RESIDENCE LIFE POLICIES
All students at Shenandoah University are expected to know and comply with the following regulations which pertain to on campus living. Shenandoah University believes that living on campus provides a unique opportunity to live within a diverse community with an emphasis on personal growth and development. Each residence hall is staffed with resident assistants who are trained in counseling, programming, and policy enforcement. Their role is to assist residents in developing community standards that respect individual and community rights and responsibilities. The Resident Assistants are supervised by Resident Director/Living and Learning Coordinators who are live-in trained professionals. The Resident Director/Living and Learning Coordinators are charged with developing programs, advising the Hall Council, and administering policies and procedures.
(Please see Alcohol and Drugs Policy in the proceeding policy section)
BREAKS (Fall, Holiday, and Spring)
Students may occupy their rooms on the dates specified by Shenandoah and are expected to vacate them during the Fall, Thanksgiving, Winter, and Spring Breaks, and at the close of the final examinations at the end of each semester. Students who demonstrate a need to occupy their rooms during any of the above vacations must receive permission through the Student Affairs Office. Students who have been approved to stay over breaks will be charged a fee to cover housing.
Entering a residence hall during these vacation periods without the express permission from the Student Affairs Office is prohibited and a minimum sanction will be $50. This precaution is for the safety and protection of those students authorized to remain on campus and other students' possessions left in residence hall rooms.
Bulletin boards are found in all the residence halls on campus. Resident Assistants are responsible for the content of these boards. All notices/flyers must be approved by the Resident Assistant prior to being posted. The Office of Residence Life reserves the right to determine what is approved for posting. Unapproved notices/flyers will be discarded. Students found responsible for writing graffiti on, tampering with, removing or destroying information, or damaging the bulletin boards will receive discipline sanctions that include working with the RA to put up a new bulletin board and a minimum $50 fine.
CHECK-IN AND CHECK-OUT PROCEDURES
Check-In
Each residence hall is inspected at the beginning of each school year by the staff. Students are required to fill out a Room Condition Form. Any damages or missing items should be noted on the Room Condition Form to prevent being charged when residents check-out. Any damage which a resident does not attribute to him/herself will be split between roommates. A residence life staff member will inspect all rooms for damage and will assign charges. Damages will then be billed to the resident(s).
Early Check-In
Residents must abide by the appointed schedule for arrival. Early arrivals will be limited to those student leaders, athletes, and groups, designated essential to University activities in advance of the official Move-In Day.
Check-Out
Residents must also check-out of the room before leaving school or changing rooms. A residence life staff member should be present at check-out unless other arrangements are made. The resident is responsible for leaving the room in the same condition in which it was found. This includes cleaning the room thoroughly, emptying trash, and removing all non-university furniture and belongings. The room key must be turned in at this time and noted on the resident's Room Condition Form. All expenses incurred as a result of damages are the responsibility of the resident. Charges will not be assessed to one roommate based solely on one roommate’s claiming another responsible. A written statement signed by all of the room’s residents that indicates who specifically should be charged can be submitted to the RESIDENCE DIRECTOR/LIVING AND LEARNING COORDINATOR. Room cleaning charges will start at $20/student.
Abandoned Property
Anything left on campus at the end of the academic year or after a student terminates at Shenandoah will be forfeited and disposed of if it is not claimed within five (5) days. A minimum $50 room clearing charge will be assessed against any student who fails to remove his/her items of personal property within 5 days of withdrawal or separation from the university.
Express Checkout
This process is designed to allow greater flexibility in checking out from one's room. Residents will need to pick up a key envelope, sign the "express checkout" section of the Room Condition Form and slide the key in the envelope provided under the RA's door. Damages will be assigned as determined by the staff member who inspects your room after the residents have departed.
Custodial Services is responsible for routine cleaning of public areas, including stairways, halls, laundry rooms, public bathrooms and lounges. However, students are expected to maintain their rooms in an orderly and sanitary condition; this includes removal of personal trash to a university trash can. Anything left in the laundry room for over 48 hours will become the property of Shenandoah University.
Residents of a floor or residence hall are responsible for damage done to the common areas of their residence hall. A common area is one generally used by, or available to, all residents of the hall (i.e. lounges, bathrooms, hallways, laundry rooms, and stairways.) If damage occurs to property located in a common area, the Residence Life staff will attempt to determine who is responsible for the damage. In the event an individual(s) cannot be identified, costs of repair/replacement will be assessed to the residents of the floor and/or building where the damage occurred.
Any student, organization, or university representative interested in using a residence hall common area should make a reservation request through the Residence Director/Living and Learning Coordinator of that residence hall at least 48 hours in advance.
All pranks and careless or irresponsible behavior which cause or have the potential for causing damage to university or personal property, personal injuries, or which infringe on the rights of others are unacceptable. Such behaviors include, but are not limited to water fights, shaving cream fights, and throwing, kicking, or bouncing balls, frisbees, and other similar items within or against the residence halls. No objects are permitted to be thrown or projected against the exterior of any university building.
The $50 Residence Hall Damage Deposit will be held until a student terminates residency. This deposit covers unpaid bills and is refundable through the Business Office.
ELECTRICAL RECEPTACLE SAFETY GUIDELINES
The Residence Hall policy for electrical receptacles is as follows:
Major Appliances
A major appliance is defined as any appliance that draws 4 or more amps of electricity when in use. Normally the amount of amperage is stated on the appliance. If there are questions regarding the amperage of an appliance, check with the Resident Assistant, Residence Director, or Living and Learning Coordinator.
All major appliances such as coffee pots, mini-refrigerators (4 cubic feet or less), hair dryers, curling irons, curlers, etc. much be plugged directly into wall receptacles. Extension cords may not be used with major appliances.
The following appliances are not permitted in residence halls because of high voltage and/or exposed heating elements such as halogen lamps, hot plates, toaster ovens, crock pots, electric fry pans, bread machines, George Foreman grills, window air conditioners, portable heating units, and open burners. Irons may be used only on ironing boards.
Extension Cords and Multi-Plug Adaptors
The use of extension cords is discouraged; however, until additional wall receptacles can be installed in residence hall rooms, extension cords may be used under the following conditions:
General
Virginia state law strictly prohibits anyone from tampering with fire and safety equipment. The pulling of false fire alarms, discharging fire extinguishers, removing exit signs and fire procedure signs, etc. will lead to disciplinary action and possible criminal prosecution. Any student knowing that a false fire alarm has been sounded should immediately notify the Residence Life Staff and /or Security. Any student found responsible for pulling a false fire alarm will be suspended from the residence halls for a minimum of 6 months and fined $100.
Fire drills are scheduled throughout the school year as required by state law. Participation in drills is mandatory. All fire alarms should be considered as fire alerts and the building must be evacuated immediately. Refusing to evacuate constitutes a hazard to fire officials and will result in disciplinary and/or legal action, including a minimum fine of $25 and an educational sanction.
As part of Shenandoah's responsibility toward encouraging the safest residence halls possible, the Student Affairs Office and the residence life staff are fully prepared to support and encourage all students in promoting fire safety. Students should feel free to present their concerns or ideas that could result in safer residence halls. The following regulations are in effect for student safety:
· The use or possession of any dangerous chemical or explosive materials such as fireworks, gun powder, gasoline, or incendiary devices is prohibited.
· Tampering with or setting off fire alarms, smoke detectors, fire extinguishers, or intentionally lighting a fire in a Shenandoah building is prohibited.
· The possession of or burning of candles, oil lamps, incense or other open-flamed items is prohibited as well as substances that result in producing an offensive odor.
· Motorcycles and bicycles may not be kept in hallways, stairwells, attached to fire equipment, or in any manner that interferes with exit from the building.
· Parachutes, sheets, fishnets, tapestries, and other large flammable items are not permitted to be suspended from residence hall ceilings.
FURNITURE (UNIVERSITY)
Lounge furniture should never be placed in a student room. Residents of the room in which lounge furniture is found will face disciplinary action, including a minimum fine of $50.
Residence hall room furniture and other items belonging to Shenandoah University should not be moved out of the room. A $20.00/item charge will be assessed for moving such furniture back to its assigned location and for reassemble of beds unless permission for removal or disassembly is approved by the Residence Life staff.
GUESTS OF RESIDENTS
Residents may have invited overnight guests of the same sex. Guests may not reside on campus for more than three nights per semester unless special permission is granted through the Resident Director/Living and Learning Coordinator. Parking permits for guests can be obtained from the Student Affairs Office. Guests are expected to adhere to Shenandoah regulations while visiting campus. Residents are responsible for the conduct of their guests, whether they stay overnight or not. A resident must have permission from his/her roommate to have an overnight guest. Any guests 16 years of age and under must be accompanied by a parent or guardian at all times.
Halogen lamps are prohibited in all university owned and operated facilities. Halogen bulbs are used in desk lights, floor lamps, and other similar lighting devices. Halogen bulbs are four times hotter than standard light bulbs and may cause a fire if they come in contact with combustible materials.
· All decorations must be made of fire resistant materials.
· One Christmas tree, which must be fire treated, may be placed in the residence hall lounges. However, no live Christmas trees or greenery is permitted in residence hall rooms or hallways.
· Christmas lights may be used as decorations as long as they do not touch flammable materials. Lights must be turned off when room is vacant or occupants are asleep.
· Decorations must be removed before leaving for Winter Break. Artificial snow must be removed thoroughly. Decorations left during the Winter Break will be removed and discarded and the hall/group responsible for the decorations will be billed.
· All decorations on the exterior of the residence halls will be left to the discretion of the residence hall staff.
· Residence hall staff will inspect rooms to insure that decorations are safe.
Students interested in living on campus will be provided housing if they are an admitted student and have submitted a housing application and housing contract by May 1 for the Fall semester and December 1 for the Spring semester.
Students who cease to be in full-time attendance in classes (12 credits undergraduate, 9 credits graduate) and/or who for all practical purposes drop out of school (academically) will be required to leave the residence hall within 24 hours.
Students removed from the residence halls for violations of University Conduct Policies can still be held to the financial obligations for the Housing Contract period (Fall and Spring Semesters).
Shenandoah reserves the right to change or cancel a room assignment in the interest of order, health, discipline, or if the particular space requested by the student is already reserved.
When residence hall rooms are only occupied by one person, consolidation may be required.
If a space becomes available in a room because a roommate has not been assigned or a roommate moves out, the Office of Residence Life reserves the right to fill the vacancy. Residents who engage in conduct designed or intended to dissuade or intimidate other students from moving into a room or who otherwise attempt to manipulate the housing assignment process will face disciplinary action.
Shenandoah is not liable for loss of or damages to the personal properly of students. The university's property insurance does not cover the personal effects of residential students (i.e. stereo and computer equipment, clothes, and other personal items). It is the student's responsibility to obtain personal property insurance. Students should consult their parents regarding the availability of coverage under their parent's homeowners or tenants policy. If parents have no insurance coverage, but coverage is desired, students are encouraged to purchase personal effects coverage. Please contact the Student Affairs Office for more information.
All students are responsible for damages in the residence hall or other rented or leased areas in which they live. Costs of repairs or replacement of damaged property or for cleaning or making repairs to a residence hall, will be charged to the student(s) responsible or will be deducted from the room deposit of the student(s) in cases where responsibility can not be determined.
Almost all full-time students are required to live in Shenandoah University residence halls. Exceptions include students that are married, living at their parent’s or guardian’s home, and/or over the age of 21. These students must complete an Off-Campus Housing Request form by March 31 in order to gain approval to move off-campus. This form can be picked up and returned to the Office of Student Affairs. Approval is typically granted to seniors and graduate students. Other students will be approved only if the residence halls reach maximum capacity. All students are expected to live in the residence halls for the full academic year and will be billed accordingly.
KEY DUPLICATION, LOCK-OUTS, AND POSSESSION OF MASTER KEY
Shenandoah prohibits key duplication. Students who lose keys should immediately contact a member of the residence hall staff to get a replacement. When a student loses his/her residence hall room key, the lock cylinder will be re-cored and a new key issued as soon as possible. The cost to the student will be $55.00.
Any student who needs access to his/her room after three previous lock-outs will be charged $10 for each additional lockout.
Any student found with an unauthorized master or building key will be subject to fines, as well as disciplinary action. If any student uses a master key to enter a student's room or Shenandoah University office or other facilities, he or she will be subject to disciplinary action.
The University has a number of lofting kits necessary for lofting beds. If a resident is interested in a lofted bed a maintenance request can be submitted to have the bed lofted. If there are no remaining loft kits, residents may construct lofts in their rooms if the following rules are adhered to:
· A loft is defined as a free standing platform intended to provide a sleeping surface only. Large structures that cover more than 2/3 of the room or are intended to add a second level to a room are not allowed.
· Lofts must be located and constructed in such a way that they do not interfere with access to windows, air conditioning, heating or plumbing units, smoke detectors, or other items requiring periodic maintenance and do not interfere with or obstruct egress from the room in case of emergency.
· Lofts must be free-standing. Bolts, nails, chains, etc. cannot be sunken, attached, or adhered in any way to the walls, floors, and/or ceilings to support the loft.
· Desks, dressers, and other university furniture must not be used to support the loft or bed
· All wood should be treated with a fire retardant substance.
· Lofts must be no larger than 90” by 48”. Lofts must also be constructed in such a way as to allow 36” clearance between the top of the mattress and the ceiling.
· Lofts must be completely dismantled and removed from the room when the occupants vacate the room, either by changing rooms during the year or upon final checkout at the end of a semester.
· Lofts are subject to periodic inspection by the Physical Plant staff from compliance with the aforementioned guidelines. Residents who do not meet these guidelines will be required to modify or replace their loft.
· Tips for the safe use of lofts include tightening all bolts regularly, installing bed rails to prevent falls, and keeping clip on reading lights at least 24” away from the mattress or pillow (common cause of residence hall fires)
While the university is responsible for routine maintenance, the resident is responsible for reporting maintenance concerns to either the RA or on line at http://www.su.edu/intranet/v2Departmens/Physical_Plant/v2ppWorkOrder.asp. If a repair is not made within 48 hours submit a second request. If a repair is still not made, contact the Residence Director/Living and Learning Coordinator who will work to resolve the situation.
The University will provide electrical power, heat, and water and maintain these utilities under controllable conditions. Residents must understand that , as a condition of this policy, the university shall not be responsible or liable for any damage or loss to his or her personal property caused by the cessation or failure of such utilities, no matter the reason. Moreover, the University will not be in breach of this policy if such utility service is suspended for any reason; provided, if the premises are rendered unsafe or unfit for occupancy, the University will offer alternate housing if it is available on campus or provide a prorated refund of the unused portion of rent.
Residents are expected to use discretion where noise is concerned in and around residence halls. Consideration of others is expected at all times. Stereos, TVs, and radios must be kept at a volume that cannot be clearly heard outside the occupant's room. In general, musical instruments may not be played inside the residence halls. Exceptions to the rule are the acoustic guitar and instruments that can be played with the use of earphones. Practice rooms are available for the practice of voice, piano, percussion, and other instruments.
Quiet Hours have been instituted to insure students a conducive learning environment. More restrictive residence hall quiet hours can be voted on in each residence hall at its first meeting.
Quiet Hours are set up
within the following minimum guidelines.
Sunday through Friday morning: 10:00 p.m. - 10:00 a.m.
Violations of Quiet Hours will be cause for disciplinary actions. Whenever Quiet Hours are not in effect, a policy of Courtesy Hours will be enforced in each residence hall. The purpose of Courtesy Hours is to encourage each student be responsible for the environment in the residence halls. Consideration for one another is the key to maintaining a positive learning environment. Violations of Courtesy Hours will be cause for disciplinary action. From the last day of classes until the last day of exams, quiet hours are in effect 24-hours a day.
The following guidelines have been established to qualify for commuting status:
It is against Virginia state law to enter upon another person’s dwelling and secretly peep, spy, or attempt to peep or spy into or through a window, door, or other aperture. For Shenandoah University, this includes common area bathrooms and showers.
PROHIBITED ITEMS IN THE RESIDENCE HALLS
For a variety of reasons some items are simply prohibited from the residence halls. Some of these items include, but are not limited to: ceiling fans, chain and dead bolt locks, outside antennas, George Foreman Grills, Toasters, and waterbeds.
Students are not allowed on roofs or elevated balconies of residence halls without permission from Residence Life staff.
Students may request approval to change roommates after the second week of each semester. Room Change Forms are available through the Student Affairs Office. Each student is required to obtain permission from all involved parties prior to the change. Students may not request room changes during Finals Exams. Once a room change is approved the move must occur within 48 hours. A minimum fine of $50.00 will be levied against any student who changes rooms without receiving proper approval. Any student who changes rooms after February 1 will lose his/her right to squat either his new or old room at the Housing Lottery.
ROOM ENTRY, INSPECTION, AND SEARCH POLICY
Shenandoah reserves the right of entry by authorized personnel to protect the health and welfare of the student and Shenandoah community when there is a possible cause to believe a violation of Shenandoah University or civil regulations is being committed, or in any emergency situation.
Health and Safety Inspections
Health and Safety inspections are held periodically by Resident Assistants and/or Resident Director/Living and Learning Coordinators. These inspections will be announced by either e-mail or flyers at least 48 hours in advance. The main objective of inspections is to maintain a safe and healthy living environment. When health or safety risks are discovered, items may be removed from the room. Confiscated items will not be returned to the student or his/her guest. Resident Assistants will attempt to educate resident s by showing the proper method to correct a potential problem situation. If the resident is not present, the situation will be corrected and a note left for the resident. Health and Safety Inspections also give the residents an additional chance to make the staff aware of repairs that are needed in individual rooms.
Custodial and Maintenance Room Entry
Shenandoah reserves the right of entry in the student’s absence by custodial and maintenance personnel in performance of necessary repairs and improvement to the residence facility.
Emergency Entry
A residence life staff member may, without verbal or written authorization from a higher authority, enter a student’s room either forcibly or with a building master key in cases of fire, explosion, bomb threat, attempted or suspected suicide, or other situations which call for immediate entry in the interest of safety or security, both for residents of the room and the residence hall.
Any authorized or illegal items observed in student rooms during an emergency entry may result in future investigation after the emergency situation has passed. In the event of suspected vandalism, arson, assault, or other violations of Shenandoah policy which may have occurred in a room, appropriate Shenandoah officials may be called in to conduct an investigation. The results of such an investigation may result in disciplinary action or criminal prosecution.
Room Search
Because colleges and universities are viewed as an educational community with special behavioral requirements, the courts have upheld the college's right to enter and search rooms and suites with just cause, as long as the entry and search are not done in an arbitrary and capricious manner which unnecessarily deprives a student of fundamental constitutional protection. The intent of this policy is to provide protection for rights of each Shenandoah student while at the same time providing residence life staff members and Shenandoah officials the means to maintain and protect the educational environment necessary for Shenandoah to fulfill its primary purpose.
Authorized Entry and Search
When an individual has reasonable cause to believe that a student has violated a Shenandoah policy and relevant or prohibited materials remain in a room or suite, a request may be made for an authorized entry and search. The request would be directed to the appropriate Student Affairs staff member who would inform the Vice President for Student Affairs or his/her designee. After considering the request, the Vice President for Student Affairs or his/her designee may give a written or verbal authorization to conduct an authorized entry and search of a student's room for specified items. In the event that the Vice President for Student Affairs or his/her designee is not available, Assistant Vice-President for Student Affairs, Vice President for Administration and Finance or the President of the university should be contacted.
All of the residence hall rooms at Shenandoah are double occupancy. Single occupancy rooms are not normally available and when available are given out on an approved need (i.e. disability or resident assistant) and then at determined by the Office of Residence Life. In instances when a student does not have a roommate, Shenandoah University reserves the right to assign a second student to that space at any time during the year if the need arises.
Smoking is prohibited in all buildings of the university including residence halls and rooms. Smoking is defined as the lighting or burning of any pipe, cigar, cigarette, or other tobacco product. Shenandoah University is committed to providing a safe, healthy, and pleasant learning and work environment for its students and employees. Medical research has shown that smoking poses hazards to the smoker’s health and that passive smoke is hazardous to nonsmokers. Smoking is prohibited within 30 feet of building entrances.
Storage space is very limited and restricted to certain areas as designated by the Office of Residence Life. All stored items must be in stackable containers labeled with the student’s name, ID #, date, and address. Each box/item stored will cost $10/month or $30/item over the summer. Access to items stored over the summer may not be gained until the official opening of the residence hall in the fall. The University will discard or sell items not removed from these areas by the second day of classes each semester. The owners will be charged $15 for the removal of each item.
The hours for room visitation are voted on in each residence hall at its first meeting. Visitation hours are set up within the following minimum guidelines:
Residence Hall lounge hours are also voted on at this time. Lounge hours can be the same as visitation hours or open 24 hours. All residence halls are closed to visitors at the close of visitation, except for registered overnight guests. (see Overnight Guests)
If any violation of the visitation guidelines occurs, both the guests and host are considered responsible parties. Students will be held accountable for any damage or violation of regulations by their guests on-campus or in their residence hall room.
Violations carry over from semester to semester, but not from year to year. The Residence Life staff may use other forms of discipline based on special circumstances.
Any violation of the visitation guidelines is considered to be serious. For purposes of disciplinary action, infractions of visitation guidelines have been classified into two categories as follows:
A. Minor Offense: Any student found in the room of a member of the opposite sex within 30 minutes past the end of visitation hours will have committed a minor offense.
B. Major Offense: Any student found in the room of a member of the opposite sex more than thirty (30) minutes past the end of visitation hours, will have committed a major offense. A third minor offense is considered a major offense of the visitation rules and is subject to the following disciplinary action:
If visitation privileges are revoked, the student is not permitted to have any guests of the opposite sex in his/her room. At the same time, he or she is not permitted to be in opposite sex rooms or be in rooms of the same sex where opposite sex guests are present.