Responsible Office: Campus Parking Services
Responsible Officer: Director, Business Operations
Effective Date: July 1, 2020
Approving Authority: Associate Vice-President, Physical Resources
The purpose of this document is to set out the permit parking process, including student and employee eligibility, purchasing permit parking, payment of fees, and cancellation, termination or suspension of permit parking.
The defined term is in the Highway Traffic Act (Ontario) and in Guideline A: Principles and Standards apply equally in this guideline.
C3.1. Student Eligibility
Subject to availability, to be eligible for permit parking, a student must:
- be registered in an undergraduate or graduate program proceeding towards a degree, diploma or certificate at the University;
- be in good standing with the University;
- be enrolled on a full-time basis at the University for the upcoming academic year; and
- either travel daily to the University from outside the City of Guelph municipal boundary limits or have exceptional circumstances, determined at the University’s sole discretion on an individual, case by case basis. For greater clarity, the University will presume any student who has a permanent address that is at least 45 minutes from campus will have arranged temporary local residential accommodations within the City of Guelph municipal boundary limits. The burden of proof rests with the student to demonstrate accommodation otherwise.
Permit parking for the month of September will normally be available for purchase on a first-come, first-serve basis normally commencing mid-July. Students living in residence will not be permitted to buy permit parking prior to September and may request to be placed on a student wait list.
In an effort to provide first-time students an opportunity to acquire permit parking, the University sets aside up to 20% of the total number of parking permits allocated for eligible students on a first-come, first-serve basis commencing the first week of September.
In the event the desired permit parking is not available, students may purchase another available permit parking zone type and/ or may request to be placed on the respective permit parking zone wait list. If permit parking becomes available, Campus Parking Services, without any obligation whatsoever, will make reasonable efforts to contact students according to their position on the wait list. The student wait list will be cleared of names at the end of each parking year on April 30th.
C3.2. Employee Eligibility
Employees are eligible for permit parking subject to availability and to prioritization in the following rank order: regular full-time employees followed by temporary, part-time or contract employees. Permit parking for employees is subject to the availability of permit parking allocated for employees among permit parking zones.
In the event the desired permit parking is not available, employees may purchase another available permit parking zone type and/ or may request to be placed on the respective permit parking zone waiting list. If permit parking becomes available, Campus Parking Services will, without any obligation whatsoever, make reasonable efforts to contact employees according to their position on the waiting list.
C3.3. Renewal of Permit Parking
Current permit-holders have first right to renew their permit parking between successive periods, such right of renewal expires three business days following the expiration of the permit-holder’s then-current permit parking.
Eligible employee permit-holders who have opted into the payroll deduction program will have their permit parking renew automatically monthly until the permit-holder opts-out of the program.
Requests to cancel permit parking or change permit parking zones may be submitted online and must be received by Campus Parking Services at least ten business days prior to the expiry date of the permit parking to provide sufficient time for processing of the request and any payment, thereby preventing any interruption to, cancellation or other termination of the employee’s permit parking and reassignment of the parking space or lot.
C3.4. Permit Parking Not Issued for Outstanding Fines
Permit parking will not be issued to any person who has any outstanding fines owing to the University until such fines are paid in full. Permit parking will not be issued for any vehicle which has any outstanding fines owing to the University until such fines are paid in full, unless proof of transfer of vehicle registration has been submitted in a timely fashion to Campus Parking Services.
To validate their permit parking, permit-holders are required to pay, in full and in advance, the applicable permit parking fee for the applicable parking period for the applicable permit parking zone being purchased. Upon payment, a virtual permit is issued to the permit-holder against the licence plate of the vehicle(s) registered in the permit-holder’s parking account.
C4.2. Employee Payroll Deduction Program
Regular, full-time employees may purchase permit parking through the University’s payroll deduction program. To opt into the payroll deduction program, employees simply access their parking account and select the payroll deduction option. The monthly parking fee will be automatically deducted from the second pay each month to pay the parking fee, in full and in advance, on a monthly basis, i.e. the parking fee deducted from the 2nd pay period in March will be for permit perking in April. Monthly payroll deductions, including University-approved rate increases, will continue until the employee selects to opt out of the payroll deduction program or permit parking is otherwise cancelled or terminated.
C4.3. Administrative Charge for Insufficient Funds
Should any payment be returned by the University’s banking institution for insufficient funds, the University may charge the permit-holder an administrative fee for each occurrence of such insufficient funds in addition to the applicable parking fee, due immediately upon demand.
C4.4. Withdrawal, Cancellation or Revocation of Permit Parking
A violation of, or failure to observe and comply with, this policy, including these regulations, including non-payment of fees or fines levied by the University or recurring violations or failures, may result in sanctions in accordance with section A5.1 University Sanction, which may include withdrawal, cancellation or other revocation, without notice from the University, of permit parking.
C5.1. Voluntary Cancellation or Termination
A permit-holder may voluntarily cancel or terminate their permit parking at any time prior to the expiration of the prepaid period by completing and submitting a permit cancellation form online or in person at the Campus Parking Services office.
C5.2. Voluntary Suspension or Temporary Cancellation
A permit-holder may voluntarily suspend or temporarily cancel their permit parking at any time prior to the expiration of the prepaid period by completing and submitting a permit cancellation form online or in person at the Campus Parking Services.
C5.3. Employee Leave of Absence
In the event an employee permit-holder is granted a leave of absence, the employee permit-holder may choose either:
- to cancel their permit parking by completing and submitting a permit cancellation form online or in person at Campus Parking Services. Upon cancellation, Campus Parking Services may redistribute or reassign such parking without any further obligation to the employee permit-holder. Upon return from leave, the employee permit-holder may purchase permit parking, if available, however, Campus Parking Services cannot guarantee the availability of permit parking at the time of the employee permit-holder’s return from leave; or
- to retain their permit parking during leave, the employee permit-holder remains responsible for continuing parking fee payments throughout the leave period. Should the employee permit-holder default in making any payments, the employee permit-holder will be in violation of this policy, including these regulations, and the University may exercise any of the University’s rights under this policy.
C5.4. Involuntary Cancellation or Termination
Permit parking will be automatically and immediately revoked, cancelled or otherwise terminated by the University upon either:
- the termination of the permit-holder’s employment relationship with the permit-holder’s employer (either the University or a tenant or contractor of the University); or
- the conclusion of the permit-holder’s student relationship with the University.
C5.5. No Further Rights
Upon suspension, cancellation or other termination of any permit parking, permanent or temporary, voluntary or involuntary, Campus Parking Services has the right to redistribute and reassign permit parking without any further obligation whatsoever to the former permit-holder.
C5.6. Determination of Refund/ Balance Owing
In the event of any suspension, cancellation, or termination of any permit parking, permanent or temporary, voluntary or involuntary, Campus Parking Services determines whether a refund is owed to the permit-holder or if a balance remains owing to the University, using the following equation:
a = b – (c x d) – e, where
a = the balance.
b = total amount of parking fees prepaid or paid during the parking year;
c = monthly parking fee for permit parking type, as appropriate;
d = number of parking months, including part months, used during the parking year;
e = amount of outstanding penalties and fines levied by University;
If a = 0, no refund or balance is owing;
If a > 0, a refund is owing to the permit-holder. Campus Parking Services normally issues refunds within ten business days following a request for refund, provided such request is made within ten business days following such suspension, cancellation or other termination of permit parking; and
If a < 0, a balance remains owing to the University. The permit-holder is required to pay the outstanding balance immediately upon demand by University. Failure to pay an amount owing is in violation of this policy, including these regulations.