Residence Policies

An important part of the Providence experience is living together in community on our rural campus. To maintain a positive environment that is conducive to learning, we have set campus housing policies for student success.

In case of a fire alarm, all students must leave their campus accommodations or other campus buildings immediately. Residence Assistants will go over the proper procedures with residence students at the beginning of the school year. Do not re-enter the building until permission is granted by the Residence Life Director or appropriate designate. Periodic fire drills will take place during the year.

Fire Regulations

To ensure the safety of all residents and to comply with standard building fire regulations, any activity which could contribute to a building fire or jeopardize another resident’s safety is prohibited. Disassembling, mishandling or tampering with exit signs, fire extinguishers, hoses, alarms, heat sensors, or smoke detectors for any reason other than an emergency is also prohibited. It is a criminal offense to pull a fire alarm for fun or as a prank. The minimum fine $100. Emergency exits are not to be used unless in the event of an emergency. Use of these doors for any other purpose will result in a $25 fine that will be charged to the resident’s student account. Students may not store any personal belongings in the residence hallways, as it is a violation of the fire code and may prevent a quick and safe exit from the building.

Please note the restrictions on the following:

  • Explosives
    • Fire crackers, fireworks, and flammable substances may not be stored within, nor used in or on university college property. Providence-sanctioned fireworks displays are permitted.
  • Weapons
    • Weapons of any kind (including but not limited to firearms, bows, arrows, hunting knives, machetes, paintball guns, sling shots, etc.) are not permitted on campus, including in the residence halls. Airsoft may not be used in any campus building.
  • Candles/Burning Objects
    • Candles, incense, or an open flame of any kind are prohibited within the residence hall. Halogen lamps are also prohibited within the residence halls.
  • Cooking Appliances
    • Appliances, cooking or otherwise, with enclosed heat sources are permitted in residence hall lounges and rooms. Examples include a kettle and a rice cooker. Please see the “Appliances” section under the What to Pack section for further information on appliances.
  • Decoration
    • Excessive wall or ceiling coverings (as per the Manitoba Fire Code) and live Christmas trees are prohibited within the residence halls.

Our residential regulations require students under 20 years of age who are not living at home to live in a Providence residence hall. If you have been out of high school for two full years and have lived in a residence hall at Providence for at least one year, you are exempt from our residential requirements. Seminary students and married students are also exempt from these requirements. Students can also apply for an exemption through the Residence Life Director. Students who wish to live in on-campus housing (either in apartments or in one of the residence halls) must be taking at least 9 credit hours of study.

Under 20 Years of Age

  • Meal Plan Options: 5 or 7-day meal plans (required)
  • Housing Options: Residence hall or live at home with parents

Over 20 Years of Age (OR out of high school for two years and lived in residence hall for at least one year)

  • Meal Plan Options: 5 or 7-day meal plans (only required if living in residence)
  • Housing Options: Residence hall, live at home with parents, on-campus apartments, off-campus housing

All Married Students (regardless of age)

  • Meal Plan Options: 5 or 7-day meal plan (optional)
  • Housing Options: On-campus apartments, off-campus housing

See meal plan information under Food Services in the Otterburne Campus Student Handbook.

Open Lounge Hours

Eichhorst has a large, furnished lounge that is open to both male and female students.

  • Hours: Monday – Sunday, 11:00AM-11:00PM

The bottom floor of Taylor, known as the Hub, is a large common-use space that includes a full kitchen, significant lounge areas, a classroom and a worship space known as the Sanctuary and is open to both male and female students from:

  • Hours: Monday – Sunday, 5:00AM-12:00AM

Open Lounge Hours are also applicable during holidays. There are no open lounge hours in the four-plexes.

Open Residence Hours

During Open Residence Hours, students are permitted to visit residence rooms of those of the opposite sex. Students are permitted to visit others as long as they have been invited and the door must remain fully open.

  • Hours: Tuesday & Thursday, 6:30 PM-9:30PM
  • Hours: Saturday, 11:00AM-9:30PM

Entering the residence halls of the opposite sex is strictly forbidden outside of Open Residence and Open Lounge hours. Both the student hosting and the student visiting outside of open residence hours will be held accountable. Residence Life staff reserve the right to alter Open Residence Hours.

Noise and Quiet Hours

In order to contribute to an atmosphere conducive to study, devotion and sleep, resident students are expected to abide by and help enforce designated Quiet Hours. Quiet Hours in the residence halls are from 11:00PM – 8:00AM daily, although, an individual’s right for quiet study and sleep time always supersedes others’ right to make excessive noise, 24 hours a day, 7 days a week. Musical instruments and amps are not to be used at all in the residence. Acoustic guitars are acceptable if the volume is confined. Since the Providence campus is a diverse community with family residences, noise levels should also be kept at a respectful level when enjoying the outdoors.

As a courtesy to roommates and other students, each resident may accommodate overnight guests in their room for a maximum of four nights per semester. Each guest can only stay in residence for a maximum of four nights per semester. Commuters may stay a maximum of 5 nights per semester. The first two nights are free; the next two/three nights will incur a charge of $10 per night, payable at the Business Office. Meals in the cafeteria are not included in this cost. Extensions for additional nights may be granted if a request is submitted in writing, in advance to the Resident Life Coordinator. Exceptions to these limits will be made for guests visiting for Preview Prov, or for an Enrollment tour.

For the safety and protection of all residents, students are requested to register all guests by filling out the Overnight Guest form. These must be submitted to the RLD by 4:30PM on the day the guest will be staying in residence. Residents are responsible for their guests’ behaviour. If a guest violates any residence rule or policy, the resident student host will be held responsible.

Commuter Students

Commuter students who are required to stay on campus late at night or arrive early in the morning due to participation in school-sponsored events such as drama or athletic practices may be granted up to five overnight stays per semester. In these cases, the commuter student should make arrangements with the Residence Life Director in advance.

Guest Suites

Guest suites are also available for campus visitors. Suites include a private washroom and linens. Reservations must be made a minimum of 3 days in advance by emailing the Executive Assistant to VP of Operations.

Detecting Bed Bugs

Bed bugs are not a health hazard, but they can create a lot of stress. Bed bugs are small, brown insects - about the size of an apple seed at adult stage - that feed on human blood. After a feeding, they swell in size and can become bright or dark red. They are wingless and cannot fly or jump. They hide during the day and come out at night in areas where people sleep. Bed bugs can enter your room on items you carry in from outside. The most common items are mattresses, box springs, upholstered furniture, luggage, electronics, books, pictures, and household goods.

A sign you have bed bugs is finding (on your mattress, box spring, pillow, etc):

  • Dark, reddish brown stains
  • Black droppings
  • Cast off skins from nymphs
  • Live or dead bed bugs

If you suspect that you have bedbugs, the first and most important thing is to contact the Executive Assistant for Student Life if you are staying in a Providence apartment, or the Residence Life Director if you are staying in any of the residences.

What To Do

In addition to reporting any suspected bed bug activity to the Student Life department, there are a few other things that you CAN do to help in reducing the likelihood of perpetuating the bed bug problem:

  1. Clean up clothes and general clutter found throughout the room. Not only does clutter provide an ideal place for bed bugs to hide that cannot be treated, but it also makes completing the bed bug service very difficult.
  2. Bag laundry and launder in hot water. Your clothes could have bed bugs or their eggs. By correctly laundering the clothes you will further reduce the spread of the bugs. Place linens and other items that can be laundered items in plastic bags and take the bag directly to a laundering facility. Dump the contents of the bag into the laundry machine and place the empty bag inside a clean bag. These items should be laundered in hot water. Bed bugs are susceptible to heat and this exposure will kill any bugs as well as their eggs. If you cannot wash the clothes on a hot wash cycle, then dump the bag directly into a hot dry cycle which will serve the same purpose. As soon as the items have been dumped from the bag into the washer or dryer the bag should be disposed of in an outdoor dumpster. After washing these items, (anything that does not need to be used right away) place in a clean garbage bag and seal it tightly. This will assure you that the clothes/bedding is free of bed bugs and will remain free until the problem is eliminated from your room. If you need to use it over the next month or so, keep it in your room in an organized, neat fashion.

Other than cleaning and laundering, leave the rest of the service to the trained professionals. Inspecting excessively, treating on your own or throwing items out can spread the problem and make it more difficult to treat.

What Not To Do

There are several things that you should NOT do:

  1. Do not throw items away or remove them from your room. If items are not removed in the correct fashion you may inadvertently spread the problem into the halls and other areas. In addition, once items have been discarded, they may be picked up by another unsuspecting student spreading the problem to their room.
  2. Do not attempt to control the bed bugs on your own. Any actions that you take to control bed bugs on your own could complicate the problem and may cause unexpected problems for others.
  3. Do not relocate yourself to another room. While the initial instinct is to get out of the room and sleep elsewhere, in doing so you run the risk of taking bugs with you in your belongings. Instead the student should contact the appropriate member of Student Life immediately so that the appropriate corrective actions can be taken.

Out of respect for the privacy of others, students are not permitted to enter the residence hall of the opposite sex except during open lounge and open residence hours. Entering the residence halls of the opposite sex is strictly forbidden, with the exception of planned Open Residence. Both the student hosting and the student visiting outside of Open Residence hours will be held accountable.

The responsibilities of Providence include a right to enter into the students’ personal spaces for the following reasons:

  1. To ensure maintenance and general repair within the room.
  2. To address an emergency or health risk.
  3. To ensure the room is vacant during fire drills.
  4. To provide for the health and safety of all residents (includes inspections).
  5. To turn off stereos, radios, or alarm clocks which are bothersome to others.
  6. To investigate, when reasonable cause exists, possible violations of Providence regulations.

All rooms in the residence are based upon double occupancy, however, students may request a single occupancy room for an additional fee of $250/semester. We are committed to placing students with compatible roommates, based on information given in the Residence Application or Returning Resident form. Personal roommate requests should be made in writing to the Residence Life Director at least one month prior to the start of the semester. We do our best to accommodate specific room requests pending space availability and our occupancy rate. All placement is done on a priority and then first-come, first-served basis, provided the $150 damage deposit has been confirmed.

Single Room Policy

Single room placements are made at the discretion of the Residence Life Director and priority is given to student leaders, Seminary students and mature University College students.

In the event that there are no single rooms available at the start of the semester, students who have requested a single room will be put on a waiting list. If a student is placed in a single room during the semester, the student will be charged a pro-rated single room fee for the remainder of the semester.

Should a student who has not requested a single room end up with one because their roommate does not show up at the start of the semester or moves out of residence part way through the semester, the student will not be required to pay the single room fee that semester. However, they may only occupy one-half of the room so that they will be prepared to receive a roommate or guests on short notice. Every attempt will be made to assign them a new roommate by the start of the second semester. Failing that they may be asked to move to consolidate vacancies at the start of the second semester in order to accommodate students on the waiting list for a single room, or they may choose to pay for a single room in order to stay where they are.

We reserve the right to change room assignments, re-assign roommates or consolidate vacancies by requiring students to move. Consolidation will not occur after the first two weeks of classes in any semester. All decisions regarding room assignments are at the discretion of the Residence Life Director.

Roommates

Most rooms in our residences are set up as double occupancy, meaning you'll have a roommate. We are committed to placing students with compatible roommates to make your experience at Providence a great one!

It is normal to feel anxious about meeting your new roommate, however, be assured that your Residence Life Director carefully matches roommates based on the personal preferences you have provided in your application package. We want your stay in residence to be an amazing experience, giving you opportunity to meet new people and learn more about yourself in the process. Here are a few tips to help your first interactions go smoothly:

  1. Know Yourself
    • Before moving in to residence, consider what your habits and preferences are. Are you a neat freak, a heavy sleeper, a social butterfly? Perhaps you know you need time to yourself for devotions or you know you need to talk with someone when you’re stressed. Know what you need to be healthy and happy, so that you can speak openly with your roommate about these things. It is your responsibility to ask for what you need, and to voice your expectations.
  2. Know Your Roommate
    • Feel free to ask questions and get to know your roommate as a person. What brought them to Providence? Where are they from? This person probably has many of the same hopes as fears you are feeling. Be sure to ask them what they need or expect in your shared space: do they work best at night or are they a morning person? How tidy is ‘tidy’? Allow your roommate to voice their expectations and needs, just as you have.
  3. Be Ready to Compromise
    • Learning to live with another person requires flexibility and communication (both essential life skills!). Expect that having a roommate will require you to give up some things, while also providing you with some benefits. If you can both talk about what is essential and what can be sacrificed then you can each make accommodations so that everyone is satisfied. Perhaps your roommate likes to listen to music while doing homework but you need absolute silence; as a result of talking this through you may find your roommate is quite willing to use headphones or that you are happy to head to the library when it’s homework time. Open communication and flexibility can solve most roommate struggles.
  4. Access Support
    • If you're having trouble, speak with your RA (Resident Assistant) who is trained to provide this type of support and can help.

Remember that many people are anxious about this transition. Most people also find they have a lot in common with their roommate. They also end up gaining valuable life skills and learning a lot about themselves in the process. Even though you don't know your roommate yet, you can be preparing for your year together by being aware of what you need, what you can give up, and by priming your communication skills.

Room/Roommate Changes

Providence values the resolution of conflict rather than the avoidance of conflict, and the Residence Life staff (RLD and RAs) work to help residence students develop skills to this end. Assistance in communication, mediation, and compromise are considered first steps in roommate conflicts and will be available to students who seek help from Residence Life staff. Some extenuating circumstances may necessitate a change in room assignment, as determined by the Residence Life Director.

Residence students are responsible for cleaning their own rooms and bathrooms and should aid in the cleaning of the hallways and lounges. Due to fire regulations and issues of cleanliness, personal items cannot be left in hallways, lounges, or laundry rooms. Personal items left in these areas may be confiscated immediately and then donated to charity after a period of one week if unclaimed.

Please make every effort to dispose of food in the garbage containers rather than in the sink. Much inconvenience has resulted in the past over plugged drains. Please also take your personal garbage to the large garbage bins outdoors rather than emptying your garbage into the lounge garbage cans, which causes them to quickly overflow.

Vacuum cleaners are located in each residence hall for student use, however, vacuuming should be done outside of designated quiet hours. Providence custodial staff will vacuum the main lounges periodically and at that time have priority to the vacuums. There are laundry facilities located in all residence halls. Please notify Providence Maintenance of any problems.

Building and Resident Security

  • Do not prop open outside doors or fire exits as this can endanger the lives and belongings of everyone in the residence hall. This can also allow rodents and other unwanted animals to enter the residence
  • Do not climb on building roofs or in or out of windows
  • Lock your room, keep valuables in a safe place, and carry your keys. It is recommended that students engrave their valuables and record serial numbers. Ensure that your valuables are covered under an insurance plan
  • If you are locked out of your room contact an RA from your residence
  • Refrain from walking alone on or around campus after dark
  • Report thefts and/or suspicious people or actions to the RLD or the university college receptionist
  • Pulling and/or forcing locked entrance doors open creates costly damage to the door mechanism and will result in a minimum $50.00 fee to the student responsible, which will help pay for damages
  • Using fire doors during non-emergency or fire drill evacuations will result in a minimum $25 fine

Keys/Unauthorized Access in the Residence Halls

Residence keys and access cards are distributed at registration. Lost keys and access cards will incur a charge of $25 to the student’s account. Please report a lost key/card to the RLD immediately. It is extremely important to maintain a community environment that is safe and trusting. It is very difficult to live in a healthy community if people feel unsafe. This is why issues of unauthorized possession of keys, gaining access to locked or off limits areas, and the copying of keys is treated very seriously. Students may face fines of $250 in addition to other serious, disciplinary measures like expulsion from residence if they make choices to compromise campus safety and trust. The local authorities may also be contacted. Please lock your room and keep your keys with you at all times.

Locked Out

If you are locked out of your residence building, please contact the appropriate RA for your building.

Students may withdraw academically through the Registrar’s Office (particulars are outlined in the Academic Catalogue). Withdrawal from residence requires that keys/access cards be turned in and the room checked for damages. Students must meet with the Residence Life Director before leaving residence and a failure to complete a checkout with the RLD will result in a loss of a portion of your damage deposit.

Refunds for Room and Board

Students who withdraw from residence within the two-week grace period past the academic semester registration date are eligible to receive the appropriate pro-rated refund on both room and board. Students who withdraw or are dismissed from residence at any point past the two-week grace period will forfeit their entire room fee and be given a pro-rated board refund, less 10 per cent administrative fee on the board portion.

For more information, see Payment and Refund Policies.

Damage Assessment

Before students arrive, a Room Condition Report of each room with be made by Facilities staff, which will be signed by the resident. When the student moves out of residence, the RA will assess the condition of the room to ensure that damage has not been done. If damage has occurred during the course of the year, the student will be charged for repairs. To mitigate any unnecessary damage to the walls, students are only allowed to use sticky tac to attach decoration to their walls. Occupants of a room will be charged equally for cleaning costs if necessary. Similarly, hallways, lounges and bathrooms are used primarily by residents of these areas, therefore residence hall members bear equal responsibility for damages unless a degree of responsibility can be assigned. Room and residence furniture is moved at your own risk. If damage has occurred to furniture due to moving it, damages will be charged to the student account.

The Student Life Department, Facilities Department or designate reserves the right to do periodic maintenance and safety checks of all residence hall rooms as necessary to fulfill the Residence Life mission and may assess charges as necessary. Students causing excessive or intentional damage to residences or Providence property are subject to eviction.

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