Source: https://zak.olsztyn.pl/wnioski/wniosek-akademik-po-terminie-en.html
Timestamp: 2019-09-22 11:59:15
Document Index: 139386227

Matched Legal Cases: ['§ 6', '§ 1', '§ 1', '§ 1', '§ 1', '§ 4']

Application for a place in a dormitory
The Controller of your personal data is the "ŻAK" Foundation of the University of Warmia and Mazury in Olsztyn (ul. Czesława Kanafojskiego 2, 10-722 Olsztyn, tel.: +48 89 523 33 21, email: fundacja@zak.olsztyn.pl);
The data protection officer is an employee of the "ŻAK" Foundation of UWM in Olsztyn ; tel. +48 89 523 33 21, email: ido@zak.olsztyn.pl;
The processing of your personal data takes place pursuant to Article 6 (a), (b) and (c) of the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (general regulation on data protection).
The recipients of your personal data are: the University of Warmia and Mazury in Olsztyn and entities which provide the "ŻAK" Foundation with software services for the purposes of recruitment and payment in connection with the stay in the student residences.
The purpose of the processing of the personal data is:
conducting recruitment and settlement of the stay in the Dormitories of the "ŻAK" Foundation of UWM in Olsztyn,
e-mailing information on the accommodation and board,
providing direct marketing of products and services of the "ŻAK" Foundation of UWM in Olsztyn
You have the right to withdraw your consent to the processing of your personal data without affecting the legality of their processing.
Your personal data will be stored for a year following the end of the academic year in which your stay at the Dormitory ended and during the archive life of your accounting documentation kept by the Data Controller and drawn up in connection with your payment for your stay at the Dormitory.
You have the right to access your personal data and the right to rectify it, delete it and limit its processing as well as the right to transfer the data and the right to object to its processing.
You have the right to file a complaint with the Office for Personal Data Protection if, in your opinion, the processing of your personal data is contrary to the Regulation of the GDPR.
Providing your personal data is a prerequisite to enter into a contract and settle your stay at the Dormitories of the "ŻAK" Foundation of UWM in Olsztyn. You are obliged to provide your personal data, and failure to provide your personal data will result in a refusal to be granted accommodation at the Dormitory.
Your personal data will be processed in an automated manner in the scope of recruitment, accommodation and payment processing.
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Dormitory: select from the list Dormitory no. 2 Dormitory no. 6
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TERMS AND CONDITIONS OF ONLINE APPLICATION FOR ACCOMMODATION IN THE DORMITORIES OF THE UWM IN OLSZTYN
The ŻAK Foundation of the University of Warmia and Mazury in Olsztyn adopts these Terms and Conditions in order to implement the provisions of the Act of 18 July 2002 on Providing Services by Electronic Means (published in the Dziennik Ustaw/Official Journal of Laws 2002 No. 114, item 1204, as amended) and shall observe its provisions.
Within the Rules and Regulations of Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn, these Terms and Conditions are referred to as the Terms and Conditions of the Dormitory's Electronic Booking System.
a. Act – the Act of 18 July 2002 on Providing Services by Electronic Means (published in the Official Journal of Laws 2002 No. 114, item 1204)
b. ICT system – a group of coordinated IT devices and software providing for processing, storing, as well as sending and receiving data via telecommunication networks by means of a terminal appropriate for the given type of network, within the meaning of the telecommunications law.
c. Services provided by electronic means – performance of a service provided under simultaneous absence of the parties through transmission of data on individual demand of the Service Recipient, transmitted and received using IT devices and by means of public networks, within the meaning of the telecommunications law.
d. Electronic communication means – technical measures, including ICT devices and software tools co-operating with them, enabling individual distant communication by using data transmission between ICT systems, in particular electronic mail.
e. Service Provider – the ŻAK Foundation of the University of Warmia and Mazury in Olsztyn with its registered office in Olsztyn, registered in the National Court Register kept by District Court in Olsztyn, Commercial Division 8 of the National Court Register under KRS No.: 0000058942 NIP (Tax ID No.):739-020-24-35, contact telephone number: 89 523-33-21 fax.: 89 523-48-58 ex.28, e-mail address: fundacja@zak.olsztyn.pl
f. Service Recipient – an entity (a natural person) using the services rendered by the Service Provider who submits the application for accommodation in a Dormitory who is a student of the UWM, a candidate enrolling in the first year of any degree programme at the UWM in Olsztyn or any other person who qualifies for the right to reside in a Dormitory and undertakes to comply with these terms and conditions.
j. Dormitory – Any of the dormitories owned by the University of Warmia and Mazury and managed by the ŻAK Foundation of the UWM in Olsztyn.
h. Online Service – the IT system operating under the domain www.zak.olsztyn.pl/wnioski used for submitting applications regarding the Dormitories of the Service Provider.
i. Application form – an online form available on the Service Provider's online service, used by the Service Recipient to register the application in the system.
The ŻAK Foundation of the University of Warmia and Mazury in Olsztyn is the operator of the online service www.zak.olsztyn.pl/wnioski.
Prior to using the services rendered by the Service Provider via the website, the Service Recipient undertakes to read these Terms and Conditions and declares that they accept the terms hereof without the need to draw up a separate agreement.
2. General conditions of service provision by electronic means.
The Service Provider renders services to the Service Recipient within the scope and under the terms set out herein, as well as in the Rules and Regulations of Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn and the Terms of Granting Accommodation in the Dormitories of the UWM in Olsztyn [Zasady Przydziału Miejsc w Domach Studenckich UWM w Olsztynie].
The Service Recipient undertakes to to comply with these Terms and Conditions.
The Service Recipient shall comply with the prohibition on the abuse of electronic communication means, and shall not transmit information to and through the Service Provider’s ICT systems if such information were to disrupt work, overload the ICT systems, infringe upon third parties' interests, violate generally accepted social standards, and/or would constitute illegal content under applicable laws.
The Service Provider reserves the right to perform maintenance of the ICT system that may inconvenience the Service Recipients or prevent them from using the services.
In exceptional circumstances affecting the security or stability of the ICT system, the Service Provider shall have the right to temporarily cease or reduce the provision of the services without prior notification to the Service Recipient and perform any maintenance works aimed at restoring the security and stability of the ICT system.
The Service Provider shall through the www.zak.olsztyn.pl/wnioski online service make available any information on changes in the scope and manner of provision of the services, as well as any information which the Service Provider is required to provide to the Service Recipient under Article 6 of the Act on Providing Services by Electronic Means.
In order to ensure that the online service and the Services provided by electronic means by the Service Provider are properly supported, the computer or mobile device of the Service Recipient must meet the following minimum system requirements:
• Installed web browser
• A valid, active and properly configured e-mail account.
3. Process of online application for accommodation in a Dormitory
The Service Provider provides by electronic means an online service for submitting online applications for accommodation in the Dormitories of the Service Provider.
3.1.2. [Vacancies]
The possibility of applying for accommodation in a specific Dormitory is not dependent on the limit of available rooms being reached. Whether the online application form is accepted and accommodation granted depends on the number of faculty and inter-faculty rooms available.
3.2.1. [Application for accommodation]
To send an application for accommodation in the Dormitories via the online service www.zak.olsztyn.pl/wnioski the Service Recipient must follow the instructions provided by the automatic application system, fill out the application form, and check the required acknowledgments in the system.
3.2.2. [Obligation]
By submitting an application for accommodation in a Dormitory and paying the deposit within the required deadline, as set out in the Terms of Granting Accommodation in the Dormitories, the applicant expressly undertakes to establish residence (check-in) within the required deadline, failing which they will be subject to the consequences set out in the Rules and Regulations of Residents of the Dormitories and the Terms of Granting Accommodation in the Dormitories, i.e. losing the right to be accommodated in a Dormitory.
In order to complete the application for accommodation correctly, the applicant must select the proper form (for students of years 2-6 and for candidates admitted to the 1st year of studies) and provide the following data:
- PESEL (Personal Citizenship No.);
- faculty / year of studies;
- student book No.;
- distance from place of residence to the university (in km);
– average gross monthly income per family member (during the last 3 months, in PLN)
The applicant may also indicate the current address of residence and indicate other relevant information or comments in the appropriate field in the form (optional).
The Service Recipient shall be held liable for providing any false information, pursuant to § 6 of the Rules and Regulations of Residents of the Dormitories of the UWM in Olsztyn.
Before submitting their application for accommodation in a Dormitory, applicants are required to read these Terms and Conditions, the Rules and Regulations of Residents of the Dormitories of the UWM in Olsztyn and the Terms of Granting Accommodation in the Dormitories.
In order to complete their application for accommodation in a Dormitory, applicants are required to check the following statements in the system, confirming that:
- they have read the Terms and Conditions of Online Application for Accommodation in the Dormitories of the UWM in Olsztyn and the Rules and Regulations of Residents of the Dormitories of the UWM in Olsztyn;
- they have read the rules of processing personal data by the ŻAK Foundation of the UWM in Olsztyn for the purposes of managing Dormitory accommodation applications (information obligation),
- they have undertaken to establish residence (check-in) within the applicable deadline pursuant to the Rules and Regulations of Residents of the Dormitories of the UWM in Olsztyn and the Terms of Granting Accommodation in the Dormitories;
- they are students of the UWM or have qualified for the 1st year of studies, that all other data provided in the application is true, and that they have submitted an application to one dormitory only;
- they acknowledge that their deposit will be forfeited if they fail to establish residence within the applicable deadline pursuant to the Rules Regulations of Residents of the Dormitories of the UWM, or if despite establishing residence, they vacate the premises for at least two months, i.e. until 30 November of the academic year
Candidates who apply for studies should additionally submit a declaration of consent for being accommodated in a different Dormitory than originally applied for, including in the Dormitory No. 11, if no rooms are available in the Dormitory originally applied for.
Service Recipients are not required to consent to the processing of personal data for direct marketing of products and services of the ŻAK Foundation of the University of Warmia and Mazury in Olsztyn, and opting out of such processing shall not affect the possibility for the Service Recipient to complete their application for accommodation in a Dormitory;
The application service is free of charge. The recruitment and accommodation process requires a guarantee deposit, pursuant to § 1 of the Regulations of Residents of the Dormitories of the UWM in Olsztyn.
The application is deemed submitted when the system confirms the submission, the system assigns an application confirmation number and notifies the Service Recipient via e-mail.
The www.zak.olsztyn.pl/wnioski system automatically confirms that the application has been submitted after the Service Recipient opens the confirmation link included in the e-mail message generated by the system. A confirmation e-mail is automatically generated by the system and
sent to the address of the Service Recipient provided in the form.
Additionally, if the Service Recipient includes their phone number in the application form, the system automatically generates an SMS confirmation sent to the mobile phone number provided by the Recipient.
4. Deadlines for applications and confirmation of booking by payment of deposit
4.1.1. [Deadlines]
In accordance with the terms of granting accommodation in the Dormitories, the applications are accepted via the electronic application system within the following deadlines:
a. students of years 2-6 – by 31 May of each year;
b. for candidates applying for the first year of studies – from 1 July to 10 August of each year.
Students of years 2-6, candidates applying for studies and other persons may submit applications for accommodation after the deadline for submission, by following the procedure set out in the Terms of Granting Accommodation in the Dormitories.
Persons studying at the UWM as part of an exchange programme (ERASMUS, MOST, etc.) can also book Dormitory rooms by 30 June of each academic year.
4.2.1. [Deposit]
Payment of the deposit confirms the applicant’s intention of establishing residence at the Dormitory. The deadlines for payment within each academic year are:
30 June – for students and other persons who submitted an accommodation application form and were granted accommodation, within and after the deadline for submitting applications by students, but no later than by 30 June;
30 August – for candidates admitted to the 1st year of studies, who were granted accommodation in the Dormitory.
immediately – or within 5 days after being informed of the possibility of being granted accommodation – for persons applying after the relevant deadlines for reviewing application forms.
The guarantee deposit can be returned upon a written request by the person who was granted accommodation and failed to establish for reasons beyond their control (e.g. long-term illness confirmed by medical certificate) or reasons beyond student’s control regarding the course of the studies (e.g. removal from the student register confirmed by the dean's office), pursuant to § 1 (13) of the Rules and Regulations of Residents of the Dormitories. The application form, complete with a statement of reasons and a certificate, should be submitted within 14 days after the occurrence of the cause or event.
5. Decision of placement in a Dormitory
5.1. [Decision]
The decision to grant accommodation in a Dormitory is taken in accordance with the terms of granting accommodation in the Dormitories.
5.2. [Allocation criteria]
The main criterion for the allocation of accommodation is the distance from the student’s place of residence to the university (in km); and their financial situation. The criteria are applied for each Dormitory separately, with the exception of the application procedure described in section 4.1.2. hereof, unless the number of applications exceeds the available accommodation, in which case general provisions shall apply.
The allocation of accommodation in the Dormitories and the lists of accepted persons are made by the Dormitory managers in coordination with the Councils of Residents by 5 June of each academic year. The allocation of accommodation in the Dormitories for candidates admitted to the 1st year of studies and the lists of accepted persons are made by the Dormitory managers by 15 August of each academic year. These lists are approved by the President or the Vice President of the ŻAK Foundation of the UWM in Olsztyn.
The decision to accept/deny a Service Recipient’s application for accommodation is communicated to them by e-mail. Service Recipients who are candidates for the 1st year of studies and submitted their application via the procedure referred to in 4.1.1 hereof shall also receive the decision by post.
6. Withdrawal of application and revocation of residency
An application may be cancelled and the residency applied for revoked if the Service Recipient:
- rejects the Dormitory accommodation granted;
- fails to pay a deposit within the applicable deadline.
The Service Recipient may at any time before the deposit payment deadline withdraw the application for accommodation without any additional costs and fees. Withdrawal of the application is impossible after the deposit is paid.
The declaration of withdrawal should be sent to the following e-mail address: fundacja@zak.olsztyn.pl, should include the application number,
and should be sent from the e-mail address provided in the application
Data is collected upon filling of application forms through the www.zak.olsztyn.pl/wnioski online service. The form includes required fields, which must be completed, and additional fields that the Service Recipient can choose to complete.
The controller of the personal data is: The ŻAK Foundation of the University of Warmia and Mazury in Olsztyn.
The Service Provider represents that the processing of personal data is performed pursuant to Article 6 (a) and (b) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), in accordance therewith and to the extent specified therein, for purposes related to the process of recruitment of students to Student Housing, for the purposes of managing Dormitory accommodation applications, distributing accommodation-related information via e-mail, and advertising the Service Provider’s own services. The Service Recipient will receive the relevant information via the forms or by logging onto the system.
The ŻAK Foundation of the University of Warmia and Mazury in Olsztyn processes data in accordance with the rules set out in the Personal Data Protection Act, the Act on Providing Services by Electronic Means and in the Privacy policy.
The Service Recipient has the right to access, rectify, amend and delete their own data.
The Service Recipient may opt out of providing their personal data.
Any use of the online services of the ŻAK Foundation of the University of Warmia and Mazury in Olsztyn by the Service Recipient will be construed as acceptance of the terms of the Privacy Policy published at www.zak.olsztyn.pl
The only cookies used in the online service are those of google analytics – google analytics website (https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage).
8. Consent for the processing of personal data
The Service Provider warrants that it shall not use using any means of electronic communication or telephone communication to send the Service Recipient any commercial information within the meaning of the Act of 18 July 2002 on Providing Services by Electronic Means (published in the Dziennik Ustaw/Official Journal of Laws No. 114, item 1204, as amended) with the exception of the commercial information which the Recipient has agreed to receive by checking the appropriate checkbox in the Registration Form provided on the Service Provider’s website (an e-mail address and a telephone number are required).
The Service Recipient may withdraw their consent to the processing of personal data without affecting the legality of such processing. In order to withdraw consent to the processing of personal data, the Service Recipient must submit a statement in writing (by post) or via e-mail to the following e-mail address: fundacja@zak.olsztyn.pl.
Valid reasons for submitting a complaint are:
a. Failure by fault of the Service Provider to commence the rendering of services to the Service Recipient,
b. Failure to perform or improper performance of the services, as well as irregularities in the settlement of the services.
Complaints must be submitted within 14 days of the date when the service was or was to be executed.
Complaints should be submitted to the e-mail address of the ŻAK Foundation of the UWM in Olsztyn fundacja@zak.olsztyn.pl.
Complaints should include the application number, and should be sent from the e-mail address provided in the application.
The Service Provider shall respond to the complaint within 14 days of receipt.
To all matters unsettled herein, provisions of the [Polish] Civil Code (Dziennik Ustaw/Official Journal of Laws 1964, No. 16, item 93, as amended), the Act on Providing Services by Electronic Means (Official Journal of Laws 2002, No. 114, item 1204, as amended), the Act – Law on Higher Education (Official Journal of Laws 2016, item 64) and applicable law shall apply.
The Service Provider reserves the right to amend these Terms and Conditions, however, any applications submitted prior to such amendment shall be governed by the version hereof prevailing at the time of submission.
These terms and conditions were published on 10.05.2018
THE RULES AND REGULATIONS OF RESIDENTS OF THE DORMITORIES OF
The Dormitory, hereinafter also referred to as “DS”, is a place of residence, study and rest for entitled students and other persons who have been awarded accommodation.
The “ŻAK” Foundation of the University of Warmia and Mazury in Olsztyn, hereinafter referred to as „the Foundation”, operates the Dormitories and the adjacent premises.
The residents of DS are represented by the Council of Residents, hereinafter referred to as “CR”.
Upon approval of the CR, the Dormitories can host students’ organizations and their bodies.
The right to enter the Dormitory and the rooms (in the presence of the Manager of the Dormitory and, optionally, a representative of the CR) is granted to authorised research and teaching staff, administration personnel, medical personnel and fire prevention institutions representatives. In case of any threat to the life and health of the residents, or any danger to the property of the residents/the Foundation/the University, this right is further extended to the Police and/or security services.
The manager of the Dormitory, receptionists, persons authorised by the Foundation and the CR members are entitled to monitor compliance with these Rules and Regulations, in particular with the hours of visits.
A Dormitory can only be inhabited by persons who have been granted a place via a relevant procedure, have paid the guarantee deposit and have submitted a written declaration of acceptance of the awarded place.
The right to inhabit the Dormitory is also granted to persons who have booked, and have been granted, accommodation via the Dormitory’s booking system, and have paid the guarantee deposit and accepted the terms of booking set out in the Terms and Conditions of the Dormitory's Electronic Booking System [Regulamin Elektronicznej Rezerwacji Miejsc w DS].
The deadlines for paying the deposit and for submitting the declaration is as follows:
30 June – for persons who submitted an accommodation application form and were granted accommodation;
30 August – for candidates admitted to the 1st year of study, who were granted accommodation in the Dormitory;
The detailed Terms of Granting Accommodation in the Dormitories of UWM in Olsztyn [Zasady Przydziału Miejsc w Domach Studenckich UWM w Olsztynie] are included in a separate document, available on the website of the ŻAK Foundation of UWM in Olsztyn, as well as on noticeboards in the respective Dormitories.
The guarantee deposit referred to in (7), (8) and (9) may be used to cover the costs of any damage to the property of the Dormitory or the charges for its occupation. The unused part of the guarantee deposit shall be returned upon the vacation of the premises.
The guarantee deposit will not be returned if the person who was granted accommodation failed to check in by 5 October, or if their stay period was less than 2 months (until 30 November of the academic year) regardless of the check-in.
The guarantee deposit can be returned upon a written request by the person who was granted accommodation and failed to check in due to an accident (e.g. long-term illness confirmed with a medical certificate) or reasons beyond student’s control regarding the course of the studies (e.g. removal from the student register confirmed by the relevant Dean's office). The application form, complete with a statement of reasons and a certificate, should be submitted within 14 days after the occurrence of the cause or event.
The guarantee deposit and a monthly rent should be paid to the appropriate Manager of the Dormitory or to the Foundation's bank account number held by mBank 26 1140 1111 0000 4156 1100 1001, or to the appropriate Dormitory account (detailed information on the accounts of the Dormitories are available on the Foundation's website www.zak.olsztyn.pl/akademiki.html). The resident’s full name, the Dormitory’s number and the title of the payment should be included in the payment confirmation document.
The quiet hours are: 11 p.m. to 6 a.m.
The front door of the Dormitory is closed at 11 p.m. and only Dormitory residents are let in after this time.
Granting of the right to reside in a Dormitory in accordance with the rules provided by the University of Warmia and Mazury in Olsztyn continues for a period of 9 months (from 25 September until 25 June or until a different date specified by the Rector of the University as the last day of the summer exam session).
After a student or another person is granted a place, they may check in provided that they have become acquainted with these Rules and Regulations, have declared to comply with the Dormitory’s fire safety regulations, have confirmed the condition and number of furnishings in a room, have paid the guarantee deposit within the deadline specified in § 1, and has paid the monthly rent for September and October.
At the moment of check-in, a student receives a residence card and the necessary furnishings, for which they are financially liable.
Visits can be paid in the rooms from 8 a.m. to 11 p.m. (the commencement of the quiet hours) with approval of the resident’s roommates.
Rules for the residents' visitors:
visitors are required to fill in a GUEST'S CARD form with the personal information from their ID card and to present their ID card at the reception desk, both at their entrance and exit from the Dormitory, to verify the personal information indicated in the GUEST'S CARD – this does not apply to the residents of other Dormitories of the UWM in Olsztyn administered by the UWM ŻAK Foundation in Olsztyn, who may leave their residence cards featuring a photograph, and to inform the receptionist about the visited room number and the full name of the person visited;
within the scope of the above exception, a Dormitory resident may use a DORMITORY GUEST CARD issued by the Dormitory's Manager on the basis of a written application form by a student of the UWM in Olsztyn;
the visitor is obliged to notify the receptionist when leaving the Dormitory;
if a visitor stays in the Dormitory between 11 p.m. and 8 a.m., the Foundation is entitled to collect a charge of 20 PLN paid by the visitor or jointly by the residents of the visited room.
In rare instances, on a written motion of the resident of the Dormitory, the manager or the CR may allow a non-resident to stay overnight, provided consent has been given given by all residents of the visited room and the payment of PLN 10 per night has been made, and the applicant is with the visitor during the stay, A model application form can be downloaded from the Foundation website at zak.olsztyn.pl
If a resident(s) vacate(s) the premises, the Dormitory manager may grant the vacant places to other persons or relocate the existing residents to a different room. If the resident(s) do(es) not agree to the above, they are obliged to pay the rent for the absent roommate. In the latter situation, the Dormitory manager is entitled to reclassify the room into a room for fewer students and collect rent according to a new classification of a room. The manager decides which solution applies.
If there are free vacant rooms in a Dormitory, the Dormitory manager has the right to allocate any person to such rooms, including non-students.
Persons who declare the willingness to be accommodated in a Dormitory as replacement to those who may vacate the premises during the academic year, are obliged to make a reservation.
The residents are obliged to protect their own belongings by locking the room door during their absence and leaving the key at the reception desk.
The residents of the Dormitories are entitled to:
Elect others and be elected to the the Council of Residents.
Participate in the formation of the CR agenda and take part in its fulfilment.
File petitions through the CR in order to improve the function of the Dormitories and the Campus.
Use the Dormitory premises, furnishings and equipment which are intended for residents’ use according to the rules specified by the CR.
Have guests and take responsibility for their behaviour. If the number of guests exceeds 4, common rooms are to be used.
Store bicycles and pushchairs in the designated premises (the Foundation does not take responsibility for the stored items).
Use the first-aid kit.
Store their belongings during the summertime in the designated premises, if available. Access to the abovementioned premises is closed during the holidays. The Foundation does not take responsibility for the stored items.
Apply for a room change.
Residents who do not have any overdue rent may apply for a room change or dormitory change. The application has to include the number of the new room/dormitory and a date at which the change is to be made.
The application shall be reviewed within 3 working days of its submission.
The residents of the Dormitories are obliged to:
Comply with these Rules and Regulations, resolutions of the CR and the Campus Council (hereinafter referred to as “CC”), the instructions of the University authorities and of the Foundation.
Check in in their Dormitory, at the beginning of the academic year (i.e. from 25 September to 5 October), or within two days after the booked date for mid-year accommodation.
Pay the guarantee deposit before the check-in, within the deadline specified in § 1, and, without prejudice to (4) and (5), pay rent regularly, by the 14th day of each month, throughout their entire accommodation period. Under justified circumstances, at the request of a resident, the accommodation period can be reduced by the Dormitory manager. In exceptional circumstances, the manager of D can extend the payment deadline – but no longer than by the 15th day of the next month.
If the resident vacates the premises mid-month in the period from 1 October to 31 May – pay a third of the rent for every commenced ten-day period of residence, subject to the following division of the month into decades: from the 1st to the 10th, from the 11th to the 20th, and from the 21st until the end of the month.
If the resident vacates the premises mid-month in the period from 25 to 30 September or in June – pay a 1/30 of the monthly rent for each day of residence in the Dormitory.
Leave a room key at the reception desk upon leaving the premises.
Properly care for Dormitory property – residents are financially liable for any missing or damaged Dormitory furnishings. In case the party responsible for the damage cannot be found, residents of the room, the segment, the floor or the entire dormitory may be charged jointly – depending on the nature of damage and/or its location. The investigation procedure will be undertaken by the CR in cooperation with the Dormitory manager.
Keep rooms, common areas and surroundings of the Dormitory clean and neat. The Dormitory manager, representative of the CR and the cleaning staff are entitled to verify the above.
Report any and all damage within the Dormitory premises by indicating them in writing in the defect report book, which is located at the reception desk.
Obtain permission of the Dormitory manager to make any changes in rooms or other areas of the Dormitory.
Work 5 hours for the benefit of the Dormitory until 15 May of each academic year or make a payment set by the CC – applicable to all students.
Prove one's identity by showing the residence card or another identification document upon request of the Dormitory manager, receptionists and representatives of the CR.
Upon vacation: return the equipment/furnishings/bedclothes, settle due payments, leave the room and common areas clean and neat. The vacated rooms are relinquished to the Dormitory manager or any other authorised employee and, if possible, to a representative of the CR.
Comply with the Dormitory’s fire, and health and safety regulations unconditionally.
The residents of a Dormitory are forbidden to:
Use appliances that consume large amounts of electricity / water (e.g. xerographic equipment, ovens, fryers, high wattage loudspeakers) or pose a fire threat is forbidden.
Modify electric / gas / radio / TV / computer network systems or fittings, the water supply, the sewage system, and any other systems or fittings.
Alter the door lock and duplicate keys.
Trade and organise gambling games.
Bring inside motor vehicles.
Bring in firearms, ammunition, explosives and other potentially hazardous materials.
Take dormitory furnishings outside the premises.
Have overnight visitors without prior permission of the Dormitory manager and the CR.
Keep pets in the premises.
Operate any form of commercial activity.
Use any source of open flame within the Dormitory premises and the surrounding areas.
Organise parties in the Dormitory premises and surrounding areas if it inconveniences other persons.
Consume alcohol or smoke tobacco (including e-cigarettes) in the Dormitory.
Rearrange the furniture, paste anything on the walls, ventilation grates or fire alarm devices.
Loss of the right to reside in the Dormitory
A student shall lose the right to reside in the Dormitory:
Upon conclusion of the period for which the accommodation was granted.
If found to have provided false information in the application form for granting accommodation in the Dormitory.
Upon removal from the student register.
After the loss of this right is declared by the university disciplinary committee.
When the resident’s rent is overdue by over 14 days, and when the payment deadline has been extended by the Dormitory manager failure to pay by the 15th day of the next month, as referred to in § 4 (3).
When the resident has, without due justification, failed to check in by 5 October or – during the academic year – within the period of 2 days after the room has been booked.
With immediate effect, after the decision of the Foundation management and at the request of the Dormitory manager and/or (in exceptional cases) the CR, if the resident does not comply with these Rules and Regulations, sublets their room to another person, grossly violates the rules of social conduct, or for other reasons cannot reside in the Dormitory.
A student who has lost the right to be accommodated in a Dormitory may make an appeal to the Vice Rector in charge of student affairs within 7 days after the decision is declared. If the decision of the
Foundation management is sustained by the Vice Rector in charge of student affairs, the resident loses the right to be accommodated in a Dormitory until graduation.
Status of the Dormitory Council of Residents (CR)
The CR is the sole representative of the residents before the administration personnel of the Dormitory.
The CR is elected from among all the residents for a period of 1 year, which is specified by the electoral law of the CC.
The CR reports directly to the CC.
The CC comprises: the chairman of the RC and delegates of all Dormitories.
The CR has a right to:
represent all residents, organisations and their agencies in the Dormitory which are specified in the Regulations of the CC;
review applications for accommodation in the Dormitory;
determine its own structure (which includes the appointment of appropriate commissions) upon approval of the Academic Council of Student Self-government.
The CR is obliged to:
represent all residents before the Dormitory management and the Foundation
together with the Dormitory management, perform inspections of the furnishings and the premises, and reclaim and return the use of the premises during the vacation period and the academic year;
provide information on how to settle any current issues regarding the Dormitory;
together with the Dormitory management, decide on the scope of the necessary furnishing purchases and renovations, and apply accordingly.
If residents, student organisations or lessees do not comply with these Rules and Regulations or resolutions of the CR and the CC, the Dormitory manager has the right to:
impose penalties – verbal warning, additional work for the benefit of the Dormitory;
apply to the management of the Foundation for imposing penalties provided for under the agreements (applies to student organizations and lessees);
apply to the management of the Foundation for eviction of a resident with immediate effect.
All disputable issues which are not covered by these Regulations shall be resolved by the management of the Foundation along with the Dormitory managers after receiving an opinion from the Student Self-government, and by the CC.
Under justified circumstances the administration personnel of the Dormitory and CR members have the right to enter a student’s room.
Under justified circumstances, after receiving an opinion from the Student Self-government and the CC, the rights defined in these Rules and Regulations can be extended or restricted by the management of the Foundation along with Dormitory managers.
These Rules and Regulations shall come in into force as of 1 July 2018. At the same time, the following shall expire: The Rules and Regulations of Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn which came into force as of 1 June 2016.
Under the authority of the Rector of the University of Warmia and Mazury in Olsztyn, the „ŻAK” Foundation of UWM in Olsztyn in cooperation with the Student Self-Government of UWM in Olsztyn has established the following rules of assignment of accommodation applicable since the beginning of the academic year 2019/2020.
1. The assignment of places for students of a given Faculty is maintained for the period between 25 September and 25 June or for any given period set out by the Rector of UWM in Olsztyn as the last day of the summer examination session. The students have the right to reside at the Dormitories of their choice. From 2019/2020, all the student dormitories will function as multi-faculty dormitories.
2. Applications for the assignment of an accommodation place in a Dormitory (DS) must be made through an electronic booking system, subject to the acceptance of the terms and conditions of the provision of booking, set out in THE TERMS AND CONDITIONS OF ONLINE APPLICATION FOR ACCOMMODATION IN THE DORMITORIES OF THE UWM IN OLSZTYN, which in the Rules and Regulations of Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn are referred to as the Terms and Conditions of the Dormitory's Electronic Booking System, available at the website of the "ŻAK" Foundation of UWM in Olsztyn: www.zak.olsztyn.pl/akademiki.html
2.1. THE TERMS AND CONDITIONS OF ONLINE APPLICATION FOR ACCOMMODATION IN THE DORMITORIES OF THE UWM IN OLSZTYN are determined by the "ŻAK" Foundation of UWM in Olsztyn
2.2. In exceptional circumstances it is permissible to submit an application for the assignment of an accommodation place in a Dormitory through the Manager of a selected Dormitory (using a form prepared by the "ŻAK" Foundation of UWM in Olsztyn), without attachments in the form of documentation confirming the student's material conditions. Senior years shall submit their applications by 31 May of each academic year.
The existing principle of the refusal to grant an accommodation place to a person who received a negative opinion of a Dormitory Manager remains in force. In special cases the "ŻAK" Foundation of UWM in Olsztyn reserves the right of refusal to grant an accommodation place in a Dormitory.
2.3. Candidates for the 1st year of studies must submit their applications between 1 July and 10 August of each academic year – the applications must be submitted solely through the electronic booking system. It is now possible to apply after 11 August of each academic year (provided that there are vacancies in the Dormitories).
3.The main criterion for the granting of an accommodation place is the distance from the place of usual residence to the University, calculated in kilometres, and the student’s material conditions. Dormitory Managers assign places to the candidates from the pool of available vacancies at their disposal and remaining after the students of senior years have been assigned their places – namely, after 5 June and within the limit of accommodation places available to student candidates. Illegible and incomplete applications will not be considered.
4. Dormitory Managers, in cooperation with the members of the Councils of Residents take the decision on the assignment of accommodation places to Students and they compile a list of the accepted candidates no later than by 5 June of each academic year. Accommodation places are assigned by Dormitory Managers to candidates admitted to the first year of study. The Managers compile a list of accepted candidates, approved by the President or Vicepresident of the "ŻAK" Foundation of UWM in Olsztyn no later than by 15 August of each academic year.
5. Payment of a deposit in the amount of PLN 300 is the confirmation of the intention to establish residence (check-in) at the Dormitory. The deadline for the payment is:
30 June – for students and other persons, provided that they submitted an application within the period assigned for the submission of applications and after the deadline, but before 30 June and who have been assigned an accommodation place;
30 August – for candidates admitted to the first year of study who have been assigned an accommodation place;
immediately – no later than within 5 days from the date of the receipt of information on the possibility of being assigned an accommodation place – for persons who submitted their application after the applicable deadlines for the consideration of applications.
5.1. Failure to make a deposit payment within the abovementioned deadlines shall result in the removal from the list of people authorised to be accommodated at a Dormitory.
5.2. The deposit may be paid by a bank transfer to a relevant bank account of a given Dormitory (details available at the website www.zak.olsztyn.pl/akademiki.html) or paid in cash at the Dormitory.
While making a deposit payment, please include your given name, surname, application ID number and the Dormitory number whose account is credited.
5.3.The deposit is not refundable if: the student fails to establish residence (check in) by 5 October or, despite having checked in at the Dormitory, the person fails to stay at the Dormitory for at least two months (namely by 30 November).
5.4. The check-in at the assigned Dormitory should take place in the period between 25 September and 5 October of a given academic year.
6. Each academic year any vacancies remaining after the assignment in the abovementioned manner (namely after 5 June and 15 August) and any spare vacancies shall be redistributed by the "ŻAK" Foundation of UWM. In this case the decision on the assignment of an accommodation place is made by the Manager of a Dormitory, in the following order:
students of full-time studies at UWM,
study candidates,
students of extramural studies at UWM,
students of other schools of higher education,
other interested individuals,
with the application of payment amounts determined for the students of the University of Warmia and Mazury for a given academic year. In the case of non-students of UWM in Olsztyn, a respective VAT amount is added to the payments.
7. Detailed rules of usage of the assigned accommodation place in the Dormitory can be found in the Rules and Regulations of Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn.
8. Any interested students may submit an application for the assignment of an accommodation place only in one dormitory.
9. At the check-in in the Dormitory the following are required: an ID card, a photo (for the Resident's card) and a payment of the deposit in the amount of PLN 300. The payment for the stay in September must be made in cash ON THE DAY OF CHECK-IN in the amount equal to 1/30 of the monthly rate determined for a given dormitory for each day of the stay, if the check-in takes place in the period between 25 and 30 September. The payment for the stay in October can be made by a bank transfer before the check-in. Please include the following information in the title of the bank transfer: "payment for October, dormitory no., given name and surname, application ref. no. The price list and bank account numbers are available at the website of the "ŻAK" Foundation www.zak.olsztyn.pl. Please fill in all the documents necessary for the purpose of checking-in at the dormitory (document forms will be available at the reception desk of the Dormitory).
10. Please bring a complete bedding set with you (i.e. a duvet, a pillow, a blanket, a duvet cover, a pillow cover and a bed sheet).
I hereby declare that I have read the Rules and regulations of submission of online applications for a place in the Dormitories of UWM in Olsztyn, the Rules and Regulations for the Residents of the Dormitories of the University of Warmia and Mazury in Olsztyn and with the Notice to Students (to check this option, please read the full text of the rules and regulations, and the notices).
Being aware of the liability for providing false information, I declare the information provided to be true and accurate.
I represent that I am a student of the University of Warmia and Mazury in Olsztyn and I have applied for a place in one dormitory only.
I consent to the processing of my personal data by the "ŻAK" Foundation of the University of Warmia and Mazury in Olsztyn for the purpose of providing direct marketing of products and services of the "ŻAK" Foundation of the University of Warmia and Mazury in Olsztyn (voluntary consent).
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