Regulations for guests

Approved by the Executive Board on 26th July 2011 by resolution n. 20/2011

INTRODUCTION

The UniversityCollege “Renato Einaudi” of Turin is a no-profit institution governed by the Italian Ministry of Education, University and Research (MIUR).

Founded in 1935 at its first site in Via Galliari, the College has undergone significant changes over time and achieved its current size and status thanks mainly to its first president, Prof. Renato Einaudi, from whom it also took its name. Today it is one of the top Italian university colleges recognised by the Ministry of Education for its high cultural education qualities.

The main objectives of the College are:

Since the winners/owners of places in the College (forthwith referred to simply as “guests”) are the basis of the College itself and the main recipients of its services, this Regulation pamphlet calls for them as active participants in the College to contribute to its success by merit of their own behaviour.

By laying out their rights and responsibilities, this pamphlet is intended to render the whole College experience even more positive, allowing guests themselves to contribute to their own personal and collective educational experience. The halls of residence experience created by following these rules takes into account specific values such as reciprocal respect, cultural integration and responsible behaviour in the sharing of living spaces.

GUESTS’ RIGHTS

Art. 1: College Admissions Procedure

Admissions take place via an annual selection contest. Student places are assigned by the Executive Board according to the rules laid down in the Statute Regulations.

This Committee establishes the number of College vacancies available to students enrolled at the various university institutes in Turin.

Art. 2: Reconfirmation of College positions

Students who already hold a position at the College (awarded in the annual selection contest) are entitled to reconfirm their place (by formal application) in following years on condition that they remain officially registered at the institute and that they fulfil the conditions of merit laid down in the reconfirmation regulations and in the credit charts annually approved by the Executive Board.

Art. 3: Allocation of places in the various College halls

As the College is spread over five different sites (halls of residence), placement occurs according to convenience regarding the faculty where the student is enrolled. In some halls, not all rooms have private bathrooms – in such cases, rooms with bathrooms will be assigned according to seniority (students who have been enrolled in the College the longest), and then according to merit on admission or the earliest confirmations from the previous year.

Should a place be reconfirmed, the student has the right to continue residency in the halls originally assigned, apart from extreme cases (such as if College buildings be undergoing building/maintenance work). However, the student may apply for transfer to another hall if there be good reason. Taking into account the fact that each hall hosts students attending different years of the same study course and possibly different courses, the maximum number of transfers allowed each year is equivalent to one third of places available in each hall at the end of the academic year. On this basis, the Management agrees to required transfers according to a list of merit. This list is drawn up firstly according to closeness of the hall requested to the university faculty of the students, further refined by longest length of stay of students in the College, and finally by their credit points at time of admission/confirmation to the College.

Changing rooms within the same hall building is allowed on reciprocal agreement by students, who must also put their request in writing to the Hall Manager. If there are no disabled students in that academic year, these specially-equipped rooms may also be assigned to other students. Should a disabled student then arrive during the year, the last student to take up one of these rooms will then be transferred to another room in the same hall.

Art. 4: Awarding of free study places, study grants and graduate grants.

Amongst the reconfirmed and the first time admitted students, the College Board may select annually a certain number of them to win a grant on merit for their stay (depending on College resources and/or donations from private/public institutions). The selection takes place according to a selection procedure contest where not only the number/entity of free places is defined but also the rules and method of participation.

Similarly, students may win study awards and/or degree prizes from the College in recognition of their educational standards, extracurricular activity connected to the university programme, or particularly high-standard degree theses.

Art. 5: Transparency of College admission procedures.

All College admission procedures, confirmation of College places, assignation of free study places and study/graduate awards, take place in such a way that the students may themselves check all regulations as laid down by the Executive Board. The results of selection procedures are published on the College website in due course – an appeal procedure to the President is also available.

Art. 6: Residential services

The basic residential services offered by the College at all five halls are:

Art. 7: Short-term stays

The College provides short-term accommodation facilities for students’ family members. These consist of bedrooms with two beds and ensuite bathroom. This service is completely free of charge. All guests may use this service for up to seven days within the academic year. In the case of concurrent requests, the Hall Manager will decide on the basis of the following criteria (in order of priority):

Bookings are considered definitive and may no longer be changed in the seven days prior to the stay, independent of the above-mentioned priority levels .

If there are no other requests in a specific period, guests may use the facilities for more than the usual seven days.

Art. 8: Library facilities

Guests have access to two libraries (in the “Po” and “San Paolo” sites) with reading books and study manuals for each university course. These libraries contain study equipment such as PCs, scanners, photocopiers, etc. There is also an inter-lending service between the two libraries. Booklists pertaining to the two libraries may be consulted online via the College website.

The book and DVD lending service, cd-rom consultation etc, is reserved only to College guests, the libraries themselves may be visited and used as on-site research libraries by any university student in Turin.

Guests may make proposals and suggestions concerning the use of funds for the purchase of new books, magazines, cd-roms, DVDs etc. each year.

Art. 9: Computer services and internet

All College rooms have internet connection access. Common areas are also equipped for Wi-Fi internet connection.

Furthermore, each College site has specific computer rooms complete with printers and scanner, in a network and connected to internet.

If irregular use is made of the computer services offered by the College, resulting in negative effects for other users (e.g. by continuous downloading of massive files such as movies, etc), the Management reserves the right to ask the guest involved to stop such usage and, if necessary, to temporarily suspend access to computer facilities.

In order to create a true “virtual community”, the College also offers an intranet service providing information on daily, cultural, educational, sports and leisure facilities for students, guests and staff.

Art. 10: Educational and cultural services

The College offers guests the chance to participate in educational and cultural activities such as language courses, conferences and seminars on current affairs, study trips, trips abroad for improvement of language skills, career guidance, etc. At the annual budget meeting, the Executive Board is asked to approve the College’s annual programme of cultural and educational initiatives, as agreed with students.

Each guest will receive advance notice of the programmes on offer, in order to be able to apply in due time. In the event of limited places, guests will be informed in the selection procedures of the criteria applied.

Art. 11: Sports and leisure services

The College supplies guests with fitness areas equipped for physical exercise in the different sites. There are also conventions with external sports facilities for special discounts. Regarding leisure time, the College organises an internal movie service. At the annual budget meeting, the Executive Board is asked to approve the College’s annual sports and leisure programmes.

Each guest will receive advance notice of the programmes on offer, in order to be able to apply in due time. In the event of limited places, students will be informed in the selection procedures of the criteria applied.

Art. 12: Student Board budget

At the annual budget meeting, the College Executive Board designates a certain sum of money to the Student Board (art. 14) for various purchases and initiatives related to cultural, educational, sports and recreational activities which each individual hall will manage personally. The percentage share of budget for purchase and initiatives may change from year-to-year, as decided by the College Management. Decisions about the spending of this money are made autonomously by the Student Board, after approval by the Management (who check that this spending does not contrast with the statutory principles of the College). All purchases and spending must be recorded in detail by the student representatives. While the operational responsibility of such spending pertains to the Student Board, all guests must be given the possibility of taking part both in decision-making regarding the choice of activities to be offered and in actually enjoying said activities.

All guests must be guaranteed the right to make suggestions (via student reps) regarding the optional/additional educational, cultural, sports and recreational activities on offer by the College. Each suggestion will be considered by the College Management according to statutory concordance and feasibility – if judged suitable, they will be discussed and approved by the appropriate Collegio Committee.

Art. 13: Jobs for students

College students may be given paid jobs, involving tasks necessary or useful for the smooth functioning of College halls and services (receptions, libraries, IT support, etc). The College Management will take into account the part-time “150 hour” collaborative project waiting lists of both the Polytechnic and University of Turin or draw up specific contracts with the students themselves.

Each student will be informed in advance by the College of possible job opportunities with a specific announcement published on intranet – the awarding of these jobs will take place according to specific requirements laid down by the College Management (or by university institutes in the case of “150 hour” projects).

The College reserves the right to employ collaborators without an official selection procedure in certain cases – i.e. when there is urgent need; when complementary work and services are difficult to separate and are already in progress; when the work involves specific time-consuming training which other College students have already received.

Art. 14: The Student Board: form, responsibilities and election procedure

In accordance with the College Statute, College students elect annually two representatives per hall, who make up the “Student Board”. At the first meeting of this board, the representatives then elect their “Co-ordinator”, responsible for co-ordination and representative of the Board itself.

The College Management undertakes the organization (by the end of October) of the election by secret ballot of the hall representatives (the current regulations here attached outline the procedure). Such event will be announced in due course to all students.

The College Student Board acts as a mediator between College guests and Management/Staff in formal questions, regarding daily problems in the College, allowing them to discuss possible solutions and resolve them. Basically, the Board is a means for guests to express their own opinions regarding these Regulations and any eventual modifications considered necessary.

The Student Board:

The Student Board will meet the College Management to discuss various issues at least twice a year. Other meetings may take place between the Management and representatives of only one or a limited group of halls when the issue regards only a certain number of residents. If necessary, or for specific issues, meetings between the College Management and the Student Board may be requested by the Management or the Student Board (on condition that the request be made by at least one third of this Board).

The Student Board relates directly to College guests via open assemblies. College staff or members of the Executive Board may also (on invitation) attend these assemblies.

All meetings (including assemblies), the Co-ordinator of the Student Board (or another delegate) must take written minutes which the College Management will then report to all students.

RULES FOR GUESTS

Art. 15: Documents to consign at admission procedure

Winners of College places must supply the Management in advance of taking up residency with all the documentation indicated in their acceptance letter. Failure to do so will result in the loss of their place in the College.

When applying, each potential resident must declare total acceptance of these Regulations, which may be viewed also on the College website.

Art. 16: Personal data update

Guests are requested to update in due time personal data communicated when accepted into the College by the intranet tools.

Art. 17: Fees and breakages deposit payment

Students must pay their fees and breakages deposit as laid out in their letter of communication of acceptance into the College or when they confirm their place. Late payment will incur a financial penalty as laid down in the Admission and Confirmation Rules. In cases of prolonged non-payment (unless there be good reason), the College retains the right to remove the right to residency in the College, reserving the right to recover payables. The breakages deposit (which sum is established annually by the Executive Board) will be returned at the end of the stay in the College or during the year if the guest decides to give up his/her place (following the checks specified in para.2, art.20)

Art. 18: Hygiene rules

On taking up their places or confirming their acceptance, all student residents must supply the College Management with a medical certificate (released no earlier than three months previously) which states that the student has no infectious diseases.

Furthermore, students with Italian citizenship intending to stay for more than six calendar months must choose a family doctor in Turin. Non-EU students with regular permits for Italy must make an application to the National Health Service, according to current law.

Finally, foreign students from the EU may use the National Health Service according to current law.

Should the above rules not be respected, the College reserves the right to refuse reconfirmation of residency for the following academic year.

In the event that pathological issues subsequently occur which are incompatible with community life, the guest concerned must immediately refer this to the College Management. In such a case, the medical authorities require temporary or permanent removal of the guest from the College for public safety. The payment of fees will be suspended and the breakages deposit returned. Failure to follow these rules will lead not only to the immediate suspension of the guest, but also to all future exclusion of the student from the College and the loss of fees paid in advance and breakages deposit.

Art. 19: Renouncing of places

Guests who intend to give up their places in the College during the academic year must inform the Management in writing at least ten days in advance of leaving the room. In this case, the guest is entitled to reimbursement of fees paid in advance, in accordance with the figures laid out every year in the fee tables on the College Intranet.

Art. 20: Room use and duties

Guests are responsible for taking care of the items provided in their rooms. They are also responsible for any repair costs to plumbing/electrical systems, furnishings and fittings which may arise from irresponsible use.

When students first arrive in the College, they are asked to sign a form attesting to the state of their rooms, furnishing, fittings and linen. This form will be referred to in the event of dispute when rooms are vacated for the summer break. When necessary, the College Management reserves the right to carry out (in agreement with the students and in their presence) checks of the rooms to ascertain their state of maintenance.

During the academic year, cleaning of rooms and connected areas is entirely the responsibility of guests. If this should not be carried out sufficiently to ensure hygiene/sanitary standards, the Management reserves the right to take action.

It is expressly forbidden for guests to:

All guests must:

The College takes no responsibility for guests’ personal possessions kept either in rooms or common areas.

Art. 21: Responsibility for/use of common areas and shared equipment

Guests must observe the rules set out by the College Management regarding the use of common areas and services. These rules may be found on notice boards and on the intranet. Guests must pay particular attention to the rules regarding the use of kitchens, laundry services, common areas and other equipment provided in each hall.

Improper use of common equipment and services will lead to penalties for guests to compensate for damage to persons or things. To this end, the Management reserves the right to penalise individual behaviour that does not conform to rules and, in the event that it be impossible to identify the specific person responsible, the Management may impose collective penalties (including the suspension of services where serious misbehaviour regarding hygiene/sanitary services is concerned).

Guests who wish to use fitness areas and sports rooms must present a medical certificate declaring physical fitness (dated no earlier than three months before) to the Awards and Certification Office and to sign the appropriate disclaimer letter.

Art. 22: Acceptable behaviour towards other residents/staff and related liability.

Guests must not behave in any way that may irritate or injure persons or things either in the College or its vicinity.

Guests who fail to respect this rule will be held responsible for any consequences regarding other guests and/or visitors to the College.

Art. 23: Compensation with the breakages deposit

The breakages deposit that each guest must pay on their initial arrival at the College (and, if necessary, integrated with further sums at later date) will be used as partial compensation in the event of damages or losses or excess costs that the College may need to cover as the result of irregular behaviour by guests (individually identified or not).

In the first case, the College Management will give written notice to the guest concerned. Otherwise, notice will be made to all the guest in the site concerned, dividing the sum of the damages equally among them and detracting the costs from all their breakages deposits.

If the entire sum of breakages deposits should drop lower than 75% of the value requested on admission, the guests concerned must repay, within 15 days, additional sums to make up the original figure. If this repayment is not made, the College reserves the right to cancel these guests’ rights to residency.

Art. 24: Student/staff relations

Guests must show utmost respect towards College staff, collaborators and other residents. In particular, guests must not disturb guests in other rooms in their hall, taking care to avoid making noise after midnight. They must also refrain from arguing with reception or cleaning staff. Eventual complaints about any services must be made exclusively to Hall Managers and, if necessary, forwarded to the College Management.

Small parties in the College must be authorised by the Management, following written request by the organisers at least five days before the date in question. Indication should be given of the date and place of the party. The number of participants must be limited to that allowed by health and safety regulations, and the organisers will be held responsible for their guests’ behaviour and any eventual damage to furniture or equipment as well as the cleaning and tidying of the rooms used.

Art. 25: Disciplinary Action

Guests who fail to behave in a correct manner, break any of the regulations here laid out in the section “rules for guests”, or fail to respect written warnings by the Management or Hall Managers regarding the building/services, will be liable to disciplinary action.

The following disciplinary action will be taken according to the nature and gravity of the offence:

The above disciplinary actions will be taken according to the following procedure:

  1. written communication by registered post to the guest concerned and forwarded to the Student Board by the Management, informing them of the offence in question and the liability to disciplinary action;
  2. receipt of any eventual defence appeals, to be put in writing within three days by the guest concerned regarding the question;
  3. comments by the Student Board regarding the action/behaviour in question, to be put into writing within ten days of receiving the aforesaid communication.

In all cases, the College will request compensation from the guest involved for costs.

ATTACHMENT: Procedure for the election of the Student Board and changes to formation (art.17 of the College Statute)

  1. By the end of October in each academic year, elections of the Student Board will be organised by the College Management. The election dates for each hall will be chosen in collaboration with the students themselves according to various requisites and may differ from site to site.
  2. Candidate nominations must be made by 12pm on the fifteenth day following the public announcement of the elections on notice boards in each of the five halls.
  3. The elections will take place by secret ballot, where students select one or two candidates of their hall.
  4. All current official student residents are eligible for election- those who wish to put forward their own candidacy must complete the necessary form available from the College Management, undersigned by at least ten other students in their own hall.
  5. Each hall will elect two representatives providing that the number of voters exceeds 20% of potential voters. If this quorum is not reached, the selection process must be repeated after fifteen days. If the quorum is again not reached, only one student rep will be elected (provided that at least 10% of potential voters have participated). Otherwise, no student rep will be acknowledged from that hall for the course of the academic year.
  6. Acceptance of candidates, voting procedure and election results is all managed by an Electoral Commission composed of two members nominated by the current Student Board and one representative of the Management.
  7. Public announcement will be made of the voting and new Student Board.
  8. At the first meeting, the new student reps will elect the Co-ordinator of the Student Board, responsible for co-ordination and representation of the entire Board, and will draw up an initial work plan.
  9. The Student Board remains in office for one year, in any case until the following elections.

During the academic year, one or more Student Board members may be contested by their colleagues. The revocation of positions becomes official if undersigned by at least 30% of the students in the hall(s) involved. These representatives (and any others who leave the Board by choice during the academic year or who have lost their places in the College) will be automatically replaced by the runners-up from the previous elections.