Terms

Order No. R-368 of 6 October 2023 of Rector of Vilnius University

THE DESCRIPTION OF THE TERMS AND THE PROCEDURE FOR PROVIDING ACCOMMODATION SERVICES IN STUDENT DORMITORIES OF VILNIUS UNIVERSITY

CHAPTER I

GENERAL PROVISIONS

1. The Description of the Terms and the Procedure for Providing Accommodation Services in Student Dormitories of Vilnius University (hereinafter the ‘Description’) establishes the procedure for allocating and providing accommodation in dormitories of Vilnius University (hereinafter the ‘University’), and making the accommodation-related payments. The Description of the Procedure applies only to the dormitories of the University (hereinafter the ‘dormitories’) located in Vilnius city. The Description of the Procedure does not apply to the provision of rental services in dormitories.

2. The dormitories are intended to accommodate full-time students of the University and students coming to the University under inter-university agreements (hereinafter the ‘students’) for the entire duration of their studies. Information about the terms and the procedure for providing accommodation services is published on the website of the Dormitory Centre of the University www.bustas.vu.lt.

3. The following persons may be accommodated for a limited period in vacancies available in dormitories:

3.1. part-time students of the University;

3.2. students from other higher education institutions;

3.3. employees of legal persons.

4. With each person referred to in Item 2 and Items 3(1) to 3(2) of the Description to whom accommodation services will be provided, the University concludes a standard accommodation service agreement (hereinafter the ‘agreement’) in the form approved by the Rector of the University (hereinafter the ‘Rector’). This agreement is signed on behalf of the University by a person authorised by the Rector. Accommodation services are provided at rates approved by the Rector or their authorised person.

5. Dormitories are maintained from University funds and payments for accommodation services. The dormitories are administered and the provision of accommodation services as well as the accounting for the services provided is controlled by the Dormitory Centre of the University.

6. Personal data are processed for the purpose of accommodation in accordance with 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 (repealing Directive 95/46/EC), the Republic of Lithuania Law on the Legal Protection of Personal Data, and the Description of the Procedure for Processing of Personal Data at Vilnius University as approved by Order of the Rector of Vilnius University No. R-316 of 25 May 2018 “On the Approval of the Description of the Procedure for Processing of Personal Data at Vilnius University” (with subsequent amendments), and requirements of other legislation.

CHAPTER II

THE PROCEDURE FOR STUDENT ACCOMMODATION IN DORMITORIES

7. Students who wish to receive or change their accommodation in dormitories should register on the website of the Dormitory Centre of the University by submitting applications. Students referred to in Item 3(1) of the Description of the Procedure and University students resuming their studies (after academic leave, suspended studies, or terminated studies) wishing to obtain accommodation in a dormitory shall submit their applications according to the same procedure.

8. Priority to vacancies available in dormitories is granted to:

8.1. students with 55 per cent or lower capacity for work;

8.2. orphans, persons from large families, or socially disadvantaged students;

8.3. first year bachelor students who submitted applications by 15 August;

8.4. students with a permanent declared place of residence of more than 50 km away from the city of Vilnius.

9. Students wishing to exercise the right of priority referred to in Item 8 of the Description must submit an application accompanied by the documents confirming the circumstances specified in Item 8 of the Description.

10. For students not covered by Item 8 of this Description, the order in which accommodation services are provided shall be determined according to the date of their applications. If the application cannot be satisfied (e.g. due to no vacancies available), the order of application submission (the date thereof) remains valid and, if accommodation in the dormitory becomes available, the student is informed about the date from which the accommodation service may be provided to them. If the student refuses accommodation, the application submitted by them is no longer valid, and the accommodation is offered to other applicants.

11. The responsible employees of the Dormitory Centre of the University evaluate the applications received and inform the students about the provided accommodation in dormitories at the email address indicated in the application.

12. The University concludes the agreement with a student who is provided with accommodation in the dormitory. The agreement is concluded for the academic year with the possibility to extend it each academic year. When signing the agreement, the student must be made familiar with the Description and the Rules of the Internal Procedures and Fire Safety in Dormitories of Vilnius University (Annex) and commit to comply with them.

14. The actual accommodation and eviction of students and the making of accommodation-related payments are supervised by the responsible employees of the Dormitory Centre of the University. Upon conclusion of the agreement and payment of the deposit specified in this agreement, the responsible employee of the Dormitory Centre of the University issues the student a key to the room where the accommodation service will be provided and a magnetic key to the dormitory for the safe-keeping of which the student will be responsible. The student must not transfer these keys to third parties, duplicate, or otherwise reproduce them. A student who fails to return the magnetic key must compensate for the damage. The furniture in the dormitory room and the magnetic key of the dormitory are transferred to the resident by means of the transfer-acceptance act, which is an integral part of the agreement. The transfer-acceptance act may be accompanied by photographs of the transferred furniture, forming an integral part of the transfer-acceptance act.

15. A student who wishes to continue receiving the accommodation service must sign the agreement for a new one-year period from 1 August to 31 July of the following year at least two months before the expiry of the agreement. The agreement is signed provided that the student has duly fulfilled all obligations under the valid agreement.

16. For students departing for studies under inter-university agreements and submitting their applications, the provision of accommodation services may be temporarily suspended for the period of absence with no fees charged. Upon the student’s return, the provision of accommodationservice is continued, but the student is not guaranteed the same accommodation in the dormitory they had before their departure.

17. When moving out from the dormitory, the student must make all the payments, vacate, and transfer to the responsible employee of the Dormitory Centre of the University living quarters in a neat condition and the property issued in accordance with the transfer-acceptance act.

CHAPTER III

THE PROCEDURE FOR ACCOMMODATING OTHER PERSONS IN DORMITORIES

18. Persons referred to in Item 3(2) of the Description who wish to receive accommodation in dormitories apply to the Dormitory Centre of the University by email bustas@vub.lt or by phone +370 5 2699696. Accommodation services are provided upon conclusion of the agreement. Accommodation services may not be provided for persons if there are no vacancies in the dormitories or if previous agreements with these persons have been terminated for non-compliance with the terms of the agreements and/or non-compliance with the rules provided for in this Description.

19. The persons referred to in Item 3(3) of the Description are accommodated in dormitories on the basis of model forms of agreements established by the Rector and concluded by the University with legal persons, applying the fees approved by the Rector or their authorised person.

20. The persons referred to in Items 3(2) to 3(3) of the Description must be familiarised with the Description and the Rules of the Internal Procedures and Fire Safety in Dormitories of Vilnius University (Annex) and undertake to comply with them.

CHAPTER IV

THE PROCEDURE FOR THE RECEPTION OF GUESTS IN DORMITORIES

21. Residents of dormitories are prohibited to arbitrarily accommodate third persons in the room.

22. A resident wishing to receive a guest (a close relative) for an overnight stay must fill in the application and obtain written consents of the residents of the room and the responsible employee of the Dormitory Centre of the University.

CHAPTER V

THE PROCEDURE FOR PAYING FOR THE PROVIDED ACCOMMODATION SERVICES

23. Fees for accommodation and other services are established by the Rector of the University or their authorised person.

24. The conditions and terms of payment are governed by the agreements. The residents must make the payment provided for in the agreement before the last calendar day of the current month.

25. A student who graduates from the University is evicted from the dormitory unless agreed otherwise. Upon agreement of the parties, a student is allowed to reside in the dormitory until the expiry of the term provided for in the agreement (or for a shorter period at their request).

26. Financial accounting is carried out by the Finance Department of the Central Administration of the University. Payments are made into the University’s current account in accordance with the payment statements issued by the University.

THE RULES OF THE INTERNAL PROCEDURES AND FIRE SAFETY IN DORMITORIES OF VILNIUS UNIVERSITY

CHAPTER I

GENERAL PROVISIONS

3. The following persons may be accommodated for a limited period in vacancies available in dormitories:

3.1. part-time students of the University;

3.2. students from other higher education institutions;

3.3. employees of legal persons.

CHAPTER II

THE PROCEDURE FOR STUDENT ACCOMMODATION IN DORMITORIES

8. Priority to vacancies available in dormitories is granted to:

8.1. students with 55 per cent or lower capacity for work;

8.2. orphans, persons from large families, or socially disadvantaged students;

8.3. first year bachelor students who submitted applications by 15 August;

8.4. students with a permanent declared place of residence of more than 50 km away from the city of Vilnius.

13. First-year students are accommodated in the dormitory from 1 September of the current year until 31 July of the following year. If the student is accommodated after 1 September, the agreement still provides that the duration of the accommodation agreement is valid until 31 July. 14. The actual accommodation and eviction of students and the making of accommodation-related payments are supervised by the responsible employees of the Dormitory Centre of the University. Upon conclusion of the agreement and payment of the deposit specified in this agreement, the responsible employee of the Dormitory Centre of the University issues the student a key to the room where the accommodation service will be provided and a magnetic key to the dormitory for the safe-keeping of which the student will be responsible. The student must not transfer these keys to third parties, duplicate, or otherwise reproduce them. A student who fails to return the magnetic key must compensate for the damage. The furniture in the dormitory room and the magnetic key of the dormitory are transferred to the resident by means of the transfer-acceptance act, which is an integral part of the agreement. The transfer-acceptance act may be accompanied by photographs of the transferred furniture, forming an integral part of the transfer-acceptance act.

CHAPTER III

THE PROCEDURE FOR ACCOMMODATING OTHER PERSONS IN DORMITORIES

CHAPTER IV

THE PROCEDURE FOR THE RECEPTION OF GUESTS IN DORMITORIES

21. Residents of dormitories are prohibited to arbitrarily accommodate third persons in the room.

CHAPTER V

THE PROCEDURE FOR PAYING FOR THE PROVIDED ACCOMMODATION SERVICES

23. Fees for accommodation and other services are established by the Rector of the University or their authorised person.

24. The conditions and terms of payment are governed by the agreements. The residents must make the payment provided for in the agreement before the last calendar day of the current month.

THE RULES OF THE INTERNAL PROCEDURES AND FIRE SAFETY IN DORMITORIES OF VILNIUS UNIVERSITY

CHAPTER I

GENERAL RULES

1. The Rules of the Internal Procedures and Fire Safety of Dormitories of Vilnius University (hereinafter the ‘Rules’) regulate the internal procedures in dormitories of Vilnius University (hereinafter the ‘dormitories’) and determine the rights, duties, and responsibilities of persons (hereinafter the ‘residents’) who have entered into accommodation service agreements with the University (hereinafter the ‘agreement’).

2. Residents have the right to:

2.1. enter the dormitory at any time of day or night and receive guests from 8:00 to 22:00; the residents who receive the guests are responsible for the behaviour and actions thereof;

2.2. express suggestions and wishes to the responsible employees of the Dormitory Centre of the University.

3. The residents must:

3.1. properly fulfil the obligations laid down in the agreement and comply with the Rules;

3.2. clean their rooms themselves and keep the common areas clean and tidy; take out the rubbish to the rubbish collection points;

3.3. use the inventory in rooms and common areas in an orderly manner as intended, not damage it, and compensate for damage in the event thereof;

3.4. comply with the general requirements for personal hygiene;

3.5. immediately inform the responsible employees of the Dormitory Centre of the University about any faults or deficiencies detected in the inventory of the dormitory or room or other detected faults or deficiencies;

3.6. in case of a reasonable requirement, allow the employees of the Dormitory Centre of the University or special services officers into the room at any time of day or night; provide a student’s certificate or identity document for identification.

3.7. use energy resources efficiently, ensuring that no light is left on when leaving the room or common areas, unused electrical appliances are unplugged from the sockets, and the tap water is not left running;

3.8. take care and look after personal belongings left in the room or the dormitory’s public (common) areas;

3.9. be responsible for their guests and the behaviour thereof, and compensate for the damage caused by the guests;

3.10. comply with other legitimate requirements of the responsible employees of the Dormitory Centre of the University related to accommodation in dormitories;

3.11. comply with other standards of living established in the legislation of the Republic of Lithuania or socially accepted norms.

4. It is prohibited for dormitory residents to:

4.1. consume and store alcohol, narcotic, or other psychotropic substances in the dormitory; bring in, store and/or use weapons, any explosive or incendiary substances that are life-threatening and/or health-threatening;

4.2. smoke in rooms and common areas;

4.3. use heating and other electrical appliances whose combined total power exceeds 3 kW per room;

4.4. litter in the common areas and the territory of the dormitory;

4.5. leave the household waste taken out from the room in the dormitory’s common areas;

4.6. disturb the rest time of other residents, listen to loud music, make noise from 22:00 to 07:00;

4.7. arbitrarily transfer the dormitory inventory from one room to another;

4.8. damage the dormitory premises, equipment, or inventory. The compensation for the damaged property is paid by the resident at fault;

4.9. keep animals in the dormitory premises;

4.10. remodel the dormitory premises or change the door lock without the written consent of the employees of the Dormitory Centre of the University;

4.11. leave clothes or other flammable materials hanging on the balconies;

4.12. arbitrarily move to another dormitory room;

4.13. use dormitory premises and University-provided internet services for economic or commercial activities;

4.14. treat other residents of the dormitory and/or their guests as well as employees of the University and/or Dormitory Centre of the University with disrespect, rudeness, threaten or insult them;

4.15. carry out repairs in the residential room without the permission of the responsible employees of the Dormitory Centre of the University;

4.16. disconnect and/or expand existing network equipment for dormitory computers, change its settings, or otherwise interfere with its operation;

4.17. engage in other activities that could harm the residents of the dormitory, employees of the University and/or the Dormitory Centre of the University and the University itself.

CHAPTER II

FIRE SAFETY REQUIREMENTS

5. When leaving the room, it is necessary to turn off electrical devices that cannot be left operating without supervision.

6. Residents must familiarise themselves with the dormitory’s evacuation plan and try to remember the layout of the staircases and the places through which they can exit the premises.

7. It is prohibited in dormitories to:

7.1. use heating devices in rooms;

7.2. smoke in rooms, common areas, and balconies;

7.3. store materials in rooms that can cause fire;

7.4. leave electrical appliances and flammable items (e.g. candles, incense) unattended;

7.5. block escape routes, exits, and balconies.

8. In case of fire in the room:

8.1. immediately notify the responsible employees of the Dormitory Centre of Vilnius University and call 112;

8.2. if the source of fire cannot be suppressed by the resident themselves, they must leave the residential room and close the door to the room, but leave it unlocked.

8.3. withdraw from the danger zone through the escape exit, which is at the end of the corridor on every floor, and act on the instructions of the responsible employees of the Dormitory Centre of Vilnius University or firefighters.

9. In case of fire in the dormitory,

9.1. immediately notify the responsible employees of the Dormitory Centre of Vilnius University and call 112;

9.2. close the windows of the room, and leave the room and close its door;

9.3. if the corridors and staircases are full of smoke and it is impossible to retreat through the escape staircase, one must stay in the room, keep windows wide open, and close the room door tightly. This will ensure protection from smoke and high temperatures for a longer time;

9.4. cover cracks and ventilation openings with towels or bedding dampened in water;

9.5. inform others through the window or balcony about the inability to leave the room.

10. Fire extinguishers and water hoses are located in the corridor on every floor.

Student dormitories of Vilnius university

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