Procedures and guidelines

Absence from residence

Students who will be absent from residence for more than two nights should notify Monash University Accommodation of their absence by submitting an Absence from Residence Form. Students under 18 years must provide details if they are to be absent for any period.

If you are absent for an extended period, and your whereabouts are unknown, we may need to initiate official enquiries regarding your location and reach out to the emergency contact specified on your application form.

Alcohol procedure

Alcohol procedure

Amplified instruments

Amplified instruments are not permitted to be played anywhere in the precincts of Monash University Accommodation unless personal earphones are used.

Appeals guidelines

There is a policy on the Process for Investigation and Resolutions of Breach(es) of Residential Community Standards within the Conditions of Residency

Child Safe Framework

Monash University Accommodation is committed to the safety and protection of all children and young persons involved in residential activities. It is important that children feel and are safe, and their voices are heard on decisions that affect them.

All individuals representing Monash University Accommodation have a responsibility to understand the role they play to ensure the safety, protection and empowerment of children. This includes our commitment to protect children from abuse, including physical violence, sexual abuse, serious emotional or psychological abuse and serious neglect.

For further information, refer to Monash University’s Child Safe Standards Framework.

Conditions of Residency

It is important that you understand the Conditions of Residency whilst living at Monash University.

Drugs

The use and/or provision of illegal substances (including synthetic drugs) are banned. Refer to the Conditions of Residency for details.

Please refer to the smoking policy for smoking apparatus, products and derivatives that are banned at Monash University Accommodation.

Functions

Those to which all residents of a particular hall are invited.

The following is a ruling on noisy functions (involving amplified music) which must be strictly adhered to:

Three (3) noisy functions per Hall per semester of which no more than three (3) during the whole year may be held in the Function Room.
No noisy functions on a Sunday night in the Common Room.
Functions must end at 12 midnight if held during the week.
There is a total ban on noisy functions during exam periods.
Approval for noisy functions must be obtained from the Residential Life Team.

Guests

If you have visitors, you are responsible for their behaviour, regardless of whether they stay overnight. If they disturb other residents, they may be asked to leave, and you could find yourself in violation of the Residential Community Standards. Please escort them out of the hall when they leave.

All residents must submit an 'Overnight Guest Form' if they wish to have a visitor or guest stay in their room overnight, or if the visitor will be present in the Hall complex between midnight and 7:00 a.m. For residents under 18 years of age, approval from their parent or caregiver is also required. Only ONE guest is permitted in a room overnight.

At Clayton Residential Village, a limited number of folding beds, along with blankets and sheets, are available for hire exclusively from the Administration Office. A notice of twenty-four (24) hours is required from Monday to Friday. If you wish to request a folding bed, you must complete a maintenance request, granting permission for staff to enter your room. Staff will place the bed in your room between the hours of 10am and 4pm on weekdays. Please note that due to the size of the bedrooms, only one folding bed is permitted in a resident's room at any given time. The hire cost for the folding bed and bedding is $30.00 (GST incl.) per night.

Hall transfers

During the course of the year, if you wish to transfer to another hall or room, please fill out the Transfer Request form on the Resident Portal.

Residents who want to transfer to another room will be responsible for the rent of their newly vacated room until a replacement tenant is found. Additionally, a $150 transfer fee will be charged. Refer to the Accommodation Fee Regulations for more details.

Please note that residents:

are not permitted to transfer during the first four weeks of semester
staying for one semester are not permitted to transfer rooms; the resident must stay in their designated room for the entire length of their stay

Ineligibility to hold roles and/or positions

In prescribed circumstances, a resident is ineligible to apply for, be considered for, hold, or continue to hold, any of the following roles:

Hall Society Executive or Member;
Orientation Team Executive or Member;
Residents Committee Executive or Member;
Resident Advisor.

The prescribed circumstances are:

the resident has been the subject of:
1. finding of a Breach, pursuant to Section 11, 12 or 13 of the Conditions of Residency; and/or
2. finding that a misconduct offence has been proved, pursuant to Part 13 of the Monash University (Council) Regulations; and
the conduct to which the finding relates is in the nature of “sexual misconduct” as defined in the Monash University Sexual Misconduct Response Procedure.

Lost/unclaimed property

Lost/unclaimed property should be handed into the Accommodation Office where it will be logged and held for a period of three months. Lost property can be claimed and any unclaimed property is donated to charity after three (3) months.

Monash University Accommodation will immediately dispose of any items found in vacated residential rooms. The cost of removal and disposal of these items will be passed on to the resident. Monash University Accommodation is not responsible for any items left by residents in communal areas.

Missiles, fireworks & firearms

The University, within its precincts, prohibits the following conduct whether indoors or outdoors and the commission of any such conduct by a student has been declared to constitute misconduct:

The preparation, use, throwing or dropping of a missile of any kind including a missile containing water, flour, sand or any other liquid or material whatever.
The lighting or throwing of a firework of any description except when done in the course of an organised display of fireworks in a restricted area, the use of which for such display has been sanctioned by written permit from the Vice-President Administration.
The misuse or unauthorised use of any equipment or property of the university and in particular:
1. any unauthorised interference with or use of firefighting appliances; OR
2. any unauthorised removal of or attempt to remove the keys of fire doors; OR
3. any unauthorised interference with or other unauthorised act in relation to any lift or escalator. Remaining in or entering into any building or enclosed area without authority knowing it to have been officially closed. Any allegation that a student has committed one of the forms of misconduct specified in paragraphs 3 (a), (b) and (c) is to be referred to the Vice-Chancellor in order that he may consider whether the allegation should be referred to the Discipline Committee.
the use, possession, or storage of any kind of ammunition and/or weapon(s) or any other item (whether real or fake) that is capable of being used aggressively or for violent purposes or for the purpose of intimidating. This includes but is not limited to missiles, fireworks, firearms, stun guns, daggers, knives with a fixed blade used for any purpose other than cooking, martial arts equipment, any device resembling a firearm, slingshots, spear guns, bows and arrows, explosives, laser pointing devices and Taser guns. The improper discharge of a chemical agent including, but not limited to, mace, pepper spray, or other aerosols is prohibited.

Please see the Conditions of Residency for further information.

Noise

It is expected that all residents will respect their fellow residents in relation to the generation of noise and their right to quiet enjoyment. You can minimise noise if you:

keep your door shut when you have visitors;
discourage loud talking in your room;
do not slam doors;
take special precautions to minimise any noise after 11pm;
do not use amplified equipment.

Parties

Unfortunately, there are very few places suitable for private parties, where noise will not impact other residents. If you wish to have a party you will need permission. Please check with your Residential Life Staff.

The following rules will apply:

you must not disturb other residents;
you must not make extra work for the Operations Office;
there is a total ban on noisy parties during examinations.;
parties must finish at midnight and take special precautions to minimise party noise after 11pm;
any damage must be paid for.

Pets/animals

Pets or animals are not allowed at Monash University Accommodation. This includes pet mice and other small animals, such as goldfish. See 7.2 of the Conditions of Residency for Assistance animals

Photo/video/audio consent

Use of images of residents participating in activities

Re-admission into Halls

All applications for residency are, if accepted, valid for the current year only. Residents wishing to return to their residence the following year must submit a new online application. There is no guarantee that those residents submitting an Application for re-admission will be successful in their application (refer to the Conditions of Residency and the Admissions Terms and Conditions.

All residents are informed to apply online for re-admission if they want to return for the following contract period.

Re-admission forms also make provision for you to request a room preference. There is no guarantee that your application for accommodation will be approved or your choice of residence or room allocated to you.

If you would like to change your room preference after completing your application form, please send an email to accommodation@monash.edu.

Smoking

Smoking is banned in all areas of Monash University, except designated smoking points for residents. These smoking areas contain bins and smoking poles and are clearly identifiable.

For further information, please see the Conditions of Residency

Staying over summer

All residents who wish to stay over the summer vacation period, are permitted to do so but are required to complete a Summer Application on the Resident Portal. For Residential Village resident, you may be required to transfer to another hall during this period due to programmed maintenance in your current hall.

Read more on the Staying over summer page here.

Sub-letting

Sub-letting is not permitted as per the Conditions of Residency.