The objective of these rules and regulations is to bring clarity to issues related to the operation, management and supervision of the dormitories, and to provide for the needs of students staying in the dormitories by ensuring comfortable, safe and orderly accommodations.
In these rules, “Dormitories” refers to the Dormitories of Bilkent University, “University” to Bilkent University, “Rectorate” to the Rectorate of the Bilkent University, “Dormitory Management” to the Director of Dormitories and the Dormitory Managers, and “student” to students of Bilkent University.
The administrative bodies in charge of the dormitories are:
a) the Dormitories Executive Committee, and
b) the Dormitories Administration.
DORMITORIES EXECUTIVE COMMITTEE
The Dormitories Executive Committee is composed of:
- the Vice Rector,
- the Dean of Students,
- the Director of Dormitories,
- the Dormitory Managers, and
- three members of the University academic staff, appointed by the Rectorate for a term of two years.
The Vice Rector chairs the committee. The committee makes decisions regarding the administration, supervision, maintenance and improvement of the dormitories, determines the general rules and principles to be followed, and evaluates complaints and suggestions submitted to the committee. The committee meets upon request of the chair or the Director of Dormitories.
The Student Council president or another student representative may attend committee meetings upon invitation of the chairman.
The Dormitories Administrator is in charge of 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 for submitting such procedures and principles to the members of the executive committee for their opinion and approval. As committee secretary, the Director of Dormitories prepares the agenda of committee meetings and implements the decisions made by the committee.
The duties of the Dormitories Administration include: assigning rooms to students, keeping records, endeavoring to meet students’ social and cultural needs, taking the necessary measures to maintain discipline on the premises, supervising service personnel and ensuring the appropriate use and proper maintenance of the dormitories.
The Dormitories Administrator has the authority to penalize students who disobey dormitory rules with “temporary removal” from the dormitories for a period of up to five days.
ADMISSION AND RESIDENCE
Students who wish to stay in the dormitories must be enrolled/soon to enroll at Bilkent University, and must apply to the Dormitories Administration according to the specified rules, procedures and deadlines.
Admission and placement of students in the dormitories is carried out independently for each academic year, on the basis of existing capacity and various other factors. The starting and ending dates specified in the academic calendar for each semester are also deemed as the opening and closing dates of the dormitories.
The Dormitories Management is entitled to reallocate dormitory buildings as women’s and men’s dormitories before the start of an academic year on the basis of demand at the time in question.
The number of international and exchange students to be admitted to the dormitories, as well as any privileges to be provided such students, are specified by the Rectorate.
The admission to the dormitories of students who have been sentenced or prosecuted for any offense (even if they have been pardoned or had their case suspended by the court) is discussed and decided upon by the Dormitories Executive Committee.
The Rectorate may ban admission to the dormitories of students whose stay there is objectionable, or may expel such students from the dormitories.
Students’ dormitory reservations will be cancelled in the case that they do not complete registration procedures or fulfill their financial obligations, or fail to move in to their dormitory without a valid excuse within 7 days from the start of the academic year (the electronic card-entry system records will be deemed sufficient proof).
Students may submit a petition to the Rectorate concerning “temporary removal” or “dismissal” penalties within five days of the date of the Executive Committee decision. However, objections will not affect the implementation of the imposed penalty.
CHECKING OUT OF DORMITORIES
Students staying in the dormitories must complete the proper check-out procedures at the time of departure, whether at the end of the semester or before that time. Personal items left in rooms by departing students are collected and stored by the Dormitory Management. Any such items that are not claimed within 30 days are discarded. The Dormitory Management cannot be held responsible for loss of or damage to items that are left behind.
Students who want to leave at the end of Fall Semester are required to cancel their dormitory registrations through Bildorm – online Dormitory Application System, physically vacate their rooms and complete the required check-out procedures by acknowledging their Dormitory Administrations until the Latest Check-out date announced on Dormitory Application Calendar (https://stars.bilkent.edu.tr/bildorm/login/?lang=en). Students who fail to do so by the date specified are considered to have reserved dormitory space for the Spring semester and must pay the dormitory fee for that period.
Dormitory applications are renewed annually. The dormitory application period for the upcoming academic year begins during the last month of the preceding Spring semester. Existing dormitory residents, as well as non-resident students who may desire accommodation in the dormitories, must submit their applications through the Bildorm online dormitory application system in accordance with the specified time frame and instructions. No room assignment is made to students who fail to do so. Late applications are considered only following the allocation of dormitory space to newly admitted students, on the basis of availability at that point.
Students who want to change their assigned dormitory and/or room are required to apply in person to the Dormitories Management. These applications are considered on the basis of existing availability.
Students residing in the dormitories are responsible for all items and materials allocated to them by the Management. When checking out of a dormitory, a student must return all such items in good condition, and must pay for any lost or damaged items. Should the student fail to pay within the time period specified, legal interest will start to accrue from this date, and an investigation is launched against the student concerned. No application by this student to the Registrar’s Office and Dormitories Management will be considered, and he/she will be denied any documents he/she asks for.
DISCIPLINARY ACTIONS IN DORMITORIES
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.
A “Warning” may be incurred by the following actions or behavior:
a) Acting in violation of the rules, regulations and norms of behavior that students are expected to observe.
b) Behaving in a rude, uncivil, aggressive or degrading manner toward others, including other dormitory residents and/or dormitory personnel.
c) Failing to keep one’s room, the common areas and the general vicinity clean and orderly; preventing cleaning or insect control activities.
d) Disturbing others by making excessive noise or playing loud music.
e) Failing (without a valid excuse) to respond on time to requests for explanation, written or otherwise, made by the Dormitory Managers and other personnel in charge; declining to receive notification letters and barring the work of the Dormitory Management.
f) Returning to the dormitory after curfew hours (12:30 a.m. during the week and 2:00 a.m. on weekends and holidays) without notifying the Dormitory Management in advance three times in one semester. (The curfew applies only during a student’s first year, or throughout the course of study in the English Preparatory Program).
g) Being absent from the dormitory 5 days in one semester without notifying the Dormitory Management in advance (electronic card-entry system records will be deemed sufficient proof).
h) Receiving visitors in areas other than those allocated for this purpose by the Dormitory Management and violating visiting-hour rules.
i) Damaging fixtures in common areas or transferring such items to student rooms or other places.
j) Engaging in activities that may result in safety hazards (e.g., ironing or using electrical heaters, ovens, etc. in dormitory rooms; possessing explosive or flammable materials such as gas cylinders, candles or incense; interfering with the operation of smoke detectors, security cameras or card-entry systems).
k) Using fire extinguishers and alarm buttons for purposes other than intended.
l) Not complying with instructions given by the Dormitory Management.
m) Smoking or using tobacco products in one’s room or other areas of the dormitory (cigarette butts found in a student room will be deemed sufficient proof).
n) Making a room change without approval of the Dormitory Management.
o) Having bottles or cans of alcoholic beverages (as well as empty containers from such beverages, even for collection purposes) in one’s room or dormitory building.
p) Parking a car in a dormitory gateway or on the sidewalk in such a way as to obstruct passage.
q) Hanging laundry or placing shoes, food, etc. outside the window of one’s room.
r) Throwing trash out of a window or shouting in such a way as to disturb others.
s) Keeping a pet in one’s room without written permission from the Dormitories Administration.
t) Leaving unwashed dishes in the dormitory kitchen (such dishes are collected and disposed of by the Dormitory Management, without prior notice).
u) Cooking in areas other than the kitchen.
v) Keeping spoiled food items in one’s room and/or the dormitory refrigerators (such items are collected and disposed of by the Dormitory Management, without prior notice).
w) Leaving shoes, slippers or other personal belongings on the doorstep.
x) Leaving a wastebasket outside the room, except during the garbage collection times specified by the Dormitory Management.
y) Failing to deliver, information and documents required by the Dormitory Management for registration purposes.
z) Not complying with the rules and conditions set forth in the Dormitories Consent Form.
A heavier penalty is applicable if instances of the actions or behavior specified above are repeated.
A “Reproval” may be incurred by the following actions or behavior:
a) Repeating actions or behavior described in Article 20.
b) Acting or behaving in such a manner as to damage the prestige or betray the trust associated with the status of a student.
c) Writing, drawing or affixing notices or similar materials on, or causing any other damage to the walls, doors, furniture and equipment on the dormitory premises; placing announcements or posters anywhere other than one’s own room without the approval of the Rectorate or Dormitories Administration; using dormitory rooms and facilities and the surrounding area for purposes other than originally intended; polluting the environment.
d) Giving false information to the Dormitory Management (such as incorrect telephone numbers, home addresses, etc.); not informing the Management about changes in personal information or failing to update other necessary information.
e) Removing, writing on or drawing on the notices posted by the Dormitory Management.
f) Refusing to give information requested by Dormitory Managers and staff, or giving misleading or incomplete information.
g) Using without permission or damaging items belonging to others.
h) Hampering or obstructing the activities of the Dormitory Managers and personnel or wasting their time.
i) Acting or behaving in a way disturbing to roommates or others (use of insulting/degrading language, telephone harassment, etc.)
j) Keeping and using certain electrical or gas appliances (gas cylinders, space heaters, etc.), which may cause fire and other safety hazards, in rooms and common areas. Such appliances are strictly prohibited by the Dormitories Administration.
k) Knowingly/intentionally harming the campus network system (e.g., using cordless modems and/or routers other than those provided by the Dormitories Administration in dormitory rooms; damaging Internet sockets and lines).
l) Being absent from the dormitory for 10 days in one semester without notifying the Dormitory Management in advance (electronic card-entry system records will be deemed sufficient proof).
m) Not complying with the rules and conditions set forth in the Dormitories Consent Form.
n) A heavier penalty is applicable if instances of the actions or behavior specified above are repeated.
A “Temporary Removal” from the dormitories, for a period lasting from one week to one semester, may be incurred as a result of the following acts, upon the decision of the Dormitories Executive Committee:
b) Keeping or consuming alcoholic beverages on the premises.
c) Engaging in activities that might result in the disruption of order and discipline on the premises.
d) Damaging dormitory equipment, property or facilities.
e) Gambling or providing gambling materials in one’s room or anywhere on the premises.
f) Exchanging room keys with others; accommodating any person (including a family member) in one’s room or in other areas of the dormitory buildings without the permission of the Dormitory Management; staying in a room other than that allocated for one’s use.
g) Exchanging Bilkent University student ID cards with others and using exchanged cards.
h) Repeating the same actions or behavior after receiving warning and/or reproval penalties.
i) Ignoring the rules and regulations stipulated by the Dormitories Management or other administrative bodies of the University; interfering with the Dormitory Managers or personnel in the performance of their duties, or disregarding their warnings.
j) Being absent from the dormitory for 15 days in one semester without notifying the Dormitory Management in advance (electronic card-entry system records will be deemed sufficient proof).
k) Not complying with the rules and conditions set forth in the Dormitories Consent Form.
l) Other actions and behavior contrary to what is generally considered ethical, and irreconcilable with the conduct expected of a student.
A “Temporary Removal” for a period not shorter than two semesters or “Dismissal” from the 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 any kind, or explosive or inflammable materials in the dormitories.
b) Gambling and organizing gambling sessions.
c) Using or providing narcotics or drugs inside one’s room or anywhere else on the premises.
f) Engaging in activities that might result in the disruption of order and discipline on the premises.
g) Engaging in immoral, crude or violent behavior vis-à-vis the Dormitory Managers and personnel or other residents (slandering, provoking, insulting, threatening, using physical force, etc.)
h) Intruding into areas reserved exclusively for the use of the other sex or letting others do so without permission from the Dormitory Management.
i) Committing and having been convicted of a serious crime.
j) Repeating the same actions or behavior after receiving warning and/or reproval penalties.
k) Ignoring the rules and regulations stipulated by the Dormitories Management or other administrative bodies of the University; interfering with the Dormitory Managers or personnel in the performance of their duties, or disregarding their warnings.
l) Being absent from the dormitory for 30 days in one semester without notifying the Management in advance (electronic card-entry system records will be deemed sufficient proof).
m) Not complying with the rules and conditions set forth in the Dormitories Consent Form.
n) Other actions and behavior contrary to what is generally considered ethical, and irreconcilable with the conduct expected of a student.
Students who are penalized by temporary removal or dismissal from the University or the dormitories may not stay in or enter the dormitory buildings throughout the entire period of their suspension. Dormitory applications to be made for the upcoming semester and/or academic year by the students who are penalized by temporary removal from the dormitories upon the decision of the Dormitories Executive Committee are not given priority. Dormitory assignments of such students are evaluated in accordance with the then-current availability status only after completion of all other assignments. In case no space remains, dormitory assignments of such students are not materialized.
Students have full responsibility concerning the safety of their rooms. Students should keep their room doors closed and locked. The Dormitory Management cannot be held responsible for any loss or damage in this regard.
Students are directly responsible for personal belongings kept in their rooms. The Dormitory Management strongly suggests that students not leave any cash or valuable items in their rooms, and cannot be held responsible for the loss or damage of such items. It is suggested that students insure valuable items against theft and damage.
Resident rooms can be inspected by the Dormitory Managers or personnel to check for safety, cleanliness and compliance with the Dormitory Principles and Regulations without prior notification.
Students leaving their dormitory for vacation or any other purpose should take their personal belongings with them. The Dormitory Management cannot be held responsible for any property left behind.
To compensate for any damage caused to dormitory property or for any item missing from the room inventory, students are obliged to pay the current cost of the item or items in question. If the damaged property or lost item was used in common by two or more students, the cost will be divided among them if the responsible person or persons cannot be determined.
Dormitory fees are updated every year to reflect the current cost of living. The fee only covers accommodation; it does not cover food, beverages, and other such goods and services.
The Dormitory fee for each semester is to be paid in advance; in the case of newly admitted students, it is paid during registration, and, in the case of continuing students, during the dormitory registration renewal period. The application, registration and payment process for residents who wish to continue their stay in the dormitories during the upcoming academic year is carried out according to the instructions given in the Bildorm online dormitory application system. For late payments, interest will accrue at the rate applicable for education fees. (In the case of students who register after the start of classes, their dormitory move-in date will be taken as the starting point). A student who fails to pay his/her fee, deposit and (if applicable) the cost of past damage to University property within 7 days of the start of the academic year will be ejected from the dormitories. Further, the application of any such student for dormitory accommodation during the next academic year will be refused, and the Directorate of Student Affairs will block his/her SRS access and suspend any processes related to this student. If the student leaves the University, his/her high school diploma and other documents will be withheld.
Students failing to fulfill their financial obligations within the specified time period are either transferred to lower-category rooms or ejected from the dormitories by the Dormitories Administration.
In cases of late registration, students pay:
a) the full semester dormitory fee if they register before the end of the first month following the starting 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, the provisions specified in paragraphs (a), (b) and (c) above are observed.
With respect to the difference to be paid when transferring from a lower- to a higher-category room, the provisions specified in paragraphs (a), (b) and (c) above are similarly observed.
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 the difference to be refunded when transferring from a higher- to a lower-category room, the provisions specified in paragraphs (i) and (ii) above are observed.
Any bank transfer costs are the responsibility of the recipient, and will be deducted from the amount of the refund.
Summer School Dormitory Fees:
The fees for students and guests wishing to stay in the dormitories during the summer recess and semester breaks are determined by the Rectorate each academic year.
Dormitory buildings to be kept open during the summer recess and semester breaks are determined by the Dormitories Management and announced at the end of each semester. Students are obliged to transfer to these dormitories within the period specified.
Bilkent students wishing to reside in the dormitories during the Summer School period may do so depending on availability. Priority is given to students who have resided in the dormitories throughout the Fall and Spring semesters of the current academic year.
Students wishing to reside in the dormitories during the Summer School period are charged in accordance with the rate schedule determined by the Rectorate.
Students on comprehensive scholarship who have resided in the dormitories throughout the Fall and Spring semesters of the current academic year are entitled to reside in the dormitories during the Summer School period on a free-of-charge basis.
Students on comprehensive scholarship who have not resided in the dormitories throughout the Fall and Spring semesters of the current academic year may stay in the dormitories during the Summer School period, at a fee in accordance with the rate schedule determined by the Rectorate.
Should a student terminate his/her stay in the dormitories during the semester, the Dormitories Management will take measures within 7 days in order to make use of any vacant beds in the dormitories in accordance with one of the following alternatives:
a. The remaining student/s in the room may be moved to another room equivalent to the one he/she/they is/are occupying at present, in the same or a different dormitory.
b. Contingent on approval from the Dormitories Management, the remaining student/s may find a new roommate/s to fill the vacated bed/s in the room.
If the remaining resident/s of the room is/are unable to implement either of the options above within 7 days, the Dormitories Management will remove the vacant bed/s and reduce the capacity of the room, and the remaining resident/s of the room will be charged for the vacated bed/s.
Students are not allowed to stay in University dormitories after graduating.
Under extraordinary circumstances, the Rector reserves the right to close the dormitories at his/her own initiative or upon the recommendation of the Dormitories Executive Committee.
The Dormitories Management may, during semester breaks or summer recess, vacate some of the dormitories for various reasons or purposes (e.g., repair, maintenance, renovation, etc.) and transfer students staying in those dormitories to other dormitories.
Dormitory Managers may, when and as they deem necessary, change students’ room assignments, reporting the justification for such action in writing to the Dormitories Administrator.
Residents who fall ill are not allowed to have family members or other caregivers stay with them in the dormitories. Students may instead obtain admittance to a healthcare institution or go to their home.
Dormitory residents may host visitors between 8:30 a.m. and 10:30 p.m. in areas determined by the Dormitory Management, provided that the resident registers such visitors with the Management. Visitors are not allowed to enter or stay in students’ rooms. The resident is responsible for any violations and/or damage caused by his/her visitor/s.
All students staying in the dormitories are obliged to comply with all provisions of the Dormitory Principles and Regulations and the Dormitories Consent Form. In case of violation, the sanctions specified in the Principles and Regulations are applied.
In regard to matters not mentioned herein, the relevant articles of the “Bilkent University Student Code of Discipline” and the “Disciplinary Regulations for Students of Institutions of Higher Education” issued as per Higher Education Law No. 2547 will be referred to.