Building solid futures one student at a time

Residence Life Policies

All Urbana main campus students under 21 years of age, or who do not have senior status, who are not married, do not live with their parents or guardians who live within the established distance guidelines for commuters, and who do not have a valid, documented, and approved medical reason to the contrary are required to live on campus in a University residence hall and take a full board plan. Board in the residence halls consists of a nineteen (19) meal per week plan. Sophomores, junior and seniors are eligible for a fifteen (15) meal per week board plan. Brunch is served on Saturday and Sunday mornings. No meals will be served during vacation periods.  Failure to provide accurate information on the Residence Hall Agreement, Housing Questionnaire or Residence Hall Application may result in disciplinary action. Students who provide false information about their residency status and/or students who would be required to live on campus but do not contract for housing will be charged room and board.

Residence Life Staff

The Office of Residence Life handles overall planning, development, and implementation of the residential program at Urbana University. The staff includes Dean of Students, Housing Coordinator, Graduate Assistants, and Resident Assistants, all of whom assist in the implementation of the goals of the Residence Life program.

Each residence area is under the supervision of a Resident Assistant (RA). The RAs are the residence life staff members with whom the individual student will have the most contact. RAs are full-time students who are trained to provide general counsel and advice to students, as well as to administer the day-to-day operations of the halls. In addition, the RAs are responsible for the enforcement of University rules and regulations in the residence areas. The RAs work closely with the residence life professional staff to create an atmosphere conducive to studying, leisure activities, personal growth, and developing an appreciation for others.

The Living/Learning Environment

The residence hall room or suite will be the center of the student's "living/learning" environment while at Urbana University. The University's goal is to provide an environment that supports academic achievement and promotes individual development. The Office of Residence Life has arranged staff and programs which are designed to encourage students to:

• Meet other students and successfully live together.
• Assume responsibility for their own lives and living environment.
• Participate in a variety of educational, social, and cultural activities.
• Develop skills through participation in residence life and campus activities.

Community Rights and Responsibilities

Choosing to live within a college community brings with it rights and responsibilities. Urbana University takes seriously students' interest in having a pleasant environment in which to continue their education.

The following are the student's rights as a member of the community:

• The ability to sleep, read, and study free from undue interference, unreasonable noise, and other      distractions.
• Personal privacy within the limits of a residence hall environment.
• Respect from others regarding personal belongings.
• A clean living environment and easy access to your room and hall.
• Freedom from harassment.
• Assistance from University staff.

The following are the student's responsibilities as a member of the community:

• A commitment to treat others in the community with dignity and respect.
• An individual commitment to personal and community security.
• A sincere effort to understand and comply with all University rules and policies.
• A resolve to keep the buildings in good condition.
• A willingness to learn about others who come from different backgrounds

The Student Housing Agreement

In the housing agreement, the University and the student agree to services, policies, rules, and procedures that are, or may be, established concerning the operation of the residence halls. The student is responsible for being familiar with policies, rules, and procedures as stated in the housing agreement and other information printed by the Student Services office.

Residents should be aware that violators of housing policies will be subject to University judicial hearings, which may result in loss of campus housing, fines, restitution, and/or removal from the University, or other appropriate sanctions.

All housing agreements are valid for the full academic year or if entered into after the start of the year, for the balance of the academic year. Students contracting for housing at any time after the first day of classes each semester will be charged on a pro-rated basis. However, those periods when the residence halls and suites are officially closed, such as Thanksgiving Break, Winter Break, and Spring Break, are not included in the agreement. Students may not occupy their rooms during vacation periods unless otherwise approved by the Office of Residence Life. Please refer to the closing information distributed before the halls close for holidays/breaks for specific closing procedures.

Refunds and Rebates

After occupancy, students are bound to the housing agreement for the full academic year. A student who graduates mid-year, or a student for whom it is necessary to withdraw from the University, may terminate the housing agreement by completing the "Withdrawal from Housing" form. Students may not withdraw from housing and still remain at the University full-time. Students that do not maintain full-time status may have their housing agreements terminated by the University. Room and board (meal plan) refunds are prorated for the period attended plus two additional weeks as stated in the University Catalog. Students who cannot fulfill the contractual agreement due to unforeseen circumstances must submit a Withdrawal from Housing Form explaining the justification for release from the housing agreement to the Office of Residence Life. Each appeal will be decided on an individual basis.

Assignment of Rooms

The University agrees to assign accommodations and provide board only after the eligible student has:

Been accepted to the University

Returned and signed a copy of the Residence Hall Application, the Personal Data Sheet, the Residence Hall Agreement, and the Housing Questionnaire.

Completed the following:

• A Health and Immunization form and a copy of their immunization record
• Paid a $250 damage deposit.
• Paid a $125 room reservation deposit (required of new and returning students).

To check in and occupy housing, a student must 1) register for class by participating in the Urbana University Advising and Registration process, and 2) complete and return all applicable financial aid documents for which they are eligible as determined by Student Financial Services (including but not limited to: FAFSA, Promissory Note, Student Choice Grant, Pell Grant, etc.). To complete the check-in process, students must sign the Room Condition Report provided by your Resident Assistant indicating the condition of the room at check in.

The eligible student should note that residence hall space is assigned on a first-come, first-served basis. The date on which the application and agreement are received will establish a priority. Subject to the availability of space, the University will assign accommodations according to student preference, but the University does not guarantee assignment to particular types of accommodations or with a specific roommate. Roommate requests are granted when space is available and the request is mutual. The University reserves the right to assign or reassign space for the benefit of an individual student and/or living unit. The University reserves the right the refuse housing to any student who is delinquent in the payment of housing bills, who has demonstrated an unwillingness to abide by housing rules and regulations, or who exhibits behavior that is not conducive to a favorable study environment.

Room Changes

Students are assigned a housing space by the Office of Residence Life and shall occupy only the assigned space. Unauthorized room changes may result in disciplinary action. In extreme cases, the Housing Coordinator may grant room changes. Such changes, when approved, may result in an additional charge.

Cable

Cable is available in each residence hall room. The University provides basic cable service. Students with a cable-ready TV or converter box will be able to access the regular service channels offered; premium channels are not currently available in residence hall rooms.

Phone and Email

Phone service to each room is provided by Urbana University. Each resident will also have a voice mail box and an email account. Individual phone numbers, information about the university voice mail system, information about email access, and information about long distance service will be available when students move on campus. Phones from home will not work as this is a Voice Over IP system.

In order to access the university phone system, students must use the digital phone provided by the university. With our phone system, each student will be assigned a phone number that will stay with them for the entire time that they live on campus. Any damage to or loss of the university provided phones will result in the full replacement cost being added to the student's account. Complete information about the phone system is available from the Student Services Office.

Cleaning

Each resident is responsible for keeping his/her own room in reasonable condition at all times. Public bathrooms, including showers, are cleaned on a daily basis. Residents in the suites are responsible for cleaning their own bathrooms. Trash must be bagged and will be picked up from the designated areas at each residence hall. Residence Life staff will conduct monthly room inspections to ensure that students are maintaining clean and healthy living standards (See Page 19).

Responsibility for Damage

The University expects depreciation through normal usage. However, each student will be charged for any damage caused by the student, or loss incurred to the building, furniture and equipment that is the result of his/her negligence, misuse or abuse. Damage within student rooms is the joint responsibility of the students assigned to that room or area. The assigned students will be liable for damage above normal wear and tear to public areas in their particular floor or section under the following conditions: 1) that the damage cannot be assigned as the responsibility of an identified person, and 2) that there is a reason to believe that responsibility for the damage lies among the residents of that particular floor or section.

Visitation and Overnight Visitors

Co-ed visitation between Urbana University students is permitted in the residence halls and suites during the academic year. Co-ed visitation hours are as follows:

Sunday-Thursday, 10:00 a.m. - 1:00 a.m.

Friday-Saturday, 10:00 a.m. - 3:00 a.m.

Visitation by non-students is permitted (during regular visitation hours). However, any non-student visiting the residence halls and suites must be registered (see Guest Registration and Overnight Visitors Policy).

Guest Registration and Overnight Visitors

Any non-student visiting the residence halls must be registered with Campus Safety. Campus Safety is available 24 hours a day, 7 days a week at extension 1111.  Students are allowed to have overnight visitors of the same sex. Commuter students who are overnight guests (i.e., stay past the end of visitation hours) must also be registered with Campus Safety. Students registering guests are responsible for notifying their Residence Assistant about the guest. Overnight visitors are not permitted for more than three consecutive days a month without permission from the Housing Coordinator. Students may only register one guest at a time. Parents and other family members are exempt from the one guest limit but must be registered with Campus Safety.

The following policies apply to visitors:

• The host student assumes responsibility for the conduct and actions of their visitor. When a visitor has committed a violation of University policy, that visitor will be escorted from campus immediately and the host may be subject to disciplinary action.
• Visitors under 18 years of age must be granted approval to visit by the Housing Coordinator prior to the visit.
• All visitors must be accompanied on campus by their host at all times.
• Visitors must obtain a parking pass from Campus Safety (extension 1111).

Keys and Lockouts

Each resident is issued keys to his/her room at check-in. Keys must be returned at checkout. If a resident fails to return the keys, a lock change will be initiated, and charges to the student's bill will result. All keys remain property of the University and may not be duplicated. Students accidentally locked out of their rooms may call Campus Safety (1111) for assistance. Each student will be assisted with a lockout one time per semester for free; for any subsequent lockouts the student will be charged $5. If you lose your key(s), you must contact the Office of Residence Life to obtain a new set of keys. Lost keys will result in a lock change and a minimum charge of $100.

Noise, Quiet Hours and Courtesy Hours

As members of the Urbana community, students are expected to respect the rights of others by refraining from making excessive noise (stereos playing out of the windows, excessive noise from within a suite/room, etc.) Students are expected to respect the rights of others during quiet hours and courtesy hours, and are also encouraged to approach violators of quiet hours and courtesy hours before requesting the assistance of a Resident Assistant.

Quiet Hours - Quiet Hours have been established for the overall benefit of all students. They are as follows:

Sunday - Thursday, 10:00 p.m. - 8:00 a.m.

Friday - Saturday, 12:00 midnight - 10:00 a.m.

Courtesy Hours - Courtesy Hours are in effect all the hours that are not Quiet Hours. Courtesy Hours are provided to encourage students to be considerate of other students' individual needs beyond the established Quiet Hours. Students are expected to comply with requests to lower the noise level.

24-Hour Quiet Hours - At certain times during the academic year (i.e., mid-terms, finals, etc.), quiet hours are extended to provide students with additional quiet time for study.

Occupancy Limits

The University has several places on campus where groups of students can gather such as the residence hall lounges and the Student Center. Reservation information is available from the Student Services Office. Due to fire regulations, capacity in any student room is limited to six persons at a time. Capacity in the suite common area is limited to twelve persons.

Prohibited Conduct

The following activities and actions are prohibited in residence halls and may result in disciplinary action:

• Water fights, ball playing, bike riding, roller-blading, or similar activities that may cause harm to persons or property.
• Storage of bikes, suitcases, or cartons in stairwells or hallways.
• Painting, wallpapering, or similarly decorating individual rooms or common areas unless prior approval is given by the Office of Residence Life.
• Repairing any damages without prior approval.
• Applying any articles directly to walls, closets, doors, furnishings, or from the ceiling by tape, any adhesive material, screws, hooks, tacks, nails, etc., or any other way that causes damage.
• Removing or damaging furniture.
• Removing screens from windows.
• Installing wall partitions or paneling.
• Modifying the electrical system by splicing electrical wires, hooking up additional electrical equipment, removal of outlet plates or light switches, or tampering with circuit breakers or any other part of the electrical system.
• Burning candles, Sterno, kerosene, candle-lit potpourri burners, incense, or any other open flame item.
• Throwing any items into or out of windows or onto roofs or eaves.
• Installing personal locks or chains on doors or windows or altering the existing lock.
• Sleeping in public areas of the residence halls by residents and/or guests.
• Altering, tampering with, or dismantling any door closure; propping open any exterior door.
• Lending keys to others; copying keys.
• Smoking and tobacco products.
• Entering or exiting any structure through windows or gaining access to roofs or any other exterior portions of buildings.
• Draping or placing objects over lighting fixtures, smoke detectors, or fire sprinkler systems.

Prohibited Items

The following items are prohibited in residence halls:

• Cooking devices, including, but not limited to, broilers, toaster ovens, electric skillets, George Foreman grills, rice cookers, or hot plates
• Room heating devices with exposed heating coils
• Gasoline powered items, such as motorcycles, mopeds, or parts thereof
• Flammable and/or combustible items
• Fireworks, smoke bombs, sparklers, etc.
• Chemicals
• Weight lifting apparatus, such as barbells
• Animals or pets except service animals and non-carnivorous fish in 10 gallon tanks or less
• Unauthorized bed lofts
• Waterbeds and water furniture
• Air conditioners
• Dart boards
• Refrigerators, except 3.5 cubic feet or smaller. Only one refrigerator per room is allowed
• Illicit controlled substances, drugs or chemicals of abuse, and drug paraphernalia
• Halogen lamps
• Candles
• Tobacco products
• Weapons (See Firearm Policy on p. 32)

Note: The preceding list is not all-inclusive. Any item that is a threat to public safety may be removed. The University will continually monitor all areas through staff visits and unannounced inspections by University staff. The presence of prohibited items will be documented and students will be required to remove those items from the premises, and may be subject to disciplinary action.

Room Inspections

Urbana University conducts monthly inspections of all residence areas. The purpose of the inspection is to monitor the health, safety, cleanliness and general maintenance of the residence areas. When possible, one resident of a suite or room should be present at the time of inspection. The Office of Residence Life reserves the right to conduct the inspection without a resident present. At the time of the inspection, the Resident Assistant will leave a completed inspection sheet indicating a pass or a failure. If a suite/room fails an inspection, a re-inspection will be held the next day to ensure that those items which failed have been corrected. Failure to pass re-inspection will result in cleaning charges and disciplinary action.

Students are responsible for purchasing the materials needed to effectively maintain their suite/room. In most circumstances this will mean sharing in the purchase of a mop, trash bags, bathroom cleaners, etc.

Smoking

Urbana University is a smoke-free campus. All areas in the residence halls and suites are smoke and tobacco free. The rights of non-smokers supersede those of smokers.

Storage

The University does not provide storage space for trunks, suitcases, etc. Closets, dressers, and under beds provide storage areas in students' suites and rooms.