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Policies and Information for On Campus Conference Guests

Staffing/Chaperoning Responsibilities:  Shenandoah University required all participating groups with participants under the age of seventeen (17) to be accompanied by a chaperone while staying overnight on campus.  It is required that there be at least one (1) chaperone for every fifteen (15) participants.  The chaperones are required to stay in rooms which are dispersed among the participants' rooms.

 Cleanliness Responsibilities:  The rooms in the residence halls are clean when you arrive.  It is expected that the participant who occupied the room will leave the room the same.  Regular everyday wear and tear is anticipated.  Charges will be applied to Sponsoring Organization's bill for cleaning of unnecessary debris and/or repairing any damage.

 Residence Hall Keys & ID Cards

Key Responsibility:  A room key and ID card is issued for personal use only and is not to be lent any other person for any reason.  No room or buildings will be unlocked to admit any unauthorized person who is not currently participating in a conference using that facility.  If a room key or ID card is lost, a summer conference staff member should be contacted in order to issue a new room key or ID card. 

Lost Key Responsibilities and Charges:  There will be a fifty five dollar ($55) charge for all room keys lost or not returned to the residence hall prior to participant’s departure from campus.  Please contact a conference assistant if a key is lost during your stay on campus. There will be a ten ($10) charge for any lost I.D. cards.

Policies for Residential Guests

ALCOHOL:  Summer students and guests are expected to obey all laws of the Commonwealth.  Alcoholic beverages are not allowed in any public areas (lounges, hallways, etc.).

CLIMATE CONTROL: To maximize the operation of the air conditioner, it is essential that all windows be kept closed.

DAMAGES: Each guest is responsible for the contents of his or her room.  Do not remove or add furniture from Shenandoah University to rooms.  Damages to the room that are clearly beyond normal wear and tear will be charged to the individual responsible or the sponsoring organization.  These charges will be specifically itemized.

Damage that is caused accidentally should promptly be reported to the conference staff member or an appropriate Shenandoah official.  Failure to report accidental damage will be considered a violation of this regulation and guests may be fined.

DESTRUCTION or ATTEMPTED DESTRUCTION of PROPERTY: No guest shall intentionally or negligently damage, attempt to damage, or participate in the damage of property belonging to or in the care of Shenandoah, a member of the Shenandoah community, or a campus visitor.  Balls, Frisbees, and other similar items are not to be thrown, bounced or kicked within or against residence halls.  No objects should be thrown or projected against the exterior of any university building.  Guests may be fined for any

DINING HALL: The Allen Dining Hall will be the location for your meals while on campus.  Contact Peter LeBreque, Director of Dining Services, at 540-665-4924 with any questions. 

Dining hours are as follows: 

FIRE ALARMS: If a fire alarm sounds, YOU MUST EVACUATE the building!  A staff member will respond to all fire alarms.  Use the stairwells at the end of the hallways to vacate the premises.  Please locate the emergency exits upon your arrival.  Remain outside the building until a staff member tells you that it is safe to re-enter.

IMPORTANT INFORMATION: Outside doors to the halls are locked 24 hours a day.  As a conference guest, you will have limited access to the hall that you are assigned.  The following items are NOT allowed in the halls:

1.  NO Smoking!
2.  Open flames or filaments and flammable liquids (including candles and incense)
3.  Firearms, weapons, firecrackers and explosives
4.  Illegal drugs and paraphernalia
5.  Fuel powered equipment
6.  Pressurized items (i.e. scuba  equipment)
7.  Pets, except seeing-eye dogs
 

LAUNDRY FACILITIES: Laundry facilities are located on the first floor of each hall.  The cost is $1.25 to wash and $1.25 to dry. Machines only take quarters.

NOISE: As a general rule, noise, whether it is playing music or loud talking should not disturb others.  This is especially true between the hours of 9:00 p.m. and 8:00 a.m. (Quiet Hours).  Please be respectful of others.

PETS: Pets are not allowed; except for seeing eye dogs.

SECURITY: (On-campus:  540-678-4444, Cell phone:  540-678-4444)

The success of the security program is dependent upon your full participation. 

Please keep your doors locked. 
Be sure all doors close behind you,
Do not lend your room key to anyone.
Do not prop exterior doors open. 
Also, do not remove any window screens from your room window.  If you are locked out of your room, contact your sponsor or a conference assistant to unlock your door. 
Be sure to carry your key and ID card at all times. 
Report all lost keys to a conference assistant immediately so that your key can be replaced.

TELEPHONES: There are no telephones in the rooms.  You may bring your own.  There is a twenty five dollar ($25) charge for local phone service.  You must provide names of individuals bringing phones one week prior to arrival to make sure phone lines are turned on.  Long distance calls may only be placed via phone card.

TRASH: You are responsible for taking trash out of your room.  In all residence halls, except for the University Inn, Romine and Edwards Residential Village, there are large trash cans in the hallways of each floor.  In the University Inn/Romine/Edwards Residential Village, you must take your trash to the dumpster outside.  Those who do not remove their trash may be fined.

REMINDERS: Please remember to bring the following items:

• Blankets

• Extra long twin sheets

• Pillow & pillowcases

• Towels, wash cloths

• Trash can or trash bag

• Lamp- if staying in University Inn  

• Alarm clock

• Pillow

• Telephone- See telephone section above

• Personal hygiene items

University Regulations

Safety Responsibilities:  Please make sure that participants are aware of evacuation procedures. Tampering with fire systems, fire alarms, or fire fighting equipment is prohibited while on campus and such behavior will subject individuals to prosecution under Virginia State Law.  Use of portable hot plates, hot pots, and toaster ovens is prohibited.

Damage Responsibilities and Charges:  See section on Damages above.

Security Rights and University Rights:  The University may exercise the right to enter a room during a program for the purpose of inspection, repair, or emergency The University may exercise the right to reassign programs to different room in the hall or meeting facilities, after timely notification, in order to accomplish necessary repairs and renovations to facilities.  To revoke campus privileges including residency in or utilization of any of its buildings of an occupant whose conduct, solely in the University's opinion, becomes injurious to the University community.

Disorderly Conduct:  Disorderly conduct is any behavior which disrupts the regular or normal functions of the SU community, including behavior which breaches the peace or violates the rights of others.

Facility Use Regulations:  University facilities are to be entered only during scheduled hours.  It is prohibited for a person to enter any area which is restricted to authorized personnel except where permission has been granted.  Violations of facility regulations stated and/or posted may result in removal from the facility and action by the University or civil authority depending on the nature and severity of the violations.

Equipment Use Regulations:  Any organization using any of the University's equipment should keep it well maintained while in use.  It the equipment is not operating properly the organization should notify the Summer Programs Office immediately.   Any equipment that is found broken, mutilated, or destroyed will be billed to the Sponsoring Organization.

Lost/Stolen Belongings:  The University is not responsible for loss or theft of personal property or damage or personal property.

Insurance Policy.  Each group or organization visiting the campus will provide its own comprehensive general liability insurance for all its participants and are required to provide the University with a certificate of insurance with the University named as an additional insured.  The University recommends a policy with at least $100,000/300,000 bodily and $100,000 property coverage.

Parking Facilities.  Parking facilities are provided for those organizations in need while visiting the campus.  Visitors may park in the parking spaces marked for visitors.  Motorized vehicles may not be driven on campus grounds or sidewalks.  Please pay attention to street postings regarding these regulations.

Cancellation Policy.  This agreement is subject to cancellation without penalty by either party up to thirty (30) working days before the Arrival Date of Participants.  The cancellation on either parties part will be in writing, delivered by certified mail.

If the agreement is canceled between thirty (30) and fifteen (15) working days of Arrival Date of Participants, the Sponsoring Organization agrees to pay the University fifteen (15%) percent of total charges per participant for Anticipated Overall Attendance, as stated in the agreement.

If the agreement is canceled between fourteen (14) and five (5) working days of Arrival Date o Participants, the Sponsoring Organization agrees to pay the University fifty (50%) percent of total charges per participant for Anticipated Overall Attendance, as stated in the agreement.

If the agreement is canceled five (5) working days of Arrival Date of Participants, the Sponsoring Organization agrees to pay the University one hundred (100%) percent of total charges per participant for Anticipated Overall Attendance, as stated in the agreement.

Deposit Requirements. Sponsoring Organizations are ; required to pay twenty-five (25%) of any total anticipated bill at least thirty (30) working days prior to Arrival Date of Participants, as stated in the agreement.  In the event a program is canceled after the deposit has been paid, the deposit will be applied towards the percentage owed as stated in the "Cancellation Policy" above; after the cancellation fee is covered, any additional funds will be returned to the Sponsoring Organization.

Remaining Payment Deadlines.  Remaining fees will be billed seven (7) working days following the program.  The Sponsoring Organization will be billed for services, facility, and equipment used by the Anticipated Overall Attendance, as stated in this agreement.  Payment is required within thirty (30) days of receipt of bill.

Agreement Revisions.  Any needs not specified in this agreement are subject to additional charges.  Requests should be submitted to the Office of Continuing Education in writing no later than twenty (20) working days prior to the Arrival Date of Participants, as stated in this agreement.  This written document should be submitted by the primary contact person of the Sponsoring Organization.  The University does not guarantee anything other than that which is stated in this agreement.

In the event the University building, property, or facilities shall be destroyed or substantially damaged by fire or other casualty, or in the event other circumstances render the fulfillment of this agreement impractical or impossible, the Sponsoring Organization shall be obligated to pay for those fees for services, activities and events which occurred prior to the casualties or circumstances.  The Sponsoring Organization waives any claims for damages or compensation resulting from fire, casualty, or other circumstances causing curtailment of this agreement.

Financial Arrangements.  Billing is based on your guaranteed number of participants.  This information is needed two weeks before the start date of your camp.  Conference/Camp coordinators are required to update numbers at least two weeks prior to arrival date.  Payment of deposit is due the last day of your conference.  Minimum deposit should be no less than $75.00 of your total bill.  Balance is due within 30 days to avoid a late fee.  Each conference is required to carry its own liability insurance, and a copy of the certificate must be turned into the Summer Programs Office for verification upon arrival to campus.

Technology Services.  Technology services are offered in cooperation with other offices on campus and require a twenty-five dollar ($25) usage fee.  We must have prior arrangements made at least TWO WEEKS in advance of your conferences/camps arrival in order to sufficiently serve your conference/camp.  Please indicate your needs on the enclosed Interest Form for Facilities and Services.  Computer Labs are available based on availability.  Additional equipment may be available upon request.

Failure to Comply.  Failure to comply with University Officials, or those appointed or elected to act on behalf of the University, acting under provisions of this agreement, any result in revocation of Sponsoring Organization's visit.  If you are instructed by University officials to do anything you feel is inappropriate or are dealt with in a manner which you feel is inappropriate, please contact their supervisor or the Office of Summer Camps & Conferences.Summer Programs IMMEDIATELY.