RESIDENCE HALLS CONTRACT
The Residence Halls Policies Contract is a legal agreement between the University and the individual student. It entitles the student to the use of the residence halls as set forth within this document, and in other sections of the Concord University Student Handbook. This document is a license to use the residence halls and shall not be construed as a lease.
Housing Exceptions
All unmarried students (traditional age undergraduates) who have not received prior permission to commute are required to reside on campus in the University’s residence halls as long as space is available. Permission to commute is granted only to those students who will live with their parents or legal guardians in their parents’ primary place of residence within a reasonable distance from Concord University. Applications for a housing exception should be obtained from, and must be submitted to, the Office of Housing and Residence Life. Applications will be reviewed by the Director of Housing and Residence Life and/or a designated committee which will evaluate the evidence of exemption criteria.
Possible Exceptions:
1. Financial Hardship - you or your family must have recently experienced an unplanned financial crisis; serious illness, death, job separation, etc. Anyone having to qualify for a financial hardship must have applied for financial aid.*
2. Medical - you must provide written confirmation. Documentation should prove that your medical condition or disability prohibits you from living on campus.
3. Part-time Student - must maintain eleven credits or less throughout the entire semester(s) the student wishes to live off-campus.
4. Residing with relative - may include older siblings, grandparents, or non-custodial parent.
5. Residing on the work site - your physical presence is required for fulfillment of job responsibilities.
6. Age and/or Experience - 22 years of age or older and three years of full-time military experience, or married now divorced, or have a dependent child(ren). Age - You are a non-traditional student - 23 years of age or older.
7. Seniors who have only one or two semesters until graduation. Any student wishing to apply for Senior Status Exception must provide a copy of their official progressions sheet (academic check list) attached to the Off Campus Housing request Form. The Official Progression Sheet must be accurately completed and approved by the Registrar’s Office before the request will be considered.
8. Other Reasons - give a detailed and accurate description of the situation with all supporting documentation.
Application for a housing exception should be obtained from, and must be submitted to, the Office of Housing and Residence Life. It is the student’s responsibility to provide all required substantiating information. Students subject to the conditions of the Residence Hall Room Contract will have to justify being relieved of the contract.
Deadlines for Application
Summer Terms (both) May 1
Fall Term March 15 (returning student)
June 1 (new student)
Spring Term November 15
*Students requesting exceptions due to financial hardship must apply for Financial Aid by February 15. A financial hardship is defined as a family unplanned (significant) financial disaster, i.e. job loss, death in the family, high medical expense, etc. Exceptions are granted for the academic year, except when extremely unusual circumstances may justify granting an exception for a semester or a summer session. Students granted these special exceptions are required to renew their request for the following semester.
Housing Policy and Eligibility
Full-time traditional age students are required to live and board on campus. Eligibility to occupy the premises is limited to full-time (maintaining 12 credit hours) undergraduates who are appropriately registered for course work. Student occupancy of residence hall rooms is solely incident to an academic relationship. Eligibility for occupancy automatically ends upon withdrawal or termination of enrollment as a full-time student, unless an exception is granted to reside with part-time status.
Contract Term
The Room Reservation Form (housing contract) is for the full academic year when the institution is in session from August, or the student’s official arrival date, until the session ends in May, and cannot be terminated or canceled except under the conditions cited in the withdrawal or housing exception sections of this agreement. If entered into after August, this agreement applies only to the balance of the academic year.
Payment
Payment of semester room and board fees must be made to the Business Office according to published University deadlines.
REFUND ON BOARD AND ROOM FEES
If a student withdraws from the University, refunds on the room will be made as follows:
Regular academic semester Amount of Refund
During the first and second week 90%
Before the fourth class day 90%
During the third and fourth weeks 70%
Before the eighth class day 70%
During the fifth and sixth weeks 50%
Before the twelfth class day 50%
After the twelfth day No Refund. 0%
No refund thereafter
Summer Term (Five Weeks)
Before the fourth class day 90%
Before the eighth class day 70%
Before the twelfth class day 50%
No refund thereafter
Refunds shall be pro-rated based upon date of official withdrawal (date check-out procedure and withdrawal from the University is completed). All refunds are calculated from the first day of regular registration. Students receiving financial aid from the University will have their refund re-deposited into the financial aid account. A student who is asked to withdraw for disciplinary reasons forfeits all rights to a refund. Fees are subject to change. Such changes may take effect at once and apply to students already enrolled, unless otherwise specified.
Room Reservation Fee
When applying for a University residence hall room assignment, each student must submit to the University the sum of $50.00. This security deposit encourages the faithful performance by the
student of all obligations, including payment of rent, all monies due and owing to the University on any account, and payment for the student’s share of repairs and damage to a room and general residence hall areas over and above normal wear and tear.
After becoming a paid resident student for one semester, you will be eligible for a refund of the balance of your room reservation fee if you terminate your residency. The balance either will be credited to you, if you have submitted a room application for a subsequent semester, or will be refunded to you. Checking into the residence halls and not registering as a student is not permitted and will result in the forfeiture of the room deposit balance. The residents will also be subjected to payment of their share of repairs as stated above, and Guest Fee(s) which accrue nightly.
Whenever the balance of your room deposit fee drops below $0.00, you are required to pay the amount that returns the balance to $50.00. Also, you will be subject to the cancellation deadlines
of June 30 for the Fall semester, December 21 for the Spring semester, and May 1 for summer terms. Failure to cancel your room application by the appropriate deadline will result in the forfeiture of your room reservation fee. If you are unsure of your plans for the period of enrollment for which you have applied, please consider canceling your room application by the appropriate deadlines to preserve your fee. You may re-apply for a room at a later date when you determine to definitely return. If you wish the balance of your room reservation fee to be refunded to you, a Request for Refund Form must be completed. Submission of this form serves as a confirmation of the cancellation of your room application. Also, completing this form will facilitate the mailing of the refund check to you at the correct address. The absence of such a form will result in the check being mailed to the latest known address on file at the Office of Housing and Residence Life. If the refund is returned by the U.S. Postal Service to Concord University, the University will hold the refund for a period of six months for claim by the student, and at
the end of that period, if the refund is unclaimed, it will be re-deposited by the University without further notice.
Room Assignments
The University reserves the right to make room assignments in order to fully utilize all of its facilities. Specific room requests cannot be promised; however, every reasonable effort is made to assign each student to a residence hall and room accommodation of his/her choice in accordance with his/her priority, as established by receiving both the Room Reservation Form and $50.00 Room Reservation Fee in the Office of Housing and Residence Life. The date on which the Room Reservation Form and fifty dollars ($50.00) Room Reservation Fee are received in the Office of Housing and Residence Life can play a significant role in room/building selection. The “official date received” will always be when the Room Reservation Form is “date stamped” in the Office of Housing and Residence Life. Mutual requests for roommates are fulfilled according to available space. Requests for special accommodations warranted by a diagnosed disability
will be honored whenever possible.
Residents will be responsible for paying housing charges based upon the type of occupancy in relation to the capacity of the room. The typical occupancy is two residents in a double room of which each student pays double room rates. When one student is permitted to occupy a single or double room alone, that student must pay single room rate. When two students are permitted to occupy a triple room, those students will typically pay the double room rate plus one-half the difference between single and double room occupancy.
The Resident Director should be contacted if a room change is desired. Room changes may be requested at the beginning and the end of each semester. Changes will be granted only if space is available. At no time is a student authorized to make a room change without prior approval granted by the Resident Director of the Hall. Unauthorized room changes will result in an administrative charge up to $25.00 per student, and the student
will be required to move back to the original room assigned. Residence hall changes may be accomplished under the same guidelines as room changes.
Room Consolidation
During the first few weeks of each semester, you may reside in a room by yourself although this same room may have been scheduled for double or triple occupancy. When this situation occurs, you should not expect to continue such occupancy. It is your responsibility to contact the Resident Director in order to arrange for correction of your occupancy. The Resident Director will then explain the various options available to you at that time. He/she will arbitrarily re-assign you to another room only if you request the Resident Director to do so, or if you fail to complete consolidation and a single room is not available for you to purchase. The deadline for completing consolidation is usually the Tuesday of the second week of the Fall semester, or the end of the first week of the Spring semester. Although you may wish to maintain a single room (and pay the single room rate) this option will only be available to you if the overall occupancy situation permits it. Students whose occupancies are affected by
roommates moving out are subject to similar room consolidation up to the midpoint of each semester.
If you are the last resident without a roommate, you will be obligated to consolidate at whatever point another resident becomes the sole occupant of a room. Consolidation means that a resident will be required to either move to another room, or to accept the other resident left alone in his/her quarters as your roommate. Consolidation is determined by the building’s Resident Director. If you later decide to pay for a single room rather than to accept consolidation, you will be liable for payment of the single room fee from the date you first became the sole occupant of the room.
Independents on Organizational Floors
Organizations are expected to fill their areas, including all resident members. As a result, your room assignment can be changed to another area if it is determined that your relationship with the organization is disruptive. If a disruptive situation appears to have developed, a meeting will be held to evaluate the circumstances. If it is felt that members in the organization are relating to you unfairly, please initiate a hearing to seek correction on your behalf.
Non-members are only permitted to sign up in organizational areas with the consent of the organizations. Room assignments for non-members are subject to change each semester. Non-members may be reassigned at the beginning of each semester to create room for new members who need space in one of the organizational areas. If these matters are of concern to you, it will be helpful to discuss them with the involved organization prior to room sign-up. Please come by the Office of Housing and Residence Life or contact any of the organizational representatives to discuss questions you may have about organizational housing.
Check-In/Check-Out Requirements
Upon moving into or out of a room, each resident must review, sign and submit a Room Condition Form, which is an accurate and complete record of the contents and condition of the assigned room. This inventory will serve as the basis for check-out and damage charges, if assessed. Failing to check-out of one’s room officially is a $5.00 fine. Failure to return one’s room key immediately upon check-out is a $25.00 fine per key. All rooms are thoroughly inspected by the residence life staff before the hall opens. At this time, a record of the room condition and furnishings is created. The occupant of the room has the opportunity to sign and correct, if necessary, this record when he/she checks in. Room inspection will again occur upon departure. Be advised that you will be held financially responsible for any conditions noted after check-out which are not noted on the initial inspection.
Closing for Vacation Periods
Generally, resident students are not permitted to remain in the residence halls through any official University closing. Residence halls must be vacated within 24 hours after a student’s last final examination of the semester, or at official closing time (normally 8:00 p.m.), whichever occurs earliest. Notice will be posted by the Housing and Residence Life staff prior to the closing of each semester, vacation, or recess period. However, it is a student’s and/or family’s responsibility to abide by the conditions set forth in all closing notices and to follow check-in and check-out procedures and times.
Before vacating your room for vacation periods, you should do the following in conjunction with your roommate(s) and/or suitemates:
• Remove items which might attract roaches, ants and other similar “visitors.” Empty the room trash can(s).
• Remove perishable items from the room refrigerator, then clean, unplug, and leave the door cracked open.
• Close and lock all windows (especially when residing on any
ground or first floor rooms).
• Unplug everything but aquariums from room electrical outlets.
• Turn off all lights.
• In North and South Towers only, room and bathroom heating should be set at “low.”
• In North and South Towers only, water must be shut off tightly.
And:
• Be alert for information (posted, published and/or verbal) which may supplement this policy.
• Report any problems complying with these procedures to the staff promptly and always prior to leaving.
Note that staff will check rooms for compliance. Any procedures not followed will subject residents of the room (suite) to applicable charges.
Residents who receive special permission to remain on campus throughout any portion of scheduled closing will be asked to leave if they fail to abide by the policies applicable to their housing arrangements, or for violation of other University rules and regulations.
The residence halls are closed, without exception, to all non-graduating residents at the end of the academic year who do not appear on any official list supplied to the Office of Housing and Residence Life of students participating in the Commencement ceremonies.
Only authorized University housing authorities, or persons having permission from University housing authorities, are permitted in the residence halls during official University closing. Anyone else found inside the residence halls, or found attempting to enter the residence halls, will be subject to arrest then prosecution.
Room Care
Students are directly responsible for the housekeeping of their own rooms. Neat, clean and well-organized surroundings are conducive to effective study and personal health. Students should cooperate with their roommates (suite mates) in the common protection of property and maintenance of living quarters. Students are to report any maintenance problems to the Resident Director, Resident Assistant, or directly to the Office of Housing and Residence Life.
The student’s responsibility for the care of his or her room and its furnishings include refraining from defacing the walls, ceilings, windows, mirrors, doors, or floors by use of paints, nails, cellophane tape, decals, glue, screws, etc. All furniture that is “built-in” (secured to the walls and/or floors) must not be unfastened. All free-standing furniture is to be returned to its original position when a resident checks out of the room. There is a $25.00 charge for failure to return furniture to its original position. Alcohol containers and information or articles denoting illegal drug use are not to be used for display. Please ask the •Resident Director if there is any question with regard to what can or cannot be accomplished or displayed in a room.
Residents interested in painting their rooms should check with the Resident Director for information. Under no circumstances can a residence hall room be painted without prior consent from the building Resident Director.
• No decals, pictures, or other similar items may be attached to the hall door or door casing other than name of the occupant(s) in the slot provided for such purpose.
• University furniture is to remain within the room and/or lounge in which it has been placed by the university at the opening of any semester or term. There is no storage for either University or privately owned furniture.
• The occupants of the room will be solely responsible for keeping their assigned residence hall room neat, clean and sanitary. Announced room inspections will be made while students are here, and the University will also conduct room inspections during every official closing when classes are not in session. The University reserves the right of entry into any room for announced inspections, repairs, and maintenance work.
• Unauthorized possession of University property is strictly prohibited. During authorized entry of rooms, the housing staff will remove all items belonging to the University (for example, lounge furniture and cafeteria utensils); occupants will be subject to a collection charge and to disciplinary action for such unauthorized possession. There will be a minimum charge of $25.00 for each piece of University owned furniture confiscated.
• Unauthorized removal of screens from windows deforms the frame, loosens the retaining clips, and creates a potentially dangerous situation where a screen or other object may fall from the window and strike someone below. Therefore, all students are strictly prohibited from removing their window screens and will be assessed charges for doing so. The cost of re-installing each screen is $15.00. A new screen will cost at least $60.00, including installation.
• The room is to be used as a living unit only, and no commercial operation shall be carried on therein.
• Subletting of any portion of the room is not permitted.
• Weight lifting equipment is not permitted in residence hall rooms.
• Bicycles may only be stored in individual rooms or outside of the residence hall. Bicycles may not be stored in stairwells, hallways, or other public areas inside the residence hall. Riding bicycles inside the residence halls is strictly prohibited.
• Allowing anyone to reside in any assigned room for free is also not permitted.
The custodians are responsible for maintaining all public areas. They are required/obligated to report student damages and violations of University property to the Resident Director or Director of Housing and Residence Life.
Conduct/Damage
Each occupant of a room is solely responsible for his/her own conduct and that of his/her guests (invited and/or uninvited), as well as any damages they may incur. The University is not liable to the occupants or their guests for property damages or personal injuries suffered by them on University premises.
Whenever damage occurs, an effort will be made to determine the individual or group responsible for the assessment of charges. Whenever the participants cannot be determined, the damage to rooms is charged to the occupant(s). This policy also applies to occupants of suites which contain an empty room. The charge for damage elsewhere is divided among the students living in the area (or the entire unit where the damage is located). Charges not deductible from the reservation fee shall be payable within ten (10) days after the receipt of the notice of the charges (plus up to $20.00 for administrative cost after ten days).
Safety and Security
The following activities are strictly prohibited to ensure all residents’ health, welfare and safety:
1. Tampering with fire hoses, fire extinguishers, or fire alarms.
2. Blocking, wedging or otherwise preventing any fire door leading to the outside from closing.
3. Creation of any threat or hazard to the health, welfare, and/or safety of any person.
4. Burning candles, incense, or other items which have exposed flame and/or are heat producing.
5. Misuse or vandalizing the elevators.
6. Throwing or dropping objects from windows. Removing window screens is not permitted.
7. Being on the roof of any building.
Please note: The University reserves the right to enter rooms for
repairs, maintenance work, announced inspections and
disciplinary actions without notice when the health, welfare,
and/or safety of persons and/or property may be threatened.
Keys
• Each student is provided one room key (plus a suite door key in Towers) at the beginning of the semester. All keys remain the property of Concord University, and may not be duplicated by the student for any reason. In an effort to provide security and account for property, keys issued to students must be turned in at the end of each semester (or when otherwise moving out of the residence hall room and/or suite).
• When a student fails to surrender key(s) when checking out of any residence hall, the resident will be held responsible for the cost of changing the lock(s) to the room and/or suite.
• University residence hall keys are issued to the assigned occupant of the room. Lending your key to another person is strictly prohibited, and may result in disciplinary action.
• When residence hall keys are lost or stolen, security of the room, and possibly other facilities, become the prime consideration. The resident whose keys are missing may be wholly or in part responsible for the cost of changing and/or re-keying one or more locks. Residents are encouraged to protect personal possessions, and those of roommates and suitemates, by maintaining the security of keys. Residents should report all missing keys to the Resident Director immediately. Replacement keys are obtained from your Resident Director at a cost of $25.00 per lock and key.
Charge for Removal and Storage of Personal Belongings
A charge of $25.00 or more will be assessed to any individual whose possessions must be removed from a room by the University after the student has failed to remove such belongings. The fee must be paid before any belongings will be returned to the student. If you do not claim your personal property within eight weeks of checkout, the University will dispose of said belongings in any manner which it sees fit.
Withdrawal Policy
Residents officially withdrawing in good standing from the University must vacate the residence halls within three days. If the student who withdraws from Concord re-applies for a residence hall room for the following enrollment period, the balance of the room reservation fee may be carried forward. The refund of room and board will be in accordance with the University’s policy listed elsewhere.
Entry and Exit of All Residence Halls
1. The main entrance is the ONLY avenue of access permitted for non-residents except when checking into or out of the residence hall.
2. The main lobby entrance is the primary avenue for admission and departure for residents of the building, although the back door may be used during the hours listed below.
3. The back door(s) in North Tower and Wooddell will be unlocked from 7:00 a.m. to 7:00 p.m. Only residents are permitted to use this exit. Non-residents may use this door only when assisting a resident who is moving into or out of the building. In this case, it is necessary that the resident inform the building staff to avoid confusion. These doors will also be used as exits during emergency evacuations.
4. No one is permitted to enter the silver doors to Wilson Hall after 8:00 p.m. Only Wilson Hall residents are permitted to exit the silver doors on the west end of their building. Residents are not permitted to escort male visitors in or out of the silver doors at any time.
Wilson, Wooddell, and Sarvay Halls Opposite Sex Bathroom Policy
Opposite sex visitors may use the community bathrooms on all floors in Wilson, Wooddell, and Sarvay Halls under the following conditions:
1. The resident which the guest is visiting goes into the bathroom first to see if anyone is present.
2. The [building] resident then stands by the bathroom door to
inform others who may wish to enter that a person of the
opposite sex is currently in the bathroom.
Liability
The University shall not be liable, directly or indirectly, for loss of or damage to any article of personal property anywhere on the premises, due to, but not limited to, insufficient or excessive heat, smoke, fire, water, steam, the elements, actions of third persons or similar causes.
Termination of Occupancy
Rental may be terminated in the following manner:
• Should the Director of Housing and Residence Life deem the occupant of an apartment to be in violation of any major University policy, the University reserves the right to cancel the rental of a leased premise.
• The University may cancel any rental or leased premises for failure to pay rent. There is a one-month grace period for emergencies, and with prior permission obtained from the Director of Housing and Residence Life.
• Failure to enroll as a student on a full-time basis in a regular program of study will result in termination of rental.
Students who are leaving at the end of an academic term have three days after their last examination to vacate. Graduating seniors who are participating in Commencement may remain until three days after the actual ceremony has concluded.
If the rental of leased premises is terminated, the occupant must vacate the leased premises within three (3) calendar days of the effective date of termination. Should the resident fail to register for a term, he/she will be subject to payment of non-student housing charges at the current rate for the period of occupancy (the difference between this amount and the current rental rate will be owed if the occupant has already paid rent for the period of unauthorized occupancy). Upon the resident’s failure to quit and vacate the leased premises within the allotted time period, the University shall be entitled to immediate possession of leased
premises and to take all summary action to secure possession without any other notice of any kind, to the occupant under applicable law, or otherwise, such notice being hereby expressly waived. The University is further authorized, on the student’s behalf, to remove and store student belongings without liability on the part of the University for damage or loss. Residents will be charged (at least $25.00) for such removal which is payable before any belongings are returned. In that event, if at the end of the eight weeks period the former resident has not claimed the belongings, the University is hereby irrevocably authorized on his/her behalf to dispose of said belongings in any manner which it shall see fit without any obligation to make payment of any kind resulting from such disposition, damage, or loss.
The University reserves the right to immediately suspend or terminate College Court residents’ rental status, with arrangements being made to remove said students’ belongings at a later time. This action may be taken if the resident is believed to be a threat to the health, welfare, or safety of the community or to themselves.
Questions regarding the various segments of the Housing and Residence Life section of the handbook should be directed to the Director of Housing and Residence Life. The Director may also be reached at: Concord University, Office of Housing and Residence Life, PO Box 1000, Campus Box D-129, Athens, WV24712-1000.
(304) 384-5231 (work), housing@concord.edu. (email)
General Policies
1. Residents are expected to comply with all regulations described in the Concord University Student Handbook, The Concord University Residential Life Key, The Concord University Academic Catalog, the Concord University Vehicle Registration and Parking Regulations Handbook, the Substance-Free Contract (if applicable), and the Concord University Room Reservation Form.
2. Within the contract, federal, state and local law and University regulations have been designed to maintain an appropriate environment for the mutual benefit of all residents. Violations may result in University and/or criminal judicial action.
3. Additional policies may be instituted as communicated by the President, Director of Housing and Residence Life, Director of Public Safety, and the Chief Student Affairs Officer.
4. If any provision(s) in this part of the handbook shall be declared illegal or unenforceable, the remaining provisions will remain in full force and effect.