Campus Life

Residence Procedures

New Students 
Wait-List Procedure
Residence Confirmation Deposit 
Residence Agreement 
Residence Privileges 
Eligibility
Room Change Requests 

Room Assignments 
Roommate Mediations
Seniority/Priority for Room
Room Draw Procedure
Priority for Room Assignments 
Terms of Occupancy
Withdrawing from Residence 


New Students

Students attending Saint Mary's for the first time, whom are interested in living in residence, must complete the residence application through the online Housing Portal. Please see our portal instructions for the step-by-step process on how to apply. Applications for the current academic year are accepted continuously throughout the year, provided spaces are available.

Returning students also use the online Housing Portal to re-apply for residence. Application fees are non-refundable.

The $25 application fee must be paid with a Credit Card through the Housing Portal before you will be able to proceed with the application process.

In Brief...

  • Student Completes application through online Housing Portal with $25 application fee.
  • University processes application and emails the student an application package or wait list package.
  • Student sends in $500 confirmation deposit and applicable contract (wait-list, or residence agreement forms).
  • University assigns room or position on wait-list.

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Wait-List Procedure

Each year the University receives more Residence Applications than there are available beds. Once the residences are full, students can only be conditionally accepted into residence and are offered an opportunity to be added to the Residence Wait-List. There are two steps to be completed in order to confirm your acceptance of the Wait-List offer: 
Provide a $500 Residence Confirmation Deposit (payable to Saint Mary's University) and 
Return the "Wait-List agreement" to the Housing & Residence. 

Your position on the wait-list will be determined by the date and time the University receives both your $500 deposit and your signed Wait-List Agreement.

Once you have been placed on the wait-list there are two ways in which your position/number could improve: 

  • If someone currently assigned a room/bed space withdraws academically from the University or 
  • If someone ahead of you on the Wait-List withdraws their residence application. 
  • If offered a bed space, you must acknowledge the acceptance of the offer within the specified deadline (determined when the offer is made). At this point you will be officially assigned to your bed space.

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$500.00 Residence Confirmation Deposit

Once a student has been accepted for residence, he or she will receive written notice that the University has made a commitment to provide a place of residence for the upcoming academic year. In return, students must confirm their intention to accept the University's offer by sending a confirmation deposit of $500 to the University by May 15.

Students accepted after this date will be given a period of time after acceptance in which to send their deposit. If the deposit is not received by the required date, your application is automatically withdrawn. 
Students who are offered a position on a wait list for residence must send in a $500 confirmation deposit to secure their position on the wait list. Students on the wait list will be notified of their status. They will also be asked to sign a “Waitlist Agreement” before their deposit is processed.

Upon receipt, the $500.00 Residence Confirmation Deposit is held by the University and will be applied towards the second semester residence fees in January. Students who withdraw from the University during the first semester forfeit the deposit.


The University will refund $250 of the deposit if the student cancels the room reservation in writing to the Residence Life Office by August 1. The balance of the deposit ($250) is neither refundable nor transferable. The Confirmation Deposit is neither refundable nor transferable after this date.

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Residence Agreement

Prior to entering the residence, each student is required to sign a Residence Agreement. In effect, it is a rental contract between the student and the University outlining the student's obligations with regard to the terms of occupancy, conduct payment of fees, etc. Students under 19 years of age must have the Agreement signed by a parent or guardian. Students may not be permitted to move into residence until they have completed and signed the agreement. If a student fails to sign a Residence Agreement, for whatever reason, prior to taking up residency, the terms and conditions as outlined in the Residence Handbook will be the basis of the rental contract between the University and the student. (“Student” for the purpose of the Agreement, refers to anyone attending an educational institution, whether it's Saint Mary's University or another institution).

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Residence Privileges

The University reserves the right to refuse an application for residence accommodations, to cancel/suspend residence privileges at any time and to reassign students to other rooms for reasons it deems appropriate.

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Eligibility

Students must be in full-time attendance at Saint Mary's University in order to be eligible for residence accommodation. Students who are registered as part-time may be considered for residence at the discretion of the Director, Housing & Conference Services. Students whose status changes from full-time to part-time during the academic year must notify the Housing & Residence.

The University reserves the right to refuse an application for residence accommodation, to cancel residence privileges at any time and to reassign students to other rooms for reasons it deems appropriate.

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Room Change Requests

Residence students are expected to occupy the room and bed assigned to them by the Housing & Residence. However, if students are experiencing problems with their particular room assignment they can apply for a room change. All room changes must be pre-authorized by the Housing & Residence. "Room Change Request Forms" are available in the Housing & Residence two weeks after classes begin. Request for room changes will not be considered before this time. Students may be required to participate in a mediation session with their roommate or suite (if applicable) before a room change is approved. Room changes are prioritized at the discretion of the Housing & Residence, based on the needs of all those who apply (not just on a first come first serve basis). Naturally, all room changes are also subject to the availability to alternate accommodation.

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Room Assignments

Rooms in residence are assigned on a priority basis taking into consideration (but not guaranteeing) that specific requests of those applying. Students must occupy the room and bed assigned to them by the Housing & Residence. Room assignments for September will not be completed until after the $500 Residence Confirmation deposit deadline of May 15th.

The number of single rooms is limited, so first consideration is given to the returning residence students. After their requests have been accommodated, new students will be considered for single rooms, but are usually assigned to doubles or apartments.

Students applying for double rooms or apartments are encouraged to apply in pairs or groups of four respectively. Both roommates (or all four in the case of an apartment) must request each other before the Housing & Residence will place them together. The Housing & Residence will assign roommates to those without specific requests, taking into consideration the information presented on their application.

Room assignments for September are completed after the May 15th deposit deadline and are emailed out in early July.

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Roommate Mediations

Sometimes roommates find it awkward or uncomfortable to speak directly to their roommate about issues that are occurring in their room or on the floor. The mediation process is a great way for roommates to directly and respectfully address their concerns with each other in a safe, structured manner. Residence Assistants (RA's) have received training to facilitate this type of confidential meeting in an unbiased, non-confrontational, and non-judgemental manner. They will also make sure the meeting stays on track and that the meeting guidelines are being followed. Here is a brief overview of a typical mediation session:

  1. RA reviews guidelines for meeting (i.e. one person talks at a time, be respectful, no interrupting, no name-calling, tell the truth, etc.).
  2. First person states their concerns – RA clarifies and paraphrases.
  3. Second person states their concerns – RA clarifies and paraphrases.
  4. Both parties agree upon the key issues that need to be addressed.
  5. Both parties work together to brainstorm ideas to resolve each issue, one at a time.
  6. RA writes up what was agreed upon – roommate contract – and each party signs.
  7. Either party can request to re-visit agreement in future, if it is not working.

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Seniority/Priority for Room

First preference for all residence rooms goes to those returning students who take part in the 'Room Draw' (i.e. Apply before March 1st), and pay their $500 deposit before the May 15th deadline. If either of these conditions is not met, a returning student forfeits his/her seniority for room preference. Rooms are not assigned to returning students simply based on who applied first.

First Priority for a room/apartment goes to the student who lived there the previous year. Otherwise, when more than one student has requested the same room, it will be assigned to the student with the greatest seniority (number of years living in residence at Saint Mary's University). If these students have equal experience living in residence (seniority), then the student who draws the lowest room draw number will be assigned the room. Therefore, the room draw number is only referred to when breaking a tie for seniority.

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Room Draw Procedure (Returning Students Only)

The Room Draw is conducted from February 1st (9:00am) until March 1st (5:00pm) in the Housing & Residence. Upon submission of their completed Residence Application, Placement Card and $25.00 application processing fee, students will be asked to draw one number from the official room draw bag.

  • The numbers in the bag range from 1-600 with #1 having most priority.
  • The students name is added to the 'Room Draw List', beside the corresponding number.
  • All students who take part in the room draw will be offered a room for September.
  • The Housing & Residence will send a 'Residence Acceptance Package' to each students residence room before they depart in April.

A student must then confirm their acceptance of this offer by paying the $500.00 Residence Confirmation deposit, and submitting the signed Residence Agreement, before May 15th. This can also be completed before a student departs in April. Room placements are conducted in early July, and students are assigned rooms based on their seniority (and room draw number if necessary).

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Priority for Room Assignments

Returning Students 
Students returning to residence are given priority/seniority over new students and other returning students only if they submit their complete application before the Room Priority Deadline (March 1st) and pay the $500 Residence Confirmation deposit by May 15. Applications from returning students received after March 1st deadline will only be considered if there are still spaces available, and priority will be based on the date their application is received.

New Students 
Students' accepted into residence for the first time are given priority for specific room placements based on the date their application fee is received. (i.e.: first come, first served).

Off Campus Students 
Students returning to the University, but applying to residence for the first time, are considered Returning students but do not take part in the Room Draw. They are given priority(after the room draw) based on the date their application is received.

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Terms of Occupancy

Move in Schedule 
Students who have been accepted for residence accommodation will be sent a schedule of move-in dates and times and they must plan to arrive according to this schedule. The University will not accept responsibility for students who arrive outside the scheduled dates and times and it is the student's responsibility to find and pay for temporary accommodation until the next scheduled move-in time. Residence move-in usually takes place early in September (2-3 days before classes begin). Residence move-in for the second semester takes place in early January.

Occupancy Period 
The occupancy period for each semester begins with the scheduled date and time for residence move-in and concludes 24 hours after each student's last examination according to the formal examination schedule prepared by the Registrar. Therefore, the occupancy period may be different for each individual student. The occupancy period extends for the entire academic year as per the 8-month Residence Agreement.

Christmas Break 
The occupancy period does not include the Christmas break. Students who are granted permission to remain in residence during this period are charged a flat rate (see the Housing & Residence for more information) to be paid in advance. They may be required to temporarily move into a room other than the one assigned to them for the academic year. All students who are continuing their studies at the University are permitted to leave their belongings in their room over the holiday period.

Extra Days 
Under normal circumstances, students are not permitted to arrive earlier, or stay later, than the period described in the terms of occupancy. All requests for additional time must be made in writing to the Director of Residence. If extensions are granted, a fee of $20 per day is applied.

For more information, contact the Residence Department.

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Withdrawing from Residence

A student who wishes to withdraw from residence MUST check out officially through the Housing & Residence and sign the appropriate forms.

Students must show a “Change of Registration Form” from the Registrars Office to confirm that they have completely withdrawn academically. Failure to follow this procedure will result in the student being charged, where applicable, the appropriate room and board fee until the date that the withdrawal form, keys and linen are returned to the Residence Department. Students may be refunded a portion of their residence fees (room only, meal plan refunds must be discussed with Aramark) providing that they do not owe the University any money for tuition, student fees etc.

If the student withdraws from residence and does not simultaneously withdraw from the University, or if the University dismisses the student from residence, the student is not eligible for an adjustment of room fees and will be assessed fees for the entire academic year. The University will use it's best efforts to rent the vacated room for the balance of the academic year, and if successful in doing so, will rebate the student an amount equivalent to the rent received from the new occupant of the room. The student is eligible for an adjustment of board fees on a proportional basis, calculated in weekly units. The minimum charge for residence is $250 regardless of the date of withdrawal. No fee adjustment is granted after November 15th in the first semester or February 28 in the second semester.

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