Soran University

Purpose

To organise and improve the procedures and regulations governing Soran University dormitories, providing a healthy, orderly and suitable residential environment for male and female students. The policy defines their rights, duties and responsibilities and the procedures for monitoring, follow-up and enforcement of accommodation rules.

Policy Statement

Soran University is committed to providing suitable, appropriate accommodation for its students, including students admitted under the Zankoline system, who live outside the city. Accommodation shall promote health, cleanliness, protection of property and appropriate conduct, provide a suitable environment for study, and require compliance with the law and protection of public safety.

Policy Summary

The policy defines students' rights and obligations; the male and female dormitory sections; management responsibilities; eligibility requirements, including distance from the University and enrolment at Soran University; prohibited conduct, including weapons, narcotics and noise; disciplinary penalties; and student liability for property and damage.

Responsibility and Scope

Policy owner: Directorate of Student Dormitories. Review: Strategic Planning and Policy Office. Approval and implementation: Soran University Council.

The Vice-President for Student Affairs is the senior administrative authority. The Directorate directly supervises implementation. Other implementing parties include the Directorate of Health and Safety; University Presidency (administration and finance); dormitory supervisory staff; legal committees dealing with complaints and penalties; and students' families where necessary or in emergencies.

The policy applies to the male and female dormitory sections, all resident students, and administrative and supervisory staff.

Part One: Definitions

Directorate: Soran University's Directorate of Student Dormitories.
Dormitory: Any building or building complex, owned or rented, allocated by Soran University for student accommodation.
Resident student: A student formally registered and authorised to reside in a dormitory under the relevant conditions and procedures.
Supervisory staff: All employees, day and night supervisors, security personnel and service workers responsible for operating and monitoring the dormitories.
Financial deposit: An amount paid by the student on taking a room as security for property and building safety. It shall be returned at the end of the academic year after verification that no loss or damage has occurred.
Public morals and social values: The accepted social and academic rules of conduct, including appropriate dress, civil language, avoidance of harassment and improper behaviour, and respect for the personal space and freedoms of students and administrative staff.
Investigation committee: A committee established by the University Presidency to investigate student complaints and violations referred by the Directorate.

Part Two: Organisational Structure

The Directorate reports administratively to the Vice-President for Student Affairs and comprises two sections:

Male section: Provides accommodation for male students; supervises and organises employees and supervisors; receives students; and addresses their problems and needs.
Female section: Provides accommodation for female students; supervises and organises employees and supervisors; receives students; and addresses their problems and needs.

Part Three: Operational Provisions

A. General conditions and admission procedures

Only Soran University students admitted through Zankoline may apply for dormitory accommodation.
The student's residence shall be outside the boundaries of Soran Independent Administration and sufficiently distant to prevent easy daily travel. Students residing in the following locations are excluded: the centre of Soran district; the centre of Rawanduz district; the centre of Khalifan district; Mergasor district; Barzewa; Bersen; Sidakan; and Hasnan. Students from other locations may benefit from accommodation. The information card shall establish residence; if no information card exists, confirmation from the district administration and the mukhtar shall be submitted.
Students shall observe this policy, University laws and instructions, social customs and personal freedoms.
Dormitory management shall allocate rooms and buildings.
Students shall provide accurate information. False supporting documents or incorrect residence or relocation information shall result in cancellation of accommodation rights until graduation and legal action.
The student's psychological and physical health shall be verified.

B. Duties of dormitory management

Clearly display emergency numbers, including fire and rescue and ambulance services, on every floor.
Number all rooms.
Display identification notices on University-owned or rented accommodation buildings, indicating their names and numbers clearly.
At the end of each academic year, prepare a report on needs, problems and shortcomings for the Vice-President for Student Affairs so that they can be addressed before the next year.
Employ female staff in female dormitories and male staff in male dormitories.
Issue a dedicated accommodation identification card under the applicable decisions and official instructions.
Provide students with necessities, including electricity and hot and cold water.
Monitor building safety, including electrical installations, gas cylinders and other hazards; prevent risks; and provide emergency ladders on all floors in accordance with civil-defence requirements.
In coordination with the Directorate of Health and Safety, inspect kitchens and cafeterias, checking food safety, preparation and storage.
Install external surveillance cameras to monitor the general surroundings of the dormitories.
Know and comply with all accommodation instructions and carry out duties at the designated times.
Provide a health point or ambulance for necessary and emergency cases.
Through the Directorate of Health and Safety, verify the safety of food provided by charities or other persons and organisations for students.
Install fire-alarm systems in all dormitories.
Provide continuing student training on responses to fire.
Organise first-aid training for supervisors and, where requested, students.
Maintain clearly identified and continuously accessible first-aid boxes.
Display an inventory in each room signed by the responsible person. On return of the room, compare its contents with the inventory and provide clearance after checking the property. Otherwise, the student shall supply an equivalent replacement.

C. Student duties and responsibilities

Respect public morals, workers, supervisors and all administrative staff, and comply with instructions protecting student safety during emergencies.
Protect all furnishings, walls and equipment in the student's room and the dormitory and avoid damage.
Carry the student identity or dormitory card when entering and leaving.
Complete and sign the official inventory form for all property for which the student is responsible. Dormitory administration shall not be responsible for loss of or damage to the student's personal belongings.
Maintain cleanliness; do not spit, damage buildings, write on walls, litter, or undertake activities that damage the dormitory environment.
Observe dormitory entry and exit rules.
Obtain formal permission one week before any celebration or social activity. Submit the participants' names and identify the organiser or supervisor so that assistance can be provided in an emergency.
Record departure for and return from home with dormitory administration; otherwise, the student shall be recorded as absent.
Return the room and its contents at the end of the academic year in their original condition; otherwise, the deposit shall not be returned.
A student who does not comply with residence conditions shall be removed without prior notice.
Do not change rooms without formal permission.
Register any personal belongings with administration; otherwise, the student shall have no right to claim them subsequently.
Obtain prior formal permission for notices, advertisements, posters or announcements of any kind; otherwise, legal procedures shall apply.
Sign the room inventory when accepting the room, acknowledging responsibility for its contents.
Pay for repair or replacement of damaged dormitory property. If the responsible person cannot be identified, repair costs shall be shared by all occupants of the room or users of the affected common area, such as a kitchen, hall or corridor. For major damage, such as a fire, compensation shall cover the total loss.
Obtain leave from the supervisor before spending a night outside the dormitory, including family visits or travel. Permission shall be subject to notification of the student's family.
Complete the designated reporting form and submit it to management whenever a room or item is damaged or defective.
Participate in University-organised fire and emergency response training.
Close all doors and windows when leaving the room or dormitory.
Students may submit complaints through a confidential box concerning violence or inappropriate conduct against them.
Undergo a medical examination at the beginning of each semester to check for communicable diseases.

D. Prohibited conduct

Conduct that causes damage or disrupts order within the University or dormitory is prohibited.
Narcotic substances and alcoholic drinks are prohibited.
Weapons, knives, knuckle-dusters and harmful implements are prohibited.
Use the main entrance and designated route to rooms. Climbing fences or using roofs, courtyards or other informal routes is prohibited.
Students shall not enter roofs, yards or other areas unrelated to their assigned accommodation, except in emergencies or where necessary to protect life.
Bringing a refrigerator or electric heater, using inappropriate electrical equipment, or using a PlayStation or similar device is prohibited.
Sound equipment and amplification, including televisions, radios and recorders, are prohibited.
Political gatherings, regional divisions, discrimination, ideological disputes, and related notices or political announcements are prohibited.
Changing a student's room allocation or moving room contents without management's knowledge is prohibited.
Insults, inappropriate words or conduct towards supervisors or any dormitory staff are prohibited.
Bringing external guests into the dormitories is prohibited.
Inappropriate clothing is not permitted outside rooms or within common dormitory areas.
Any damage within the dormitories is prohibited.
Deliveries of any kind, including food, clothing and other goods, are prohibited after the gates have closed.
Student parents shall not bring children into the dormitories.
Sports involving equipment, such as badminton, exercise equipment or weights, are prohibited in the dormitories.
Students shall not use other students' property, bedding or possessions without permission.
An appropriate legal investigation committee shall consider any breach of public morals and decide the matter under the prescribed procedure.
To protect students and prevent fire, smoking is allowed only in designated smoking areas.
Vaping and electronic cigarettes are prohibited in both male and female dormitories.

Part Four: Penalties and Exclusion from Accommodation

A. University authority in cases of misconduct

For an incident or violation in the dormitories, especially repeated violations, the University may take administrative and legal action. After preliminary measures, including obtaining a written undertaking, drawing attention to the conduct, issuing a warning or imposing temporary exclusion, the Directorate may request that the Legal Affairs Directorate form an investigation committee under the University's student disciplinary instructions.

The procedure shall consist of obtaining evidence of the violation; forming the relevant committee; investigating the incident and collecting evidence; recommending a penalty proportionate to the violation; and securing approval and implementing the final decision of the authorised body.

B. Dormitory administration

Following preliminary measures such as an admonition, written undertaking or warning, the relevant committee may exclude a student for a period not exceeding ten days for:

Failure to comply with dormitory rules and instructions.
Failure to follow the cleaning schedule.
Failure to follow entry and exit rules or use of unofficial routes.
Misuse of equipment, or violence against students or staff.
Providing false information to obtain leave.
Negligence or failure to notify staff of a defect in accommodation equipment or facilities.
Entering roofs or other prohibited areas without justification.

C. Final removal and exclusion

Accommodation shall be withdrawn and the student excluded for:

Acts inconsistent with accepted social customs and conduct.
Consumption of narcotic or intoxicating substances inside the dormitories.
Acts of violence or aggression against dormitory employees and staff.
Repeated violations after warnings and temporary exclusion.
Exclusion from the University for any reason, which shall also result in exclusion from accommodation.
Conviction for a criminal offence or commission of an act contrary to honour and public morals.

Management of Soran University Student Dormitories