Internal Regulation


Preamble

The present Regulation was drafted in accordance with the General Regulations of the Cité Internationale Universitaire de Paris (CIUP). Its purpose is to lay down clear rules and regulations for all the residents and short-stays of the House of Canadian students (MEC), including its management and personnel, in order to ensure a harmonious community life.

Fairness and common sense were the guiding principles in the drafting of this Regulation. It was written as a logical whole, and must be read and interpreted as such, respecting the communal character of the MEC. It has a contractual character, in the sense that all residents are bound by it.

A. The Board of directors

Article 1: a Board of directors and the Canadian committee of the House of Canadian Students in Paris manage The MEC, on condition of respecting the CIUP’s Regulations and Statutes. The Board of directors is composed of eleven (11) members, nine of who are administrators by rights, the other two who are appointed administrators.
The CA draws up all the regulations concerning the internal management of the House, all of which must conform to the statutes and general regulations of the CIUP.

B. The Director of the MEC

Article 2: The management and general administration of the MEC is placed under the authority of a director. He or she is appointed jointly by the Chancellor of the University of Paris and President of the National Foundation of the CIUP, acting on nominations from the board of directors and the recommendations of the Canadian Committee. The director of the MEC is charged with the administrative and financial leadership of the MEC. However, his or her mandate generally exceeds the technical dimensions of management and administration. The director represents very much the soul and the continuity of the MEC; and, with the active collaboration of all, his duty is to uphold and respect the traditions of the MEC.

C. Personnel

Article 3: The personnel of the MEC, under the responsibility of the director, are responsible for the smooth running of the MEC. Relations between the residents and the personnel should be cordial, courteous and respectful at all times.

D. The Residents’ Committee

Article 4: The mandate of the Committee of residents is to represent residents’ interests to the director of the MEC, or all other authorities. Its role is, specifically:
- to coordinate the cultural, artistic, social and athletic life of the MEC ;
- to maintain good relations with Committees from others houses at the Cite and with the Delegation of Residents’ Committees (DCR) ;
- to ensure harmony within the community and the tranquility essential for the pursuit of studies;
- to ensure the maintenance and upkeep of the shared equipment (computers, ovens, etc.). To this effect, the Committee must prepare an annual inventory of this equipment for mid-June. A copy of this must be submitted to the director of the MEC. The House administration is entrusted with safeguarding this equipment until October.

Article 5: The Committee of residents is elected by the body of residents holding a residency card (students and trainees) according to the statutes of the CIUP. An election office composed of three residents designated by the general assembly who verify and validate the election of this Committee monitors the elections. Voting takes place by secret ballot. The Director of the MEC is also a member of the election. The office ensures the drafting of the list of voters.

Article 6: the General Delegation of the CIUP determines the organization of the election of the committee of residents annually. The modalities are signaled as soon as they are received by the Direction.

Article 7: The Committee of residents is composed of a maximum of nine elected members. The elected members designate a president, a vice president, a treasurer and a secretary. Other responsibilities, such as cultural matters, sports, house affairs, library and internal matters, are distributed between the rest of the members of the Committee. The Committee may include volunteer assistants ; however, they do not sit on the Committee.

Article 8: All resignations within the Committee of residents must be officially announced. Three or more resignations require new elections to be held to fill the vacant posts.

Article 9: The mandate of the Committee of residents is valid throughout the entire university year (until June 30th) upon condition of residence at the MEC. In addition, committee members who plan on returning to the MEC the following year retain their functions and responsibilities until the election of a new Committee. If possible, the composition of the Committee should reflect the multi-cultural character of the MEC.

Article 10 : The Residents’ Committee must produce formal minutes of every meeting it holds. These must contain the number of members present at the meeting and mention all decisions taken during the meeting. It must be signed by the president (or his/her substitute) and by the secretary (or his/her substitute).

E. The General Assembly

Article 11: Twice a year, the Residents’ Committee convenes a General Assembly for all residents (excluding short stay guests). The first meeting takes place at the latest three weeks after the election of the new Committee of residents is made official. The assembly is consultatation-based. Members of the new Committee present their ideas and initiatives for the coming year and the committee hears the residents’ proposals. A new assembly is called at the end of the academic year for an overview of the year, and particularly, to present a financial report.

Article 12 : An extraordinary general assembly can be held at the written request of at least fifteen (15) residents, or at the management’s request. Notification of summons must be posted at least 72 hours before the assembly is held. The agenda for the extraordinary general assembly must be sent to the management before convening the meeting and posted in the house.

Article 13 : The extraordinary meeting may end the mandate of the residents’ committee if it assembles at least at least 30% of residents (students and trainees). In this case, it rules on a two-thirds majority of those present. If necessary, the president of the committee (who is chosen randomly from volunteers at the time of the assembly) may impose a secret ballot. S/he is also obliged to do this at the request of a single resident. Voting by proxy is permitted, on the basis of one vote per resident. The former election committee remains in post until the election of its successor. New elections must take place within 15 days of the old committee stepping down.

Residents

  • Admissions

    • Article 16: Admissions are made to the whole of the Cité Universitaire housing stock so as to allow the exchange between the houses and various nationalities, all other racial, political or denominational considerations being excluded. Every house must offer at least 30% of its rooms to students from other countries and send 30% of its nationals to another house. Indeed, a candidate of the Cité Universitaire accepts ipso facto the possibility of being accommodated in another house for a student exchange.

    Article 17: To be admitted, it is imperative for applicants, either students or trainees, to have completed the first cycle of their studies (bachelors’, etc.) at the time of their admission. They must be enrolled in a higher education establishment recognized by the Ministry of national education (second or third cycle), in a research establishment, or in a “grande école” in the Paris region.

    Regarding the formation of artists, often under the tutelage of private establishments whose diplomas are not recognized by the state, an exception will be authorized provided that the establishment is widely recognized and can issue diplomas after the accomplishment of two years of higher studies.

    Article 18: The main criteria for admission are : the university program, the nature and the quality of the studies, the ability to live within an international community and financial capability. Those applying must also prove that they are covered by a medical insurance scheme, private or public, and they must have sufficient financial resources to study in Paris.

    Article 19: Admission is valid for the academic year, October 1st to June 30th. Residents may be authorized to remain during the summer or during a part of this period by special dispensation, and out of academic necessity. Proof of this must be submitted by an official document from an authorized source (director of studies, laboratory director, etc.). An intermediary tariff will be applied for accommodation in such case.

    Article 20: All residents, at the time of admission or readmission, must deposit several guarantees: damage guarantee, room key guarantee, etc. All deposit will be returned upon final departure, in exchange for the return of the keys and residency card, except in cases foreseen in Article 32.

    Article 21: The minimal stay is six months for students and three months for trainees. For any shorter periods, residents will be charged the short-stay tariff.


  • Students

    • Article 22: for the MEC, candidates for student status must not be over thirty years of age at the time of admission (October 1st), except by eventual derogation, and must not exercise a full-time profession. Admissions are not renewable more than twice, unless exceptionally granted by the delegate general of the CIUP. A stay cannot be inferior to six months. A student resident’s stay may not be extended or his/her status changed to another category (short-stay or trainee).

  • Trainees

    • Article 23: Trainees are researchers, professors, artists, technicians, doctors, lawyers, etc. who can attest to at least two years of professional experience. Their admission can only be renewed once, except in special cases. Their stay cannot be less than three months. A minimum period of three years outside the Cité is required by a student resident if they wish to re-apply for a room as a trainee.

  • Post-doctorates

    • Article 24: The MEC may host post-doctorate students (PhD holders) whose post-doctoral project has been accepted by a Parisian university administered by the Paris academies (Créteil, Versailles) or by a scientific institute under the Ministry of National education, Research and industry (or under another ministry). Their academic level must be at least the 3rd cycle within their chosen subject/activity. Resident post-doctorate students at the Cité may not stay for less than three months or more than two years.

  • Short-stays

    • Article 25: outside the university year, or where a resident’s room may be temporarily unoccupied, the house can accommodate short-stays, although the rental fees are higher than those of a resident. Those admitted as short-stays are subject to the present Regulation and the general Regulations of the Cité, but they are not considered as residents.

  • Readmission

    • Article 26: Readmission is not a right, and is subject to:
    a) the same criteria used for the initial admission (Bursary (adequate revenue), high-quality university program, etc.)
    b) the same respect for internal Regulation
    c) the regular payment of rental fees.

    All residents wishing to be re-admitted must submit a written request to the director before June 1st, including the required university records and documents and leaving a down payment for the reservation of a room.

  • Fees

    • Article 27: Monthly rental fees, the rates of which are set yearly by the Board of Directors, are payable up to the first five days of every month. Every month started is payable in full, unless the resident informs (in writing) the secretariat of his/her departure, fifteen days in advance. This monthly payment is not a considered as rent (and therefore does not represent a right to housing), but as a contribution to the expenses and running of the House.

  • Rights and Obligations of the Residents

    • Article 28: In accordance with the General Regulations of the CIUP, rooms are allocated on a strictly individual basis. The transfer of a room, even temporary, whether for free or not, is forbidden. Likewise, residents must inform the management of all guests accommodated in a room for one night or more. Failure to do this may result in expulsion from a room.

    Article 29: Additional beds are available for guests if reception is informed two working days in advance. This will be subject to a fee set by the MEC management. Residents may accommodate guests for a maximum of 15 days per year. Those renting larger units (studios, workshops, apartments) may only receive guests if the length of stay is less than 15 days.

    Article 30: The administration must be informed of all stays equal or superior to fifteen days.

    Article 31: While maintaining the respect for the intimacy of all, for technical and security issues residents must allow MEC personnel access to their rooms.

    Article 32: Residents must maintain their room and furniture in good condition, and all equipment at their disposal. Furniture may not be moved around, and permission for any changes must be requested beforehand. The administration is authorized to use part or all of the security deposit for repairs to damage in the room.

    Article 33: Residents must avoid any disturbance to other residents’ rest or work (noise, music, loud meetings). The MEC is, above all, a place of study; for this reason all noise must stop by 10PM. At any time in the year, the director can ask a persistently loud resident or short-stay to leave the House.

    Article 34: Animals are not allowed on the premises.

    Article 35: For obvious security reasons, it is forbidden to iron and to cook in the rooms. Any electric heaters, kettles or gas heaters discovered in the rooms will be confiscated and returned on the resident’s departure.

    Article 36: At the end of the university year, only residents who have been readmitted to the MEC for the following year may leave their personal belongings in a storage room, under their own responsibility, on the condition they withdraw them before the end of October. After this date, the House disposes of all unclaimed Articles. The MEC retains the room security deposit for those readmitted to the house and as a storage deposit. Personal belongings may not be left in the house storage room after final departure.

    Article 37: All residents of the House of Canadian students enjoy basic freedom of expression of their political, religious and cultural opinions, but must be careful not to offend the various sensibilities of the community. The Director must authorize all demonstrations or meetings. The holding of private meetings is allowed. Facilities must be put back in their proper state after every meeting.

    Article 38: The reading room is reserved for classes from July 1st to September 30th. In accordance with the regulations of the CIUP, any demonstration or celebration cannot take place in the House during this period.

    Article 39: All residents have access to the various cultural, artistic or sporting centers and entertainment activities of the MEC, on condition of respecting the rules of each activity/centre.

    Article 40: The residents are committed to respecting the environment of the MEC and the CIUP campus, as well as all security regulations. Any resident who contravenes the Regulation may receive a written warning from the director. A third written warning is final and the resident will be excluded. Before the final warning before exclusion, the resident may have recourse to a final mediation, asking a member of the Committee of the residents or any other residents to help or to plead his/her cause. This procedure would not apply in case of grave offences, or of other offences contained in the French criminal code.

    Article 41: The present Regulation will enter in force after it is approved by the Board of directors of the House of Canadian students. The General Assembly of the residents may submit modifications to the Board of directors.