ROWAN UNIVERSITY POLICY

Title: Student Housing 
Subject: Student Life, Residential Learning and University Housing
Policy No: SL: 2016:17
Applies: University Owned/Operated Student Housing Facilities
Issuing Authorities: Vice President for Student Life and Dean of Students
Responsible Officers: Assistant Vice President for Residential Learning and Inclusion Programs
Adopted: 08/10/2016
Last Revision:
Last Reviewed:

I.  PURPOSE

This policy establishes rules and procedures for operation of student housing.

II.  ACCOUNTABILITY

At the direction of the Vice President for Student Life and Dean of Students, the Assistant Vice President for Residential Learning and Inclusion Programs and other managers responsible for student housing shall implement and ensure compliance with this policy.

III.APPLICABILITY 

This policy is applicable to all University owned and operated student housing facilities.

IV.  POLICY

1. In order to receive a housing assignment in University housing, students must submit an application and accept the terms and conditions of the applicable housing contract for the term they are seeking housing.
2. The contract is a binding legal agreement between the University and the student. The terms and conditions of the contract are disclosed during the application process. The terms and conditions of the contract supersede any provision of this policy that may conflict with the contract.
3. Cancellations, Terminations and Suspensions of the Contract
   1. The contract terms and conditions specify the time period of the contract, typically for an entire academic year, and the grounds permissible for cancelation, termination or suspension of the contract. Students may request cancelation of the contract at any time by submitting a written request on the approved form and submitting supporting documentation. Requests will be reviewed by the University based on the criteria outlined on the form and in the contract. A cancelation fee may apply.
   2. Moving out or turning in keys without an approved cancelation does not release the student from the contract or any of their obligations under the contract, including the obligation to pay for the assigned space.
4. Application Deadlines and Wait Lists
   1. The application deadlines will be published each academic year and advertised as part of the lottery and room selection process. Students must apply by published deadlines. Students are notified as soon as possible when an assignment is made. Students who are placed on a waitlist will be assigned once space is available.
   2. Students requesting to live on campus after their freshman year participate in a lottery-based room selection process.
   3. On-campus housing is not guaranteed to juniors or seniors because demand for housing may exceed the available space. Students not successful during the lottery will be placed on a waiting list and assigned as space becomes available.

V.  Mandatory Housing Requirement

1. The University has determined that living in University residence facilities is a positive aspect of the total undergraduate experience for students at Rowan University. Accordingly, full time matriculated undergraduates enrolled at the Glassboro campus under age 21 with fewer than 58 credits are required to live in University housing, unless they will be commuting from a parent or guardian's home within 40 miles of the Rowan campus.
2. Students are exempt from the mandatory housing requirement in the following circumstances:
   1. The student submits documentation signed by his/her parent or guardian affirming that he/she will commute from that parent or guardian's residence and that the residence is located within 40 miles of the campus;
   2. The student is over the age of 21 at the start of the academic term during which the policy would otherwise require the student to live in a university residence;
   3. The student is married or part of a legal domestic partnership;
      # The student has completed 58 or more credit hours at Rowan University or? another accredited college or university;
   4. The credits the student is enrolled in are at least 50% online.
3. Students who violate the on-campus residence requirements will be required to move into a residence hall and pay full room rent for the semester in which the violation occurs. Students who refuse to move onto the campus will be suspended from the University.
4. Students who wish to commute from the residence of their parents or legal guardians must live within a 40-mile radius of the institution and furnish a notarized statement of student residence confirming this.
5. In accordance with Board of Trustees Resolution #2013.06.17 waivers of the mandatory housing requirement may be made in the following circumstances:
   1. The student petitions to live with a responsible adult other than a parent or guardian and this arrangement is determined to be more suitable to the student's needs for financial or other legitimate reasons based on documentation submitted by the student;
   2. The student petitions to live independently in non-University Housing because he/she is responsible for the care of a child, family member or other dependent and the student submits documentation of these circumstances;
   3. The student petitions to live in non-University Housing because he/she requires accommodations due to a documented disability or medical condition and the accommodation is not reasonably available within University Housing.
6. Disability Related Housing Accommodations
   1. Students who need housing accommodations related to any medical condition or disability should contact Mr. John Woodruff, Director of the Academic Success Center at 856-256-4234.
   2. Students are required to submit appropriate supporting documentation for their request and will be provided reasonable accommodations in accordance with University policy and applicable law.
7. Discrimination
   1. Rowan University does not discriminate in its housing assignments based on race, color, religion, sex, gender identity, sexual orientation disability, familial status, or national or ethnic origin, or any other legally protected class.
   2. Complaints of discrimination or unequal treatment should be referred to the Assistant Vice President for Residential Learning and Inclusion Programs or Vice President for Student Life and Dean of Students.

VI.  Gender Inclusive Housing Policy

1. Residential Learning and University Housing supports the commitment of Rowan University to be an inclusive institution of higher education. In addition, the University commits to provide housing in a manner consistent with the requirements of Title IX and other applicable laws protecting students from discrimination.
2. Chestnut, Evergreen, Laurel, Magnolia, Mimosa, Mullica, Oak, and Willow afford limited restroom privacy. Space in bedrooms and suites within these halls will be assigned on a same gender basis, in accordance with the student's expressed gender identity.
3. Holly Pointe Commons and all University apartment facilities afford greater privacy and are designated facilities for Gender Inclusive Housing. Bedrooms and apartments in these buildings will be assigned based on student preferences regarding roommate gender. Students in these buildings will have the option to choose roommates without restrictions based on gender.
4. The following guidelines will apply to assignments in Gender Inclusive Housing:
   1. Students in rooms/apartments with roommates of a different gender must agree to this arrangement.
   2. Students who agree to a roommate/group including students of more than one gender will commit to living in a gender inclusive assignment for the full academic year.
   3. If a vacancy occurs, a student who has requested a Gender Inclusive Assignment may be assigned to the suite/apartment. If the vacancy results in a living group that is single gender and they wish it to remain so, any new roommates assigned will be matched o maintain a single gender living unit. Students in this circumstance are responsible for notifying the University to update their gender assignment preferences.
   4. Gender Inclusive Housing is not intended for romantic couples. When individuals involved in a romantic relationship live together, it can lead to conflicts among roommates that are difficult to resolve, as well as problems that may arise if the relationship ends. For this reason, the University strongly discourages couples of any gender combination from living together. However, the University respects student privacy, and procedures for Gender Inclusive Housing will not require students to disclose the reason for their roommate requests, or prohibit couples from choosing to live together.
   5. Requests for exceptions to this policy may be granted upon submission to the Assistant Vice President for Residential Learning and Inclusion programs.

VII.  General Housing Policy

1. Quiet Hours
2. The right of residents to sleep and to study without interference from other individuals is a primary right. All residence hall and apartments residents are responsible for noise they and/or their guests create while in the residential facility.
3. Quiet hours are in effect Sunday through Thursday from 10 p.m. to 8 a.m and Friday and Saturday from 12 a.m. to 10 a.m., however, residents are expected to be considerate of other residents at all times. Twenty-four hour quiet hours are enforced in all areas during final exam periods.
4. The use of amplified instruments is prohibited in University Housing. Students are however permitted to store musical equipment, including amplifiers in their assigned housing space.
5. Soliciting– No soliciting of any type is permitted within or in the areas immediately adjacent to any university housing facility with the following exceptions:
6. The Student Government Association, Residence Hall Association and Residential Learning Staff are permitted to engage in door-to-door contacts with students to support student governance functions and to promote their authorized, non-commercial programs and activities within the residence halls.
7. The Student Government Association or Residence Hall Association may authorize organizations conducting non-partisan voter registration drives to enter student housing for door-to-door contact with residents.
8. Restricted Appliances
9. Refrigerators and cooking appliances (including microwaves, Panini presses, hot-plates, toasters, etc.) are not permitted in university residences, which have kitchen facilities. In these areas, only approved refrigerator microwave combination units provided by the university's vendor are permitted.
10. Hot beverage machines that use an internal heating element (such as Keurig) are permitted.
11. Hot plates and coffee pots that rest on hot plates are prohibited.
12. Common Area Kitchens
13. Evergreen, Mimosa, and Mullica Halls have a small kitchen adjoining the student lounge. The kitchen includes a stove and a refrigerator. The purpose of the kitchen is for staff programming needs. They will be available daily from 8:00 p.m. until midnight and may remain locked at other times. Users are expected to keep the kitchen in a clean and orderly fashion. Failure to do so will result in suspension of privileges for a period of time.
14. Winter Break Closure – The following guidelines apply to housing during winter break:
15. All residence halls except for Holly Pointe Commons and Mimosa Hall close for the winter break. All students in these facilities are required to leave the building. Students are not required to move all of their belongings out during the winter break if they are returning to the same room for the spring semester. Students are advised to take home any valuables they may have.
16. When the residential facilities are officially closed during vacation periods, access will be strictly prohibited. All outside locks are changed in order to provide security for the building during the closure.
17. Holly Pointe Commons and Mimosa Hall residents and apartment residents are permitted to remain in their housing assignment during the break if they submit a winter break housing application by the application deadline.
18. Students residing in Edgewood Park Apartments and will be required to turn in their room key at the end of the final exam period. Failure to turn in a room key will result in a lock change fee or a winter recess residence fee as deemed appropriate by the Office of Residential Learning and University Housing.
19. Winter athletes and international students who need to be here during the break must live in one of the apartment complexes or an approved residence hall.
20. Residents returning from winter must check-in with their building staff and complete the appropriate documentation. Students returning to Edgewood Park Apartments and Townhouses will be reissued their room key during check-in with their building staff.
21. Residents Checking In
22. Upon checking into a room or an apartment, residents will be given a copy of a completed Room Condition Report (RCR). These reports are filled out before the student arrives to campus by staff. If the resident discovers something in the housing assignment that was not documented on the original report, the resident will have 24 hours to make any changes to the report after they check in and return it to the building staff.
23. Failure to do so will result in the resident accepting responsibility for the condition of the room or apartment as it is documented on the RCR. In certain situations (i.e. early arrivals, emergency room changes) the RCR may have to be competed as soon as possible after a student moves in to their assignment.
24. The purpose of the RCR is to document any existing damage, missing items, or other problems that may exist in the room or apartment on the date the room or apartment is occupied by a resident. These official reports will be used at the time the resident checks out of the housing assignment when the building staff assesses the condition of the room or apartment again. At the time of check out, the students assigned to that housing assignment will be held financially responsible for damages or missing items not listed on the RCR at the time of check in.
25. Checking Out of an Assignment
26. Residents must check-out through the Resident Director or Resident Assistant. A proper check-out consists of returning all keys, and signing all check-out forms.
27. Failure to properly check-out will result in an improper check-out charge of $75.00.
28. Failure to return all keys will result in a lock change charge based on the actual cost of labor and materials needed to change necessary locks.
29. The university reserves the right, with or without notice, to dispose of any personal property that remains in a student's space after check-out.
30. Students may be assessed fees associated with the cost of removal of any property left behind.

VIII.  Bed Space Vacancy Policy

Residential Learning & University Housing may assign new residents to any available vacant bed space at any time. Reasonable efforts will be made to notify current residents of new assignments. Any student living in a residence hall or apartment with a vacant bed space within their room or apartment shall:

Occupy only one bed. Beds may not be pushed together or used for guest accommodations or any other reason not authorized by the University. The bed may be covered, in order to be made more attractive.

Leave one dresser, desk, or wardrobe closet empty for future residents.

Leave all furniture pieces and parts within the room.

Treat all prospective roommates in a non-threatening manner.

Ensure that the vacant space is clean and inviting to potential occupants.

Permit new residents assigned by the University to assume occupancy and have equitable access to the use of the room and assigned furniture.

Violation of this policy may result in enforcement measures under the housing contract as well as disciplinary action.

IX.  Facilities Policies

1. Fire Safety Regulations–In order to protect the life and safety of residents and property, the following regulations and guidelines apply in all University housing facilities:
2. The use or storage of explosives, fireworks, live holiday trees, holiday string lights, flammable liquids, firearms, ammunition, combustible materials, engines, paint thinner and oil lamps within residential facilities is strictly prohibited.
3. Curtains, tapestries, flags and other hanging fabrics are prohibited unless they have been treated with an approved fire retardant and documentation of that treatment is visibly labeled on the fabric or submitted to Residential Learning & University Housing.
4. Extension cords without a surge protector, halogen lamps, candles, appliances with exposed heating elements (except in kitchens), incense, and gas grills are considered dangerous and are prohibited.
5. Power strips with built in surge protection are permissible. However, power strips, even with surge protectors, cannot be strung together or plugged into one another.
6. Fire code regulations restrict the placement of any items, including furniture, within 18 inches of any sprinkler head. Sprinkler heads should never be used for hanging items (i.e. clothes hangers, streamers, etc.).
7. Doors provide protection from the spread of fire and smoke and must not be propped open when no person is present in the room or when people are sleeping. When leaving a room during a fire alarm, residents are expected to close doors if it is safe to do so.
8. Inspections are conducted throughout the year by the Office of Residential Learning & University Housing and the New Jersey State Fire Marshall. Students found with any prohibited items during any official inspection will have those items confiscated and may be subject to disciplinary action.
9. Students who are responsible for any violation resulting in a citation by the Fire Marshal will also be held responsible for any costs resulting from that citation, including the cost of the fine itself, as well as the cost of any actions or efforts necessary to correct the violation and restore full code compliance by the university.
10. Each residential complex has a scheduled fire drill each semester supervised by University staff. Residents are required to evacuate the building immediately each time the fire alarm system sounds, 24 hours a day, 7 days a week. Disciplinary action will be taken if a student does not evacuate the building during an alarm.
11. Students are expected to exercise reasonable care when cooking in any University residence. Students who are negligent in the process of cooking and trigger false fire alarms may be subject to disciplinary action.
12. The misuse of fire alarms, fire detection devices or fire extinguishers constitutes a serious offense. Any resident who misuses such equipment or devices will be subject to prosecution and disciplinary action. Residents are responsible for any damage to the system they cause and will be held financially accountable. The use of fire doors for non-emergency entry or exit is a violation and will result in disciplinary action.
13. Smoking
14. All University residential facilities are smoke free. Smoking, including the use of any e-cigarette or vaporizing devise is strictly prohibited in all residential facilities.
15. Locks and Keys
16. Residents will be issued a key to their room or apartment upon arrival. It is the responsibility of the student to be in possession of their room key at all times and to keep their room/apt secured. If a room or apartment key is lost, misplaced, or stolen, locks will be changed at the student's expense.
17. Lock change request forms are located at the Office of Residential Learning & University Housing. Lock change requests submitted after 9 a.m. will typically not take place until the next business day.
18. Keys are the property of the University and may not be duplicated without authorization.
19. By accepting keys at the time of issue, residents agree not to alter the apartment or residence hall locks, to create additional keys, transfer keys to any other person, and/or to install additional locks.
20. Room Decorations
21. Students may decorate the interior spaces of their assigned rooms and shared spaces in living rooms in consultation and with the mutual agreement of roommates.
22. The University does not endorse or approve any means of hanging or posting flyers or other items on walls. Nails, screws and double sided tape are specifically prohibited due to the damage caused by their use. Due to the potential for damage to paint and drywall, students who post or hang flyers or other items on walls do so at their own risk. Students will be billed for the cost to repair any damage done as a result of items posted or hung on walls.
23. No posters, signs or ornamentations of any kind may be displayed through windows. No items may be hung from or otherwise affixed to any of the building structures or equipment such as blinds, pipes, wiring, light fixtures, ledges, stairways, ceilings, sprinkler systems, etc. Dartboards are not permitted in any housing facility.
24. Posting in Housing Facilities
25. University housing facilities are not public areas of the campus. Postings are limited to those approved and posted by staff. Only postings directly related to University programs or services, or postings sponsored by officially affiliated organizations are permitted.
26. Organizations wishing to have flyers or materials posted in housing facilities must submit an original copy to Residential Learning & University Housing in Savitz hall to be approved and stamped. Copies of the stamped item may then be made and returned for posting by staff. All postings must include the name of the sponsoring organization or office and the date of the program, or removal date for the poster/flyer.
27. Rowan Card and Identification
28. The Rowan Card is the official campus identification card. It is encoded with the Dining Services Account and the Debit Account. The Rowan Card (ID) must be presented when requested by any university official. University officials include Public Safety, Residential Learning & University Housing staff members and University administrators. Failure to present identification when requested will result in referral to the University disciplinary process.
29. Meal Plan Requirement
30. Students assigned to a residence hall space with no kitchen facility in the assigned unit are required to purchase an approved meal plan through the University dining service.
31. Resident students subject to the meal plan requirement may only terminate their meal plan contract upon an approved cancellation/termination of the residence hall contract or withdrawal from the university. All other students may cancel at any time. However, meal plan cancellations are prorated, on a weekly basis, through the first two weeks only. Thereafter, there will be no refund of the meal plan fee.
32. Exemptions or modifications of this requirement may be granted due to documented medical needs in accordance with applicable policies and laws. Students subject to the meal plan requirement who request an exemption or modification of the requirement due to a medical or disability related will be required follow the process outlined by the Office of Disability Resources.
33. Dining service is provided in several locations in the Chamberlain Student Center and throughout campus. All serving areas are open in accordance with the university calendar. Dining services are limited or unavailable on official University holidays such as Thanksgiving or during Winter break and Spring break.
34. Maintenance and Houskeeping
35. Routine maintenance requests should be submitted by logging in to the RowanWorks portal at www.rowan.edu/rowanworks and clicking on the appropriate link for maintenance and housekeeping.
36. Work order requests will be addressed by the appropriate personnel as quickly as possible.
37. For housekeeping concerns, students should report the concern to the Resident Assistant or Resident Director.
38. If a condition exists which presents an immediate safety hazard, a report should be made to Public Safety at x. 4922.

VI.ATTACHMENTS

Attachment 1, Housing Contract

Attachment 2, Statement of Student Residence Form