2025 Immersion: Summer Housing and Security Agreements

The conditions and policies outlined in this document are designed to ensure a safe, secure, and respectful environment for all participants in the Glendon Language Immersion Program while staying at York University’s Glendon Campus. These measures are put in place to protect both the participants and the facilities, promote responsible behaviour, and a safe and secure experience for all. By adhering to the policies and conditions, and with the help of participants’ responsibility, respect, cooperation, and support; participants will be able to fully engage in and benefit from the program.

1.0. Inflicting damage upon property or engaging in acts of vandalism against all York University residences, including those on the Glendon Campus, is strictly prohibited. This prohibition extends to the damaging or vandalizing of personal belongings or possessions of others throughout the program duration.

1.1. Any act of vandalism, including but not limited to the intentional destruction, defacement, or damage of property, will not be tolerated under any circumstances. This applies to all areas of York University residences, including those on the Glendon Campus.

1.2. Vandalism of a more severe nature, or repeated violations, may result in immediate dismissal from the program. The participant will be sent home without the opportunity to complete the program, and no refund will be issued.

1.3. Participants are expected to treat all residence rooms and communal areas of the residences, including common rooms, shared bathrooms, corridors, lobbies, stairwells, elevators, and laundry facilities, with respect and consideration. In addition to keeping these spaces clean, being mindful of noise levels, and ensuring personal belongings do not clutter shared areas, participants should also clean up after using any common space, promptly report any issues to our staff, and avoid obstructing hallways or other shared resources. In their own rooms, participants should maintain tidiness, monitor noise levels, etc. Disrespecting shared spaces or failing to be considerate of others’ needs may result in disciplinary action.

1.4. Participants are under no circumstances allowed access to or use of the kitchen facilities in the Glendon residences. This includes but is not limited to the use of facilities and the appliances, including the stove, sink, microwave and fridge. Any unauthorized items found in the kitchens, including food found in fridges, may result in items being discarded without prior warning, and no refund will be provided.

1.5. The $250.00 security deposit paid by a participant upon registration may be retained should instances of property vandalism or other damage be identified throughout the duration of the program.

2.0. The residence room keys and residence access cards issued to participants at the beginning of the program are the sole responsibility of the participant. Keys and access cards are not to be loaned, transferred, or shared under any circumstances. Glendon reserves the right to charge fees for lost, damaged, or unreturned keys and access cards.

2.1. In the event that a residence room key is lost or damaged, the participant will incur a lost key fee of $175.00, to cover the cost of the lock rekeying and key replacement. This fee will be paid by the participant and/or their parent/guardian directly to Glendon Housing & Ancillary Services. No new keys will be issued to a participant until all outstanding fees have been remitted. Payment can be made in person to Glendon Housing & Ancillary Services between the hours of 9:00am to 4:00pm (EST) Monday to Friday. York University, including the Glendon Language Immersion Program and Glendon Housing & Ancillary Services, will not be held liable for any losses that occur as a result of a room being left unlocked.

2.2. If a residence room key is lost more than once, an additional $175.00 rekeying and key replacement fee will be charged for each instance. This fee will be paid by the participant and/or their parent/guardian directly to Glendon Housing & Ancillary Services. No new keys will be issued to a participant until all outstanding fees have been remitted. Payment can be made in person to Glendon Housing & Ancillary Services between the hours of 9:00am to 4:00pm (EST) Monday to Friday. The Glendon Language Immersion Program and Glendon Housing & Ancillary Services will not be held liable for any losses that occur as a result of a room being left unlocked.

2.3. If a residence access card is lost or damaged, the participant will incur a $30.00 replacement fee. This fee will be paid by the participant and/or their guardian directly to Glendon Housing & Ancillary Services. A new residence access card will not be issued to a participant until all outstanding fees have been remitted. Payment can be made in person to Glendon Housing & Ancillary Services between the hours of 9:00am to 4:00pm (EST) Monday to Friday.

2.4. If a residence access card is lost more than once, an additional $30.00 fee will be charged for each instance. This fee will be paid by the participant and/or their parent/guardian directly to Glendon Housing & Ancillary Services. Payment can be made in person to Glendon Housing & Ancillary Services between the hours of 9:00am to 4:00pm (EST) Monday to Friday.

2.5. The residence room key and access card issued to each participant during the program are uniquely numbered and must match the participant’s assigned room. Upon departure, participants are required to return the exact key and access card provided to them during the program. Failure to return the residence room key or access card, or returning items that do not match those issued, will result in the following charges, which will be deducted from the participant’s security deposit:

• Incorrectly numbered or unreturned residence room key: $175.00 per key
• Incorrectly numbered or unreturned residence access card: $30.00 per access card

2.6. Glendon Language Immersion Program reserves the right to enforce this policy and charge the participant accordingly for any lost, damaged, unreturned or incorrectly numbered residence room keys or residence access cards. Charges may be directly withheld from the participant’s security deposit.

3.0. For the safety, security, and comfort of all participants, bringing guests (defined as individuals not enrolled in the Language Immersion Program) into the Glendon residences is strictly prohibited, with the exception of designated move-in and move-out days. During these times, guests are allowed only in common areas, not within individual residence spaces.

4.0. The $250.00 security deposit ensures that Language Immersion Program participants will be held accountable to cover any of the damages or losses outlined below to the York University campuses or residences, including those of the Glendon Campus.

4.1. Any damages, lost property, or unnecessary service costs caused by a Language Immersion Program participant to the residences of York University, including those on the Glendon Campus, through neglect, accident or intent will be charged to the Language Immersion Program participant(s) involved.

4.2. Where two Language Immersion Program participants occupy the same room in the residence buildings and responsibility for damage or loss in the room is attributed to both participants, the cost of damage or loss will be divided and assessed equally between the two bursary participants occupying the room.

4.3. Where damage or loss occurs in the common areas of York University campuses, including the Glendon Campus, and the blame rests on the Language Immersion Program participants, the cost of damage or loss will be divided and assessed equally among all the Language Immersion Program participants, or those residing on specific floors, and deducted from their deposits if the assessed amount is less than $250.00 per participant. If the amount exceeds $250.00, participants will be billed for the difference. No issuing of final program certificates or transfer of files to other universities will be done until all money is collected.

4.4. Unpaid costs for any lost, damaged, unreturned or incorrectly numbered residence room keys or residence access cards will be withheld from the $250.00 security deposit.

4.5. Payments can be made in person through debit card or credit card (Visa or Mastercard).

4.6. The $250.00 security deposit will be refunded to the original credit card used for payment, provided no damage has occurred. Due to internal daily transaction and refund limits, please allow 8 to 12 weeks post-program for reimbursements to be processed.

5.0. Curfew must always be respected and followed by participants. All participants must be in their assigned residence room by no later than 10PM Sunday to Saturday.

5.1. If a participant is not in their assigned residence room by the designated 10PM curfew time, Language Immersion Program and security staff will first attempt to contact the participant and, if necessary, conduct a search of the campus. In the event that a participant cannot be located, parents and/or guardians will be notified, and Toronto Police Services will be contacted.

6.0. Quiet Hours (Sunday to Saturday from 10:00 PM to 7:00 AM) will be monitored and enforced by overnight staff. Participants who fail to comply with these hours may face disciplinary action, which could include possible dismissal from the residence if persistent noise disturbances occur.

The safety and well-being of all participants in the Glendon Language Immersion Program are of utmost importance. To ensure a secure and comfortable environment during their stay, Language Immersion Program participants will abide by the safety and security protocols in place at the Wood Residence and Hilliard Residence.

1.0. Both the Wood and Hilliard Residence buildings are equipped with locked exterior entrances at all times. Participants will have access to the building only through their residence access key cards, which are provided on move-in day. These key cards will grant entry to their assigned residence. Participants must always carry their key cards to ensure they can enter the building and must always carry their room key to enter their room. Lost or stolen key cards must be reported immediately to program staff and/or housing staff for replacement and re-keying if necessary.

1.1. If participants leave their rooms unlocked for any period, Glendon Language Immersion Program or Glendon Housing & Ancillary Services will not be held responsible for any lost and/or stolen items.

1.2. York University Campus Security provides surveillance and monitoring of the campus 24/7 through campus patrols. Security personnel are available to respond to emergencies through first-aid, monitor the campus buildings and surrounding areas, and help when necessary. They are trained to liaise with program staff in case of any urgent issues that require the escort of emergency services. For more information, please see here.

1.3. Overnight supervision will be stationed in each of the Glendon residences. Their primary responsibility is to ensure that all participants stay in their assigned rooms after curfew and that all participants are accounted for throughout the duration of the night.

1.4. If a participant needs to leave their assigned floor or residence house for any reason, the Language Immersion Program staff member on duty will be contacted by the overnight supervision staff. The Language Immersion Program staff member on duty will ensure that participants move safely and responsibly within the building.

1.5. Language Immersion Program staff will be residing in the Glendon residences alongside the participants and are available to always assist participants. At the beginning of the program, participants will be provided with an on-call phone number, giving them access to an Language Immersion Program staff member 24 hours per day, 7 days per week.

2.0. Surveillance cameras are installed in the lobbies of both Wood and Hilliard Residences. Due to privacy laws, no cameras are stationed in common areas of residence such as common rooms, hallways, or washrooms.

3.0. In the event of an emergency (e.g., fire, medical issue, or security threat), York University Campus Security will respond immediately. Language Immersion Program staff will assist Campus Security in managing the situation, ensuring all participants’ safety, and facilitating evacuation procedures if necessary. Participants will be briefed on emergency exits, fire alarms, and evacuation routes upon arrival at the program.

4.0. Cleaning staff will be present on weekdays to maintain the cleanliness of the residence. This includes changing bed sheets (once a week), and pillowcases (once a week), also ensuring the overall cleanliness of the common areas including bathrooms.

4.1. If external cleaning services are required due to extenuating circumstances related to the cleanliness of common spaces caused by Language Immersion Program participants (such as bathrooms), an additional cleaning fee may be charged. This fee will be deducted from the security deposits of the participants who share and are responsible for maintaining that common area.

4.2. Participants are responsible for disposing of their garbage and recycling. Each participant must take their garbage and recycling to the designated disposal areas within the residence. Cleaning staff will not be responsible for removing garbage from individual rooms.

4.3. It is expected that participants will keep their rooms in a reasonably clean and tidy condition throughout their stay. Any issues with cleanliness or maintenance in individual rooms should be reported promptly to Glendon Language Immersion Program or Glendon Housing & Ancillary Services staff.