Instruction No: ISER-C910-01V19
Effective Date: 10.02.2000
Update Date: 18.11.2022
Related Unit / Owner: SER / Hizmetler Yöneticiliği
Approved by: BoT / Board of Trustees
The aim of this instruction letter is to determine principles and rules about application, acceptance and payment conditions of students who want to stay at Sabancı University dormitories, their duration of stay, conditions about life at dormitories and closure of dormitories.
This instruction letter covers principles and rules about management of all the student dormitories on the university campus, management structure and conditions about life at dormitories.
Sabancı University ensures that the students staying at the dormitories live in a modern, healthy, clean, safe, peaceful environment in a way to help their individual, academic, cultural and social development.
This instruction letter was prepared based on article 1 of the Law Additional to the Law dated 24/3/1950 no 5661 on Higher Education Student Dormitories and article 13 of the Decree with the Force of Law dated 25/8/2011 no 652 on Private Institutions Providing Accommodation Services and Miscellaneous Regulations, and the Regulation on Private Higher Education Accommodation Services issued by the Ministry of Youth and Sports.
Definitions / Abbreviations
Academic Year: Fall semester and spring semester,
Academic Break: Break between fall and spring semesters published on the academic calendar,
Administrative Officer: A person who administers processes including acceptance of enrollments, attendance, absence, procurement, reception of deliveries and other tasks, manages the institution during the off-time of the manager, deputizes the manager in the absence of the manager and deputy-manager, and fulfills other tasks assigned by the manager.
Deputy Manager: Carries out tasks assigned by the manager and deputizes the manager in their absence.
Disciplinary Board: Disciplinary board in institutions that provide accommodation services to higher education students is headed by the manager, and composed of a deputy manager selected by the manager or an administrative officer and a student representative.
Dormitory Management Team: Includes Manager, Deputy Manager and Administrative Officer.
Fall semester: The first semester of an academic year, (period between start and end of fall semester published on the academic calendar)
Manager: Responsible for managing the dormitories in accordance with the legislation.
Managers: Manager, deputy manager who are in charge of managing the institutions,
MYS: The Ministry of Youth and Sports,
Provincial Directorate: Istanbul Provincial Directorate of Youth and Sports,
Spring semester: The second semester of an academic year, (period between start and end of spring semester published on the academic calendar)
Student Representative: Student representatives (one full member and one reserve member) are selected at the beginning of every academic year from among students who were never sanctioned with a disciplinary punishment.
Summer semester: The period between the end of Spring semester and the beginning of Fall semester,
1.Application and acceptance conditions for the dormitories and leaving the dormitories:
1.1.1. Applications are received online on https://bannerweb.sabanciuniv.edu.
1.1.2. Acceptance to the dormitories is valid for one academic year at most, and students have to apply again for the following academic year.
1.1.3. Students who were placed in the dormitories in Fall semester do not need to apply online for Spring semester as they continue to stay in the dormitories.
1.1.4. Students who want to stay in the dormitories in Spring semester can apply online via bannerweb.sabanciuniv.edu. A list of students is drawn, and placement is subject to availability in addition to the existing criteria.
1.1.5. Students who want to stay in the dormitories in Summer semester are required to make an online application 3 weeks before the end of Spring semester. Dormitories Management requests related faculties/institutes to send them the list of students who will stay in the dormitories due to summer school, projects, assistance.
1.2. Acceptance to dormitories:
1.2.1. For acceptance to dormitories, principles of prioritization in the system are as follows:
- Newly enrolled students from ÖSYM
- Students with dormitory scholarship
- Students residing out of Istanbul
- Students residing in Istanbul 1st region (Silivri, Çatalca, Büyükçekmece, Arnavutköy, Esenyurt, Şile, Beylikdüzü)
- Students residing in Istanbul 2nd region (Avcılar, Başakşehir, Küçükçekmece, Adalar)
- Students residing in Istanbul 3rd region (Bağcılar, Bahçelievler, Esenler, Bakırköy, Sultangazi, Sarıyer, Güngören, Zeytinburnu, Beykoz, Ümraniye, Gaziosmanpaşa)
- Students residing in Istanbul 4th region (Eyüp, Bayrampaşa, Fatih, Beyoğlu, Kağıthane, Çekmeköy, Şişli)
- Students residing in Istanbul 5th region (Sancaktepe, Üsküdar, Maltepe, Sultanbeyli, Kartal, Pendik)
- Students residing in Istanbul 6th region (Beşiktaş, Kadıköy, Ataşehir, Tuzla)
1.2.2. Dormitory applications from students who have been sentenced to 6 months or more of imprisonment with a final order from the court except for negligent crimes will not be accepted.
1.2.3. Dormitory Management evaluates applications of students who want to stay in the dormitories in summer semester and who already stay in the dormitories at the time of their application considering capacity, maintenance and repair, rearrangement etc., and in case applications are accepted as a result of such evaluation, assigns the applicants to the relevant dormitory and room.
1.2.4. Applications of students who do not stay in the dormitories but who want to stay there only during the academic break will not be accepted.
1.2.5. Students who are punished with suspension from the university cannot stay in the dormitories during the term of punishment.
1.2.6. Assignment of students who are admitted to dormitories to their room is carried out under the supervision of Dormitory Management in line with the principles of prioritization.
1.2.7. With regards to the principles of prioritization, among the students who reside in the same region, those who apply for a year’s stay are prioritized over those who apply for a semester.
1.3. Leaving the dormitories:
1.3.1. In case the students who were registered to the dormitories are to leave the dormitories for a period longer than 1 month, “Dormitory Exit Procedure” (PSER-C910-0102) is applied.
1.3.2. Students placed to the dormitories but who want to leave without any valid excuse are prevented to apply for the dormitories the following year.
1.4. Documents Required for Dormitory Application:
1.4.1. Required documents are listed below;
- Criminal records,
- For foreign students, education permit and a copy of passport.
1.4.2. Documents must be uploaded to the system in PDF, JPG, DOCX, DOC format.
1.4.3. Documents no 1 can be retrieved from E-Devlet system.
1.4.4. Documents no 1 must be obtained within 1 month following the application date at the latest. Older documents will not be accepted.
1.4.5. Document no 2 is obligatory for foreign students. Turkish students can leave this field empty on the document upload page.
1.4.6. Documents cannot be received in the form of printouts.
2.1. Dormitory fees and deposits are determined for every academic year by Sabancı University Board of Trustees. The fees thus determined are notified to the Provincial Directorate by the end of May. The fees are also announced to students via Sabancı University website.
2.1.a ) Dormitory deposits are announced in Turkish Lira for every academic year and paid lump sum when students are admitted to the dormitories. (Payment conditions are specified in Registration Booklet of the related term.)
2.1.b ) Students who have scholarship are must pay to the dormitory deposit.
2.2. Students who could be placed to the dormitories after the beginning of the academic year will be required to pay the dormitory fees on a pro rata basis.
2.3. Students who cannot document that they have paid deposits and dormitory fees cannot be placed to the dormitories. Students who are placed without paying deposits and fees in exceptional cases (examinations, club activities etc.) will lose their right to dormitories if they do not pay within the specified deadlines notified to them via announcements and email. Students who stay in the dormitories in the Fall semester will lose their right to the dormitories if they do not pay the fees for the Spring semester until the announced deadline. Such students will be required to leave the dormitories and will be prevented to make a dormitory application for the upcoming semesters.
2.4. Deposits of students who leave the dormitories will be paid within 30 days following their departure unless they have done any damage to their rooms and/or shared space that requires incurring costs to repair. Students must send their account information to the Dormitory Management via SUform system.
2.5. Fees and payment conditions for students who want to stay in the dormitories in the summer semester are announced by the Board of Trustees and further announced on MySU website via the Dormitory Management. Fees that are determined must be paid 2 weeks before the end of the Spring semester in the way specified by the Dormitory Management. Document showing that the payment has been made must be submitted to the related Administrative Officer.
2.6. Students who intend to stay in the dormitories both for the 7-weekly Summer School and for a project/internship are obliged to pay the fees for the 7-weekly Summer School.
3. DURATION OF STAY IN THE DORMITORIES:
3.1. Dormitories are opened for students’ accommodation 2 days before the beginning of each academic term.
3.2. Dormitories must be vacated within 2 days following the end of each academic term. Students who are late twice to vacate the dormitories without any justified/valid excuse will not be admitted to the dormitories in the following term.
4. DISCLIPINARY APPLICATIONS AND PUNISHMENTS IN THE DORMITORIES:
4.1. Disciplinary punishments specified in the Regulation on Private Higher Education Accommodation Services issued by the Ministry of Youth and Sports shall be applied to student who do not respect the matters referred to in the “Discipline” section of the said Regulation, not obey the rules, and demonstrate attitudes and behaviors in and out of the university that are not fit for a student.
4.2. During their enrollment, students are given a written notification about the rules they must obey.
4.3. Warning and reprimand punishments can be inflicted by the Dormitory Manager while removal from the dormitories can be decided on by the Disciplinary Board considering the principles below:
a) Students can object to warning and reprimand punishments by appealing to the Disciplinary Board, and to the Provincial Directorate to object to removal within five working days following the notification date of the punishment.
b) The Disciplinary Board shall decide on objections within seven working days. The Disciplinary Board can cancel or extenuate the punishment, or reject the objection.
c) The Provincial Directorate shall decide on the objection to the removal decision within fifteen working days. The Provincial Directorate can cancel or extenuate the punishment, or reject the objection.
4.4. The Disciplinary Board is headed by the Manager, and composed of a deputy manager or administrative officer and student representative. Decisions are made by majority of votes.
a) In case members cannot attend a disciplinary board meeting, reserve members attend the meeting.
b) The Disciplinary Board shall finalize the works assigned to it following the date the Manager transfers a file to it and within seven working days at the latest. If an act requiring removal of a student from the dormitories constitutes a close threat to students’ safety of life and property, removal takes place within twenty-four hours.
c) The Disciplinary Board can extend the investigation if necessary collectively or by assigning one of its members.
ç) Decisions of the Disciplinary Board are recorded in the Disciplinary Board decision book.
4.5. At the beginning of each semester, the Disciplinary Board meets determines specific rules about order and discipline and notifies students about these rules and corresponding disciplinary articles in writing. Working procedure and principles of the Disciplinary Board are specified below:
a) A staff member assigned by the dormitory manager carries out necessary examination and research before a student is forwarded to the disciplinary board.
b) The assigned staff member takes written statement of the related student and other persons involved if any. The student is obliged to give their statement within 3 days if in the dormitory and 7 days if out of the dormitory. If the student does not give a statement within the deadline, they will be deemed to have renounced their right to give a statement.
c) The assigned staff collects written statement of the student along with all relevant documents and information about the case and outs their conclusion in the form of a report that they submit to the disciplinary board.
ç) The Disciplinary Board receives the student’s defense. If the student does not give their defense within 3 days if in the dormitory and 7 days if out of the dormitory following the date of notification, they will be deemed to have renounced their right to defense.
d) No punishment can be given to the student without the Disciplinary Board receiving their defense.
e) The disciplinary board gathers within 3 days and decides within 7 days following reception of the defense. If work cannot be completed within these deadlines, the deadlines can be extended by 7 days by taking an interim decision.
f) If the case to be decided on involves the chairman of the disciplinary board, a staff member designated by the founder will replace the chairman as a proxy member, and if the case is related to a member of the board, the already designated proxy member will replace them in the board.
g) Disciplinary punishments that are validated are recorded in the disciplinary board decision book.
4.6. Considering the student’s manners and attitudes in and out of the university, their attitude to the university’s management and their fellows, the circumstances under which the act was committed, the student’s psychological situation and other reasons, the punishment can be aggravated or attenuated by one notch. However, a punishment that has already been aggravated due to repetition of the crime cannot be further aggravated based on this article.
4.7. All events that require a judicial investigation are reported to the related authorities as soon as possible. If any student staying in the institution is arrested, disciplinary process will continue.
4.8. Attitudes and behaviors that make students ineligible to dormitory application:
Although no punishment has been inflicted by the disciplinary board, commitment of the following attitudes and behaviors shall prevent students from applying for the dormitories:
a.) Late payment of fees despite being placed in the dormitories,
b.) Not paying deposit on time,
c.) Not delivering the room on time,
ç.) Staying indifferent to the result of a dormitory application,
d.) Letting others use the dormitory room allocated to them,
e.) Not submitting the documents specified in article 1.4.1, which must be submitted during dormitory application.
5.1 Weekly Review Meetings:
Weekly review meetings are held every Monday with the participation of administrative officers, and an extended meeting is held every three months with the participation of administrative officers in the night shift. Meeting minutes are prepared and shared with participant. Any improvement proposals are processed upon approval from the Services Director.
5.2 Evidence of Dormitory Stay:
Students staying in the dormitories can request evidence showing that they stay in the dormitories for their transactions with public authorities through the system. The related document shall be prepared, signed and submitted in return for seeing student ID card within three days at the latest.
5.3 Statistical work requested by public authorities:
Information requested by public authorities shall be submitted within specified deadline.
6. EFFECT and EXECUTION:
6.1. The Regulation on Private Higher Education Accommodation Services issued by the Ministry of Youth and Sports, The Student Discipline Regulation for Higher Education Institutions, the Sabancı University Student Discipline Instruction Letter (ISR-C210-01) shall govern any matter that is not regulated by this instruction letter.