General Principles and Regulations

OBJECTIVE

Article 1
The objective of the present rules and regulations is to bring clarity to issues related to the operation, Management and supervision of Dormitories and to provide for the needs of students staying in Dormitories by ensuring comfortable, safe and orderly boarding.

DEFINITIONS

Article 2
In the present rules the term “Dormitories” refers to the Dormitories of the Bilkent University, the term “University” to Bilkent University, “Rectoriate” to the Rectoriate of the Bilkent University, “Dormitory Management” to the Director of Dormitories and Dormitory Managers and ”Student” to students of Bilkent University.

ADMINISTRATIVE BODIES

Article 3
The administrative bodies in charge of the Dormitories are:

a) Dormitories Executive Committee, and

b) Dormitories Administration.

DORMITORIES EXECUTIVE COMMITTEE

Article 4
The Dormitories Executive Committee is composed of:

• The Vice-Rector in charge of Student Affairs,
• Dean of Students,
• Director of Dormitories,
• Dormitory Managers,
• Three members of the University academic staff, appointed by the Rectoriate for a term of two years.

The Vice Rector for Student Affairs is the Chairman of the Committee. The Committee makes the decisions regarding the administration, supervision, maintenance and improvement of the Dormitories, determines the general rules and principles to be observed, and evaluates the complaints and suggestions submitted to the Committee. The Committee meets once a month during the academic year and, in extraordinary cases, upon the request of the Chairman or the Director of Dormitories.

The President of the Student Council or another student representative shall attend meetings of the Committee at least twice a year, with the right to vote, upon the invitation of the Chairman

DORMITORIES ADMINISTRATION

Article 5
The Dormitories Administrator is in charge of the overall day-to-day administration. He is responsible for planning and defining the procedures and principles to be followed in the administration, organization, maintenance and further improvement of the Dormitories, and submitting such procedures and principles to the Executive Committee for consideration and approval. As the Committee Secretary, the Director of Dormitories prepares the agenda of the Committee meetings and implements decisions made by the Committee.

The functions of the Dormitories Administration include: assigning rooms to students, keeping records, working towards meeting the students' social and cultural needs, taking the necessary measures to maintain discipline on the premises, supervising the service personnel, and ensuring the appropriate use and maintenance of the Dormitories.

The Dormitories Administrator has the authority to penalize disobedient students with "Temporary Removals" from the Dormitories for up to a five days period.

ADMISSION AND RESIDENCE

Article 6
Students who want to stay in Dormitories should be entitled to registration with the Bilkent University; and are required to apply to the Dormitories Administration as specified in terms of time, rules and application procedures.

Article 7
The admission and placement of students to Dormitories is executed independently for each academic year, in line with the existing capacity and principles adopted. The starting and closing dates specified in the academic calendar for each semester are also deemed as the opening and closing dates of Dormitories.

Article 8
The Dormitories Management is entitled to re-allocate Dormitory buildings as girls’ and boys’ Dormitories before the start of the academic year in line with current demand.

Article 9
The numbers of international students to be admitted and any additional regulations to be observed in their placement in the Dormitories are specified by the Rectoriate.

Article 10
As for students who have been sentenced or prosecuted for any offence – even in cases where they have been pardoned or their case has been suspended by the court- their admission to Dormitories is discussed and decided by the Dormitories Executive Committee.

Article 11
The Rectoriate may ban the admission to Dormitories of students whose stay in Dormitories is found inconvenient by relevant authorities or cease their stay in Dormitories.

Article 12
The Dormitory reservations of students will be cancelled in case they fail to complete their registration procedures and fulfil their financial obligations, or fail to make entry in Dormitories without a valid excuse within 7 days after the start of the academic year (records of electronic card-entry system will be deemed as sufficient proof).

Article 13
Students may submit a written objection to the Rectoriate concerning "Temporary Removal" or "Dismissal" penalties within five days from the date of the decision of the Dormitories Executive Committee. However, due objections will not effect the application of the imposed penalty.

CHECKING OUT OF DORMITORIES

Article 14
Students staying in Dormitories are obliged to apply to their Dormitory Management to complete their check-out procedures in case of leave during or at the end of the semester. Personal items left in rooms by leaving students are collected and stored by the Management. Such items not claimed for 30 days are disposed of. The Dormitory Management cannot be held responsible for the loss of or any damage to these items.

Article 15
Students who want to leave at the end of the fall semester are obliged to inform the Management 10 days prior to the start of the next academic term at the latest and complete their checking out procedures. Students who fail to do so until the date specified are considered to have accepted to stay and pay for the spring term as well.

Article 16
Scholarship students who, at the end of the spring term, want to continue to stay in the Dormitory for the next academic year are expected to submit their Dormitory Application Forms to the Dormitory Management; while non-scholarship students are expected to submit their Dormitory Application Forms together with their advance payment receipts to the Dormitory Management within the specified period in order to ensure their Dormitory reservations for the following academic year. No allocation is made to students who fail to complete this procedure. In case non-applying students later make request for Dormitory placement, their requests can be considered only following the completion of new student admissions.

Article 17
Students who want to change their allocated Dormitory and/or room are required to apply in person to the Dormitories Management. These applications are considered in the light of current availabilities.

Article 18
Students staying in Dormitories are responsible for all items and materials consigned to him/her by the Management. While checking out of Dormitory, the student has to return all materials consigned to him/her fully and in good condition. The student has to pay for any lost or damaged material. In case the student fails to pay within the time period specified, legal interest starts to accrue from this date and on and an investigation is launched against the student concerned. No application by this student to the Student Affairs and Dormitory Management will be considered and he will be denied any documents he asks for.

DISCIPLINARY ACTIONS IN DORMITORIES

Article 19
Students violating order and discipline on the premises or committing an action specified as an offence in the Rules and Regulations of the Dormitories or Dormitories Consent Form will be punished, according to the degree of the offensive act in question, with a "Warning" or a "Reproval" by the Dormitory Managers, or with "Temporary Removal" and "Dismissal" by the Dormitories Executive Committee.

Article 20
A “Warning” may be incurred by the following cases and behaviour (In cases of similar wording in Articles 20 and 21, the differentiation between the action described will be made according to the degree of the seriousness of the action):

a) Acting in violation of the rules, regulations and norms of behaviour that the students are expected to observe.
b) Behaving in a rude, uncivil, aggressive or degrading manner towards others; including the other inmates and Dormitory personnel.
c) Failing to keep his room, common areas and close environments clean and orderly; preventing cleaning or insecticidation activities.
ç) Disturbing others by making excessive noise, or playing loud music on radios, music systems, etc.
d) Failing without a valid excuse, to respond on time to requests for explanation, written or otherwise, made by the Managers and other personnel in charge; declining to receive notification letters and barring the work of Dormitory Management.
e) Without notifying the Dormitory Management in advance, coming late to the Dormitory three times within one semester as after 00:30 during the week and after 02:00 at weekends and during holidays (Valid only throughout the first years of new students and continuing Prep class students)
f) Without notifying the Management in advance, absenteeism for 5 days in one semester (records of electronic card-entry system will be deemed as sufficient proof).
g) Receiving visitors in areas other than those allocated for this purpose by the Dormitory Management and violating rules of visiting hours.
ğ) Damaging fixtures in common areas and transferring such items to rooms or to other places.
h) Acting in ways that may be hazardous to the safety of Dormitories (i.e. ironing and using electrical heaters, ovens, etc. in rooms; maintaining explosive and flammable materials such as gas tube, candles and incenses; intervening in the operation of fire detectors, cameras and card-entry systems).
ı) Using fire extinguishers and alarm buttons out of purpose.
i) Not complying with instructions announced by the Dormitory Management.
j) Smoking or using tobacco products in the room or other areas in the Dormitory (cigarette butts found in the room will be deemed as sufficient proof).
k) Making a room change without approval of Dormitory Management.
l) Having bottles or cans of alcoholic beverages in the Dormitory building or room –even empty or for collection purposes-.
m) Parking car in Dormitory gates and pedestrian paths in a way to obstruct passing.
n) Causing visual pollution by placing shoes, food, etc. outside the room window or by hanging clothes, etc.
o) Littering out of window or shouting in a way to disturb others.
ö) Keeping pets in the room without written permission of the Dormitory Management
p) Leaving unwashed dish in kitchens (such dish is collected and disposed of by the Management, without prior notice).
r) Cooking in spaces other than the kitchen.
s) Keeping any food items inside the room, and any odorous or spoilt items in refrigerators (such items are collected and disposed of by the Management, without prior notice).
ş) Leaving shoes, slippers or other personal belongings on the doorstep.
t) Leaving waste basket outside the room in periods other than garbage collection times specified by the Dormitory Management.
u) Failing to deliver photos, information and documents required by the Dormitory Management for registration purposes.
ü) Not complying with articles stated in the Dormitories Consent Form.
v) A higher penalty is applicable in case acts and behaviour specified above are repeated.

Article 21
A "Reproval" may be incurred by the following actions and behavior:

a) Repeating acts and behaviours described under the warning penalty.
b) Acting and behaving in a manner to damage the prestige and trust associated with the status of studentship.
c) Writing, drawing or affixing notices or similar material on, or causing any other damage to the walls, doors, furniture and equipment on the premises; placing announcements or posters any place other than his Dormitory room without the approval of the Rectoriate and Dormitory Management; using Dormitory rooms, facilities and environments for purposes other than these are intended to; polluting the environment.
ç) Misinforming or giving false information to the Dormitory Management (telephone numbers, residence addresses, etc.); not informing the Management about changes in personal information and failing to update necessary information.
d) Removing, writing on or drawing on the notices posted by the Dormitory Management.
e) Refusing to give information requested by the officials of the Dormitories, or giving misleading or incomplete information.
f) Using without permission or damaging items belonging to others.
g) Making difficult or obstructing the duties of Dormitory Managers and personnel or occupying them unnecessarily.
ğ) Acting and behaving in a way that disturbs roommates or others (usage of insulting / degrading words, phone harassment, etc.)
h) Keeping and using in rooms and common areas electrical and gas appliances which may cause fire and other hazards that are not allowed by the Dormitory Management (tube, heater, etc.)
ı) Intentionally harming the network system (i.e. using cordless modem and/or router in rooms; damaging Internet sockets and lines, etc.)
i) Without notifying the Management in advance, absenteeism for 10 days in one semester (records of electronic card-entry system will be deemed as sufficient proof).
j) Not complying with articles stated in the Dormitories Consent Form.
k) A higher penalty is applicable in case acts and behaviour specified above are repeated.

Article 22
A "Temporary Removal" from Dormitories for a period from one week to one semester may be incurred as a result of the following acts, upon the decision of the Dormitories Executive Committee:

a) Fighting.
b) Keeping or consuming alcoholic drinks on the premises.
c) Engaging in activities that might result in the violation of order and discipline on the premises.
ç) Damaging the equipment, property and installations of the Dormitories.
d) Gambling or keeping items used for gambling on the premises.
e) Exchanging room keys with others; boarding any person (including family members) in his/her room or in other spaces in Dormitory buildings without the permission of the Dormitory Management; staying in a room other than what is allocated for his/her use.
f) Exchanging Bilkent University Student ID Cards with others and using cards in this way.
g) Repeating same acts and behaviour after receiving warning and/or reproval penalties.
ğ) Ignoring the rules and regulations stipulated by the Dormitories Management or the other administrative bodies of the University; interfering in the duties of Managers and personnel and disregarding their warnings.
h) Without notifying the Management in advance, absenteeism for 15 days in one semester (records of electronic card-entry system will be deemed as sufficient proof).
ı) Not complying with articles stated in the Dormitories Consent Form.
i) Other acts and behaviour contrary to general ethics and irreconcilable with studentship.

Article 23
A "Temporary Removal” for a period not shorter than two semesters or “Dismissal” from Dormitories may be incurred as a result of the following acts, upon the decision of the Dormitories Executive Committee:

a) Keeping or using weapons of all kind, explosive and inflammable materials in Dormitories.
b) Gambling and organizing gambling sessions.
c) Using or keeping in Dormitories narcotics or drugs.
ç) Fighting.
d) Stealing.
e) Engaging in activities that might result in the disruption of order and discipline on the premises.
f) Engaging in immoral and crude behaviour against Dormitory Managers or others (slandering, outraging, insulting, threatening, applying physical force, etc.)
g) Intruding into the areas reserved exclusively for the use of the other sex or letting others do so without the permission of the Dormitory Management.
ğ) Committing dishonorable crime and having been convicted for such crime.
h) Repeating same acts and behaviour after receiving warning and/or reproval penalties.
ı) Ignoring the rules and regulations stipulated by the Dormitories Management or the other administrative bodies of the University; interfering in the duties of Managers and personnel and disregarding their warnings.
i) Without notifying the Management in advance, absenteeism for 30 days in one semester (records of electronic card-entry system will be deemed as sufficient proof).
j) Not complying with articles stated in the Dormitories Consent Form.
k) Other acts and behaviour contrary to general ethics and irreconcilable with studentship.

Article 24
Students who are removed or dismissed from the Dormitories cannot stay or even enter in Dormitories throughout the period of suspension. Objections to the penalty do not stop its execution.

ROOM SAFETY

Article 25
The responsibility concerning room safety fully belongs to the students. Students are supposed to keep their room doors closed and locked. The Dormitory Management cannot be held responsible for any loss or damage in this regard.

Article 26
Students are directly responsible for their personal belongings kept in rooms. The Dormitory Management strongly suggests students not to leave any cash or valuable items in rooms. The Dormitory Management cannot be held responsible for loss or damage of such items. It is suggested that students insure their valuable items against theft and damage.

Article 27
Rooms and belongings of students staying in Dormitories can be inspected by Dormitory Managers or personnel to check safety, cleanliness and compliance with the Dormitory Principles and Regulations.

Article 28
The students leaving Dormitory for vacation or any other purpose have to take their personal belongings together. The Dormitory Management cannot be held responsible for any belonging left behind.

Article 29
To compensate any damage they cause to Dormitories property or any missing inventory item that they received from Dormitories, students are obliged to pay the current cost of the item(s) in question. In case the damaged property or lost item(s) is used in common by two or more students, the cost will be divided among those students if the responsible person(s) cannot be ascertained.

DORMITORY FEES

Article 30
Fees for the Dormitories are updated every year according to current costs of living. These fees only cover boarding; and does not cover services like food, beverage, etc.

Article 31
Fees are paid in two installments: during the registration periods for the Fall and Spring Semesters. For payments made after the start of classes, interest accrues at the rate applicable to education fees. (For registries after the start of classes, the date of entry to the Dormitory is taken as basis). Any student failing to pay his/her fee, deposit and –if any- reparation bills for damage within 7 days after the start of the academic year is discharged from Dormitories. Further, any application of such student for the next academic year will be refused and the Directorate of Student Affairs will suspend any processes related to this student. In case the student concerned leaves the University, his/her high school diploma and other documents will be withheld.

Students failing to fulfil their financial obligations within specified time period are either transferred to rooms of lower category or discharged from Dormitories by the Dormitory Management.

In cases of late registration, students pay:

a) The full semester fee if they register before the end of the first month following the opening date of the semester;
b) 75% of the semester fee if they register before the end of the second month;
c) 50% of the semester fee thereafter.

Students registering in the second semester pay half of the annual Dormitory fee. For late entries during the second semester, above procedures are applied.
With respect to difference to be paid in transfers from low to high category rooms, provisions specified in paragraphs (a), (b) and (c) above are observed.

Article 32
Students wishing to leave the Dormitories are reimbursed:
i) 75% of the semester fee if they leave before the end of the second week of classes;
ii) 50% if they leave before the end of the fourth week. Fees are not refundable after the fourth week. No refunds are made to students who are penalized by "Temporary Removal" or "Dismissal".
With respect to difference to be refunded in transfers from high to low category rooms, provisions specified in paragraphs (i) and (ii) above are observed.

Article 33
Summer School Dormitory Fees:

For students and guests wishing to stay in the Dormitories during the summer recess and semester breaks, fees are determined for each academic year by the Rectoriate.

Article 34
Dormitory buildings to be kept open during summer recess and semester breaks are determined by the Dormitories Management and announced to all students at the end of each semester. Students are obliged to transfer to the specified Dormitories within the period specified.

Article 35
Students who stayed in Dormitories during the academic year can stay in reserve Dormitories during summer recess and semester breaks without paying Dormitory fee only given that they submit documents issued by their Faculties and Institutions (approved by the Rectoriate) confirming their attendance to ongoing education programmes (compulsory internship and compulsory courses). Non-scholarship students enrolled to summer school can stay in Dormitories only by paying the Summer School Dormitory fee specified by the University.
Non-scholarship students attending the Prep School, even if their education programmes are ongoing, can stay in Dormitories during summer months only by paying the Summer School Dormitory fees.

Article 36
Bilkent University students (with or without scholarship) not staying in Dormitories can start staying in reserve Dormitories if they submit documents confirming their registration with the Summer School and paying the Summer School Dormitory fees.

Article 37
With the exception of Summer School, compulsory courses and programmes of internship approved by Faculty / Institution + Rectoriate; students are not allowed to stay in Dormitories during summer recess for any private purposes.

MISCELLANEOUS PROVISIONS

Article 38
Students are not allowed to stay in University Dormitories after graduating.

Article 39
Under extraordinary circumstances, the Rectoriate reserves the right to close the Dormitories at his own initiative or upon the recommendation of the Dormitories Executive Committee.

Article 40
The Dormitories Management may, during semester breaks or summer recess, vacate some of the Dormitories for various reasons and purposes (i.e. restoration, maintenance, planning, etc.) and transfer students staying in these Dormitories to reserve Dormitories.

Article 41
Dormitory Managers may, as and when they deem necessary, change the rooms of students reporting the justification for such action in writing to the Dormitories Manager.

Article 42
Residents who fall ill are not allowed to stay with accompanying persons in Dormitories. Students in such state has to move to a health institution or go home.

Article 43
Visitors can be hosted only in areas determined by the Dormitory Management between 08:30 and 22:30, given that the visited person registers such visitors with the Management. Visitors are not allowed to visit or stay in students’ rooms. The visited student is responsible for any violation and/or damage caused by his/her visitor(s).

Article 44
All students staying in Dormitories (including associate undergraduate, undergraduate and post-graduate) are obliged to comply with all provisions in the Dormitory Principles and Regulations and Dormitories Consent Form. In case of violation, sanctions specified in Principles and Regulations are applied.

Article 45
In cases of dispute or in regard to matters not mentioned herein, the relevant articles of the “Bilkent University Student Code of Discipline” and "Disciplinary Regulations for Students of Higher Educational Institutions" issued as per Higher Education Law Nr. 2547 will be referred to.

*****
For Exchange Students, "orientation program start date" is considered as the
"semester/classes start date".