verbal Warning ................................................ 23
Decorating ........................................................11 Incident Report................................................. 23
Discrimination and Harassment .................. 11-12 Repeat Occurrence.......................................... 23
Emergency Contact Number ............................12 Restitution/Fines .............................................. 23
Extra Furniture ..................................................12 Special Projects or Tasks................................. 23
Financial Account .............................................12 Behaviour Contract .......................................... 23
Firearms and Weapons ....................................12 Probation ......................................................... 23
Freedom of Information and Protection Act ......12 Temporary Suspension .................................... 24
Guest Policy......................................................13 Eviction ............................................................ 24
Indoor Recreation .............................................13 Persona Non Grata .......................................... 24
Insurance for Personal Property .......................13 Appeals ....................................................... 24-25
Key / Lock Replacement ...................................13 Residence Phone Services ......................... 25-28

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Residence Staff:

DIRECTOR OF HOUSING, FOOD & CONFERENCE SERVICES

Travis Doak, Director of Housing & Conference Services, is responsible for the overall operations
of Residences and Off-Campus Housing at Fleming College. The goal is to develop a community
based on respect, individual responsibility and involvement in which programs, activities, and
discussions take place formally and informally that assist, you, the student to make informed
decisions in your life.

RESIDENCE MANAGER
The Residence Manager is responsible for the day to day operations of the Sutherland
Residence Village and works towards ensuring student success through the Residence Life
Staff (RLS). The manager oversees all programming initiatives, administers the residence
community standards that define acceptable behaviour in residence and acts as a point of
contact for students to speak with.

RESIDENCE LIFE COORDINATOR

The Residence Life & Off-Campus Housing Coordinator is responsible for overseeing
Residence Life Staff (RLS), dealing with student discipline, implementing a variety of programs
that meet the diverse needs of residence students and responding to student inquiries and
Community Standard violations.

RESIDENCE LIFE ASSISTANTS

The Residence Life Assistants play an active role in developing a community at residence as well
as assisting the manager in the day-to-day running of the residence. If you have questions or
issues about the college, residence or community come and see them in the office.

RESIDENCE SYSTEMS ADMINISTRATOR

The Residence Systems Administrator is responsible for providing front line IT Service to students
living in Residence. They will assist students experiencing any difficulty with their internet or VoIP
phone connections through a detailed troubleshooting methodology.

RESIDENCE MAINTENANCE WORKER

The Residence Maintenance Worker provides front line maintenance service responding to work
orders submitted by students; completing scheduled service to the various mechanical systems in
the facility; and working with external contractors to keep the facility and grounds looking their best.

Residence Student Leaders:

SENIOR RESIDENT ASSISTANTS (SRA)

The Senior Resident Assistants can be viewed as a liaison between the residence
administration and the residents. He/she is responsible for the safety and good order of their
building as well as dealing with discipline issues. The SRA is a resource person for student to
answer questions about campus life, handle emergencies, and help out where needed.

RESIDENT ASSISTANTS (RA)

The Resident Assistant represents the residents living on his/her floor. They work closely with the
SRA’s and manager to maintain a safe learning environment for all residents. They are staff of
Fleming College that provide resource and referral services to a variety of your concerns as well as
work with security to ensure the residence community standards policies are upheld. They will be

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stopping by your suite on a regular basis to promote activities and answering any questions you
may have about your post-secondary experience.

RESIDENCE COUNCIL
Residence Council consists of a group of elected students who advise and assist the residence
with running programs/activities that represent a variety of needs and interests. This mission of
this representative body is to provide positive leadership and educational opportunities in an
environment that is conducive to personal and social development.

If you are interested in Residence Student Leader opportunities please contact the Residence
Office for more details about how to get involved.

Residence Amenities / Services:

Barbecue
A barbecue is supplied for the residents’ use. When cooking, please follow safety rules posted,
respect all resident’s usage time and make sure both the safety valve and the tank are turned off
each time. Barbecues may be stored (and not available) during the winter semester, dependant on
weather. Please ensure that you clean the BBQ after every use to keep it operating efficiently.

Beach Volleyball Court

Located between the Pacific (Building 6) and Mountain House (Building 5), a beach volleyball
court is available for residents to spontaneously arrange activities. No reservation is required.
Volleyballs can be signed out at the Residence Office.

Bicycle Storage
Limited bicycle racks are provided for your convenience in the bicycle storage room, located on the
1st floor in Atlantic House (Building 2). Please ensure that you lock your bicycle to the racks
provided, as the college is not responsible for lost or stolen items. Remember to include your bike
when purchasing content insurance. Bicycles are not to be secured to trees, signs, etc. Bicycles
are not permitted in bedrooms, suites, common areas, hallways, or the laundry rooms.

Cable (Provided by Cogeco)

Cable service is supplied in all living rooms (common area) in each suite. This service includes
both the Basic and Variety Value Pak, which has a line-up of 65 channels; Cable jacks have been
installed in each bedroom. Students who wish to have cable in their private bedroom will have to
make their own hook up and financial arrangements by calling Cogeco at 1-866-427-7451.
Unauthorized connections will be considered theft and dealt with through the Residence
Community Standards.

Car Battery Booster

Students living in residence can sign out a car battery booster at the Front Office in
Newfoundland House (Building 1).

Counselling
Qualified counsellors are available to help students resolve issues relating to academic, career,
personal concerns or disability accommodations in a supportive and confidential environment. To
make an appointment with a counsellor, call 705-749-5527 or ext 1647 or go in person to the
Counselling Office, located across from the Registrar’s Office in the Learning Commons (room
471).

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Eco Shed
Refuse and recycling can be deposited in the Eco Shed which is across the pathway from
Atlantic House (Building 2). Please take the time to recycle and follow the directions on the bins
to ensure you’re doing your part for the environment.

Equipment Sign out

The residence has vacuum cleaners, shovels, recreational equipment, DVD movies, sports
equipment and board games available for your use. Come to the residence office or talk to the
residence staff about what is available. You will be required to leave your Photo ID card when
borrowing equipment. All equipment is to be returned immediately after you have finished using
it.

First Aid
The residence staff is trained in First Aid and CPR. Residence staff have access to a First Aid Kit in
their building and there is one located in the Residence office. We do suggest that each suite have
some bandages, gauze, etc. on hand in case of an accident.

Health Services
Health Services is located in A2113. A Registered Nurse is on campus Monday-Friday,
8:30 a.m. - 4:30 p.m. All health-related questions are welcomed and treated in a confidential
manner. An on-site Physician service is available three days a week. Contact Health Services at
extension 1504 for specific days. Appointments are required and your health card must be
shown at each visit.

Internet (RezNet)
Every bedroom is directly connected to the Fleming College network, providing a wired internet
connection as well as wireless access in bedrooms and suites for students bringing their own
computers.

Technical assistance is available to help you get connected to RezNet and answer any
questions you might have. RezNet Policies & Procedures must be followed at all times.

** PLEASE NOTE: WIRELESS ROUTERS ARE NOT PERMITTED IN RESIDENCE. **

Networking components such as routers or switches may not be added to RezNet. However
there are wireless hotspots available in our study rooms, laundry rooms, and our Market Place.

Laundry Rooms
Two laundry rooms with modern, card-operated washers and dryers are located on the first floor
of building 1 and building 5 and are open for residents 24 hours a day, seven days a
week. Upon Move-In, you will receive a $10 pre-loaded laundry card, which provides access to
our laundry machine system. When needed, you may load your card with more funds at the
Laundry Re-load Centre located in the laundry room (cash, debit or credit accepted), or you may
purchase vouchers online as long as you register your card. Laundry machines are supplied
and maintained by Coinamatic. Rates for drying are $1.75 for 56 minutes and rates for washing
vary depending on settings ($2.00 - $2.75). There are step by step instructions in each laundry
room; please read these carefully before doing your laundry. Residents are reminded to treat
their laundry card as cash; if lost, the value on the card will be lost and replacement cards cost
$10 (available for purchase at the Re-load Centre).

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Mail Boxes
Each resident is provided with an individual mailbox located by the Residence Office. The office
staff will not provide access to your mailbox if you do not have your key. Mail is delivered and
picked up daily (Monday – Friday) at the residence. If residents receive a parcel, registered mail or
a couriered parcel, a notice is placed in their mailbox. Bring the notice to the office to pick up the
parcel between 8:30-4:30pm (Monday-Friday). We cannot accept Collect on Delivery (C.O.D.)
parcels. Please check your mailbox daily. Stamps and envelopes may be purchased at the college
bookstore.

Mailing Address
Your Name
Sutherland Residence Village
Room Number
Fleming College
1 Residence Circle, P. O. Box 4375
Peterborough, ON, K9K 2N7

Marketplace
A marketplace featuring dinner specials and general convenience items is available to all
residence students, located in the Eastern House (Building 3). Cash, Debit, Credit Cards, and
Meal Plan Cards are accepted. Open 7 days a week (unless posted otherwise).

Meal Plans
All students living in the residence are required to purchase a meal plan. The meal plan cost is
a minimum of $600.00 per semester. There are a variety of food options including: Tim Horton’s,
Extreme Pita, pasta bar, deli, Epic Burger and Pizza Pizza on-campus. Please keep in mind
that this is not a full meal plan but rather it is intended to supplement meals you cook for
yourself. Each suite comes with a full kitchen and appliances (stove, fridge, and microwave) are
included. You are able to bring into your additional appliances such as a toaster oven, electric
frying pan, or George Foreman grill.

Parking
Residents who bring a vehicle to residence must purchase a parking permit and park in the Pine
or Beech Lot. This permit includes a “hanging tag” that must be displayed at all times in the front
window area of your vehicle. Residence parking is limited and permits will be issued on a first-
come, first served basis. Parking permits must be purchased at the College Information Kiosk in
the main foyer of the College. Please inform them you will be living in residence. Maintenance
or repairs to automobiles or motorcycles/scooters will not be permitted in any college parking
lot. There is no snowmobile or ATV parking at residence. Residents who require temporary
parking (minimum one month) can purchase a short-term pass from the College Information
Kiosk. Residents requiring parking for less than that time period will have to pay the daily rate at
one of the pay and display machines. The College assumes no responsibility (damages,
vandalism) for automobiles or their contents while on campus. If you have any questions about
parking contact Campus Security, the College Information Kiosk or refer to our website:
https://department.flemingcollege.ca/security.

Parking for Guests of Residents

Guests are able to park in the Pine Lot during the following hours: Monday to Thursday, 8:00pm
to 8:00am and on weekends from Friday at 8:00pm. Those vehicles parked in the Pine Lot
outside of these times without parking permits will be ticketed and/or towed away. Outside of the

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specified times above, all guests are expected to pay daily rates at a pay and display machine
located in the parking lot.

Phones
Phones are supplied for every resident in their bedroom. Local calls are free. For long distance
calls please purchase a calling card. You must dial 8 before placing an outside call. The
current replacement cost for a VoIP phone is $100.00.

Photo ID
Each student will be issued a Fleming photo ID card from the Registrar’s Office. This ID should
be carried at all times and will be deemed the only acceptable identification in residence.
You will need it when asked by staff members or security for identification as this will assist us in
maintaining the security of the premises.

Recycling
Residents are responsible for the disposal of their garbage and recyclable materials in the Eco
Shed located near the residence buildings. Residents are required to sort their waste into the
proper containers: fine paper, newspaper, cans, glass, plastic, compost and other waste. We also
have a vermi-composting program and compost bins are in all suites. Batteries and printer
cartridges can be recycling in the residence office.

Study Lounges
Student study lounges are available 24 hours a day. These are located in Mountain House
(Building 5) and Pacific House (Building 6) and offer wireless internet.

Vending Machines
Pop and snack machines are available in both of our laundry rooms.

Vending Machines Refund Policy

Please see the residence office if you experience a mechanical error after inserting coins into
the machine.

Policies and Procedures:

Academic Year Contract

Your Residence contract begins when residence opens on Monday September 4, 2017 at
8:00am and ends Saturday April 21, 2017 (latest 2:00 pm). Please note that your contract
requires you to vacate the residence for the Winter Break on Saturday December 16, 2017
(latest 2:00 pm) until Residence Opens on Sunday January 7, 2018 at 10:00am. There are no
circumstances that allow a student to remain in residence over the winter closure period. You
may leave your belongings in the residence.

Cancellation of Residence Contract

The residence will provide three (3) notices before cancelling a student’s residence room. This will
be enforced for overdue financial accounts for residence fees owed to the College, unpaid
fines/damages, and repeat failure to attend meetings during an incident investigation. The
cancellation of the residence room will come in the form of a notice informing the student that the
bedroom locks will be changed. The cost of material and labour will be billed back to the student.
This notice will be sent to the student electronically to the college email address as well as to the
student’s in-residence mailbox.

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Caution / Key Deposit
Residents are required to pay a $375 caution/key deposit once they have been accepted for
occupancy. Any damage or cleaning charges recorded on your final move out bedroom and
common area inspection form will be deducted from your deposit. Charges for repairs during
your stay at residence must be paid within 10 business days of an invoice being issued
unless otherwise stated. Your deposit also covers your guests, so please ensure that they
respect the facilities.

Cleaning
By choosing to live in residence you have agreed to keep your living space (suite common areas and
bedroom) clean. Suitemates have the shared responsibility to clean the common areas such as the
entrance, kitchen, appliances, bathrooms, eating area and living area. Residents are individually
responsible for the condition of their bedrooms.

To assist residents, a list of cleaning duties is available on-line at

https://department.flemingcollege.ca/housing/cleaning Working with your suitemates you can assign
daily, weekly and bi-weekly duties to share the cleaning duties.

If you are not able to manage the assignment of cleaning duties on your own, you may contact the
Residence Life Staff or Residence Office to request a Cleaning Contract. A staff member will work
with the residents of a suite to create the Cleaning Contract and they will follow-up with the suite to
ensure the duties are completed.

Cleaning Charges
Bedroom and Common Area Cleaning Assessment Rates (note, bedrooms and common areas are
two separate charges).

Rating Charge
Excellent No Charge
Good $15.00
Fair $25.00
Dirty $35.00
Very Dirty $55.00

If a carpeted area requires extraction to remove stains or odour the expense will be billed
separately from Cleaning Charges.

Cleaning Staff
Cleaning staff are hired by the College and are responsible for cleaning the building entrances,
hallways, stairways, laundry rooms and study rooms. We do ask for your co-operation in picking up
your refuse and depositing it in the waste containers provided. All residents have the responsibility
to ensure that their bedroom and suite are kept in a sanitary manner.

Note: Due to the type of air- pressure assisted toilets in suites pucks or other devices used to clean
cannot be left inside the bowl. They can cause damage and suitemates will be responsible.

Roommate Conflict: Tips & Suggestions

We recognize that whenever people live together in close quarters, conflicting situations arise. It
is important to note that conflict is normal and should be expected in a communal living
environment. It is an expectation that many of these situations within the residence can be
resolved directly in a mature manner by the parties in conflict, without the help of Residence Life

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Staff. However, in situations where this cannot be achieved, the Residence Life Staff will
provide assistance.

Our approach is to help residents to learn through experience how to get along with others in a
living and learning residential setting. Residence life staff is available to assist suitemates to talk
about their concerns in a respectful way; gain experience resolving interpersonal issues; and
learn to live co-operatively in a shared living environment. Given this approach, room transfers
are a last resort and the Residence Manager, or designate will only consider this as an option
when all other attempts to resolve the conflict have been exhausted.

We have a variety of resources available online to support our residents that are available 24/7
at https://department.flemingcollege.ca/housing/suitemate-information.

Here are a few suggestions to assist you in resolving conflict:

 Discuss your concerns directly with the other resident(s) in a respectful manner.
 If the issue concerns the entire suite, call a suite meeting to be able to have a constructive
conversation in regards to the issue being presented.
 Your Resident Assistant and Senior Resident Assistants are valuable resources in
providing useful tips when experiencing conflict within your suite.
 Complete a suitemate / cleaning contract that identifies responsibilities for suitemates.
These contracts are available at the Residence Office.
 Don’t let things build up; try to clear things up instead of allowing the issue to become too
large.
 If you are not able to resolve suite issues please let the Residence Office or your Resident
Assistant or Senior Resident Assistant. In addition, you may complete a Suitemate Conflict
Complaint Form available online at https://department.flemingcollege.ca/housing/suitemate-
complaint-form. A meeting can then be arranged with the Residence Manager or Residence
Life Coordinator.
 No roommate transfer requests will be granted unless a Suite Meeting with the Residence
Manager or Residence Life Coordinator has taken place. Only after a Suite Meeting has
taken place and the Residence Office has deemed it necessary will room transfer requests
be granted

Community Damage (Bedroom, Suite, Public Areas)

You are financially responsible for any damage in your bedroom/suite. When you move in, you will
receive instructions how to complete a Bedroom and Common Area Inspection. Your RA will
facilitate the completion of the Common Area Inspection with your suitemates. Take the time to
record any damages or problems that exist in your bedroom/suite so that you are not liable
for damages already incurred.

You are personally responsible for the condition of your bedroom and collectively with your
suitemates for other areas of the suite (living room, kitchen and washrooms) unless specific
individuals take responsibility. The cost of the repair (parts and/or labour) will be billed to the
resident(s). Repairs will only be completed by College personnel or external contractors as chosen
by the College. If the damage was deliberate, the resident(s) involved may be disciplined in
addition to the cost of repairing the damage.

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Specifically for wall damage (pin holes, peeled paint, chips, marks, dents, holes) the College will
repair the gypsum and repaint the length of wall. The cost of the repair will be charged to the
resident(s) responsible.

Residents are financially responsible for any damage to the hallways, public areas outside of
suites, stairwells, etc., within their building. If a resident and/or their guest do not admit
responsibility, the repair cost or fine will be assessed and shared by all occupants of the floor or
entire building depending on where the damage occurred, regardless if you were present when the
damage occurred. In the areas of the mail boxes, laundry rooms and bike area and Eco Shed
where residents from all buildings have access, the repairs will be assessed to all residents unless
responsibility is admitted.

Consolidation Policy
Consolidation is the process of combining students into one suite who are in different suites that
are not full. This may require students to move to a new suite/bedroom with other students who
are in a similar situation to create suites without vacancies. The process provides the
Residence Office with flexibility to change the gender status of suites to increase the building’s
capacity to provide accommodation for new students.

Decorating
Residents cannot decorate their suite with paint, wallpaper, etc. Posters or pictures are to be
affixed to the walls with white adhesive that does not remove paint. The use of all tapes,
pushpins or screws and nails to attach posters, pictures or other items to the wall or ceiling is
prohibited. Decorations that are hung in living rooms, hallways, lobbies, stairwells, bathrooms,
exterior suite or bedroom doors, or any interior area of a bedroom that can be seen from an
open door must not display any form of pornography, sexually offensive pictures or any other
inappropriate gender-related material Alcohol-related materials are not permitted to be on display.

Real Christmas trees are not permitted in Residence due to safety hazards.

It is important that residents do not cover or partially cover the windows with any type of decoration
(i.e. flags, posters, banners, etc.), as uneven heating could cause a thermal break in the glass. The
affixed drapes must also remain intact.

Discrimination & Harassment

Fleming College is committed to providing a learning and working environment that is free of
harassment and discrimination. Every individual has the right to an environment characterized
by mutual respect. Every individual has the responsibility to treat all members of the college and
residence community with respect and without harassment. Harassment is defined as any
attention or conduct (oral, written, electronic, graphic, or physical) by an individual or group who
knows, or ought to reasonably know, that such attention is unwelcome/unwanted, offensive or
intimidating. The Ontario Human Rights Commission’s list of sexual harassment or
inappropriate gender-related conduct includes “display of sexually offensive pictures, graffiti or
other materials”. Displaying, or making available for viewing, pornographic material in the
hallways, common areas, lobbies, stairwells, bathrooms, exterior room doors, or any interior
area of a bedroom that can be seen from an open door is prohibited and is considered a form of
harassment.
Any and all forms of harassment or discrimination are unacceptable and will not be tolerated in
our residence or college community. Ignorance, anger, alcohol or substance abuse will not be
accepted as an excuse, reason or rationale for such behaviour. Furthermore, it is expected that

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if a student is aware of a problem that he/she would advise a member of the Residence Life
Staff so that steps may be taken to prevent the situation from escalating.

Emergency Contact Number

Unless otherwise notified, the resident is authorizing Residence Management to contact the
said person in the event of a serious emergency as determined in the sole discretion of
Residence Management.

Extra Furniture
Residents are permitted to bring in small extra furniture that meets our criteria. Small three shelf
drawers (plastic), small lamps, foldable chairs and compact refrigerators are allowed in the
bedroom. These fridge/freezer units must be no larger than 5 cubic feet and energy efficient with
an industry standard approval marking. Small freezers can be stored in the common area as long
as all suitemates agree. Note: Dishwashers are not permitted in residence. All cooking appliances
must be stored and used in the kitchen and not in the bedrooms. For those students requiring
additional support (mattress, desk chair) a doctor’s note prior to arrival will be required.
Please fax to 705-749-5104. The note should contain the reason for needing to bring your own
mattress/desk chair. These items will be considered extra furniture if a doctor’s note is not on file.

Financial Account
Your financial account provides a breakdown of all fees owed and paid to Fleming College. You
are responsible for ensuring that your financial account remains paid. You will be notified by
email (Fleming account) for any additional charges posted to your account by residence staff.

Firearms and Weapons

Residents cannot possess or store weapons in any building or property of the college or the
Residence at any time and will be confiscated. The term "weapon" refers not only to restricted or
prohibited weapons, defined by legislation, but also to any type of firearm or part thereof, explosive
device, ammunition, shot or gun powder, fireworks and firecrackers, chainsaws, paintball guns,
highly flammable materials or archery equipment, or any item which may be construed as a
weapon or fire arm, i.e. pellet gun, sling shot. Possession/discharge of BB or air guns, ammunition,
slingshots, knives or any lethal weapons in any form (including martial arts equipment) is also
prohibited. This does not include instruments or equipment which are normally used as part of an
academic course of instruction, provided that the student does not intend to use such items as
weapons. If you are unsure if something falls under this guideline please contact the Residence
Office.

Freedom of Information & Protection of Privacy Act (FIPPA)

The information contained on your residence application and subsequent forms in your file is used
for administrative and statistical purposes at Fleming College and the Ministry of Colleges &
Universities, as established by Section 5 of the Ministry of Colleges & Universities Act. We are
obliged to obey strict standards as to the collection, storage, use and dissemination of personal
information. Before information can be given to a third party (i.e. family member) on your behalf, we
must receive written authorization from you.

Please give your address, bedroom number and phone number to your family and friends as the
residence staff will not/cannot give out this information.

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Guest Policy
The guest policy is designed to protect the rights and privileges of all residents. Overnight guests,
are defined as any person staying in residence past quiet hours. Non-residents are not permitted
without all suitemates’ signed approval and the signed authorization form, which can be found at
the residence office or provided by a Residence Life Staff member. The residence office requires
these forms 24 hours in advance. If a guest is unexpected and an overnight guest registration
form has not been completed, the resident must notify a Senior Resident Assistant prior to the
guest staying to obtain authorization. Guest passes will not be authorized in the first 72 hours of
the start or end of each semester. Please refer to exact dates in the Residence Contract.

When a resident invites a guest, he/she is responsible for that guest at all times and in all respects,
for the duration of their stay in residence. Guests must sleep in your bedroom and not in the living
room. Your guest must carry their guest pass at all times and present it when asked by a
Residence Life Staff member/Security. Guests will be removed from the residence if they fail to
produce their pass or violate the student code of conduct. Any non-resident that is let into a
building using a access card will be the responsibility of the student registered to that access card.

Please note that an overnight guest must be at least 16 years of age. Each resident is allowed
a maximum of two guests. There is a maximum of six guests per suite allowed overnight and the
duration of their stay cannot exceed seventy two (72) hours. Special cases extending either the
duration of stay or number of guests may be discussed with the Residence Manager. One form
must be used for each visit.

Indoor Recreation
Indoor recreation causes excessive noise and damages; therefore there will be no roller-blading,
hockey, golf, ball throwing, tennis, etc. anywhere inside the buildings. Weight benches, punching
bags, dartboards and table-sized games such as foosball and air hockey are not permitted (small
free weights are allowed). Residents are encouraged to sign up for intramural sports and use the
Health and Wellness Centre

Insurance for Personal Property

The college assumes no liability for lost, stolen or damaged items of personal property. While
the residence provides a fridge, stove, and microwave we cannot guarantee that issues will not
arise which may damage your contents within it. We repair/fix any maintenance issues with
your appliances but do not replace the contents within it. It is the responsibility of each
resident to arrange for insurance coverage for personal property brought into the
Residence or the College. We encourage all residents to contact an insurance company to
arrange for Tenant’s Insurance or check your parent's insurance policy, as it may cover your
property. If you experience an incident involving your personal property please notify a member
of the Residence Life Staff (RLS) and they can provide further instruction.

Keys / Lock Replacement

Residents will receive four (4) keys, which consist of a suite key, bedroom key, mailbox key and a
Chubb card. If a student loses a key they are to notify the Residence Office immediately. The
cost of replacing each missing key is $25.00. The cost to change a lock is $45 per door.

Lock Out Policy

If you are locked out of your suite/bedroom a Senior Resident Assistant can assist you with
proper identification. You can also notify the Residence Office and someone will be available to
assist you. Repeat occurrences will be addressed through our student code of conduct
sanctions.

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Maintenance / Repair Requests
If you have a repair that needs attention, please complete an on-line work order through the Online
Residence Portal or come to the Residence Office and fill out a work order. Your Residence Life
Staff may have work orders available for pick up in their suite however you must drop off the work
order to the front office. These work orders are assessed and completed on a priority basis and
charges will be administered to those students who have inflicted the damage written on the work
order. General maintenance is not charged to the student. Any maintenance request made by a
resident regarding a specific problem will be deemed as permission to enter that bedroom/suite
to rectify the situation.

Residents MUST NOT attempt to repair any damages in their bedroom or suite. The residence will
undue all work completed by the student and bill accordingly. We anticipate normal wear and tear
in the bedrooms, suites and buildings; however, repairs required for damages caused by other
means will be your financial responsibility.

Midterm Inspections
Periodic room inspections will be made and due notice will be given to all residents. There will at
least be one inspection completed per semester. While vacuum cleaners are available on a loan
basis they are not a service provided by the residence office. We recommend that you purchase a
vacuum to ensure one is readily available for your suite.

The inspection consists of the following:

 Fire alarms and smoke detectors will be checked.

 You will be advised of the cleanliness of your suite, or any improper health conditions, such
as the build-up of garbage and/or recycling.
 Any repairs will be identified so a request can be made to have the work completed.
 Ensuring the Residence Community Standards are upheld (i.e., cleanliness, decorating
policy, bicycles in bedrooms/suites, etc.).
 Providing the residents the opportunity to discuss concerns they may have about their
bedroom/suite.

Move-In
Move-in day can be stressful for new students and their families. College staff will be on site to
ensure your move-in goes smoothly. Upon check in you will receive a student handbook, keys
(suite, bedroom, mailbox, Chubb Access Card) and a lanyard. A staff member will be available
to show you to your room and can assist you with any concerns/questions you may have about
residence. There is a mandatory orientation meeting for residence students so ensure you
arrive to the residence before 3:00 p.m.

Move-Out
You are required to vacate your room within 24 hours of your last official exam/project or
scheduled class or as dated in the Residence Contract, whichever date is first. We encourage
you to plan early for your departure from residence at the end of each semester. This policy is in
place to ensure all students completing academic requirements have an environment conducive
to studying. Extensions to remain more than 24 hours after your last exam (no later than the last
contract date) will only be granted by the Residence Manager to students who can demonstrate
a legitimate need. Students enrolled in an academic program which runs longer than the
academic semester can apply for an extension to the Residence Manager with a written note
from their Program Coordinator.

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Residents are required to clean their bedroom/suite, remove all personal belongings and hand in
their keys prior to the final bedroom inspection. Anything left behind will be disposed of and
charged a disposal fee to the student. At the time of checkout, the staff will determine, on the basis
of the scales show on the Cleaning Charges section, the cleaning charges that will be deducted
from the caution fee of each resident. Students will be provided with an opportunity to have a
Residence Life Staff member complete the inspection while being present in the bedroom. Refunds
will be processed once the inspection reports are completed. You will be mailed a summary of the
charges and a copy of the bedroom/suite inspection form after check-out.

Remember that you are responsible for your bedroom and collectively for your suite. Suitemates
can all leave at different times. Work with your suitemates to ensure your suite is in excellent
condition to avoid any charges.

Noise Policy
With so many students living in residence and requiring different levels of quiet to study we ask
for your consideration when making noise to respect those living around you. If you enjoy loud
music you should consider bringing a set of ear phones with you.

QUIET HOURS: 11:00pm – 8:00am Sunday to Thursday

1:00am – 10:00am Friday and Saturday
All hours outside of our quiet hours are consideration hours. Quiet hours may be extended, but
not shortened. The use of all audio-visual equipment such as stereos, CD players, sub-woofers,
televisions, computers, video games, etc. is a privilege which must not be abused. Please adjust
your base levels accordingly to respect those living beside, above/below your suite/bedroom.

For the exam period there is a 23 hour Quiet Policy in place and a No Guest Policy. The 23 hour
Quiet Hours & No Guests period begins at 10:00 am the Saturday before the last week of the
semester to the last Friday of the semester ending at 4:00 pm. Normal noise level is permitted
between 6:00 – 7:00 p.m. daily only.

It is expected that residents would have reasonable noise levels at all times to provide a living
environment which is conducive to academic success and peaceful enjoyment of all residents. If
there is a conflict about suitable volume levels, the resident owning the equipment may be
requested by the residence staff to disconnect the equipment. If the preceding conditions are not
met, the residence reserves the right to request that the equipment be removed from the
residence.

Pets
We love pets too; however, residents and their guests are prohibited from bringing pets into
residence. The only exception will be fish, or amphibians that are unable to breathe outside of
water) in an aquarium no larger than 10 litres or 2.5 gallons. The local Animal Control Officer will
remove animals found at large, chained on the grounds, or tied to trees. Please remember that
your guests must also adhere to this policy. Service animals are permitted and must be approved
by the Residence Manager.

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Room Changes
Although rare, room changes may occur to accommodate various circumstances. Requests must
be made in writing to the Residence Office for consideration and will only be considered after 30
days of move in and a member of the Residence Life Staff has tried to intervene and resolve the
issue(s). Under no circumstances are residents to arrange their own bedroom change or switch
without permission. There may be a $50 administrative fee for room transfers, depending on the
circumstances. Please note that room transfers within a specific suite will not be granted.

Room Entry / Inspections

Residence staff reserves the right to enter bedrooms/suites from time-to-time to perform
maintenance, installation, and scheduled room inspections. Wherever possible, 24 hours’ notice of
such entry will be given to a resident.

Although the College wishes to assure the privacy of each student, it reserves the right to enter a
bedroom/suite at any time in case of an emergency and/or community disturbances. Where the
safety of a resident is in question or that reasonable directive to open a door by a resident staff or
security person is denied, staff members/security may enter a bedroom/suite to ensure the resident
is safe and/or the Residence Community Standards are being upheld.

The local Emergency Services may enter suites and/or bedrooms at any time without notice.

Semester Break
There is often a turnover of students at the end of each semester. Each suite is required to have
their living room, kitchen and bathrooms looking as clean as they did during your move-in for any
new students moving in over the break. If, over the semester break, management deems your
suite is not up to an acceptable standard of cleanliness, the suitemates in that suite will be billed
equally for the cleaning that is required using the charts found under the Cleaning Charges section.

Smoking
Fleming College is a smoke-free environment. This included e-cigarettes, vaporizers and chewing
tobacco. All areas of the residence (bedrooms, suites, washrooms, hallways, laundry rooms,
stairwells and entrances) are smoke free. If a resident is found in possession of an ashtray
containing cigarette butts/residue in their bedroom/suite, this will also constitute a violation of the
non-smoking policy. Residents and guests are required to refrain from smoking within four (4)
meters of any residence building/structure.
Solicitation & Posting Policy
No advertising, selling or commercial solicitation is permitted in the residence facilities without the
prior approval of the Residence Manager. Any posting of approved signage will be managed by the
Residence Office.

Storage
There is no extra storage space in Residence. Please arrange to have trunks, etc. sent home to
your permanent residence when you move in. Hockey and sports equipment, with the exception of
bikes, will need to be stored in your bedroom.

Summer Housing
For those students needing accommodation over the summer period, residence is available. All
students will be located in one building unless numbers exceed available spaces. For further
information please visit the Residence office.

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Vandalism
All incidents involving vandalism to college property will be investigated and dealt with
accordingly. Cameras are installed around the residence to help ensure the residence is a safe
and secure facility free from vandalism.

Windows & Window Screens

Please leave your window screens intact. Impromptu inspections are performed around the
exterior of the building to ensure your screens remain in place.

Safety, Security and Emergencies

Campus Security
The college has security staff who, make regular routine patrols of the College and residence and
are available to assist residents. If a security guard should ask a non-resident to leave the
premises for security reasons any disrespect to the security personnel will be documented and
where possible related back to the resident hosting the non-resident (whether signed in or not).
Other security features include our security key system and lit walkways.

The college grounds are considered to be private property and any access is by college
permission. After dark students are encouraged to walk only in lit areas around the residence
and main buildings. The security service provided by the college will provide “Safe Walk”
assistance. Emergency phones on the residence and main campus grounds are connected to
an emergency telephone answering service. Residents are encouraged to notify a Residence
Staff Member when a security concern may arise in order for us to address the safety of our
residents.

Here are a few tips:

 At night, try to stay in well-lit areas and use routes that appear more heavily travelled.
 Avoid walking alone through isolated areas; avoid shortcuts through parking lots, parks and
deserted areas.
 Use a buddy system; when with a friend at a party or pub, agree to watch out for each other,
leave the event together or in a group.
 Use the “Safe Walk” program when you feel uncomfortable walking alone. Familiarize
yourself with these services, call (extension 4444) or visit the information kiosk in the front
foyer.
 Lock your suite and bedroom doors.
 Do not let strangers into the buildings.

Violence Response Protocol

If there is a violent threat inside the Residence:

GET OUT – Exiting the area or building is a good option

 Choose a safe exit and leave immediately
 Notify anyone you encounter to get out
 Once in a safe place call 911

HIDE – If you can’t safely get out then hiding is another option
 Close and lock your suite/bedroom door. If it can’t be locked, tie or barricade it shut
 Stay out of the line of sight and remain quiet

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  Silence cell phones and other devices
 Do not answer the door

FIGHT – As a last resort you may have to defend yourself

 Quietly develop a plan to subdue the attacker(s)
 Improvise weapons from objects in the room
 Commit to an aggressive attack
 Stop the threat

Fire Alarms
It is provincial law that all residents must evacuate during a fire alarm; persons found not
evacuating will be prosecuted under the law and/or the residence code of conduct.

Fire Safety
There is a smoke detector located in every bedroom and common room, including stairwells.
Tampering with, discharging, damaging or removing fire extinguishers or any part of the fire
alarm system (including covering smoke and fire detectors), or violating fire safety and fire
protection procedures is strictly prohibited. Please refer to the Fire Evacuation Procedures
posted on your floor. Please ensure that all suitemates evacuate if it is safe to do so. Let’s take
care of each another. Use of portable heaters, burning incense, candles, halogen lamps and
lamps requiring combustible fuel are prohibited. Please note that Real Christmas trees are not
permitted due to fire safety. Setting open fires, whether inside the building or out-of-doors
elsewhere on campus is strictly prohibited.
Fire rated doors (including hall way and suite doors) cannot be propped open and/or decorated
because this creates a safety hazard.

Medical Emergencies
Students in need of immediate care are to call Ext. 4444 from their residence phone. A security
representative/Residence Life Staff member will be available to assist. In serious medical
situations please call 911 and provide your location (Address, Building) and then call security.

Sutherland Residence Village

[Building name and number]
[Floor and room number]
Fleming College
1 Residence Circle
Peterborough, ON K9K 2N7

Plan of Care & Safety Plan

Before starting college, it is important that students develop a Plan of Care and Safety Plan for
issues which may develop while away from home. For those who have identified concerns of
an ongoing nature, such as medical or mental health issues, developing a Plan of Care and
Safety Plan will significantly support your success at school. Students need to be aware that
they are significantly responsible for their own safety and that if they have any health concerns
requiring special support, equipment, care, or medication that they should develop a plan of
care with their Health Provider prior to attending college. They may need to connect with local
professional support agencies prior to moving to the area. They may need to make an
appointment with the counselor, nurse, Program Coordinator, or Residence Manager to share or
fine-tune their Plan of Care and Safety Plan.

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Power Outage
In the event that a power outage affects the residence we will do our best to ensure stairwells
are lit. Our emergency lights located on each floor/stairwell will activate to help provide lighting
for a period of time. In most cases the power outage will be resolved quickly by the City of
Peterborough. In prolonged cases other arrangements will be made to provide temporary
accommodations.

Security Cameras
All main entrances to the residence buildings are subject to video surveillance to ensure the
maintenance of a safe environment for our residents. The surveillance cameras are clearly
identified with signage at each location and are not located in any private areas (i.e. bedrooms,
washrooms etc.). Personal information collected in video surveillance is collected under the
authority of the Ministry of Colleges & Universities Act, R.S.O.1990 c.M.19,s.5 and will be used
only to maintain security on the Residence property. Questions about the collection, use and/or
retention of this personal information should be addressed to the Director, Housing &
Conference Services.

Residence Community Standards

By choosing to live in a Fleming College Residence, you are accepting the full responsibility to
adopt a lifestyle which requires respect for the needs of many other people that are living close to
you, as well as for your surroundings. The Residence Community Standards and policies have
been developed to protect the rights and property of residents and to encourage mutual respect in
our community. If a breach is reported the complaint will be investigated. The College will use the
balance of probabilities to determine whether the reported breach is more likely to be true than not
true, as determined through due process.

a) The Residence Community Standards applies to and covers all residents and their guests.
b) Every individual is equal in dignity and worth and should be provided with equal rights and
opportunities without harassment and/or discrimination.
c) Each resident living in residence is guaranteed the active right to the peaceful enjoyment of
his/her bedroom.
d) The objective of the Residence Community Standards is to promote responsible behaviour
among residents and their guests. This creates an effective study and learning environment,
which ensures the physical safety and emotional well-being of the resident as well as the
protection of personal and residence property.
e) It is the responsibility of each resident to familiarize him/herself with the Residence Agreement,
the Residence Handbook that outlines the Residence Community Standards, the Student
Rights & Responsibilities Policy, Sexual Violence Policy, the Harassment & Discrimination
Policy, the Information Technology Services (ITS) Appropriate Use Policy and the RezNet
Policies & Procedures and to behave in a manner consistent with the provisions of these
policies.
f) All municipal, provincial, federal and college polices apply at residence.
g) Failure to attend discipline meetings set by the residence office may result in a student being
issued an appropriate sanction in absentia, or may result in further disciplinary sanctions.
These sanctions will only be issued under the direction of the Residence Manager.

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Interim Measures
Interim measures are measures taken to ensure the safety of all residents involved during the
fact findings process. These measures do not mean there is a finding of guilt, but rather
acknowledges the seriousness of the report and works to reduce the possible impacts of further
harm. These measures are temporary for the duration of the fact finding process and may be
removed or replaced by sanctions based on the outcome of an investigation. Some examples of
possible interim measures may include, but are not limited to:
 A behavioural contract outlining specific conditions
 A student being moved within residence, or removed from residence
 A student being asked to participate in their academics online or from home
 A temporary dismissal or suspension of academic or work privileges will include access to
College campuses and/or Residence.

Failure to Respond to Reasonable Directives Policy

Failure to respond to or failure to follow, the reasonable directive of a college employee will be
dealt with under the Community Standards. Residence Staff are employed to assist in the provision
of a safe, secure and comfortable living environment. As such, the staff work with all residents to
enforce policies and educate residents in the process.

Social or Community Disturbance

Physical abuse, verbal threats of violence or conduct unbecoming (including harassment and
discrimination) that threatens the health or safety of any person will not be tolerated at Fleming
College. Such conduct may lead to disciplinary action including eviction from residence and,
where appropriate, disciplinary action under the Students Rights and Responsibilities Policy.

Any social gathering will be shut down, if it is determined by the residence staff that the behaviour
is in violation of the Residence Community Standards.

Alcohol Policy
Provincial law prohibits the possession, selling, furnishing or giving of alcoholic beverages to
anyone under the age of nineteen (19). All federal and provincial liquor regulations will be enforced
at Fleming College Residences.

The following rules are in effect at Residence:

a) Beer bottles are not permitted on residence property and will be confiscated.
b) Possession of, or consumption of, alcoholic beverages by persons under the age of 19 is not
permitted.
c) Alcohol is not permitted in public areas including the stairwells, hallways, laundry rooms, or
anywhere outside of student suites.
d) Alcohol is not permitted outside of residence buildings.
e) Home brewing is prohibited in residence.
f) Kegs or other devices used for mass consumption are not permitted in residence. (Any
container which holds more than 65 ounces or 2 litres is prohibited).
g) Drinking games (i.e. century club, funnelling, beer pong including water pong etc.) are
extremely dangerous and therefore drinking games and their paraphernalia are not permitted
and will be confiscated.
h) Collection and storage of alcohol containers are not permitted (i.e. beer case walls, shelves of
liquor bottles, monuments to alcohol etc.)
i) To transport alcohol it must be in a box/bag/knapsack/etc. so that it is not easily accessible.

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Illegal Drug Policy
Contravening federal, provincial, and municipal or college policy regarding drugs, drug
paraphernalia (i.e. bongs) or controlled substances will result in disciplinary action and/or
prosecution by the police. Drugs and drug paraphernalia will be confiscated. Any incident involving
illegal drugs or drug paraphernalia, the selling of illegal drugs in residence or on college property,
regardless of circumstances will be documented and result in eviction.

Sexual Violence Policy

Sexual assault and sexual violence are unacceptable and will not be tolerated. The College is
committed to challenging and preventing sexual violence and creating a safe space for everyone in
our College community. The College is expected to be a safe and positive space where members
of the College community feel able to work, learn and express themselves in an environment free
from sexual violence.

All reported incidents of sexual violence will be investigated to the best of the administration’s
ability and in a manner that ensures due process. It is this policy’s intention to make individuals feel
comfortable about making a report in good faith about sexual violence that they have experienced
or witnessed.

Sanctions
Level One Infractions (Minimum Fine $50)
Level one infractions are considered to be any actions or activities that infringe upon the rights of
others to peaceful enjoyment at the Residence. Level one infractions can result in a verbal
warning, written warnings with fines, probation or eviction from the residence.
a) Making excessive noise that disrupts an environment conducive to academic learning.
b) Misusing common facilities (i.e. leaving dirty pots, pans, dishes etc.) around for extended
periods of time, misusing appliances.
c) Failing to maintain an acceptable level of cleanliness in the residence (bedroom and
common areas).
d) Having a guest stay overnight without prior permission of suitemates, and/or without following
proper overnight guest registration procedures.
e) Making an unauthorized bedroom or suitemate transfer.
f) Bringing in extra furniture; refer to page 11 regarding extra furniture
g) Keeping bicycles or motorized cycles inside of bedrooms, suites, stairwells and other areas
within the residence.
h) Smoking within 4 metres (12 feet) of any building.
i) Any violation of the decorating policy.
j) Removing screens from windows.
k) Participating in drinking games;
l) Having bottles in residence
m) Repeated occurrences of lock outs of a suite or bedroom.

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Level Two Infractions (Minimum Fine $100)

Level two infractions create a significant nuisance for other individuals or endanger the safety and
security of any individuals through such activities that may be harmful or potentially harmful.
Sanctions for Level Two infractions include a written warning with fine, probation or eviction,
depending on the seriousness of the action.

a) Underage drinking (Possession of, or consumption of, alcoholic beverages by persons

under the age of nineteen (19).
b) Excessive consumption of alcoholic beverages that results in the disruption of community
standards.
c) Selling alcohol on residence property.
d) Carrying open alcoholic beverages or drinking outside residents' living quarters (i.e. in
hallways, stairwells or lobby areas of the residence).
e) Contravening municipal by-laws with respect to noise/unauthorized parties (arranged
through posters, social media sites).
f) Failure to comply with the Residence Smoking Policy
g) Discharging, tampering with, or operating any fire prevention or detection equipment (i.e.
extinguisher, detector, hoses, alarms) for any purpose other than the control of a fire.
h) Failing to follow fire emergency procedures during a fire alarm.
i) Storing or using firearms, weapons, explosive substances (i.e. firecrackers) or chainsaws in
the residence. This includes any item which is intended as, or may be construed as, a
weapon or firearm (i.e. sling shot, pellet gun and martial arts equipment).
j) Tampering with residence safety equipment (i.e. intercoms, doors, fire pull station).
k) Having halogen lamps, storing combustible fuels, candle/incense use will be confiscated.
l) Deliberately destroying (vandalizing) college or residence property or property of other
individuals.
m) Theft or possession of stolen property.
n) Threatening, harassing or assaulting others (as outlined under Harassment &
Discrimination in the Residence Community Standards section of this Handbook and the
college’s Student Rights & Responsibilities and the college’s Harassment &
Discrimination). Other infractions of personal safety.
o) Physical altercation (shoving, fighting) that could constitute physical abuse or assault.
p) Failure to respond to or failure to follow the reasonable directives of Residence Life
Staff/Security.
q) Participating in and/or running an illegal gaming or gambling operation.
r) Loaning or duplication of keys. Guests are not permitted to carry your keys.
s) Indoor recreation and/or water fights.
t) Throwing or allowing to be thrown, any objects from residence, outside windows etc.
u) Throwing snowballs at an unwilling participant or at the residence building(s) or within the
residence vicinity.
v) Keeping of pets of any description other than small fish, or amphibians that are unable to
breathe outside of water).
w) Disorderly Conduct: Any actions, (including pranks) that impact a resident’s ability to use
college facilities, or create damages to college property. This also includes actions that
impact the quality of life for other residents.
x) Rez Net Violations.
y) Urinating in Public.

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Residence Community Sanctions

Verbal/Written Warning
A first-time violation is typically responded to with a warning to the residence. Residence Life Staff
and/or Security will request that the individual cease the behaviour and they will submit a report.
The Residence Life Office will issue the applicable warning and the violation(s) will be explained in
writing.

Incident Report
An incident report, which is written by Residence Life Staff and or Security, will include the date,
time and nature of the offence; a clear statement indicating the behaviour which caused the
offence.
Repeat Occurrence
If you receive a second Incident Report for a repeat occurrence it will be levied at the next level
offence, and an additional fine and/or a special task within the residence or community service may
be assigned. Repeat occurrences could result in eviction.

Restitution/Fines
Circumstances may arise where charges (recovery of cost for damage) are levied against a
resident or multiple residents. Depending on the specific circumstances, fines appropriate to the
violation may be assessed in addition to the damage/recovery charge (i.e. damage to residence
property will be charged at the cost of replacement (material and labour) to the resident(s) who
is/are responsible and a Level Two fine assessed for damage to college property). Failure to pay
restitution or a fine in the 30 days prescribed may result in further disciplinary action and
transcripts withheld from the resident until all fines are paid in full. Larger amounts may result in a
lock-out and cancellation of a student’s residence contract.

Special Projects or Tasks

Residents may be asked to perform such services as working with a Senior Resident Assistant or
Resident Assistant on programming or while on duty, for a specified period of time. Educational
sanctions and/or special projects assigned may be related to the infraction that was committed.

Behavioural Contract (i.e. Alcohol, Guest Restrictions)

A behavioural contract is a mutually acceptable agreement between the college/residence and the
resident, which specifies certain behaviour with which the resident must comply. If the contract is
broken, and the fact that it is broken is determined by due process, the resident may be evicted
from the Residence. A behavioural contract may also involve alcohol probation.

Probation
The Residence Manager has the authority to place a student on probation in residence. When
such a sanction is levied, the Residence Manager will communicate the sanction in writing to the
resident. Once a resident has been placed on probation in residence, any further offence of any
kind may result in suspension or eviction from the Residence. Probation will normally last until the
end of the academic year and, in exceptional cases, probation status may be extended to the
subsequent year.

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Temporary Suspension
A resident may be required to temporarily leave the Residence for a specific length of time for any
default under, breach of contravention of the Residence Contract, the Residence Community
Standards, the Student Rights & Responsibilities Policy, Sexual Violence Policy, the Harassment &
Discrimination Policy, the Information Technology Services (ITS) Appropriate Use Policy and the
RezNet Policies & Procedures. The resident will be able to re-enter the Residence on the date
specified in the suspension letter.

Eviction
A resident may be required to vacate the residence for any default under, breach of
contravention of the Residence Contract, the Residence Community Standards, the Student
Rights & Responsibilities Policy, Sexual Violence Policy, the Harassment & Discrimination
Policy, the Information Technology Services (ITS) Appropriate Use Policy and the RezNet
Policies & Procedures. The resident would be given written notice forty-eight (48) hours in
advance. This notice period may be less if a serious violation of the Student Rights &
Responsibilities and/or Harassment & Discrimination Policy occurs.

Evictions or administrative cancellation of a resident’s contract will be implemented by residence

management only. A financial penalty may apply. When such a sanction is levied, the
Residence Manager will communicate the sanction in writing to the resident. The letter will
indicate the reason(s) for the sanction and will include conditions of the eviction. The resident
must leave by the date stated in the letter.

Evictable offences may include but are not limited to:

a) Illegal drugs or drug/smoking paraphernalia in residence/college property (includes salvia)
b) Assault (physical and/or sexual)
c) Use and/or storage of weapons including, but not limited to, firearms, explosive devices,
ammunition, sling shots, knives, fireworks, firecrackers or highly flammable materials etc.
d) Tampering with life safety equipment, i.e., pulling a fire alarm station
e) Harassment and discrimination in any form
f) Repeated infractions over specific period of time

Persona Non Grata (No Trespassing Policy)

Any person declared persona non grata does not have the right to enter onto Residence
property. Such a person found on Residence property is liable to be charged with trespassing. A
“No Trespass” form is filed with the Peterborough Police Department.

Appeals
Decisions of the Resident Assistants and Senior Residence Assistants can be directed to the
Residence Manager. A meeting can be scheduled through the Residence Life Office to discuss
any concerns a resident may have.

Decisions of the Residence Manager that result in eviction only may be appealed to the
Residence Life Judicial Appeal Board. Appeals are to be submitted online within 3 business
days of the receipt of an eviction letter using the Residence Eviction Appeal Form, located at:
https://residence.flemingc.on.ca/StarRezPortal.

[Continued on the following page]

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A resident may appeal the eviction on the following grounds:
1. Personal Bias / Unfair Treatment: perceived unfair treatment based on the Case
Manager not following the process as outlined in this policy. Perceived unfair treatment
based on the sanction not fitting or appropriate based on the policy violation.
2. New information / Extenuating Circumstances: If the complaint or respondent has
new information, or documentation of extenuating circumstances that we was not
available at the time of the original investigation.

If neither of these grounds is met, the resident will be informed in writing within two (2) College
business day the request for appeal has been denied.

If the appeal is granted, an investigation will take place that involves reviewing all the
information relating to the incident. During the investigation the student(s) is still required to
adhere to the conditions of the sanction(s) issued.

Student Residence Phone Service

Every bedroom at the Sutherland Residence Village is equipped with a VoIP phone. The
following document outlines guidelines and instructions on how to use the phone system.

The Cisco IP Phone 7960 and Cisco IP Phone 7940 are full-feature telephones that provide
voice communication over an IP (Internet Protocol) network. The phone functions much like
traditional analog phones, allowing you to place and receive telephone calls. They also support
features that you have come to expect from a telephone—such as speed dialling, redial, call
transfer, conference calling, and voice mail access. This phone is also used for important
notifications that are sent in cases of an emergency.

In the event you have phone issues or questions not answered in this booklet please contact the
Residence Office located in Newfoundland House, Building 1 or call 705-749-5100.

Emergency Numbers
In case of a Life threatening emergency dial 911. Please remember this number is to be
used only for LIFE THREATENING EMERGENCIES.

To contact Campus Security dial 4444.

Individual Phone Number

Let family and friends know how to call you. Your number is 705-749-6100, then your
extension. (Your extension is the 5 digit number that appears on your LCD screen). Please
note due to Freedom of Information we are not able to provide your bedroom ext. number
to anyone other any yourself.

Internal Calls
Dial the person’s extension, ie, 71011.

External Call
To place a call (calling home, for pizza, movie times, etc) dial “8” then the number.

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Long Distance
Long distance and International calls can only be made using calling cards. Cards can be
purchased at most grocery, convenience, department stores, the Fleming Bookstore and on-line
through various phone company services.

Voicemail
Each phone comes with voicemail which can be accessed by pushing the “messages” button at
any time. The default password is 12345, it is STRONGLY suggested that you change this right
away.

When you login for the first time, listen to the instructions on how to change your greeting, play
messages, listen to messages etc. When a message is waiting for you the phone will have a red
light on. If you are away from the Residence and want to check your voicemail, dial 705-749-
6100, press * key, enter your (extension number) and then enter your password.

How Do I Adjust the Speakerphone and Handset Volume?

Press the up or down Volume button when the handset or speakerphone is in use. To save the
volume setting for future calls, press the Save key.

How Do I Adjust the Ringer Volume?

To change the volume used by the ringer, press the up or down Volume button while the
handset is in its cradle. Continue pressing the Volume button to hear sample rings and to adjust
the volume to the desired level. This setting is saved automatically.

How Do I Change the Ringer Sound?

 Press the Settings button
 Select Ring Type from the Settings menu
 Press the Select key
 To scroll through the list of ring types, press the up or down Navigation buttons
 Press the Play key to hear the selected ring type
 When you find the ring you want, press Select and then press the OK key
 Press the Save key to save your selection and exit the Settings menu

How Do I Place a Call on Hold?

To place a call on hold, press the Hold soft key. To return to the call, press the Resume key.

How Do I Redial a Number?

To redial the most recently dialled number, press the Redial key.

Replacement Cost
The current cost of a Cisco IP Phone is $100.00. You are responsible for your phone and will be
charged for its repair or replacement should it be damaged. Please be careful when using your
phone to prevent the chances of accidental damage occurring, and report issues immediately to
the Residence Office.

Road Map of Your Phone

Refer to the following illustrations and table to identify the keys and parts on your Cisco IP
Phone and to find a description of related features.

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1 Handset with Functions like a traditional handset. The light strip
indicator light at the top of the handset blinks when the phone
rings and remains lit to indicate a new voice mail

2 LCD screen Displays features such as the time, date, your

phone number, caller ID, line/call status and soft
key tabs.

3 Model Type Indicates your Cisco IP Phone model.

4 Line or speed Opens a new line, speed dials the number on the
dial buttons LCD screen, or ends a call. The Cisco IP Phone
7940 has two.
5 Footstand Adjusts the angle of the phone base.
adjustment
6 Directories Provides access to call histories and directories.
button
7 i button Displays help on your LCD screen for a phone key
or function.
8 Settings Provides access to phone settings such as contrast
button and ring sound, network configuration, and status
information.
9 Speaker Toggles the speaker button on and off
button

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 10 Mute button Toggles the mute button on and off

11 N/A N/A
Volume Increases or decreases volume for the handset, or
button speakerphone. Also controls the ringer volume (if
on-hook), and the LCD contrast.
13 Services Provides access to phone services
button
14 Messages Provides access to a message system
button
15 Navigation Enables you to scroll through text and select
button features played on the LCD screen
16 Dial pad Works exactly like the dial pad on a traditional
telephone.
17 Soft keys Enables you to engage any of the functions
displayed on the corresponding LCD tabs. Soft key
functions change depending on the status of the
phone

Important Contact Numbers

Ambulance – Emergency……………………………………………………………………………911
Fire – Emergency……………………………………………………………………………………911
Fire – Non Emergency…………………………………………………………………..705-745-3281
Police – Emergency………………………………………………………………………………….911
OPP – Non-Emergency………………………………………………………………….705-742-0401
Peterborough/Lakefield Community Police – Non-Emergency……………………….705-876-1122
Peterborough Regional Health Centre………………………………………………….705-743-2121
Kawartha Sexual Assault Centre ……………………………………………………..1-866-298-7778

Telehealth Ontario for free access to a Registered Nurse………………………….1-866-797-0000

Peterborough Day Clinic ………………………………………………………………...705-740-6880
Peterborough County-City Health Unit/Sexual Health Clinic …………………………705-748-2021
Poison Control Ontario………………………………………………………………… 1-800-268-9017

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