William Woods University

Housing Agreement

The following regulations have been adopted for the residence halls at William Woods University and are part of the agreement between the university and the residents of the halls. Personal integrity and cooperative spirit are appropriate characteristics of university residents. The following regulations, along with the Community Code and information found in the Student Handbook, are in place to facilitate an atmosphere of respect and cooperation.

RESIDENCY/NON-RESIDENCY REQUIREMENTS

William Woods University is a residential university that fosters personal development through a variety of co-curricular learning opportunities. Full-time residents, therefore, are required to reside in one of the campus residence halls unless they meet the requirements for non-resident status or their housing agreement has been terminated by the university.
Residential students are required to be enrolled full-time. Residents enrolled full-time but needing to change to part-time can request permission to remain in a campus residence hall. Residents should meet with the Dean of Student Life to make such a request.
Residents requesting a change of status must complete the appropriate forms and submit to the Dean of Student Life for approval. Residents must meet one of five categories to qualify for non-resident status:

Residents who reside with parents or guardians and live within a 60-mile radius of the campus.
Residents who are 23 years of age on the first day of semester classes.
Residents who are married or have children.
Residents who are fifth-year seniors and have 90 credit hours.
Senior with 90 hours that have received a lottery spot.

OFF-CAMPUS LOTTERY

To be eligible for the off-campus spring lottery a resident must:

Have completed 90 hours by the end of the current academic year.
Be non-Greek.

ASSIGNMENTS

CHECK-IN AND CHECK-OUT

Official check-in occurs when the resident reports to his/her assigned hall, receives a room key, and fills out the required check-in forms.
Official check out occurs when the resident has his/her room checked for damage by a Community Advisor, signs all appropriate paperwork, removes belongings, then turns in his/her keys. At the end of the spring semester, check out must occur within 24 hours after the resident's last final examination.

PERIOD OF OCCUPANCY

Depending on their involvement with the university and its organizations, residents have different move-in days. Residents will be informed of their particular move-in date by mail during the summer. Residents moving in prior to their designated day will incur a fine of $80 per day and may be escorted out of the building.
All residence halls and apartments close at 10:00 am the day after the last scheduled exam at the end of each semester. Graduating residents will be allowed to stay until after the commencement exercises. Non-graduating residents must vacate the halls 24 hours after their last final. Late checkouts will result in a $50 the first hour and $25 for each additional hour.
BREAK ACCOMMODATIONS

Residents needing housing over University breaks should register for housing accommodations. Housing is not available for all breaks.
For safety, it may be necessary to consolidate housing. Halls not used over breaks will be secured with a special locking system and residents of that hall will be unable to enter until the lock is removed after break.

CONSOLIDATION

In an effort to keep room rates low and to operate an economically efficient organization, William Woods University reserves the right to move/consolidate residents to reduce losses in revenue and to fill vacancies that may occur throughout the year. This policy has been established to deal with the difficult task of room consolidations, and to ensure that such consolidations are performed in a fair and equitable manner.
When one of the occupants of a room moves out, the remaining occupant must obtain a roommate from a list of residents who do not have roommates, pay the private room rate, or move to another room or apartment. The consolidation process must be completely accomplished within seven days after the vacancy occurs.
If the entire process has not occurred within this seven-day time period, the resident(s) shall automatically begin to be charged and be obligated to pay for their room(s) on a prorated basis at the higher single room rate.
In cases where none of the consolidating parties wish to move, priority to remain will be based upon (1) length of enrollment at WWU, (2) earned credit hours and (3) length of room occupancy.
Residents who willfully refuse to participate in the consolidation process will be charged the private room rate.
The University will make a reasonable attempt to accommodate room requests for double occupancy, but reserves the right to assess additional fees for single room occupancy caused by a resident refusing to accept a new room or new roommate.
The University reserves the right to deny double occupancy to residents who, after repeated attempts, cannot be placed with a roommate. Residents denied double occupancy status will be charged private room rates.
Exemptions from the requirement to either consolidate or begin paying a single room rate are as follows:

If there is an uneven number of residents without roommates within a given residence hall, one of the individuals selected by the Director of Residential Life will not be required to consolidate or pay a single room rate until the next vacancy occurs in that building or until the university reassigns the space.
No consolidation is required of vacancies that occur in a room after the fifth week of class for the fall semester and the fourth week of class for the spring semester.

TEMPORARY HOUSING – A resident may be assigned to a temporary space if occupancy demands make it necessary to do so. If this happens, the resident will receive notification of the temporary assignment, along with an explanation of what that means.
SPACE CHANGES

Three weeks after the beginning of the semester, residents are allowed to make room changes approved by The Director of Residential Life. After completing the necessary forms, the move must be completed within three days.
Unauthorized room or hall changes or failure to vacate a room at the time designated by the University may result in a $50 service charge, a daily rate being charged and/or disciplinary action. The Director of Residential Life must approve all room changes. All forms must be completed before the move. All moves must be completed within three days of approval. The Director of Residential Life reserves the right to limit the number of moves a resident makes each semester.

FINANCIAL RESPONSIBILITIES

DAMAGES

Causing damage to rooms, public areas, and /or grounds of residence halls is prohibited. You are responsible for damages to University property that may be caused by you or your guests.
Each resident will sign a Room Condition Report upon moving into their room. The condition and inventory of the room will be noted. This form will be used to recheck the condition and inventory of your room when you leave. Damage to the room, other than normal wear and tear, and/or the necessity of the University to clean the room will result in assessed charges. All keys must be returned to avoid an extra charge.
You are also responsible for the upkeep of your common living area. When common area destruction occurs or non-routine cleaning is required, and the individual(s) causing problems cannot be identified from investigations, the hall community will be given the opportunity to solve and correct the problem. Only after such corrections are not made within a reasonable amount of time (as set by and to the satisfaction of the University) will all members of the community be charged. A minimum charge for any billed damages will be $10.00. Community Life staff will work closely with residents to help resolve these matters in the most positive way possible.

HALL DUES – Hall dues of $10 per resident are collected at the beginning of each year. This money is used for activities and projects for the residents. Money remaining at the end of the year will be used for hall improvements.
MEAL PLAN

All resident must be on a meal plan—there are no exceptions. Residents are automatically placed on the 19-meal-per-week plan.
A change to the 14-meal-per-week plan must be made in the community life office by the first week of class of each term.

VACATING – Rooms will also be checked for damages after the resident checks out by the residence hall staff and additional charges may be levied, if necessary. Rooms should be left clean and all non-university furniture and carpet removed. Excessive trash left in the halls after closing will result in fines for all residents of the building.

LIABILITY – William Woods University does not assume responsibility for any residents, guests, or other person’s loss of money, property or valuables, or for damage to property on the WWU campus. Residents are urged to obtain their own insurance coverage on personal effects, or to check parent's homeowner's insurance to see if losses in the residence halls are covered.
LIVING UNITS

DECORATIONS

Tacks, nails, and/or tape will damage walls or woodwork. Pictures should be suspended with poster putty. Students may post decorations within their room and/or on their door. Decorations may not be posted on common area walls.
Painting and writing on doors or walls is prohibited.
Banners and flags are permitted for special event or personal decoration. Outdoor banners should be limited to special events and must be taken down in a timely manner. Personal flags and banners that are non-offensive are permitted inside a resident’s room and should not hang outside a resident’s window.

ENTRY INTO LIVING UNITS

It is the university's policy to respect each resident's right to maximum privacy in his or her room. Where possible, notice is given prior to entering a resident room for routine maintenance and inspection. The resident will not reasonably withhold consent to university staff or its designee to enter a room/residence in order to inspect the premises, or make reasonable or agreed upon repairs or improvements.
University personnel and their authorized designee(s) may enter a resident's room without notice for an emergency, maintenance work, fire safety inspections, fire drills, insuring compliance with health and safety standards, to insure the health and safety of a resident, or a reasonable cause to believe there have been violations of university policy or state and federal law (administrative permission is required).
Rooms may also be entered by staff when halls are being closed for holidays and breaks.
Notice of room entry is not always left in the room.
Maintenance can enter rooms after 9:00 am for general maintenance purposes. They will knock and announce themselves before entering.

FURNISHINGS

Each room is equipped with a single bed and mattress, one chest, and one desk and chair per resident. Blinds are provided at all windows.
Roommates may arrange the furniture to suit their needs, within reason. Chests and/or desks may not be stacked on top of each other. Beds should remain, as they are when a resident checks in, i.e., lofted, bunked, or unbunked.
After the initial move-in process is complete, usually about one week after classes begin, residents can make a maintenance request to have beds either bunked or unbunked. When possible, these requests will be honored; however, in some situations the beds may need to remain in their original state. If the request is granted, there will be a $15.00 charge placed on your account.
Residents may bring carpet, however, rubber-backed carpet, carpet glue, and tape is prohibited. Vacuum cleaners are provided in each hall.
Privately owned lofted beds or waterbeds are not allowed in resident rooms.
All furniture must remain in the room. Removal or swapping of university provided furniture is prohibited. Furniture placed in hallways or in common or storage areas is prohibited. A fine will be levied for furniture removed from the room or damaged during the year.
Cinderblocks are not permitted to elevate beds (due to damage that results to the floors).
All lounge and lobby furniture has been placed there for the enjoyment of all the residents. Only with the permission of the Director of Residential Life may this furniture be moved.

PERSONAL HYGENE

Because of the close nature of living in a residence hall, residents must be conscious of their personal living habits. Personal cleaning and grooming habits are important to your health, and to others who live with and around you.
The University expects that a reasonable level of cleanliness will be maintained in resident rooms, and reserves the right to inspect resident rooms concerning this health issue. Should problems or disputes arise over this issue, the Director of Residential Life may intervene.

TELEPHONE SERVICE

All rooms are equipped with a telephone jack and an automated voice mail system. You must furnish your own phone.
Your phone number is listed with your room assignment.
Residents are encouraged to notify hall staff in the event that harassing or obscene phone calls are received.

REPAIRS AND MAINTENANCE

Campus Maintenance is responsible for maintaining living units, grounds, and public areas. Basic service for heat, lighting, and water will be maintained on a priority basis. Other necessary repairs will be completed as availability of staff or parts permits.
Routine maintenance problems should be reported to the Community Advisor, however if you receive no response, then turn in your report to the Director of Residential Life.
Custodial staff cleans the public living areas on a regular basis; however, residents are expected to keep these areas clean and relatively free of litter. The custodial staff will clean communal bathrooms regularly. Residents clean suite baths.
Residents should notify the Director of Residential Life if maintenance problems are not addressed in a timely manner.
Any decorating by the resident which is not approved by Residential Life staff will result in charges to restore the living unit to original condition or charges for resulting damage.

SAFETY AND SECURITY

FIRE SAFETY

Candles, incense, fireworks, or any other open flame devices are not permitted in the residence halls. Burning incense is not allowed in residence halls. Possession of any such item or device in student residence facilities will result in appropriate student disciplinary measures.
Possessing, using, or storing in a resident room firearms, explosives, fireworks, weapons, hazardous chemicals, gasoline driven vehicles or parts thereof, devices using an open electric heating element, including but not limited to hot plates, immersion heaters or flames is prohibited.
Tampering with or improperly using any fire safety equipment and/or failure to follow safety procedures. Violation of this policy may result in immediate termination of housing agreement. Residents are encouraged to check the website for a full list of fire safety violations.

All residence halls are secured 24 hours a day. You will be given a door combination that will allow you to gain entry into your hall. Under no circumstances are combinations to be shared with people not residing in your hall. To do so not only jeopardizes your safety, but the safety of the other residents as well. Sharing of combinations can result in disciplinary action. Your room should be kept locked when not occupied.
KEYS

A key will be issued to each resident at check-in. Residents should routinely lock their doors and retain the key when leaving the room.
Lost keys should be reported to the hall staff immediately. There is a $10 fee for a replacement key. Locks are not routinely changed. Changing locks will be at the resident’s expense.
Improperly using room keys or door access codes, including loaning of them to persons not authorized by William Woods University to be present in resident rooms or residence halls, can result in disciplinary action.

PERMITTED & PROHIBITED ITEMS

The university reserves the right to control the use of appliances and assess fees for installation. The resident may not move or disconnect University installed appliances.
The following items are permitted in the residence halls:

Food Preservation Appliances

Small refrigerators (maximum of 5 cubic feet)
Micro-fridge type appliances (combination refrigerator, freezer and microwave oven). These are permitted in resident rooms because of their patented circuitry system that will automatically shut off power to the refrigerator/freezer when the microwave oven is in use.

Heat Generating Appliances

Clothes iron with temperature settings
Low watt hair dryer and curling irons
Heating pad with temperature settings
Electric blanket with temperature settings

The following are prohibited in the residence halls:

Portable space heaters
Room air-conditioners
Halogen lights in any form
All other food preparation, preservation, and heat generating appliances that are not listed are not permitted in the residence halls. Thus, contraband appliances include microwaves, coffee machines, crock pots, toasters, and toaster ovens.

STAFF

RESIDENCE HALL STAFF

Each hall is staffed with student personnel to assist with resident life concerns and community development. Community Advisors (CA’s) serve as liaisons between the University and the student residents. CA’s facilitate communication through various methods of floor and hall meetings and provide stimulus for social and educational activities.
Hall meetings will be held on an as-needed basis. The meetings provide an opportunity for residents to learn about campus activities and discuss matters relevant to campus life. These meetings take precedence over all other non-academic activities. Attendance is mandatory at hall meetings. Notice of an expected absence must be submitted to the CA prior to the meeting.

UNIVERSITY OFFICIALS

Failure to comply with a reasonable request of a Community Life staff member or Safety Officer is prohibited.
Failure to present proper identification upon request by University officials or security officers who have identified themselves and have given reason for the request is prohibited.
Failure to meet with any University official after being notified in writing is prohibited.

TERMINATION OF RESIDENCY

William Woods University reserves the right to deny, cancel or reassign the housing agreement of any resident in the interest of academic ineligibility, failure to make academic progress, discipline, safety, health or administrative reason. Other conditions for denial, cancellation or reassignment include, but are not limited to, behavior which may endanger or be a detriment to the health, life, safety or well being of the resident, other members of the campus/residential community, or to the campus/residential community as a whole.
When housing agreements are terminated, institutional aid is also cancelled. This means awards such as athletic scholarships, LEAD, academic achievement, etc. will no longer be offered to the resident. Such behavior may also be subject to sanctions under the WWU disciplinary system.
Once a housing agreement has been terminated, residents usually have 48 hours to vacate their room. Some terminations, however, require immediate removal from the hall. The Director of Residential Life will determine the check-out date. The University refund policy will apply.

GENERAL CONDITIONS

ALCOHOLIC BEVERAGES

Residents who are not 21 years of age may not possess, consume, furnish, manufacture, sell, exchange or otherwise distribute alcohol. Residents under 21 should not participate in events where alcohol is being consumed in a residence hall room. Preponderance of evidence would conclude that the underage individual was consuming alcohol and will be held responsible.
Provided that both residents of a room are 21, residents who are of legal drinking age may consume alcohol responsibly in the privacy of their room with the door closed, but only if the hall has voted as such. They may not manufacture or sell alcohol, nor may they furnish or distribute alcohol to minors or consume alcohol in the presence of minors. Parties are not allowed in residence halls.

Halls will vote by secret ballot and would be required to have a 70 percent majority vote in favor of a new policy in order to change the policy to allow alcohol in rooms where both residents are 21. Note: Many Greek residence halls are limited by their national rules and would not be eligible to implement new alcohol policies.

No one may consume alcohol in public areas of the residence halls. Public areas include lobbies, hallways, bathrooms and any other area other than a resident room. All alcohol containers, empty or full, must be in paper or non-transparent bags when being transported in or out of the residence halls.
Kegs or common sources of alcohol are not allowed.
Residents who are not of legal age are not allowed to possess empty alcohol containers.

COMMON AREAS

All residence halls are equipped with kitchens, microwaves, and laundry facilities.
Microwave ovens are accessible in the residence halls and are approved for general community use in designated areas.
Vending machines are located in the basement of each residence hall. The University is not responsible for money lost in these machines, and any malfunction of these machines should be reported to the University information center located in McNutt Campus Center.

COOKING – Cooking in resident rooms or lounges, except in places where kitchen facilities are provided, is prohibited.
CONTROLLED SUBSTANCES – Residents are not permitted to possess, consume, furnish, manufacture, sell, exchange, or distribute any drug or paraphernalia prohibited by federal or state law.
GUESTS

In keeping with the philosophy of the community code allowing residents to be responsible for their community, residence hall members will be allowed to determine their visitation hours.

Once a semester, halls will be allowed to vote to build visitation hours from a 23-hour visitation Sunday-Thursday and no restrictions on Friday and Saturday base.
Halls will vote by secret ballot and would be required to have a 70 percent majority vote in favor of a new policy in order to change the policy from the campus visitation hours listed above. Note: Many Greek residence halls are limited by their national rules and would not be eligible to implement new visitation hours.

Until voting has been completed, the following guidelines must be followed:

Opposite gender guests (residents or non-students) in the residence halls are limited to the campus visitation hours of 9 a.m. - 2 a.m.
Residents may not be in opposite sex campus housing after the above outlined hours. Conflicts will be referred to the Campus Standards Board. Note: Residence halls may implement additional visitation restrictions based on majority vote of the residents.
Opposite gender guests (residents or non-students) in the residence halls are limited to the campus visitation hours of 9 a.m. - 2 a.m. unless halls have voted to change these hours.

The following policies apply at all times during the school year with regards to visitation and guests:

Guests of the same gender are welcome to visit the residence halls at any time.
The resident is responsible for their guest’s behavior and guests are responsible for following the regulations of the university. It is the resident’s responsibility to ensure guests understand University procedures and hall policies – including visitation hours.
Residents are responsible for their guests’ behavior and the guests are expected to observe existing University policies.
Unaccompanied or unauthorized visitors found on campus are subject to arrest for trespassing.
Guests are to be escorted in the hall by a resident of that hall, and must abide by hall closing hours.
Guests must be eighteen years of age unless they are a registered visitor of Enrollment Services or a direct sibling of the room’s occupant.
Residents who have a student of the opposite sex in their room after closing hours designated by the hall are subject to disciplinary action in that hall.
Overnight guests are to be registered with hall staff and are limited to three days visitation each month.

INDOOR SPORTS – Playing ball/sports inside buildings, riding bikes, skates or skateboards inside the halls is prohibited.
NOISE

The residence hall is first and foremost a place of study, and an atmosphere conducive to study needs to be maintained. Therefore, courtesy hours are in effect at all times. Residents must insure that the noise level is at a reasonable level during courtesy hours and at a very low level during quiet hours. Residents are expected to show consideration at all times for those studying or sleeping in the residence halls, and are expected to be reasonably quiet in the halls.
Quiet hours must be observed from 9:00 pm until 8:00 am.
Halls can vote to change quiet hours. Quiet hours start times may be extended up to 1:00AM. Quiet hours may not end earlier than 8:00 am on any day of the week. A 70 percent majority vote in favor of new quiet hours would be required in order to change the times from those listed above.
During quiet hours, noise that can be heard significantly beyond 2 doors down a hallway may be considered in violation.
During final exam weeks, quiet hours are 24 hours a day. 24 hour quiet hours will usually be observed from 1:00 am the Friday before finals start through 3:00 pm on the last day of finals.
Persistent noise problems will result in referral to the Campus Standards Board (CSB).

OPEN OBSERVATION – University personnel and Community Advisors are permitted to address violations they openly observe in rooms or common areas.
PETS – Pets are not allowed on campus. Fish are permitted in aquariums up to 10 gallons in size, one per room. A $50.00 a day fine is assessed for pets. Fines will increase for continued non-compliance. The presence of pet paraphernalia, i.e. pet food, carriers, food/water dish…, is considered a violation of the pet policy and all sanctions will apply.
RESPECT TO PERSON AND PROPERTY

Causing a disturbance, annoyance, harassment, or interference with residents and/or staff and their rightful use of residence halls or rooms is prohibited.
Theft and vandalism is prohibited.

SOLICITATION – Solicitation by residents and/or outside vendors in the residence halls is prohibited. All solicitors should be reported to Campus Safety immediately.
SMOKING – Smoking is prohibited in all residence halls and common areas.
STORAGE

Storage rooms are provided in some residence halls. This area is limited to suitcases, trunks, and boxes. No furniture will be allowed in storage due to limited space.
Each item to be stored must be properly labeled with name, room number, home address, and the date the item was put into storage.
All items are to be moved when a resident moves from the residence hall unless the resident will be returning to the same hall the following year. All storage must be removed within 30 days of leaving the university.
Residents may use the storage at their own risk. William Woods assumes no responsibility for loss or damage of items in storage or residence hall rooms. The University suggests that residents obtain insurance coverage for their personal property.

TRASH REMOVAL – Trash containers are provided outside each hall. All trash should be deposited in the proper receptacle.
VIDEO/AUDIO RECORDING & WEBCAMS: Under no circumstances may students make audio or visual recordings of any person(s) without the person(s) knowledge.
WEAPONS – Firearms, fireworks, weapons, etc., are not permitted on campus. Pocket knives with a maximum blade of 3 inches are allowed.
WINDOWS – Throwing objects out of a window is prohibited. Throwing objects out a window carries with it a $50 charge for the first offense and escalates by $50 for any subsequent offense, plus possible sanctions.

Other policies governing the terms and conditions of the resident’s Housing Agreement, which apply to residency in William Woods’ residence halls, are contained in the Residential Life section of the Student Handbook and all local, state, and federal laws apply and are enforced.
EXCEPTIONS – Requests for exceptions or exemptions from the provisions of this Housing Agreement must be submitted in writing to the Dean of Student Life and will be effective only if approved in writing by the Dean.