Before you apply
House Rules
These rules apply to every Sanicha residence and form part of the Lease Agreement. Please read them before applying — by signing the lease you agree to comply with them.
1. Purpose
These House Rules form part of the Lease Agreement and are intended to provide a safe, respectful, clean, secure and academically conducive living environment for all residents. Compliance with these rules is a condition of residence.
2. Occupancy
- Accommodation is reserved for registered students of the University of the Free State or another recognised tertiary institution.
- Only the student named in the lease agreement may occupy the allocated room.
- Subletting, room sharing, or transferring occupancy without the prior written consent of management is prohibited.
3. Visitors
- Visiting hours are 10:00 to 21:00 daily.
- No sleepovers or overnight visitors are permitted unless authorised in writing by management.
- Residents are responsible for the conduct of their visitors.
- Visitors may not interfere with the safety, privacy, or studies of other residents.
4. Quiet hours and respect for others
- Residents shall maintain a quiet and respectful environment at all times.
- Loud music, shouting, parties, or any excessive noise that disturbs fellow residents or neighbouring properties is prohibited.
- During examination periods, management may introduce additional quiet hours.
5. Academic environment
- This accommodation exists primarily to support students' academic success.
- Residents shall conduct themselves in a manner that promotes study, mutual respect, and responsible citizenship.
6. Cleanliness and hygiene
- Residents must keep their bedrooms clean and hygienic.
- Dirty dishes may not be left in the kitchen sink.
- The kitchen sink, stove, countertops, and other communal facilities must be cleaned immediately after use.
- Bathrooms, kitchens, and common areas must be kept neat at all times.
- Waste must be disposed of in the designated bins.
7. Smoking, alcohol and drugs
- Smoking or vaping inside the house is strictly prohibited.
- The misuse or excessive consumption of alcohol on the property is prohibited.
- Illegal drugs, drug-related activities, and the possession or distribution of prohibited substances are strictly prohibited.
- Residents whose behaviour under the influence of alcohol endangers others or disrupts the residence may face disciplinary action.
8. Prohibited items
- The following are not permitted on the property unless expressly authorised: pets; firearms or other dangerous weapons; illegal drugs; portable electric heaters; air conditioners installed by residents; hot plates in student rooms (except in self-contained flats specifically designated by management).
9. Utilities
- Water and electricity must be used responsibly.
- Residents are expected to conserve electricity by switching off lights and appliances when not in use.
- Should the monthly electricity and/or water allocation be exceeded, residents may be required to purchase additional electricity and/or contribute towards additional water consumption in accordance with the lease agreement.
10. Hot water (geyser schedule)
- Geyser operating times are normally — Summer: 05:00–11:00 and 19:00–23:00; Winter: 04:00–11:00 and 19:00–23:00.
- Management reserves the right to adjust geyser operating times to balance student needs and electricity consumption, provided that residents continue to have reasonable access to hot water.
11. Rent and payments
- Rent must be paid on or before the due date specified in the lease agreement.
- Payments received after the 5th day of the month shall attract a late payment administration fee of R50, unless otherwise agreed in writing.
- Continued late payment may constitute a breach of the lease agreement.
12. Safety and security
- Residents must lock their rooms whenever they leave.
- Keys or access devices may not be shared.
- Residents must immediately report suspicious persons or criminal activity.
- In the event of a break-in or emergency, residents should immediately contact the South African Police Service or the appointed security company and thereafter notify the caretaker and residence manager without delay.
- Residents are encouraged to insure their personal belongings. The landlord shall not be liable for the loss, theft, or damage of personal property unless liability arises through negligence or as otherwise required by law.
13. Maintenance
- Maintenance faults should be reported promptly to the caretaker or residence manager.
- Residents shall allow management and authorised contractors reasonable access to carry out repairs after reasonable notice has been given, except in emergencies.
- Residents shall allow reasonable time for repairs to be completed.
14. Property care
- No posters, stickers, nails, screws, or other objects may be permanently fixed to walls, doors, or furniture without prior written approval.
- Residents shall be liable for damage beyond normal wear and tear.
- Furniture and appliances supplied with the residence may not be removed or altered without permission.
15. Gender-based violence and harassment
- Violence, bullying, intimidation, discrimination, sexual harassment, gender-based violence, or any form of abusive behaviour will not be tolerated.
- Residents are encouraged to report incidents promptly to management and the appropriate authorities.
16. Health and well-being
- Residents are encouraged to seek assistance from University support services or appropriate emergency services whenever they require medical, psychological, or personal support.
17. Emergency contacts
- Emergency contact numbers for the caretaker, residence manager, police, ambulance services, campus security, and other relevant service providers are displayed in the kitchen and other designated areas. Residents should familiarise themselves with these contact details and use them whenever assistance is required.
18. Complaints and grievances
- Residents may submit complaints or grievances to the residence manager without fear of victimisation.
- Complaints that cannot be resolved internally may be referred to the appropriate University of the Free State office where applicable.
19. Inspections
- Management may conduct routine room inspections after providing reasonable notice, except where immediate access is required in an emergency.
20. Discipline
- Failure to comply with these House Rules may result in: verbal counselling; written warning; final written warning; recovery of repair or replacement costs; withdrawal of residence privileges; termination of the lease in accordance with applicable law; referral to the University of the Free State where appropriate.
Appendix A — Schedule of penalties
Where a resident fails to comply with the House Rules, the following progressive measures normally apply. Management may impose a stronger sanction where the seriousness of the misconduct justifies it.
| Rule violation | First offence | Second offence | Third / repeated |
|---|---|---|---|
| Dirty dishes or failure to clean the communal kitchen after use | Verbal warning | Written warning | R100 cleaning charge and/or final warning |
| Failure to keep communal areas clean | Verbal warning | Written warning | R100 cleaning charge |
| Excessive noise or disturbing other residents | Verbal warning | Written warning | R250 penalty and final warning |
| Unauthorised visitor outside visiting hours | Written warning | R250 penalty | Final warning or possible termination for repeated breaches |
| Overnight visitor (sleepover) without approval | Written warning | R500 penalty | Final warning or termination of the lease |
| Smoking or vaping inside the residence | Written warning | R500 penalty | Final warning or termination if repeated |
| Misuse of alcohol causing disturbance | Written warning | R500 penalty | Final warning or termination if repeated |
| Keeping prohibited electrical appliances (heater, air conditioner or unauthorised hotplate) | Removal of appliance and written warning | R500 penalty | Final warning or termination if repeated |
| Wasting electricity or water after written warning | Written warning | Recovery of additional utility costs where applicable | Final warning |
| Failure to report damage caused by the resident | Written warning | Cost of repairs plus written warning | Final warning |
| Damage to residence property | Cost of repair or replacement | Cost of repair plus final warning | Possible termination and legal recovery of damages |
| Failure to comply with management instructions relating to safety or emergencies | Written warning | Final warning | Possible termination |
| Tampering with fire safety equipment | Final warning | Cost of repairs and/or termination | Immediate termination where justified |
| Minor acts of disrespect towards staff or fellow residents | Verbal warning | Written warning | Final warning |
Serious misconduct
The following may result in immediate disciplinary action, termination of the lease and/or referral to the University of the Free State or law enforcement, without the progressive warning process:
- Possession, use, manufacture or distribution of illegal drugs.
- Possession of firearms or dangerous weapons.
- Theft.
- Assault, threats of violence or intimidation.
- Gender-based violence or sexual harassment.
- Malicious damage to property.
- Fraud, dishonesty or criminal conduct.
- Deliberate interference with fire safety equipment.
- Wilful damage to security systems.
- Repeated refusal to comply with House Rules after previous disciplinary action.
Before any penalty is imposed, the resident is informed of the alleged violation and given a reasonable opportunity to respond. A resident may appeal a disciplinary decision in writing to the Residence Manager or Owner within five working days. Emergency and service numbers (police, ambulance, fire brigade, campus protection services and utilities) are displayed in every residence.