GEORGIA STATE UNIVERSITY SPECIAL INTEREST GREEK HOUSING CHAPTER LICENSE AGREEMENT

Transcription

1 GEORGIA STATE UNIVERSITY SPECIAL INTEREST GREEK HOUSING CHAPTER LICENSE AGREEMENT THIS AGREEMENT is entered into by and between the Board of Regents of the University System of Georgia by and on behalf of Georgia State University, (the "University") and, a GSU Chartered Student Organization, (the "Organization"). WITNESSETH WHEREAS, University values the Social Greek experience and the ideals upon which Social Greek organizations are founded; WHEREAS, University has constructed Special Interest Greek Housing on the University campus through a partnership with University Housing, Greek Life and the Office of the Dean of Students; and WHEREAS, Organization desires to license and occupy Special Interest Greek Housing on the Georgia State University campus; WHEREAS, the parties intend this License Agreement (the Agreement) to govern the housing relationship between the University and the Organization; NOW THEREFORE, the University and Organization do hereby agree to the terms and conditions set forth below. I. Purpose: TERMS AND CONDITIONS The purpose of this Agreement is to provide for the exclusive use of assigned townhome located in the Special Interest Greek Housing at 156 Edgewood Avenue, Atlanta, GA to the Organization for student housing and organizational activities, such space is herein referred to as "townhome." II. Definitions: Continuing Student one who does not enroll in the Summer semester, but who has either completed or has been granted a hardship withdrawal from the immediately previous Spring semester and who has registered for the subsequent Fall semester. Current Student one who has both enrolled in and completes an entire Summer, Fall and/or Spring semester. This status applies to all students upon enrollment for classes and continues unless and until the student drops, withdraws or is withdrawn from all classes during a semester. Good Standing means a student organization is recognized by the University and their respective National Headquarters and has no current or pending organizational Student Code of Conduct violations. Page 1 of 8

2 Greek Student means a student that is an initiated and active member of one of the fraternities or sororities officially recognized by Georgia State University. Student Conduct Process refers to the process by which individual and/or organizational allegations of the Student Code of Conduct and/or the Panther s Guide to Community Living are resolved. University Housing any university-owned facility used for the purpose of housing residential students. University Property means all things owned, controlled, operated or in the possession of the University, including but not limited to real and personal property, information systems and resources. III. License Term: The license period shall begin on August 19, 2013 and ends on August 3, The Organization s eligibility to occupy the licensed townhome is conditioned upon the Organization s timely payment of all fees due and maintaining good standing with both the University and the Organization s International/National Headquarters at all times during the Term. The Organization must submit a letter of support from their International/National Headquarters upon signing this Agreement. Organization will be reviewed by the University on an annual basis to determine its continued eligibility to occupy a townhome. The Organization must provide written notification of the intent to renew the License for the upcoming academic year by the last day of classes of the fall term. IV. License Fee and Payment: The Organization will pay University Housing an annual fee (the Annual Fee ) for the term of the Agreement payable in three (3) equal installments due by September 23, January 27, and May 31, respectively, each year of the Term. Note: the summer installment payment is only required if a chapter organization meets the requirements set forth for summer occupancy, (as described under section V. Occupancy) and is permitted to occupy the townhome during the summer. An invoice will be sent to the Organization four weeks prior to the due date for Annual Fee payments. All payments must be made to University Housing located in Suite 250 of the Student Center. Organization shall pay late fees and interest in the amount of 1.5% per month for any past due payments as well as all costs of collection, including reasonable attorney s fees. The Annual Fee is published each year by University Housing and Annual Fees are as follows: Fall 2013 Spring 2014 Summer 2014 Total 19 Bed $750 $750 $375 $1, Bed $625 $625 $300 $1,550 9 Bed $500 $500 $250 $1,250 Due: 9/23/2013 Due: 1/27/2014 Due: 5/31/14 Page 2 of 8

3 V. Occupancy: All townhome residents are required to sign a Student Housing and Panther Meals Contract (Student Housing Contract) with University Housing. Organization is required to maintain 100% occupancy during fall and spring semesters. If occupancy falls below those levels, the Organization may fill or buy out the vacant bed(s) at the University s current rates for which University Housing will bill the Organization. The Organization s final roster for Special Interest Greek Housing occupancy is due to University Housing and Greek Life by May 13, If the house is not full by the deadline established for Special Interest Greek Housing Room Selection process, University Housing reserves the right to assign non-member students to vacant bed(s) via University Housing room assignment process/room change procedures. Summer occupancy is available to Organizations that can guarantee 50% occupancy and will require signing of a separate agreement by all individual students who will be occupying the townhome during that period. At least one-half of the Special Interest Greek Housing townhomes must have 50% occupancy in order for the Special Interest Greek Housing to remain open during the summer months. If Special Interest Greek Housing is not open during the summer months, Greek students will have the option of residing in the regular summer housing provided by University Housing. All persons residing in Special Interest Greek Housing must be Current Students in Good Standing during the Fall and Spring semesters and/or Continuing Students in Good Standing during the Summer semester. Subletting of the townhome or its individual rooms is not permitted. Individuals assigned to the townhome are generally required to be Organization members in good standing but other individuals may be considered and approved by University Housing in its sole discretion. Occupancy of each townhome is limited to its design capacity (e.g., a 19-bed townhome may have no more than 19 residents). While it is acceptable for residents to have occasional guests (as outlined in the University Housing Guest Policy), it is a violation of University policy for anyone but those individuals who have signed a Student Housing Contract and been assigned to Special Interest Greek Housing to live in the townhome. Organizations that require members of the Executive Board to reside in the townhome must provide a copy of the organization by-laws to University Housing and Greek Life. Executive Board members are eligible to receive a fee waiver for terminating their Student Housing Contract if the term of office conflicts with the terms of the Student Housing Contract. If an Executive Board member is removed from an Executive Board position or Organization, the fee waiver will not apply. New members of Organizations will not be permitted to reside in the townhome until after completing the Organization s initiation process. Page 3 of 8

4 VI: Termination: The University reserves the right to terminate this Agreement if the Organization breaches any of its responsibilities under this Agreement including, but not limited to, payment of fees when due, maintaining Good Standing with the University and the Organization s national/international headquarters. An Organization that loses the right to occupancy for any reason including, but not limited to, suspension from the University or loss of charter will remain responsible for all payments under the License Agreement for the remainder of the Term. VII: Management: University Housing will manage and maintain the Special Interest Greek Housing with the assistance of nine Resident Assistants (RAs), one of whom will be assigned to live in each townhome. RAs will be hired and trained by University Housing. RAs will participate in the RA selection and training process as coordinated by University Housing. RA compensation includes a single room in their assigned townhome and a stipend. RAs are permitted to work on campus per University Housing Policy and in compliance with University policies regarding student employment. VIII: Room Assignments: Organizations must follow the University Housing room selection process and timeline designed for Special Interest Greek Housing. The Organization will be responsible for providing accurate room rosters to University Housing along with prompt notice of any changes. Organizations do not have the authority to revoke the Student Housing Contracts of individual students. If a Greek Student residing in the townhome is removed from the Organization for any length of time due to the Organization s disciplinary process, University Housing and Greek Life must be notified within 48 hours. Room changes must follow procedures established by University Housing. Residents of Special Interest Greek Housing will not be charged the regular room change fee if requesting a room change within their respective townhome. Students moving into Special Interest Greek Housing from another University Housing building will be charged the room change fee per the Student Housing Contract. IX: Access: Access to the townhome assigned to an Organization will be given to all resident and non-resident members of the Organization. Organizations will have the authority to deny or grant members access in consultation with Greek Life and University Housing. If a resident or non-resident s membership status changes, the Organization must complete and submit a roster change form within 48 hours. If there is a security risk, the Organization should report the security risk immediately to the University Housing staff on duty. Only residents of the townhome may register a non-member guest for Special Interest Greek Housing. For safety purposes, all nonmember guests must be escorted. Page 4 of 8

5 Students who lose their access cards will be charged a $35 replacement fee. Notification of lost card(s) must be reported immediately to University Housing staff. X: Modifications: Organizations may not alter or modify any physical aspect of the townhome without prior written approval from the University. Any plans for altering the interior or exterior of the townhome must be submitted via the Chapter Townhome Project Proposal Form and approved in advance, in writing by the Director of University Housing or his or her designee. XI: Maintenance Responsibility: The Organization is responsible for the routine housekeeping and cleanliness of all townhouse common areas. The University will deep clean hallways, common areas, and vacant room(s) once per year. The University will clean the Activity Building regularly, but the Organization is responsible for general clean-up after using the Activity Building for Organization events. The Organization will be charged additional fees in the event that University personnel are required to clean-up after the Organization outside of the regularly scheduled cleaning. The University will provide routine maintenance to Special Interest Greek Housing, including structural, electrical, plumbing, gas, water, landscaping and maintenance of the exterior surroundings of the facilities, and all utilities of the townhome. Damage to the bedrooms is the responsibility of the individual resident(s) who will be assessed repair and replacement fees for any damages thereto. Damages beyond reasonable wear and tear to common areas are the fiscal responsibility of all townhome residents, and charges will be assessed accordingly, in the University s sole discretion. Any damages that cannot be attributed to a specific individual will be the financial responsibility of the townhome residents, generally. Maintenance concerns should be promptly reported online through the work request form. In the event of an emergency (flooding, structural damage, electrical outage, etc.), University Housing staff should be contacted immediately. XII: Policies: The Organization s occupancy of a townhouse is subject to all applicable University policies including, but not limited to, those published in the Student Code of Conduct and the Panther s Guide to Community Living (a guide specifically for residential students). Some of the policy requirements are summarized below: All Housing facilities are smoke-free. All residents of Special Interest Greek Housing must follow the policies outlined by University Housing regarding designated smoking areas. Residents over 21 may consume alcohol in their individual rooms. Alcohol must also be stored in their individual rooms and may not be stored in common spaces (i.e., common refrigerators, living room area, storage closets, etc.). Use, consumption, possession, or distribution of any narcotic, dangerous drug or controlled substance or possession of drug paraphernalia is prohibited. Page 5 of 8

6 Use, possession, display or storage of any weapon, dangerous instrument, explosive device, fireworks, or dangerous chemicals is prohibited. Maximum occupancy inside the Special Interest Greek Housing Activity Building is 45 people (seated) and 90 people (standing). Maximum occupancy inside individual townhomes is determined by the size of the unit. Each resident of the townhome is allowed to check-in no more than two guests at a time. Non-residents may not bring guests to Special Interest Greek Housing. The maximum occupancy for each unit is as follows: (the total number reflects the maximum number of residents, non-resident members, and/or guests who may be present at one time in each townhome). 9-bed townhome = 27 people total 16-bed townhome = 48 people total 19-bed townhome = 57 people total All guests must register in and out at the Special Interest Greek Housing Guard House. Special Interest Greek Housing guests must be escorted at all times. Special Interest Greek Housing students are responsible for their guest s behavior. Guests are required to follow the Student Code of Conduct, the Panther s Guide to Community Living, and chapter policies while visiting Special Interest Greek Housing. All Organization events held in the Special Interest Greek Housing Activity Building and the courtyard area must be pre-approved by Greek Life and University Housing based on size and event type. Events held in individual chapter homes must comply with all University policies (including those outlines in this agreement). Violation of criminal or civil law (whether or not on University property), the Panther s Guide to Community Living, or the Student Code of Conduct may constitute grounds for immediate suspension from University Housing or the University and may result in Chapter Agreement cancellation and judicial action. XIII: Authorized Entry: The University reserves the right to enter Special Interest Greek Housing for purposes of verifying occupancy, Housing and University policy enforcement, maintenance, improvements, inventory control, sanitation, pest control, safety, fire protection, evaluation of conditions potentially affecting the health or safety of residents, responding to epidemic or emergency conditions, or to reclaim university property, and for any other purpose allowed by University policy. Periodic health, fire, and safety inspections will be conducted. Members of the Organization are not required to be present at the time of maintenance, inspection or other entries described above. Furthermore, the University reserves the right to provide law enforcement officers with access to for purposes of conducting valid searches or serving warrants. Page 6 of 8

7 XIV: Utilities: All standard utilities (heat, electricity, water, cable, and internet access) will be provided by the University and covered by the individual room fee and annual chapter license fee. Each townhome will have one telephone line and internet access located in the chapter room. Organizations and individual residents may upgrade cable access through the University s cable provider. If the Organization chooses to upgrade cable access in the chapter room, one individual resident within the townhome will be required to take responsibility for upgrade selection and payment. XV: Laundry Facility: Special Interest Greek Housing residents will have 24-hour access to laundry facilities located in Patton Hall. Patton Hall is open daily and security staff and student assistants will be on duty 24/7 during regular University operation. In addition, a 24-hour community desk is staffed by University Housing personnel in Patton Hall. XVI: Parking Special Interest Greek Housing residents may apply to University Housing for parking in the University Commons or Piedmont North parking locations. In addition, Special Interest Greek Housing residents may apply to the Department of Auxiliary and Support Services for parking at the University Lofts parking location. XVII: Amendments: Modifications or amendments to this Agreement may be made only in writing and signed by both parties. [signatures on next page] Page 7 of 8

8 IN WITNESS WHEREOF the parties have executed this Agreement on the last written below. This Agreement shall only become legally binding upon acceptance by the University as indicated by its signature below. ORGANIZATION UNIVERSITY By: Organization Name/Assigned Townhome Vice President, Student Affairs Date Organization President Date Organization Faculty/Staff Advisor Date Organization Chapter Advisor Date Letter of Support attached from International/National Organization. (Initial by Organization President) Original: cc. University Housing Organization Greek Life Page 8 of 8