Student Residence and Meal Plan Rates Authorization Policy

Responsibility: Vice-President, Finance and Resources 
Authorization: Board of Governors
Approval Date: Oct 14, 2011

The University of Saskatchewan Act provides the authority for the Board to approve all student residence and food services meal plan rates. Recognizing that the Board can delegate this authority, this policy sets out guidelines by which that authority will be administered.

The principles upon which this policy are based are to ensure that rates and fees for student residences and the food services meal plan assessed by the University:

a)  are fairly based on market analysis to meet affordable housing requirements and comparable residence and food services meal plan rates;

b)  meet institutional objectives and directions;

c)  provide for delegation of authority over student residence and food services meal plan rate approvals;

d)  are in accordance with Board approved policy; and

e)  are established on a timely basis in order that students have an  appropriate notice period for annual rate changes.

Scope of this Policy:

The scope of this policy is intended to cover student residence rental rates, including either rates being established for new residences or annual increases to rental rates for students in existing residence facilities. The scope of the policy is also intended to cover food services meal plan rates where students living in residence are required to have a mandatory meal plan.

Definitions:

Student Residence rates are defined as charges to students for occupying University-owned dormitory rooms and apartments. Rates are set on a daily or monthly basis. 

Meal Plan rates are defined as charges for mandatory food services meal plan rates for students staying in residence provided in accordance with a prearranged agreement for meals in accordance with an established meal plan. Meals are provided to students at an established daily rate. There may also be other food plans introduced, as applicable.

The Provost’s Committee on Integrated Planning (PCIP) is authorized to approve residence rate changes within the following guidelines:

• Established rates and annual rate increases are not unreasonable in terms of cost estimates and market analysis,
• Student rates should be structured to cover costs including a facility reserve and renewal program,
• Residence rates meet Saskatchewan Housing affordable rental housing guidelines, and
• Rates remain competitive with other Canadian universities.

With regard to food services meal plan rates, the Provost’s Committee on Integrated Planning (PCIP) is authorized to approve changes within the following guidelines:

• Food services meal plan rates should remain competitive with other Canadian universities and the local market.

Any changes to rates not in accordance with these guidelines will require approval by the Board.

The Vice-President (Finance and Resources) has general responsibility for this policy. The Director of Consumer Services is responsible for the annual procedures and reporting requirements within this policy.  

The Director of Consumer Services is responsible for ensuring compliance with this policy.

Residential and food services meal plan rates must be reviewed, approved and publicized as follows:

1.  Residential and food services meal plan rates should be reviewed annually by the Consumer Services Division, in consultation with the Vice-President (Finance and Resources) and Student and Enrolment Services Division, as part of the budget-setting process.

2. Consumer Services Division will meet with the USSU and GSA Executive annually to discuss proposed rate changes.

3. All changes to residential and food services meal plan rates and associated deposits or fees must be recommended by the Consumer Services Division, in consultation with the Vice-President (Finance and Resources) and SESD, and approved by PCIP.

4. In order to provide students with a minimum of 120 days’ notice of rate changes, students currently residing in University-owned dormitories or apartments will be notified of any residence and/or contract meal rate changes no later than December 31 for dormitory and apartment-style residences.  To further assist students with financial planning during the term of their studies, it is intended that a three year forecast of projected rental and meal plan rates be provided.  This would enable students to plan the costs of their living expenses over a four year period.

5. Residence and contract meal rates, as appropriate, should be easily accessible on the University of Saskatchewan website.

6. A summary of student residence and food services meal plan rates and rate increases will be provided to the Board on an annual basis.

7. Board approval will be requested when the Provost’s Committee on Integrated Planning (PCIP) considers that residential and food services meal plan rate increases are significant and/or involve sensitive issues.

Other Student Residence and Meal Plan Rates Requirements:

To ensure that students currently staying in residence are provided an appropriate notice period prior to rate changes, review and approval requirements can be met, and system changes can be accommodated, all rate change requests should be finalized by December and students are to be notified by December 31 for implementation of rate changes effective May 1 for apartment-style residences and for the subsequent fall session for dormitory-style residences.