STUDENT HOUSE RULES & REGULATIONS JAN KOCHANOWSKI UNIVERSITY IN KIELCE+

Annex to order No. 88/2025

STUDENT HOUSE RULES & REGULATIONS

JAN KOCHANOWSKI UNIVERSITY IN KIELCE+

The regulations define the basic principles of functioning of the dormitory, rights and obligations of residents and persons staying on the premises of the dormitory as well as the Resident Council.
The student dormitory, as an integral part of UJK, should be the subject of special care by all residents, expressed, among others, by: keeping it in good condition and order.
The rules of accommodation in the student dormitory are specified in the Regulations of Benefits for students of the UJK.
Accommodation of individuals who are not students or doctoral students of Jan Kochanowski University is only possible if there are available vacancies in the dormitory.
The amount of fees for a given academic year for a place in the student dormitory, including the deposit, is set by the Rector.

Inhabitants of the dormitory are obliged to comply with these regulations and to cooperate with its administration.
During the accommodation, the resident of the student dormitory reads the regulations and signs a declaration by which he/she undertakes to apply the provisions contained in this regulations.

The administration of the dormitory provides residents with appropriate conditions for study, work and rest.

Inhabitants may conduct cultural and social activities on the premises of the student dormitory accepted at the Jan Kochanowski University.

The representative of all the residents of the dormitory is the Resident Council, whose powers are provided for in the content of these regulations.

There is a curfew (quiet hours) in the student house from 23:00 to 6:00.

A person who was granted a place by the Student Dormitory Assignment Commission has the right to live in a dormitory for the duration of the academic year in accordance with arrangements determined by the Rector’s order.
A person who has been granted a place in a student dormitory becomes its resident upon accommodation.
The person with whom the lease agreement has been signed has the right to reside in the student dormitory for the duration of the agreement and officially becomes a resident upon moving in.
For accommodation in the student dormitory it is necessary to present the following documents:

ID card,
passport or other document entitling to stay in Poland, in the case of students who are not Polish citizens,
student/doctoral ID card

Upon checking in, the person completes the Questionnaire along with the Declaration, which is attached as annex to the regulations.

The resident is obliged to check the condition of the room, kitchen, bathroom, and all related equipment upon moving in. Any missing or damaged items must be reported immediately to the student dormitory administration.
The room and its equipment are handed over based on a Handover Protocol, signed by the resident, a representative of the Dormitory Service Section, and an employee of the Student Campus Property Administration Department.
The allocation of the co-residents is made (if it is possible), after taking into account the proposals of the inhabitants.
Changing the room is possible only in exceptional situations, after obtaining the consent of the Head of the Dormitory Service Section.
The Head of the Dormitory Service Section has the right at any time to accommodate a person entitled to a place in the room, without the need for the consent of the residents.
The Head of the Dormitory Service Section, in justified cases, has the right to relocate people from the room in which they are accommodated to any other room.
At the request of the resident in special situations, in the case of vacancies in the student house, it is possible, to accommodate in a double room only one resident. The person referred to in the sentence above, pays the specified amount for a given academic year determined by a separate ordinance of the Rector.

In the case of vacancies in the student dormitory, the resident has the right to live at the student dormitory during the summer break, after prior notification of such need to the Head of the Dormitory Service Section.
The fee for living during the holiday break is specified in a separate ordinance of the Rector.

The resident of the dormitory is obliged to pay the refundable security deposit fee no later than the day of accommodation at the student house.
The deposit is paid into the individual sub-account of the student or doctoral student and serves as security for any claims by Jan Kochanowski University arising from damages to University property caused by the student.
The unused deposit will be returned within 14 days from the check-out date to the designated bank account, subject to paragraph 5, point 1, unless a partial or full deduction is made for any damages caused.
In the case of submitting an application for a place in the student dormitory for the next academic year:
- The deposit will be applied towards the next academic year’s accommodation fee.
- In the event that a place is not granted in the student dormitory, the deposit will be refunded.

Unless specific provisions determine otherwise:

1) the accommodation fee must be paid in advance by the 15th day of each month to the individual sub-account assigned to the student or doctoral student.

2) foreign students who have not been awarded a student ID number by October 15 of a given academic year, pay the fee by October 31,

3) residents who are not students or PhD students of UJK must pay the accommodation fee to the account indicated on the VAT invoice within 14 days from the date of the invoice issuance.

4) a resident who is accommodated for up to 14 days in a given month shall pay half of the monthly rate.

5) A resident who checks out by the 15th day of the month is required to pay half of the monthly accommodation fee.

6) a resident who moves out after the deadline specified in sec. 5, is required to pay the full monthly accommodation fee.

7) failure to make payments within the time limits specified in items 1 and 2 results in the obligation to pay statutory interest for delay, calculated by the University on the overdue amount.
The date of payment is considered to be the date on which the funds are credited to the University’s designated bank account.

The University is not responsible for any consequences resulting from the incorrect classification of the payment due to an incorrect bank account number or for other similar reasons.

A resident who is in arrears with payment for two consecutive months may be deprived of their place in the student dormitory.
A resident who is a student or doctoral student at Jan Kochanowski University may be deprived of their place in the student dormitory following a prior written or electronic request to settle outstanding payments within 14 days from the date of receipt of the notice. If the arrears are not settled within the prescribed period, the decision to deprive the resident of a place in the student dormitory is made by the appropriate Vice-Rector for Academic Affairs, upon the request of the Head of the Dormitory Service Section.
Decision on depriving a student or doctoral student a place in the student house at the Jan Kochanowski University – also applies to the child or spouse living with him.
The decision to deprive a resident of a place in a student dormitory, other than in the cases specified in points 2 and 3, is made by the Head of the Student Dormitory Service Section.
A resident who is in arrears with dormitory payments will not be granted a place in the student dormitory for the following academic year.

A resident loses the right to a place in the student dormitory in the event of:

expiry of the allocated accommodation period,
failure to pay or supplement the deposit within the prescribed period,
expiry of the deadline for the declared resignation from the place,
removal from the list of students,
final suspension of the student’s right to live in the dormitory by a decision of the Disciplinary Commission, for the duration of the suspension.

2. A resident may be deprived of the right to reside in a student dormitory based on a written decision issued by the appropriate Vice-Rector for Academic Affairs if they:

violate the provisions of the Student Dormitory Rules and Regulations,
begin a dean’s leave or medical leave,
breach the provisions of the Student Oath or otherwise act in a manner inconsistent with student dignity.

3. Fees will be charged to individuals who unlawfully extend their stay beyond the check-out date specified in a separate rector’s order. These fees will be applied for each day of occupancy, starting from the day following the official check-out deadline, until the individual vacates the premises.

Upon check-out, the student is obliged to:

return all received equipment,
return the room and its furnishings in good condition, clean and tidy,
return the room keys,
pay all outstanding fees,
remove all personal belongings from the room.

A resident may check out after fulfilling the obligations outlined in paragraph 1. Check-out is conducted following an inspection of the room, carried out in the presence of the resident by a staff member from the Dormitory Service Section and a representative of the Student Campus Property Administration Department.
In addition to the procedure described in paragraph 2, the room is formally handed over based on a Handover Protocol, which records the actual condition of the room and its equipment. A separate report is prepared for each resident checking out.
If the room is vacated without proper check-out, the student’s belongings will be secured by the Head of the Dormitory Service Section and the Head of the Student Campus Property Administration Department, under the supervision of a designated Administrative Committee and a representative of the Resident Council. A protocol is drawn up and approved by the committee upon collection.

The resident hosting guests is fully responsible for their conduct and stay in the student dormitory.
Guest visits and guest vehicle parking on the premises are permitted only between 7:00 AM and 10:00 PM.
Visitors must comply with the Student Dormitory Regulations and behave in a manner that does not disturb the peace or well-being of other residents.
Guests under the influence of alcohol or other intoxicants are not permitted to enter the dormitory. The Head of the Dormitory Service Section or an authorized staff member may order a guest to leave the premises immediately if their behavior violates the dormitory rules.
A guest logbook is maintained at the dormitory reception to record all guest entries and exits. Visitors are required to enter their personal information and, upon request, present a valid ID. They must also provide the name and room number of the resident they are visiting.
Guests who remain in the dormitory after 10:00 PM without the required approval may be charged an accommodation fee, in accordance with a separate Rector’s order.
The Head of the Dormitory Service Section, may ban a non-resident from entering the dormitory indefinitely if they have violated the dormitory regulations or principles of social conduct.

Residents are entitled to:

Participate in the management of the student dormitory through the Residents’ Council and directly by submitting suggestions or concerns to the dormitory administration regarding living conditions.
Use all dormitory facilities and equipment intended for communal use.
Request free bed linen changes at least once per month.
Host guests on the dormitory premises in accordance with the rules specified in 15.
Make changes to room furnishings or interior design, with prior approval from the Head of the Dormitory Service Section.
Use the first aid kit when needed.
Expect respect for privacy in their assigned room.

Residents may store their belongings free of charge during holiday periods, upon obtaining the consent of the Head of the Dormitory Service Section. However, valuable items may not be stored in the depository.
The dormitory administration is not responsible for:

Items left unattended by the student during the academic year.
Items that are improperly secured or left in unlocked rooms.
Belongings left in the room after the student has checked out at the end of the academic year.
Items stored in the depository during summer, winter, or other academic breaks that are improperly packed, labeled, or described.

Each resident is obliged to:

Comply with these Regulations, university policies, and internal acts of Jan Kochanowski University (UJK).
Check in within 7 days of place allocation or notify the Head of the Dormitory Service Section of a later move-in date—failure to do so may result in losing the place in the dormitory.
Pay the deposit within the deadline specified in 10 section 1.
Respect university property, in particular:
a) Maintain the condition of rooms designated for common use.
b) Keep rooms, bathrooms, and shared spaces clean.
c) Use equipment only according to its intended purpose.
d) Immediately report any faults or damage to the dormitory administration. Reporting a defect implies consent for staff to enter the room to perform repairs—even in the resident’s absence. Damage resulting from unreported faults is charged to all current residents of the room/apartment, in accordance with 17 section 2.
e) Actively prevent property damage.
Pay accommodation fees on time.
Behave in a manner that allows fellow residents to study, work, and rest without disturbance.
Remove all personal belongings and items from the room at the end of each academic year.
Observe quiet hours from 11:00 PM to 6:00 AM.
Leave the room key at the reception each time upon leaving the dormitory.
Follow the instructions of the Head of the Dormitory Service Section regarding proper dormitory operation.
Sort waste according to designated recycling rules.

Each resident is liable for:

Any destruction or damage to their room or its equipment. If individual responsibility cannot be determined, all roommates share the cost equally.
All property in shared areas of the apartment (e.g., kitchen, bathroom). In the absence of an identified perpetrator, all apartment residents share liability.
The conduct and actions of their invited guests.

Damage costs are calculated based on the actual cost of repair or replacement. The decision on whether to repair or replace is made by the Head of the Student Campus Property Administration Department.
If the cost of damage exceeds the deposit, the resident is charged the difference.
Parking spaces on campus (excluding those reserved for staff) are designated for dormitory residents throughout the academic year, subject to section 6.
If parking spaces are available during the academic year, visitors may use them under the conditions stated in § 15 section 2.
The University is not liable for any damage to vehicles parked in Student Campus parking lots.
During the summer break, students not residing in the dormitory are obligated to remove their vehicles from the Student Campus premises.

1.In particular, residents of the dormitory are prohibited from:

1) conducting business, trade, production, etc.,

2) providing accommodation to unauthorized persons,

3) selling and using intoxicants,

4) smoking cigarettes or any other tobacco products.

5) bringing in, consuming, or selling alcohol

6) gambling

7) storing weapons, flammable, toxic and other dangerous substances for one’s health,

8) bringing in and storing car parts, including car tires and batteries.

9) making independent changes, repairs of equipment, electrical devices and sanitary installations,

10) painting walls, windows, or doors, and damaging or altering wall surfaces, window or door frames—e.g., by attaching posters, photos, or inserting nails

11) covering or obstructing any elements of the fire protection system installed in kitchens, bathrooms, or rooms

12) installing television antennas on the facade of the building,

13) duplication of keys, replacement of locks, etc.,

14) bringing and keeping animals,

15) grilling on balconies

16) bringing in and using private refrigerators, freezers, washing machines, or heating appliances

17) bringing in, using, or charging devices with built-in batteries (e.g., electric scooters, e-bikes)

18) obstructing hallways or passageways with any items, such as drying racks

19) parking vehicles on fire lanes or in a way that blocks emergency or service access to the building

20) throwing any objects out of windows.

The Resident Council represents all residents of the student dormitory.
The Council, consisting of three members, is elected by the dormitory residents at the beginning of the academic year.
In the event of resignation or dismissal of a Council member, supplementary elections shall be held during the academic year.
Members of the Council may be residents who are students or doctoral candidates of Jan Kochanowski University.
The tasks of the Council include, in particular:
1. Cooperation with the dormitory administration staff on matters related to accommodation.
2. Supporting the administration in ensuring compliance with the Dormitory Regulations.
3. Organizing referenda on important matters concerning dormitory life.
4. Expressing opinions on proposals submitted by dormitory staff regarding disciplinary actions, as outlined in separate regulations.
5. Cooperating with the University authorities and dormitory administration on educational and social issues affecting residents.
6. Promoting a positive atmosphere in the dormitory conducive to study, work, and relaxation.
7. Ensuring care for dormitory property and maintaining cleanliness and order.

Dormitory administration staff are entitled to enter any room in the presence of a resident to inspect the sanitary condition and ensure compliance with the Dormitory Regulations.
In cases involving threats to life or health, technical failures, or other situations requiring immediate intervention, staff have the right to enter a room in the absence of residents, provided a member of the Resident Council, another resident, or a dormitory employee is present.
Dormitory administration staff have the right to enter a room in the absence of residents, provided that prior notice is given by posting an announcement at least two days in advance and by sending information electronically, in cases where it is necessary to carry out an inventory of Jan Kochanowski University’s property or a technical inspection of the building.
If there is a justified suspicion that regulations—especially concerning quiet hours or visitor rules—are being violated, a dormitory employee, Resident Council member, or on-duty staff may enter the room to restore order.
The receptionist on duty is authorized to enter a room in the event of a fire alarm.

In case of violation of the Dormitory Regulations, the Head of the Student Dormitory Service Section may submit a request to the Vice-Rector for Academic Affairs to revoke a resident’s right to accommodation in the student dormitory.

Accommodation fees and the required deposit for each academic year shall be made public immediately via the official communication channels adopted by Jan Kochanowski University.

Matters not covered by these regulations shall be resolved by the Rector of Jan Kochanowski University.

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