The Student Village Handbook

Administrative Clerk

If you have any questions/concerns regarding The Student Village at Luther College, please:

Visit: The Financial & Residence Services Office (LC 110)
Call: 1-306-585-5333
Email: luther.residence@uregina.ca.

Residence Assistants

The Residence Assistants (RAs) are university students who live in The Student Village. The RAs are responsible for the day-to-day activities and needs of the students living in the residence. They are available 24-hours-a-day, seven-days-a-week with two RAs always being on duty. The RA cell phone number is posted in the residence lobby. Please call for assistance and state your name and room number; do not text.

Senior Residence Assistant(s)

Senior Residence Assistants (SRAs) are also university students who live in The Student Village. The SRAs are responsible for supporting and mentoring the RA team as well as working closely with the Manager of Residence & Conference Services to plan Residence programming and respond to the needs and concerns of both the RAs and students in the residence.

Manager of Financial and Residence Services

The Manager of Financial & Residence Services is responsible for working with the SRAs and RAs in the planning of Residence programming, offering support, and responding to residents and RAs/SRAs needs and concerns. To contact the Manager of Financial & Residence Services, please:

Visit: LC 110.6
Call: 1-306-206-2119
Email: luther.residence@uregina.ca

Manager of Dining Services

The Manager of Dining Services and staff are responsible for providing students, faculty, and staff with healthy and nutritious meals. Each year, students living in The Student Village are treated to a variety of special menus, as well as our regular menus. If you have any allergies, special diet requirements, compliments or concerns, please talk to The Manager of Dining Services:

Visit: Office LC 103
Call: 1-306-206-2027
Email: luther.cafeteria@uregina.ca.

Maintenance Department

The Manager of Physical Plant and staff are responsible for performing routine maintenance, doing repairs, and all work to the Luther buildings. To request maintenance or  repairs, please submit a work order and provide complete information for your request: who, what and where.

The Housekeeping Supervisor and staff are responsible for sanitation of The Student Village and Academic Wing on a daily basis. Residents are still responsible for cleaning up after themselves, ensuring the washrooms, shower rooms and lounge areas are kept generally clean and tidy. Washrooms and showers are fully cleaned daily by the housekeeping team.

Chaplain and Peer Chaplains

The faculty and staff at Luther College represent many religious faiths and denominations, and we encourage you to explore your own spirituality. Our Luther Chaplain and Peer Chaplains are available to explore questions of faith no matter what your background is and encourage spiritual reflection through one-one one discussion, services, events, Bible studies, and retreats. Although you are not required to attend any of the events, you are encouraged to participate as they are fun ways to get to know yourself and other fellow students.

Need someone to talk with on a non-spiritual topic? Our Peer Chaplains are also available as great sources to listen and provide guidance on any topic.

Your contract with The Student Village at Luther College covers Fall & Winter semesters, starts on the day you sign the agreement or Move-In Day, and ends 24-hours after your last final exam of each semester. All requests for alternate arrangements must be submitted to, and approved by, the Manager of Residence & Conference Services. If at any time during the semester your student status changes, you must inform the Residence Office immediately.

NOTE: Luther College and the University of Regina campuses are closed during the Christmas break, and residents are expected to turn in their residence key/fob/card during this time. Any students living in The Student Village for both the Fall and Winter semesters, may leave their belongings in their room over this holiday break, or can apply to stay and pay for the additional stay in TSV over the Christmas break. No dining services are available during this closure.

Click to review the Student Village at Luther College fees. You are required to pay for your damage deposit and first month’s rent upon arrival. Fees can be paid prior to arrival by visiting the Financial & Residence Services Office (LC 110), by contacting 1-306-585-5333 or 1- 800-LUTHERU from 8:30 a.m. – 4:30 p.m., Monday-Friday. We accept cash, cheque, debit, VISA, or MasterCard.

If you arrive before the designated move-in day or stay past 24-hours after your last final exam, a daily fee will apply. Late arrival or early move-out does not affect your fees; however, no refund will be given.

Late Payments

It is important to pay your fees as scheduled. Late payment penalties are applied to outstanding accounts. If fees are not paid it will result in immediate eviction.

Your Student Village contract may not be renewed if, during your stay in residence, there have been two or more irregularities in your payments. This includes returned cheques, late payments and/or outstanding debt. If you have an outstanding balance, you will not be able to register for courses the following semester, as a hold will be placed on your university account.

In accordance with University policy, your transcript and/or diploma will be withheld until you have paid all outstanding fees.

Check-In Procedure:

A Residence Assistant (RA) will:

• take you to the Financial & Residence Services Office (LC 110) to pay your fees and sign your contract;
• show you to your assigned room and give you your room keys;
• review the Room Condition Report (RCR) with you;
• provide instructions to have a meal plan photo taken;
• answer your questions and provide a quick tour.

Check-Out Procedure:

• drop by the Financial and Residence Services Office (LC110) to provide your banking information. You can either bring a Direct Deposit Form (VOID cheque) from your bank or fill out a credit card authorization form;
• remove all of your possessions from the room & building;
• move all furniture back to its original location in your room, same as when you arrived;
• make sure the room is clean, tidy and undamaged;
• drop off your keys in the key drop-off box at the top of the first flight of residence stairs or visit LC 110;
• Luther staff will assess your room within 3-5 business days and then we will process any damage deposit transactions.

You will be responsible to pay for any uncleanliness, damages and/or missing items from your room including any items or glue stuck on walls, nails, screws or tacks driven into the walls or furniture, furniture not moved back, etc.

The Student Village at Luther College consists of eight quads on four floors.

Each quad has:

• 26 to 28 rooms
• 8 to 10 separate shower rooms
• 4 separate washrooms
• a lounge with balcony and cable TV
• 1 storage room per floor (access through Residence staff)

*Each furnished room contains:

• a twin XL bed with mattress and mattress pad (sheets and bedding NOT included)
• 2 drawer units under the bed
• wall shelves
• desk with chair and three-drawer unit
• a large wardrobe with two drawers below
• a night stand and power bar
• a large fresh-air window with blinds
• a waste basket
• smoke detector
• a phone with local phone service
• high speed internet access (wired and wireless)
• a ceiling heating/air conditioning unit with individual temperature control
  (*there are a few rooms with slightly different items)

Students living on each quad are responsible for the condition and cleanliness of the common areas and lounges. Charges will be assigned to all students of a quad for uncleanliness, damages, and/or missing items from these areas.

The Cellar & Laundry Room

Each resident has 24-hour access to The Cellar, which is a multi-use area located in the basement level of The Student Village. There is cable TV, pool, foosball table, and air hockey table available to all residents. Microwaves in The Cellar kitchenette are also provided for residents to make snacks. The Laundry rooms is accessible 24-hours-a-day, seven-days-a-week to residents, and there is no cost to use the machines. Please do not leave any running appliance (laundry machines or microwaves) and stay with your food/clothing until done with the appliance.

Remember that you live on a non-smoking campus. City of Regina by-laws require all smoking activities to be outside and away from buildings. This includes tobacco cigarettes and vaping products that produce smoke/vapour in the air. Fire detection systems pick up heat or particulate in the air, they are not specific to what kind of particulate – even a small amount of dust, water vapour or smoke can set them off.

The University of Regina Smoke-Free Campus policy is in effect.

“Smoking and the use of tobacco products is prohibited:

• in all University buildings owned or leased; 
• on owned or leased University property;
• on outdoor University areas used for sports, meetings or other gatherings;
• in University vehicles, or in vehicles parked on University leased or owned property.

Advertising or the sale of smoking and tobacco products on all University of Regina campuses is prohibited.

Smoking definition: to inhale, exhale, burn, carry or possess lighted tobacco, cannabis (marijuana) or other herbal products, including cigarettes, electronic cigarettes (e-cigarettes), cigars, cigarillos, pipe tobacco, hookahs, or other products capable of being smoked, or to burn, vaporize or atomize any products for inhalation including tobacco or illegal substances (e.g. cannabis marijuana with the exception of marijuana used for medication purposes).”

Your Room

Do not give out or duplicate your room key and/or fob. If you lose your key and fob, please report it to any member of residence staff right away. A key/fob replacement cost of $100.00 will be required; your lock will be re-keyed for security.

When leaving your room, make sure to close your window, turn off your lights, and lock your room door. Remember to turn off your wake up alarms if you are going to be away on a weekend!

Insurance

You are responsible for insurance coverage on all of your personal possessions. Luther College assumes no responsibility for personal lost, stolen or damaged items under any circumstances.

Parking and Bus Service

To apply for a parking spot, you must contact the University of Regina Parking Office at 1-306-585-5555; you can also apply online. Be sure to indicate that you are a Luther Resident.

There is a City of Regina bus stop in the parking lot on the south side of The Student Village at Luther College as well as other bus stops around the campus. For information on bus fares and schedules, visit the City of Regina’s Transit Services website.

Maintenance and Housekeeping

Students are prohibited from providing their own maintenance and/or alterations. You are responsible for the ordinary cleanliness of your room and all areas of Luther. To keep The Student Village in proper working order, please make sure to do the following:

• Put all tied-closed garbage bags from your room into the large metal garbage can with the lid found in your quad kitchenette.
• Floor cleaning supplies can be found on each quad.
• Put rinsed empty drinking cans and bottles in the recycling bin on your quad for recycling.

If you notice something in need of repair, please fill out an online work order form or talk to residence staff.

Dining Services

Each resident has a photo meal plan card to identify them and their meal plan. You must present & scan your meal card at each meal. You cannot share your meals or meal plan with anyone, one meal plan per resident, and you are responsible to manage your chosen meal plan. If you have any questions about your meal plan, please talk with the Manager of Dining Services.

Food must be consumed in the Luther Cafeteria except for separately purchased items and approved bagged lunches. If you are unable to come to the Cafeteria because of an illness, you may arrange for food to be brought to your room; please contact your RA or a member of the Dining Services Staff to make these arrangements. Do not remove any food, cutlery and/or dishes or other items from the Luther Cafeteria without permission.

Please dress appropriately with clothes and shoes in the Luther Cafeteria, to help us have a comfortable environment for everyone. We request that you do not wear any of the following items in the Cafeteria: halter tops, bra tops, muscle shirts, short shorts, swimwear and sleepwear/pajama-like clothes. Luther Dining Services and Residence Staff have the right to request that anyone wearing clothing deemed as inappropriate or offensive leave the Cafeteria.

Security and Guests

Each resident is responsible for any person that they let into the building at all times. It is very important that you only let people you know into the building. Never open a security door to a stranger or prop open any doors. If you notice a person hanging around The Student Village, who is not the guest of yourself or another resident, please report them immediately to The Student Village staff.

If you wish to invite a friend or family member to stay overnight, you must get permission from your RA and/or the Manager of Residence & Conference Services. You are responsible for your guest. Any guests acting inappropriately will be asked to leave the premises immediately and you will be held responsible and/or fined for any unacceptable behaviour or damages caused by your guest. 

Any guest staying 2 consecutive nights or more will be required to pay a short-term stay rate. Guests can inquire about rates at the Financial and Residence Services Office (LC110). Any resident and/or guest abusing the policy will have the overnight rate charge automatically applied to their residence billing account.

Residence Mail and Telephone

Your mailing address is:

YOUR NAME
c/o Luther College LC 110
3737 Wascana Parkway
Regina, SK  S4S 0A2  Canada

Your mail and parcels will come to office LC 110. Letters can be forwarded for 30 days after you leave, but parcels cannot be forwarded. Please notify all your correspondents of your address change.

Your room phone is 1-306-352-1338 ext. 3 _ _ _ (add your 3 digit room number) You have local phone service provided in your room. 

Each resident is responsible for acting with respect to maintain our community living standards and agrees that:

1. If there are any actions by the resident or his/her guests that adversely affect people in the Luther community, the resident will cooperate with the Residence Staff and affected persons in attempting to resolve the difficulties. Failure to cooperate with, or verbal or physical abuse of any Luther staff member or other residents will result in eviction.
    
2. Disruptive or improper conduct of any resident or his/her guests may result in eviction or prosecution. Improper conduct includes negative comments of a sexual, racial, religious, ethnic, bullying, threatening or any other inappropriate nature.
    
3. Each resident has the responsibility to respect the person and property of other residents and of Luther College. Residents and their guests will respect all Luther Staff, residents and guests. Residents and their guests will not tamper with, take, nor vandalize Luther property.
    
4. The only pets allowed in The Student Village at Luther College are tropical fish less than 10 cm in length in a small (15 gallon or less) tank with prior approval of the Manger of Residence & Conference Services. Any fish or other life form deemed dangerous or poisonous are not allowed.
    
5. Use and possession of non-medical/illegal drugs are not allowed, and anyone found with them will be evicted immediately.
   • Marijuana/cannabis possession is legal; use ONLY off campus. See U of R policy. See FAQ. See Canadian laws.
   • Tobacco possession is legal; use ONLY off campus. See U of R Smoke–Free Campus Policy.
   • Vaping products (e-cigarettes) possession is legal; use ONLY off campus. See U of R Smoke–Free Campus Policy.
      
6. Residents of legal drinking age (19 years in Saskatchewan, Canada) are allowed the privilege to use alcoholic beverages only in their rooms (private area) and only as long as it does not infringe on the rights of others. Kegs are prohibited. Alcohol cannot be legally consumed in public areas, and this includes all areas of The Student Village except inside assigned rooms. All unsealed alcohol found in a public area will be confiscated and disposed of. (A public space is accessible to other people, such as hallways and lounges. A private space is an area where accessibility is determined by one person, such as your room.) “In Canada, with the exception of Quebec, possession of open containers of alcohol in public is generally a violation of provincial acts and municipal bylaws.” See Canadian laws.
    
7. Only the resident whose name and photo appears on the meal plan can use that meal plan. Meals cannot be shared with others, as the resident has only paid for their own food on their own meal plan. Guests may pay for any meals they wish to eat in Luther’s Cafeteria.
    
8. Weapons, firearms, firecrackers or explosives and/or anything that may be dangerous to others are not permitted in the residence. Bicycles, weightlifting equipment and/ or weights, vehicle parts, and other large, heavy or dangerous items are not allowed in The Student Village.
    
9. No objects may be thrown off of, or out of, Luther’s building, balconies or down stairs.
    
10. No objects are to be left in any rooms, lounges, hallways, stairways, and/or storage rooms that will impede walkways and/or emergency exits.
     
11. Residents will not participate in, nor allow any offensive or illegal acts, nor conduct any unrelated business in Luther College.
     
12. A kitchenette is provided in The Cellar for resident snack use only. Residents will not have any cooking or heating appliances in the rooms or on the quads. (No microwaves, toasters, hot plates, room heaters, etc.). A small fridge, clothing iron, hair dryer and hair iron are permitted.
     
13. Quiet time is in effect every day from 11:00 p.m. to 7:00 a.m. Any quad may extend its quiet hours in response to the demands of students during the semester. A 24-hour quiet is in effect during the entire university final exam period. Please note the City of Regina bylaw #6980: No person shall make, continue, cause or permit to be made or continued, any unreasonably loud or excessive noise likely to disturb any reasonable person within the City of Regina.
     
14. You have the right to privacy; others also have the same right. While your room is your own, living as closely as we do means your actions may infringe on another’s right to privacy, to sleep or study. It is against College policy to have guests in your room or in your Quad areas from 3:00 a.m. to 10:00 a.m. each day. Shower room facilities are strictly for the use of the residents on that Quad. (Please see The Student Village at Luther College policy relating to guests).
    
    If you do have a guest visiting between 3:00 a.m. and 10:00 a.m., please socialize in the residence lobby or in The Cellar lounge area downstairs during this time (for noise and privacy reasons).

1. Politely speak to the person(s) involved about the issues or concerns to resolve the matter together.
    
2. If the offending action continues, ask your RA to help you talk to the offending person(s) at the time the issue is occurring.
    
3. If necessary, talk to the Manager of Residence & Conference Services and/or RA.

Depending on the severity of the standards infringement as perceived by Luther staff, the following actions may apply:

Strike 1: Verbal warning from Luther staff.

Strike 2: Verbal warning from Luther staff.

Strike 3: Written warning of final contract notice and/or 48-hour suspension from the Residence at the discretion of the Manager of Residence & Conference Services.

Strike 4: The student’s contract is cancelled and the student is permanently evicted from residence. No fees will be reduced nor refunded for the semester. Visitation privileges are revoked.

If Luther deems The Student Village contract violation as severe, Luther reserves the right to terminate the contract immediately and evict the resident without any warnings.

Failure to comply with The Student Village at Luther College rules and responsibilities may result in one or more of the following consequences (not in particular order, at the discretion of the Manager of Residence & Conference Services):

• warning letter
• fines (individual or group)
• termination of the residence contract
• eviction
• being prevented from re-applying for residence
• having reapplication priority adjusted
• being banned from residence visitation
• probationary period
• behaviour contract

When you sign The Student Village at Luther College Contract, you agree that Residence Staff, Maintenance or Housekeeping Staff, or other authorized Luther College employees or contractors may enter your room or quad at any time for the reasons of health, cleanliness, safety or general welfare, for repairs or maintenance, to inspect for compliance with any rules, regulations or laws.

We respect your right to freedom from illegal or unreasonable searches and invasions of privacy. Nevertheless, the entry into or the search of the living quarters of a resident may be conducted when needed. Room inspections by Residence Staff may be scheduled or unscheduled, depending on the circumstances and the purpose of the inspection. The student shall be notified after the inspection has taken place.

Rooms and quads may be entered:

• By authorized Luther personnel to ensure that health, cleanliness, fire, safety or legal regulations are maintained, to make improvements or repairs, and to provide routine maintenance services, whether or not you are in.
• By authorized personnel without notice, in emergency situations to protect the safety, health and welfare of the residents, or to make emergency repairs to prevent damages to the property of the resident and of Luther.
• By authorized personnel without notice when there is a clear and present indication that a violation of regulations is being committed.
• By law enforcement officers in the performance of duties and in accordance with legally defined procedures.
• By authorized Luther staff without notice for check-in/check-out, safety and cleanliness checks and work orders submitted prior to occupancy. Policy violations in view will be referred for disciplinary action.
• By authorized maintenance personnel where a project is taking place. The residents involved are notified of such projects, when possible.

Harassment of any type, such as sexual, racial, or otherwise is a serious matter and will be treated confidentially. Luther College and the University of Regina have policies and procedures in place to deal fairly with these serious offences. You are welcome to talk with a Luther staff member about Luther’s Harassment and Discrimination Prevention Policies as well as the policies for the U of R, or to talk with the campus Harassment and Discrimination Prevention Office. Anyone identified as being involved in these acts will be referred for legal and disciplinary action.

Anyone being harassed or slandered should keep thorough written/printed documentation of the events and evidence and bring this to an RA or Residence staff. Other Luther and University of Regina staff members are available to offer support to residents that are affected.

See University of Regina policy.

Quiet hours are in effect from 11:00 p.m. to 7:00 a.m. daily. These hours can be extended when necessary. 24- hour quiet is in effect during the university final exam period.

All residents have the right to study and sleep in their room at any time, without unnecessary interruption. Residents are not allowed to cause or permit noise that disturbs others or exhibit disorderly conduct in the residence or on university grounds. If a problem should arise, please politely confront it at the time of the incident. If you need assistance, please call an RA immediately

You are not permitted to be in possession of, or associated with, the use or sale of illegal substances. Drug-related paraphernalia is not permitted. The use or sale of controlled substances is a serious offense and the resident will be asked to permanently and immediately vacate The Student Village at Luther College without notice at the time of the incident.

Refer to the community living standards for information about alcohol. If a resident has a suspected substance abuse problem, disciplinary action will be taken and counselling for the resident may be mandated.

Luther’s fire safety equipment (smoke detectors, sprinkler heads, door closers) is very sensitive to protect residents and guests.

Please do not touch or hang anything off of the sprinkler heads. Serious water damage may result, and you are liable for damages you cause.

Smoking and vaping is only permitted off campus. Any particulate in the air may be detected by sensors causing false alarms.

Any resident violating fire policies will be referred for disciplinary action and criminal prosecution, and may be evicted immediately.

Lamps with halogen bulbs and/or Torchiere style lamps, as well as any cooking or heating appliance and space heaters are not allowed for fire safety reasons.

All suicide threats or attempts, behaviours putting yourself or others at risk, and potential threats of harm to yourself and others will all be considered serious events that require an intervention. Residence Staff may require the persons involved to have medical and/or psychological evaluation and treatment involving U of R Counselling Services or other professionals.

Gambling is not permitted in Luther College.

General solicitation or advertising in Luther College is strictly prohibited. All advertising or posting of information must first be approved and stamped by the Financial & Residence Office (LC 110).

Residents are not allowed on outside ledges or roof areas of any Luther facility, except for on balconies in a safe manner. Any resident seen on the roof or elsewhere climbing, will be referred for disciplinary action and charged for damages. Climbing balconies is not permitted.

Everyone on campus will be required to comply with all campus pandemic rules and regulations in place at the time. Click here for updates. If you have any questions about The Student Village at Luther College, please be sure to contact us at 1-306- 585-5333 or luther.residence@uregina.ca.