A Collegium Hungaricum (Hongaars Huis vzw) Szervezeti és Működési Szabályzata (House Rules)

HOUSE RULES AND SAFETY REGULATIONS OF THE COLLEGIUM HUNGARICUM, LEUVEN (HONGAARS HUIS VZW) 

1. The Collegium and its residents – Introduction

1.1.The Collegium was founded by a Hungarian Jesuit, Fr. István Muzslay and is upheld by the Hungarian Province of the Society of Jesus through a Belgian non-profit association (Hongaars Huis VZW). Therefore, the program and goals of the Collegium reflect an Ignatian character. The following House Rules also represent the above-mentioned spirit and they are meant to provide help to the residents to become a real community.

1.2.The Collegium is a home and community of students, researchers and scholars with academic interests. We believe community spirit, trust and order are the conditions for community life of any kind, being founded on mutual respect, friendship and love. We are well aware that faith is a gift of God, and no one is required to be Christian, however it is expected from the residents to respect Christian values and the spirituality of the Collegium.

2. Collegium Membership

2.1.The Collegium Members are selected by the Admission Board of the Collegium consisting the current director of the Collegium and a member of the Society of Jesus. In case of transitional period, the future director of the house and the abdicator director both take part in the decision. The Admissions Board is not obliged to justify the rejection of applications, its decision cannot be appealed.

2.2.The selection process is based on two rounds. The first one is a written one requiring specific documents (Curriculum Vitae, Motivational letter, Recommendation letter) and sending the Application form. If an applicant's material is deemed worthy of support by the Admissions Board, the applicant will be invited to an online interview.

2.3.The membership is for one semester which can be prolongued by mutual consent of the member and the director.

2.4.Passive membership is also available for the members. Passive status should not be initiated during the semester, but the member should inform the director in a written form before the beginning of each semester. Passive status enables the member to return to the Collegium and reactivate his/her membership without starting the application process again. Passive status can last maximum for one academic year. After this period expires, the membership is lost, therefore the application process has be restarted in order to get Collegium membership again.

3. Life in the Collegium

3.1.Residents can eat in the dining room on the ground floor. Eating occasionally in the rooms is allowed on the condition that plates and dishes cannot be stored in the rooms under any circumstances. Cooking is only allowed in the kitchen, any electric cooking devices are prohibited in the rooms. After eating, everyone is required to clean after themselves (clean the table, wash their dishes and plates). Food cannot be stored in the rooms, only on the assigned fridge shelves, kitchen cabinet and section in the cellar. The cleaning of the fridges is the duty of the residents. The fridges are shared among the residents. In case of noticing any rotten food, throwing that away is allowed and recommended. The upholder of the house will not be held responsible for any damage or issue (e. g. food poisoning) caused by residents. Every resident holds full responsibility for him- or herself.

3.2.Cleaning the house and keeping it clean is the duty of the residents, all of them being obliged to do their part in the process. Tasks will be assigned according to three different systems: kitchen duty (alternating on a daily basis), weekend house cleanings and the cleaning of the bathrooms/toilets. All residents are asked to check their upcoming duties in due time on the lists in the kitchen which can be found ont he notice board in the kitchen.

3.3.The daily kitchen duty should be finished after 10:30 pm. It includes cleaning the tables, work surfaces and sinks; emptying/launching the dishwashers; sweeping and mopping the kitchen floor; and taking out the trash on days indicated by the calendar. The person on kitchen duty does not have to wash the dishes for others. If the duty is not accomplished, a 5 EUR fine should be paid that will be dedicated to finance community programs.

3.4.Weekend cleaning must be done between Saturday 10 am and Sunday 10 pm. If a resident is not present at the weekend of the duty, it is his/her responsibility to find someone to replace him/her. If the duty is not accomplished, a 5 EUR fine should be paid that will be dedicated to finance community programs.

3.5.Residents are obliged to inform the director about any disease or mental illness that might put in danger other residents or could influence the community life and community programs. Neglecting this rule might lead to an immediate expulsion of the resident.

3.6.The sound insulation of the building is weak, the corridors and the staircase are quite echoing, therefore attention should be paid not to disturb other residents or neighbors in their work and rest. Especially between 11 pm and 8 am, we should remain quiet in the Collegium. For evening discussions, the use of the library, the movie room or the living room is suggested.

3.7. Smoking and the any use of open flame (candles, incenses, etc...) are forbidden in the house out of safety reasons and because of the 24 hours smoke alarm surveillance. Smoking is allowed only on the terrace and in the garden. Neglecting this rule might lead to an immediate expulsion of the resident.

3.8.Going up to the roof of the building is strictly forbidden for the own safety of the tenant. Neglecting this rule might lead to an immediate expel of theresident. If the tenant notices any malfunction which is possibly related to the roof, the tenant should inform the director about it.

 3.9.Drug use is strictly forbidden in the premises and results immediate expulsion from the house. Repeated, immoderate drinking might have the same consequence.

3.10. The front door has to be closed properly at all times. For the night, the doors and windows of the kitchen must also be closed. Residents receive a key for the time of their residing in the house which they cannot give to others or make a copy of it. For security reasons, we should not let in the house a stranger waiting for one of the residents, not even previous residents/alumni members. All unexpected guests are to be directed to the director politely. The host is responsible for his or her guest. In case of his/her absence, the visitor should be asked to see the resident later.

3.11. One can receive visitors in the house between 9 am and 11 pm. Outsiders after 11 pm need the director’s permission to stay in the house. In case a resident wishes to accommodate a visitor in their own room for the night, they need a permission from the director, and it must be announced on the Facebook group of the community.

3.12. In this case, a visitor pays 11 euros/night/person. In case a guest is not announced the resident might be charged 55 euros. Each resident can receive guests in their rooms for 10 nights per semester, the director can make exception on individual request. The first two guest nights/resident are for free.

3.13. Community events are an important part of life in the house. Attendance at the monthly Collegium meetings and at a scholarly program on a weekly basis is obligatory. Neglecting this rule can result in the loss of membership, and eventual expulsion.

3.14. Events organized by a resident, have to be announced in the Facebook group and approved by the director and the majority of the community. For these events, the dining room and the living room can be used. The organizer of the event is responsible for cleaning up after the event and put the room back the to its original order.

3.15. There are events in the Collegium which are organized for a wider audience. The director announces these events in advance.

3.16. In the house, all residents` clothing should respect the etiquette and good taste. Residents must always be properly dressed when using the common spaces at all times. Underwear, towels, transparent clothes, night cloaks and swimming suits are not allowed. Neglecting this rule can result in the loss of membership, and eventual expulsion.

3.17. Residents are required to present to the director the official documents certifying their enrollment at the university. The director makes a copy of these documents to be able to prove the status of the residents if required by city officials. Neglecting this rule can result in the loss of membership, and eventual expulsion.

3.18. Non-Belgian residents are obliged to register at the City Hall after their arrival and present the issued „Bijlage 8” to the director. Forgetting to register or deregister might lead to losing the deposit. Whenever a resident moves to a new room within the house, he or she must register the changes at the city hall.

4. The equipment of the house and furnishings

4.1.All the house equipment and furnishings are the community’s property, their protection being each resident’s responsibility and duty. For damages in the community areas, all residents are responsible in solidarity. That is, if no one admits having caused the damage, residents will be equally charged for the reparation. Equipment above the value of the deposit (e.g. piano) can be used exclusively with the director’s permission, and the user will be personnally responsible for any damage.

4.2.It is the residents’ obligation to keep their room in a state that is in accordance with the hygienic and aesthetic requirements. It is strictly prohibited to remove furniture from the room or take furniture from another room, or to move any pieces of furniture inside the rooms, especially the bigger pieces like wardrobes. For reorganizing the rooms permission and help is required by the director, to prevent any kind of damage that could occur during the process. It is also prohibited to hit nails or screws into the walls or the furniture, or to stain them in any ways. Sticking posters to or anything else on the walls of the room with any damaging material (glue, tape) is strictly prohibited, the use of the yellow Tesa tapes being the only acceptable solution.

4.3.Washing and drying are only allowed in the washing machine and the dryer in the basement. It is strictly prohibited to wash or dry in the rooms, because the high air humidity leads to mold on the walls.

4.4. For fire safety reasons, we must pay particular attention to the appropriate usage of the electrical network and to the connection of extensions. To one socket, we should connect maximum three electric devices. Electric heaters, fan heaters or any other high-power devices are prohibited in the institution. Neglecting this rule might lead to an immediate expulsion of the resident.

4.5. Everyone should note which fire-extinguisher, fire escape and fire alarms are closest to their room. It is each resident’s obligation to appropriately use these and to effectively apply all the fire safety rules as communicated in the house’s community meeting. Before switching an electricity fuse back on, what might have caused the problem.

4.6. In case the optical smoke detectors give a fire signal, all residents must immediately leave the building, leaving behind all valuables because rescuing these might cost our or others’ lives. In case we detect a fire in any of the rooms, we should activate the fire alarm. After doing so we should verify if there is any chance of stopping the fire with the fire-extinguisher. If that seems to be impossible, we should leave the building and call the emergency number 112 without delay.

4.7.The garbage should be collected selectively following the City of Leuven’s regulations. Any charges by the city hall for inadequate garbage selection are to be paid by the resident who was on duty to take out the trash on that morning.

4.8.Parking of bikes is possible in the backyard. In rainy weather bikes should be lifted and carried in order to prevent dirt in the living room. Dirt caused by bikes must be cleaned right away.

4.9. Leaving the house, door and windows should be carefully close to prevent rain damping the rooms. In case of any theft, the upkeeper cannot be held responsible. Leaving our room or the community spaces, in case no one else is there, the lights must be turned off.

4.10. Rooms must be aired regularly to avoid mold on the walls.

4.11. For losing the keys, residents must pay a a lump sum of EUR 50 per item, in addition to the cost of replacement of the lost item. After losing them the loss has to be reported right away, so that the token can be deleted from the system, protecting this way the safety of the whole community.

5. Leaving the Collegium at the end of the contract

5.1.Residents must clean their rooms before they move out. They should not leave behind any personal belongings either in the room, in the fridge or their kitchen cabinet section. If a resident does not meet these requirements, a 30 EUR cleaning cost is deducted from the deposit. Possessions and goods left behind may be removed and destroyed by the Collegium, without any compensation being due.

5.2.Before departure residents must deregister at the City Hall.

5.3.Each resident must hand over their key and pay for the damage they caused.

5.4. Staying a few more days after the end of the contract might be possible for a maximum 15 days with the permission of the director. For these days, a 10 EUR/night fee is applicable. In case of a longer summer stay, a new contract will be signed for one or two months.

 Closure

In case of refusing to observe the House Rules, after two written warnings of the director the resident might be expelled from the Collegium. The expulsion inevitably lead to the unilateral termination of rental contract by the director with a cumpolsory notice period of 45 days. In case of early termination of the rental contract the tenant has to pay full monthly rent if the last day of the notice period if after the 15th day of the given month.