Updated VSU Accommodation House Rules (VSU Hostel, Apartelle, Core Cottages, and Seafront Suites) (BOR Resolution No. 101, s. 2025)

Updated VSU Accommodation House Rules (VSU Hostel, Apartelle, Core Cottages, and Seafront Suites)
(BOR Resolution No. 101, s. 2025)

Rationale

This proposal is submitted to modernize and standardize the operational policies of the VSU Apartelle in response to the evolving needs of its guests and the university’s goal of improving facility management. The existing house rules have become outdated, lacking clarity in several critical areas such as reservations, guest conduct, and use of amenities. To address these gaps, the revised rules introduce comprehensive and structured guidelines covering check-in/out procedures, payment and cancellation terms, security deposits, amenity usage, and guest responsibilities.

Key enhancements include:

Implementation of early check-in charges and security deposits to ensure orderly procedures and protection of property;
Updated reservation and cancellation policies, including reduced reservation deposits and more guest-friendly cancellation terms;
Defined fees for appliance usage, extra persons, and extra bed requests to promote fairness and cost recovery;
Introduction of pet-friendly accommodations for guests traveling with animals;
Formalized rental rates for amenities such as lawn spaces, projectors, and audio systems, supporting income generation;
Stricter enforcement of guest conduct policies, including higher penalties for smoking and cooking violations;
Refined rules on alcohol consumption and visitor curfews, to ensure safety, order, and respect for shared spaces.

These revisions are expected to yield multiple operational benefits: increased clarity and specificity of policies, enhanced revenue through new services and charges, improved damage control via security measures, more streamlined processes for staff, and better accommodation of diverse guest needs, such as travelers with pets.

Legal Basis:

Republic Act No. 8292
CHED Memorandum Order No. 20, series of 2911
COA Memorandum No. 2022-014

Comparative Matrix of Old and New VSU Apartelle House Rules with Benefits Analysis

Feature/Aspect	Old House Rules	New House Rules	Key Changes	Benefits of the New Rules
CHECK-IN AND CHECK-OUT
Check-in time	2:00 PM	2:00 PM	No change	-
Check-out time	12:00 NN	12:00 NN	No change	-
Early Check-in Charge	No specific rule mentioned	Php 100.00/hour	Addition of early check-in charge	Clear policy and fees for early check-in based on hotel standards/protocol
Late Check-out Charge	Php 100.00/hour	Php 100.00/hour	No change
RESERVATIONS
Reservation Deposit	50% of room rate (non-refundable but consumable)	25% of the room’s total price	Decrease in reservation deposit	Lower initial cost for reservation
Reservation cancellation	Less than two days before check-in: charges apply One day before check-in: 20% of room rate *Day of the check-in/No show: 50% of room rate	Cancellation four (4) days before arrival: refund less than 10% of room rate Cancellation on arrival day: non-refundable	Clearer and potentially more favorable cancellation policy if done 4 days prior.	Provides guests with a clearer understanding of the cancellation process and potential refunds.
Guaranteed reservations	No specific rule mentioned	Full payment or 100% of room price required.	Addition of guaranteed reservation policy	Clear policy for guaranteed reservations based on hotel standards/protocols.
Payment of Balance	Settle account one hour before check-out	Full room balance due upon check-in/check-out	Changes in payment timing	Clarifies when full payment is due.
Security Deposit	No specific rule mentioned	Php 1,000.00 collected, refunded if no damages; additional charges if damages exceed Php 1,000.00	Addition of security deposit	Protects establishment from damages, clarifies charges for damages that are based on hotel standards/protocols.
EXTRAS
Extra bed	No specific rule mentioned	Php 300.00 (includes blanket, pillow, sheets, towel, morning kit)	Addition of extra bed fee and inclusions	Clear pricing and inclusions for extra bed.
Extra Person	Children below 8 years old: free if sharing with parents, no extra bed/accessories Maximum of 4 guests	1-7 years old: no charge 8 years old and above: Php 100.00/pax	Changes in extra person policy	Clearer policy and fees for extra persons, specifically addressing charges for children.
Ironing	Ironing of clothes inside the room is strictly prohibited	Iron rental available for Php 100.00 (Php 50.00 extra per day if not returned)	Change from prohibition to rental	Provides option for guests to iron with fee, clarifies rental terms and charges
Electrical Appliances	No specific rule mentioned	Electrical charge for hair blower, hair iron/curler, clothing iron, ring light, etc. (except laptop): Php 50.00 for the first 2 days, Php 50.00 per succeeding day	Addition of electrical appliance usage charges	Covers costs associated with electricity usage for specific appliances.
Housekeeping	Cleaning rooms: inform front desk between 6:00 AM to 11:00 AM for use of “Make-up Room” sign	Housekeeping until 4:00 PM; additional requests before 4:00 PM	Change in housekeeping request times	Sets clear expectations for housekeeping service availability.
Room Keys	Front door keys provided Room keys to be returned upon check-out. Php 500.00 charge for stolen/lost keys	Room keys are encouraged to be surrendered when leaving the room (key deposit box at front desk/lobby Php 1,500 charge for lost/stolen keys.	Changes in key handling and lost key changes	Encourages proactive key management, increases lost key charge.
Visitors	Visitors allowed 8:00 AM to 10:00 PM in lounge or room with front desk consent Visitors to log in through the log book	Visitors not allowed to stay after 10:00 PM; strict adherence to 10:00 PM curfew	Stricter rule on visitor curfew	Aims to maintain order and security by enforcing a visitor curfew.
Valuables	Guests are advised not to leave valuables. Apartelle is not responsible for any losses.	Management/staff not responsible for unattended items; 3-month retrieval period for lost and found items	Minor changes in wording, addition of retrieval period.	Clarifies management’s responsibility and provides a retrieval timeframe
Smoking	Strictly prohibited in rooms; Smoking area designated Php 500.00 fine for smoking in rooms	Prohibited in rooms; designated smoking area can be utilized If caught, guest charged according to original room price	Increase in potential fine for smoking in roms	Reinforces smoking prohibition with a potentially higher penalty.
Alcohol	Drinking alcohol at the lobby area is strictly prohibited	Alcohol permitted in rooms; excessive drinking discouraged; drinks allowed at VSU Beach Garden; minors not allowed to consume alcohol	Change in rules regarding alcohol consumption	Provides more clarity around alcohol can be consumed and sets expectations around responsible consumption
Lawn/Cottage Rental	No specific rule mentioned	Php 100.00/day rental fee	Addition of Rental Fee	Sets a clear price for renting the lawn area and for restoration and maintenance.
Projector/Screen Rental	No specific rule mentioned	Php 600.00/day rental fee	Addition of Rental Fee	Sets a clear price for projector and screen rental
Speaker/Microphone rental	No specific rule mentioned	Php 600.00/day rental fee	Addition of Rental Fee	Sets a clear price for speaker/microphone rental
Pets	Pets not allowed in rooms	Pets allowed in Pet-friendly rooms only	Change in pet policy	Provides specific accommodation for guests with pets in designated rooms
Cooking	Cooking inside the rooms is strictly prohibited	Strictly NO COOKING inside the rooms. If caught, the guest will be fined according to the original room price	Reinforcement with a specified penalty	Reinforces the prohibition of cooking in rooms with a clearer consequence.
Other Prohibitions	Do not flush sanitary products Vandalism prohibited Drugs prohibited Gambling prohibited Moving furnishings/interfering with electrical network prohibited	No similar rules explicitly listed.	-	-
Silence	Silence should be observed, especially at night; keep TV volume to minimal	No similar rules explicitly listed.	-	-
Door policy	Keep doors closed at all times; use the “Do not disturb” sign	No similar rules explicitly listed.	-	-
Towel Provision	Dormitory guests not provided shampoo, soap, towels; towels can be rented for Php 50.00.	Extra bed inclusion of towel	Change in towel provision with extra bed.	A towel is provided with an extra bed.

Key observations and General Benefits:

Increased Clarity and Specificity: The new rules tend to be more specific, outlining fees for various services (early check-in, extra bed, appliance usage) and clarifying policies (e.g., cancellation, security deposit). This reduces ambiguity and sets clear expectations to requests.
Enhanced Revenue Generation: Several new rules focus on generating revenue through additional services and penalties (e.g., appliance charges, rentals, increased fines).
Emphasis on Damage Control: The security deposit and increased fines for violations (smoking, cooking) highlight a focus on protecting the property and minimizing damage. Streamlined Operations: Some changes, like encouraging key deposits, may aim to streamline operations for the staff.
Accommodation of Specific Needs: The introduction of pet-friendly rooms caters to a broader range of guests.

		Visca, Baybay City, Leyte Philippines 6521
		Trunkline: +63 (53) 565 0600 Fax No: +63 (53) 563 7067
		uimpa@vsu.edu.ph