Regulations on the dormitory

REGULATIONS ON STUDENT DORMITORY

• These Regulations are developed following the “Model Regulations on the Student Dormitory of a Higher Educational Institution” approved by the Order of the Ministry of Education and Science of Ukraine No. 1004 dated November 13, 2007, current legislative acts of Ukraine and establish the procedure for providing living space in the dormitory of the Private Higher Educational Institution International Academy of Ecology and Medicine (hereinafter referred to as the Academy), using this dormitory and its maintenance.
• The student dormitory of the Academy is intended for the accommodation of nonresident students (trainees), applicants, postgraduate students (hereinafter referred to as the Student), etc. only for the period of study. Free rooms in the dormitory may be used by the head (administration) of the educational institution to create a separate hotel in agreement with the student self-government body of the Academy.

Foreign citizens studying in Ukraine are accommodated in the dormitory on a general basis unless otherwise provided by the contract or other regulations.

Nonresident applicants may be accommodated in a student dormitory for the period of entrance examinations.

Students are accommodated in the student dormitories based on the order issued by the dean’s office of the School of Medicine. During the accommodation, the Academy’s accounting department concludes the Agreement for accommodation for one academic year (with prolongation for the corresponding period if there is no information about the student’s expulsion).

The dormitory is intended:

• for the accommodation of single individuals (residential premises are in for the common use of several individuals who are not in a family relationship);
• for families of students (living quarters consisting of one or more rooms used by one family).

In the dormitories for single individuals, if necessary and as an exception, rooms for student families may be allocated, which is determined by the administration of the Academy following applicable law at the request and approval of the student self-government body of the Academy.

• Accommodation of employees of the educational institution is carried out, as an exception, with the permission of the head of the Academy in agreement with the Council of the Academy’s labor collective and the student self-government body.
• In the dormitory, in addition to the main purpose, additional services may be provided for a fee for food, medical care, telephone, fax communication, as well as various services (hairdressers, repair of clothes, shoes, etc., library, copying and multiplying, computer use, etc.), through the use of non-residential premises (basement, basement).
• The dormitory should create the necessary conditions for living, independent study, recreation, physical education, and educational work. The composition and area of sanitary facilities are allocated and equipped following the sanitary rules for the maintenance of dormitories.
• The decision to allocate premises for catering, health care, communication, consumer services, etc. in the dormitory shall be made by the head of the Academy in consultation with the Academy Staff Council and the student self-government body.
• Accommodation in the dormitory is carried out after the creation of the necessary living conditions for living and obtaining permission from the sanitary and epidemiological station and fire authorities and registration of the dormitory following the procedure established by law.

Before settlement, the Student (resident) and the Academy’s accounting department conclude an Agreement for accommodation in the dormitory for one academic year and issue a pass for the right to enter the dormitory and a warrant, which is the only basis for settlement and residence in this dormitory.

An individual who moves into a dormitory is obliged to personally hand over to the dormitory manager a warrant for the right to occupy a place in the dormitory with a receipt of prepayment for the period of residence, to undergo instruction on fire safety, operation of electrical appliances, household radio equipment and gas equipment, as well as on the use of elevators (if available in the dormitory), and to familiarize himself/herself with the Internal Regulations, including the procedure for eviction from the dormitory. The briefing is carried out by the dormitory manager and is confirmed by the resident’s signature in a special journal.

In case of unforeseen circumstances and for valid reasons, residents may be relocated to another dormitory and from room to room by the decision and consent of the Academy management, dean of the School of Medicine in agreement with the student self-government body of the higher education institution.

• Internal regulations in the dormitory are established by the Rules approved by the Rector of the Academy and agreed with the student self-government body of the Academy.
• Accommodation and eviction of Students is carried out in agreement with the student self-government body of the Academy.

ALLOCATION OF DORMITORY PLACE

• The settlement, accommodation, and eviction of students from the dormitory are carried out by the dean of the School of Medicine in agreement with the student self-government body of the Academy.
• The distribution of vacant dormitory beds by departments is carried out by the joint decision of the Academy administration and the student self-government body of the Academy.
• Decisions on accommodation in the dormitory are prepared by the faculty (college), adopted by the head, and agreed with the student self-government body of the Academy. Based on the order on accommodation and provision of beds in the dormitory, the Academy’s accounting department concludes a contract with the Student for accommodation in the dormitory for one academic year. The student is issued a pass for the right to enter the dormitory and a warrant, which is the only basis for living in this place. The warrant contains the dormitory number, its address, and room number, as well as personal data.
• The Academy’s dean’s office together with the commandant (head) of the dormitories keeps track of the warrants and residents in the dormitories.
• The necessary documents for registration of foreigners and stateless individuals and deregistration are executed by the employees of the Department for Work with Foreigners and Stateless individuals of the Academy.

USE OF LIVING SPACE IN DORMITORIES

• Students and other individuals are accommodated in the student dormitory by the commandant (head) of the dormitory or an employee who replaces him/her based on the issued warrant, the Accommodation Agreement and payment, and a pass for the right to enter the dormitory.

An individual who settles in the dormitory is provided with a living space, necessary equipment, and bed linen. The resident must be familiarized with the Internal Regulations of the dormitory, and safety rules, including the use of electrical and gas appliances, elevators, etc.

• During the summer vacation period (July-August), students must vacate the room and pay for the dormitory. Students who wish to stay in the dormitory during the summer vacation period are provided with an additional Accommodation Agreement (or prolongation of the main Accommodation Agreement for the entire academic year) upon their application.
• Accommodation conditions.

Enter the dormitory only upon presentation of a pass (entrance to and exit from the dormitory is allowed around the clock).

Visitors have the right to stay in the dormitory from 08.00 to 22.00. When entering the dormitory, the visitor leaves an identity document with the duty officer and is registered in the visitor’s book. The resident of the dormitory is obliged to personally meet the guest and see him/her off when leaving the dormitory. Residents who guests are responsible for the timely departure of visitors from the dormitory and their compliance with the Internal Regulations in the Academy’s dormitories.

• Rights and obligations of dormitory residents

Residents of the dormitory have the right to:

• use the educational, cultural, household, and sports facilities, equipment, and property of the dormitory;
• demand timely repair or replacement of equipment, furniture, and bedding, as well as the elimination of deficiencies in household services;
• elect the Student Council of the dormitory and be elected to its membership;
• through the Student Council of the dormitory to participate in solving issues related to the improvement of living conditions, organization of educational work and leisure, work of service personnel, etc.

Residents of the dormitory are obliged to:

• comply with the requirements set out in the Agreement for accommodation in the dormitory;
• know and strictly follow the Internal Regulations of the Academy’s dormitories;
• pay for accommodation on time;
• maintain cleanliness and order in their rooms, blocks, and common areas;
• participate in the duty;
• participate in public works (2 hours per week) in the improvement and landscaping of the territory adjacent to the dormitory, protection of green spaces, repair and proper maintenance of sports grounds and adjacent territory, as well as in conducting sanitary days;
• take care of state property – premises, equipment, and property of the dormitory, and use heat, electricity, gas, and water economically;
• ensure that the head of the dormitory has duplicate keys to the room and block and in case of their absence or replacement of the door lock, hand over the corresponding duplicate;
• submit timely requests for repair of electrical, plumbing equipment and furniture;
• immediately notify the head of the dormitory, the dormitory officer on duty, and the Student Council of the dormitory of all emergency events in the dormitory;
• compensate for the material damage caused following the current legislation;
• comply with safety and fire safety rules when using electrical and gas appliances. Additional electrical appliances and radio equipment, computers, and other equipment of residents are subject to registration with the head of the dormitory;
• upon graduation or early deprivation of the right to live in the dormitory, hand over the property, equipment, and room in a habitable condition, properly execute a bypass sheet, deregister the place of residence in the dormitory, and move out of the dormitory within 3 (three) days from the date of the relevant order or instruction.

Residents of the dormitory are prohibited from:

• perform any actions that endanger the life and health of people or may lead to damage to property, inventory, and equipment of the dormitory;
• move unauthorizedly from one room to another, change the door lock of the room (block);
• remodel and move equipment and furniture from one room to another or take it out of the working rooms without the permission of the head of the dormitory;
• modify and repair electrical equipment;
• use electric heaters and electric stoves in living rooms, use electrical appliances that are not registered with the head of the dormitory;
• carry out electrical work in rooms and the dormitory;
• store and use additional electrical equipment that is not provided for in the design and calculation standards;
• to hold mass events in the dormitory without the written permission of the Academy administration (Dean of the School of Medicine);
• leave unauthorized individuals after 22.00 hours;
• to store, and consume alcoholic beverages, narcotic or toxic substances, to be in the dormitory in a state of alcoholic, toxic, or narcotic intoxication;
• smoking in the dormitory is strictly prohibited;
• disturb the silence from 22.00 to 08.00 hours;
• turn on radio, television, computer, and audio equipment at a volume that exceeds the soundproofing of the room (Law of Ukraine No. 174 of June 03, 2004);
• keep pets in the dormitory;
• paste posters, announcements, etc. on the walls without the permission of the head of the dormitory;
• enter the dormitory outside the entrance hall.

Incentives and penalties:

Residents of the dormitory can be encouraged for active participation in cultural events, and work on maintaining the proper condition of the room, dormitory, and the surrounding area.

The following penalties are imposed on residents for violation of the Internal Regulations in the dormitories of the IAEM, as well as for actions incompatible with the student’s title:

• remark;
• reprimand;
• not being admitted to the dormitory for the next academic year;
• termination of the Accommodation Agreement (upon agreement with the student self-government body);
• expulsion from the Academy (in agreement with the student self-government body).

The Rector, dean of the School of Medicine, on the proposal of the commandant (head) of the dormitory, the Student Council of the dormitory in agreement with the student self-government body of the Academy shall make rewards and penalties to the residents of the dormitory following the established procedure.

EVICTION FROM STUDENT DORMITORIES

• Applicants who have received unsatisfactory grades at the entrance examinations shall leave the dormitory following the established procedure no later than three days from the date of announcement of the test results; applicants who have filed an appeal – within three days after the meeting of the appeal committee; applicants who are not enrolled in the educational institution by competition – within three days after the issuance of the order of enrollment.
• In case of expulsion from the Academy, transfer from full-time education to another form of education, after graduation from the Academy, or in case of early termination of the Accommodation Agreement, residents shall vacate the dormitory within three days from the date of the relevant order (instruction).
• In cases where, for valid reasons, a resident cannot leave the dormitory within the relevant period, this period may be extended by a joint decision of the head (administration) and the student self-government body of the Academy.
• Residents are evicted from the dormitory following the legislation of Ukraine. In case of violation of the Agreement on Residence in the Dormitory by a resident, they are evicted from the dormitory, fully compensated for the damages caused, and the payment for the previous stay is not refunded. The change of the head (administration) of the dormitory does not deprive the citizens living in it of the right to use this dormitory and they can be evicted only following the procedure established by law.
• Individuals who have moved into a dormitory without permission or students, trainees, or postgraduate students who have not moved out within the established period shall be evicted administratively or by court decision without being provided with another accommodation.

FEES FOR ACCOMMODATION AND SERVICES

• The cost of living in a dormitory consists of the cost of its maintenance and the cost of mandatory household services provided to residents.
• The specific amount of the fee for accommodation in the dormitories is set by the Academy administration and is calculated following the current tariffs, the procedure for payment for utilities following the current legislation of Ukraine.
• Payment for accommodation in the dormitory is charged to residents for the entire period of stay.
• The monthly fee for accommodation in student dormitories, including the use of linen, where services and equipment are provided following state standards, is calculated following the tariffs for utilities.
• Additional services for installing additional electrical equipment are paid separately.

PROCEDURE FOR PROVIDING PLACES IN THE ACADEMY’S DORMITORIES TO STUDENT FAMILIES

Places in the student dormitories to accommodate student families are determined by a joint decision of the Head of the Academy and the student self-government body of the Academy, based on the available housing stock, for families to live in compliance with sanitary standards of living.

DUTIES OF THE COMMANDANT (HEAD) OF THE DORMITORY

• Direct management of the economic activity and operation of the dormitory, organization of residents’ everyday life, compliance with sanitary, environmental, and fire safety standards, and compliance with the established procedure is carried out by the commandant (head) of the dormitory.
• The manager (head) of the dormitory is obliged to:
  • strictly comply with the requirements of the Accommodation Agreement concluded by the Academy management with the resident of the dormitory;
  • to settle in the dormitory based on a warrant, passport, pass for the right to enter the dormitory, receipt of payment for accommodation and pass;
  • to familiarize the resident, when moving into the dormitory, with the Regulations on the student dormitory, fire and safety rules;
  • to maintain the dormitory premises following the established sanitary norms and rules;
  • to equip the dormitories with furniture, equipment, bedding, and other inventory following the current “Standard Norms for Equipping Dormitories with Furniture and Other Equipment”;
  • control the provision of the dormitory with the necessary equipment, inventory, tools, and materials for maintenance and cleaning of the dormitory and the surrounding area;
  • timely submit applications for repair of the dormitory, inventory, and equipment, maintain the assigned territory and green spaces in proper condition;
  • to ensure and control the relevant repair works of buildings, dormitory premises, and territory;
  • Provide the necessary utilities to the residents of the dormitory, maintain the premises for educational work, independent study, and cultural and sports events in proper condition;
  • to relocate, if necessary, in case of acute illnesses and in the absence of the possibility of hospitalizing sick residents of the dormitory to isolation wards;
  • to staff the dormitory following the established procedure with service personnel;
  • to assist the Student Council of the dormitory in the development of student self-government on issues of work, life, and recreation of residents;
  • to take measures to improve living and cultural conditions in the dormitory, to take timely measures to implement the proposals of residents, to inform them about the decisions made;
  • to keep a record of comments and suggestions of residents regarding the maintenance of the dormitory and improvement of living conditions;
  • to submit to the head (administration) of the Academy proposals for improving the living conditions in the dormitory;
  • ensure the necessary thermal conditions in all rooms following the established comfort standards;
  • to evict Students who have terminated their relationship with the educational institution on time;
  • if necessary, provide premises for the organization of cultural and educational, sports work, canteens, and cafeterias in the dormitories, and equip them with commercial and technological equipment, furniture, utensils, and necessary equipment.

The head of the dormitory is responsible for ensuring that all residents and staff comply with the internal regulations and the terms of the Accommodation Agreement.

When evicting from the dormitory, the commandant (head of the dormitory) is obliged to:

• inform the student, trainee, or postgraduate student of the grounds for eviction;
• organize the eviction with the participation of the castellan, the head of the luggage room, and the security guards of the dormitory;
• to accept from the student, trainee, or postgraduate student the fixed assets that were provided to them for use during the period of residence in the dormitory;
• provide a calculation for the Academy’s accounting department;
• sign the checklist;
• on the day of signing the checklist to withdraw the pass for the right to enter the dormitory and submit an official note to the dean’s office of the School of Medicine.

or the department of postgraduate studies, which is responsible for the relevant dormitory (structural unit), to remove the evicted individuals from the database and the settlement map;

• take appropriate actions to compensate for material damage caused by students, trainees, or postgraduate students;
• place on duty a list of students, trainees, or postgraduate students who have lost the right to live in the dormitory.

The head of the storage room returns to the student, trainee, or postgraduate student their personal belongings that were previously accepted for storage.

The financially responsible individuals of the dormitory are the commandant (head) of the dormitory, the head of the storage room, and the watchman.

The administration of the dormitory is responsible for the safety of students’ property, which is given to the storage room of the dormitory.

DORMITORY OPERATIONS, MAINTENANCE, AND REPAIR

• The operation of the dormitory is provided by the relevant operational units of the Academy following the rules and regulations for the operation and repair of the housing stock.
• When performing major repairs to the dormitory, if the repair cannot be performed without resettling the residents. Students are provided with adequate living space in the same or another dormitory for the duration of the repair. Upon completion of the overhaul, they are provided with the living space they usually occupied before.
• Current repairs of the dormitories are carried out at the expense of the Academy,
• sponsors, special funds, and consists of systematic and timely work on the provision of structural elements, finishing
• engineering equipment and elements of external landscaping from premature wear and tear, as well as to eliminate minor damages and malfunctions that occurred during the operation, adjustment, and adjustment of engineering equipment.
• The Academy’s management is responsible for the proper operation and maintenance of the dormitories, compliance with the established order and rules of residence, organization of residents’ everyday life, and educational, cultural, sports, and recreational activities.