House Policy

 

Link to the official House Policies Google Doc

Cloyne House Policies

(Changed at Council by simple majority)

 

Table of contents:

  1. House Online Services
  2. Boarders
  3. Guests
  4. Move-ins
  1. New Members
  2. Managers and Continuing Members
  1. Move-outs
  2. Room and Parking Assignments
  1. Organization
  2. Seniority Points
  3. Rights and Rules
  4. Squatter’s Rights
  5. Pull-ins
  6. Mid-Semester Bids and Switches
  7. Parking Rights
  8. Bid Procedure
  9. Closet Bid Policy
  1. Walls
  2. Room Reservation Process for House Events
  3. Home Improvement Hours
  4. Common space furniture
  5. Private Space
  1. Alterations

 

House Online Services Back to table of contents

  1. The house online services must contain, at a minimum, the following elements:
  1. A blog, which can be posted to by any member, which the Community Manager and Historian use to document the happenings of Cloyne
  2. A mural archive, detailing all of the murals in the house and when each one was painted.  This should be maintained by the Historian and available for all to see.
  3. A file for each management position which contains exit documents, solutions to common problems, relevant bylaw changes or workshift policy changes, etc.  These files should only be accessible to the manager that corresponds to the file, and the House Manager and President. 
  1. The House Manager is responsible for overseeing each managers’ file and must fine each manager who fails to maintain their portion of the house archive three hours at the workshift rate.
  2. The Network Manager and Software Manager (if applicable) are responsible for insuring the proper function of the website, and assigning accounts.  The software manager is responsible for maintaining a bug form for the website.

 

Boarders Back to table of contents

  1. House-level boarding is permitted.
  2. The Food Manager(s) is(are) responsible for writing a house-level boarding contract every semester to be approved by council if council votes to allow house-level boarding.
  3. Each house level boarder must be approved by council by a simple majority vote.
  4. See BSC Policy Sec. XXIII.

 

Guests Back to table of contents

  1. A guest is defined as anyone who does not presently have a contract for room or board at Cloyne.
  2. Members are subject to central level host policy (policy index VII.N) and are responsible for their guests’ compliance with central level guest policy (AdCode XI.B).
  3. Only contract-holding members of Cloyne may host guests. Guests must be hosted at all times while on Cloyne premises.
  4. A host is responsible for the behavior of their guest.
  5. A host is responsible for ensuring that their guest understands and complies with all house and BSC policies.
  6. A host may be held responsible for a guest’s policy noncompliance, negligence, misconduct, or damage to or loss of property owned by the house or other members or the BSC.
  7. Ideally, guests should be met at the door by the Cloyne member with whom said guest(s) is or are meeting. However, if another member allows said guest onto the Cloyne Court premises, this member is responsible for the guest until the guest meets their stated host. Once a guest is met by the host, the guest does not need to be with the host at all times. However, the host is still accountable for the guest’s actions.
  8. If there is someone in the house whom a member does not recognize, the member has the right to question said person. If the member feels uncomfortable doing so, they may find a manager to do so.
  9. Persona Non-Grata (PNG): House Council shall have the power to declare someone a persona non grata (PNG) with two weeks’ two-thirds council majority and appropriate documentation of the PNG process as per BSC PNGs and Terminations policy.
  10. If someone is declared PNG, that means the person is not allowed in the house. If a person with PNG status enters the house, members must tell the person to leave. Members can call the police who will recognize the legality of the term persona non grata and remove the person from the house.
  11. All house members must make reasonable effort to uphold PNG decisions
  12. All new PNG declarations will be reported to the Central Office in accordance with BSC PNG policy.

 

Sleeping in Common Space Back to table of contents

  1. If a member is unable to host guests in their room, guests are able to sleep in the Meditation Room under the following guidelines:
  1. Guests may check-into the Meditation Room at 10:00 pm and must check-out at 10:00 am. The Meditation Room is available for members of the house to use between 10:00 am and 10:00 pm. During this time guests are asked to minimize their presence in the Meditation Room (e.g. have sleeping bags put away).
  2. The bulk of guests’ belongs are stored in a single closet in the Meditation Room or in their host’s room.
  3. A member may reserve the Meditation Room for guests by using the online calendar.
  1. If reservation conflicts arise, members should talk with each other to see if their guests can co-use the Meditation Room.
  2. The House Manager shall be consulted in the event of further conflict.
  1. Guests are not allowed to sleep in any other common space without approval of Council.

 

Move-ins Back to table of contents

 

New Members Back to table of contents

  1. New members are expected to be fully aware of the substance free policy prior to moving in and abide by substance free rules upon moving in. The substance free policy is effective immediately upon move in.
  2. New members (including boarders) are required to attend a new member orientation. New members will be credited 1-2 workshift hours for attendance depending on the length of the orientation.
  3. Members moving in later than 10 days after move-in day must meet with the House Manager or Community Manager for a similar orientation within their first week of moving in.
  4. A penalty of 2 workshift hours may be applied for new members who do not attend a new member orientation
  5. Members moving in after move-in day should coordinate in advance with house management.
  6. Old and new residents are not guaranteed housing during non-contract periods.

 

Managers and Continuing Members Back to table of contents

  1. Continuing members in double and triples are responsible for preparing their rooms for new roommates prior to move-ins.  All rooms must be habitable, sufficiently furnished (with the required desk, chair, dresser, bed frame, mattress and wardrobe/closet per person), and with sufficient space provided for new roommates.
  2. Continuing members may receive 1-2 hours for helpful participation in new member orientations.
  3. The House and Community Managers are responsible for ensuring the availability of habitable, furnished temp rooms with roommates of the same sex for all members prior to move-ins.
  4. Pursuant to Article III sec A.15:5, Facilities, House, and Community Managers must communicate effectively with incoming members prior to move-ins, which includes facilitating awareness of SFATH policy.
  5. Contact numbers must be posted on the front door.
  6. The House and Facilities Managers and the President(s) are responsible for dispensing keys to new members.

 

Move-outs Back to table of contents

  1. Rooms must be left in a reasonable state, meaning clean, furnished, painted appropriately, with damages either repaired or reported.  
  2. Residents must notify the House Manager of their intended move out date so that the House Manager can verify the condition of the room prior to move-out.
  3. Residents must move out by the end of the contract period unless previous arrangements have been made with the House Manager or Facilities Manager
  4. Residents must adhere to the policies for room conditions stipulated in their contracts, as well as in the section titled “Private Space” in this document.

 

Room and Parking Assignments Back to table of contents

 

Organization Back to table of contents

  1. The first round of room bids must be held at the end of the semester. HM must notify members of the date of first round room bids at least one week in advance.
  2. The first round of Fall room bids will be held at the end of the Spring semester, summer room bids will be held immediately afterwards. Members with active points and signed contracts for the summer may bid in the first round of Fall room bids with their summer points. If a member’s summer points are forfeited, then the member’s Fall bid will retroactively be invalidated and the member will have to rebid during the second round of room bids.
  3. Only members with active points (see Seniority below) and signed contracts may bid in the first round of room bids. The only exception is that a member with inactive may bid together with a member who does have active points.
  4. Second round room bids must be held within 10 days of the start of each contract period. HM must notify members of the date of second round room bids at least one week in advance.
  5. Parking bids are to be held immediately after room bids.
  6. House Manager must post a list of all open rooms at least 24 hours in advance of first or second round room bids. This list should be updated while posted.
  7. House Manager must notify all membership of the time and date of midterm room bids, or parking bids at least 72 hours in advance.

 

Seniority Points Back to table of contents

  1. Seniority points are defined by AdCode VII.A
  2. Active and inactive points are defined by AdCode VII.B
  3. All seniority points earned while living in Cloyne are considered active for up to one year after a member moves out of Cloyne. (Members returning to Cloyne will have active ‘Cloyne points’ after absences of no longer than one year) AdCode VII.B
  4. A member’s total bidding points = active points + ( inactive points / 100 )
  5. If two or three members bid as a group, their bidding points are combined.

 

Rights and Rules Back to table of contents

  1. Temporary room assignments (e.g. week 0 assignments) are just that, temporary room assignments. Members who occupy such rooms hold no rights to that room.
  2. Rooms and parking spaces may only be used by the members who were assigned to them. Subletting is strictly prohibited pursuant to BSC Policy Directory Section XI.
  3. House Manager must disallow a bid if it interferes with another member’s right to room with a person of the same gender identity.
  4. Facilities Manager and House Manager have final say in room assignments
  5. Members may bid by proxy if another member is willing to represent them in the bidding process. Managers facilitating the bidding process may not represent members other than themselves in the bidding process.

 

Squatter’s Rights Back to table of contents

  1. Continuing members acquire squatter’s rights (in accordance with AdCode VII.B.4) to rooms in which they have lived for 42 contiguous days. Squatters rights may be void in ADA accessible rooms on the first-floor of the West Wing as necessary for use by persons with disabilities. (These rooms include W1D, W1E, W1F)
  2. Continuing members must provide notice of their intention to squat to the HM in addition to ensuring the room they intend to squat is identified as such on the posted list of open rooms prior to the start of room bids. Continuing members that fail to do so will enter the bidding process by default with no additional rights.
  3. Member can squat from Summer to Fall only if room is unclaimed for Fall.
  1. Priority given to Spring squatter over Summer squatter.
  1. Members may squat in their room from Spring to Fall.
  2. Members may squat from Spring to Summer.

 

Pull-ins Back to table of contents

  1. Members with squatters’ rights in an unfilled double or triple have the right to pull in another member to that room, provided that all residents of that room consent. In doing so, members forfeit their rights to participate in room bids for 2 weeks. If a spot in a double or triple remains open at the time of room bids, any member can bid into the spot (unless this interferes with a member’s right to roommates who identify as the same gender), and if not filled can be assigned by the house manager.

 

Mid-Semester Bids and Switches Back to table of contents

  1. Members may switch spots in rooms of the same occupancy if all residents of those rooms consent.

 

Parking Rights Back to table of contents

  1. Only one member may bid on a single parking space.
  2. There are no squatting rights for parking spaces.
  3. Parking spot assignments are valid through the end of the contract period.
  4. Parking spots that become available mid-semester must also be put up for bids and the cost prorated to the day of the bid.
  5. Members who choose to make their parking spots available to be sold on game days may be compensated for the equivalent of two day’s parking fees [(monthly parking fee)/15], though no penalty can be applied if they choose not to.  Members are under no obligation to vacate their parking spot.
  6. Parking spots not bid on at the second round of room bids will be sold to the general public.

 

Bid Procedure Back to table of contents

  1. More bidding points affords a member higher priority in bidding.
  2. Ties in bidding points are broken by application number.  Lower application number gives higher priority.
  3. Full occupancy of rooms will be prioritized. (i.e. a bidding pair with combined 0 points will bid on a double before a single person with 3 points.)
  4. Room bids will take place in this order: singles, triples, doubles, closets, parking spaces.

 

Closet Bid Policy Back to table of contents

  1. Hallway closets which are assigned to rooms are: E2SBE1A, E2SAE2D, E3SAE3E, E3SBE3C, W1SBC3K, W2SAW2C, W2SDW2I, W2SEW2J, W3SBW3C, W3SCW3J, W3SDW3I. Assigned supplies closets are: E2SC, W2SB, C2SA. The remaining closets will be put up for bid.
  2. Closet bids must be held immediately after room bids, following the same bidding procedure.
  3. One person per closet.
  4. No squatting on closets from term to term.
  5. Closets may not be used as living space for any organism (animal, plant, fungus, etc.).
  6. Closets up for bid cost $20 per semester.

Common Space Surfaces Back to table of contents

  1. A mural shall be considered any drawing or painting on the surfaces of a common space of the house (including all common rooms, hallways, and any doors not to personal rooms) that was painted with approval of Council.  Any modification starting Fall 2014 not approved by council is classified as graffiti.
  2. A member may not modify the surfaces, of common space without bringing proposed modifications to Council for approval unless it is maintenance crew action to maintain the habitability of the building or remove graffiti that is not in direct contact with murals.
  3. Mural proposals must be accompanied with a description of the muralist’s vision, and should include a sketch whenever possible.
  4. Murals are not allowed on the walls of the kitchen.

 

Room Reservation Process for House Events Back to table of contents

  1. Prior to the start of a scheduled event, a reserved room must be vacated by members who choose not to participate, or by members excluded from a closed event.
  2. Events hosted at Cloyne Court must be approved by a simple majority at council in advance.  All events must comply with central level Policy Directory section III.A.9 External Entities.
  3. Process of reserving a room for an event and reservation announcement to members must be done according to the policy prepared by the Community Manager.

 

Home Improvement Hours Back to table of contents

  1. The Facilities Manager, in conjunction with the Maintenance Manager(s), will be responsible for dispensing House Improvement (HI) hours.
  2. If a member does not complete 4 HI hours by the start of week 11, of the contract period, then said member owes two additional hours of HI (for a total of up to 6 HI hours)
  3. Boarders owe 2 HI hours per semester
  4. You will be fined 6 HI hours at double the workshift rate for not doing any HI.
  5. The Maintenance manager(s) hold(s) the right to waive any HI hours owed above 4 due to special circumstances.
  6. The House President(s) and Maintenance manager(s) hold the right to update the link to Central level HI policy without council approval.
  7. Notes from central level HI policy:
  1. The Central level HI policy can be found here
  1. 4 hours of HI are owed during the summer contract period
  2. Members are encouraged to paint murals for HI, but whether HI is granted for a mural is ultimately up to the discretion of the maintenance managers

 

Common space furniture Back to table of contents

  1. House furniture may not be removed for use in private rooms, though house furniture may be moved out of common space for events.
  2. Damage to furniture in common space, whether intentional or accidental, must be reported.
  3. Damage deemed intentional will result in a fine to cover repairs.

 

Private Space Back to table of contents

 

Alterations Back to table of contents

  1. Policy towards painting or physically modifying personal rooms is defined by your contract with the BSC.

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