Virginia Union University and the Office of Residence Life reserves the right to develop and implement new policies or regulations not presently included in this document. It is the responsibility of the university to make a reasonable attempt to inform the student body of any change in or addition to the current policies and regulations using the University email system.

1. Residence Hall Staff
2. Statement of Community
3. Hall Council
4. Hall and Floor Meetings
5. General Conduct
6. ORL Discipline
7. Fines
8. Appeal Process for Fine Assessments
9. Smoking
10. Alcohol
11. Drug Use
12. Weapons
13. Quiet Hours & Lobby Hours
14. Coed Visitation
15. Laundry Facilities
16. Fire and Safety Procedures
17. Adverse Weather Policy
18. Furnishings for Residence Hall Rooms
19. Health and Safety Room Inspections
20. Electrical Appliances
21. Keys
22. Lock Outs
23. Maintenance
24. Overnight Guests Policies
25. Roommate Bill of Rights
26. Room Changes
27. Moving Out of the Residence Hall During the Semester
28. Academic Breaks
29. Protecting Your Property
30. Storage
31. Telephone and Voicemail Use
32. Trash
33. Vandalism
34. Group Billing

Residence Hall Staff
Residence Assistants are undergraduate student leaders who live on most residence hall floors. Their multifaceted duties include developing a sense of unity for the floor, planning programs in the halls, providing help for residents, serving as an information resource, assisting with maintenance issues, and enforcing university and residence life policy. An RA is on duty every night in each residence hall to assist with your comfort and security. If you have a concern, please attempt to contact your RA first. If you cannot contact your RA, contact your Hall Director.

Please remember that RA’s are students, university employees, and members of your floor community. Balancing the demands of each of these roles is difficult. They deserve your appreciation, cooperation and respect. Failure to comply with the instructions of a university employee will result in disciplinary action.

If you need emergency assistance or have experienced an assault, theft, vandalism, or harrassment we encourage you to go to Campus Police and file a complaint. The Silent Witness program is also available and we encourage you to use it if you have information that may help the University solve a crime. This is an anonymous reporting tool.

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Statement of Community
Living in a residence hall at Virginia Union University means living in a community of students. This community is a dynamic place, composed of various people with different values, cultures, lifestyles, and attitudes. As members of the community, we must strive to understand the individuality and life choices of those among us. We can best learn from one another in an atmosphere of positive encouragement and mutual respect. We must possess a genuine desire to learn from those around us as well as give others the respect and tolerance we desire. Each person has a role to play in our residence hall community and should be allowed to do so.

Virginia Union University residence hall communities incorporate the following:

• EDUCATION – To ensure that teaching and learning take place outside the classroom;
• OPENNESS – So that ideas and thoughts can be discussed freely;
• RESPECT – To ensure that the individual is honored so diversity can be pursued;
• RESPONSIBILITY – So that the individual accepts obligations to the community and is held accountable for individual actions;
• CARING – To ensure that the individual’s well being is supported and that community service is encouraged;
• INVOLVEMENT – So that all individuals have a voice in decisions concerning their community;
• OWNERSHIP – To ensure that all individuals care for their building facilities and adjacent property; and
• CELEBRATION – So that Virginia Union University history and culture is included and that residence hall traditions are shared.

Your rights in our community include:

• To socialize in your room and designated areas;
• To sleep and study without disturbance;
• To live in a supportive and stimulating community;
• To live in a safe, secure, healthy, and clean environment;
• To enjoy access to a variety of programs, services, and facilities; and
• To involve yourself and others in promoting an educational, open, respectful, responsible, caring, involving, and celebrative community.

Your responsibilities in our community include:

• To consider the needs of other residents and balance them with your own needs;
• To promote care of the physical facilities, equipment, and services;
• To communicate with other residents and staff members, to let other residents know when they are disturbing you;
• To demonstrate a commitment to the community by getting involved;
• To promote campus and individual safety, and to demonstrate dignity and respect for all individuals.
• To suggest and assist in implementing programs, ideas and strategies for enhancing the community.

Living on campus at Virginia Union University affords you many opportunities to face challenges head on, achieve in a variety of areas, and grow as an individual. However, these things only happen when you actively participate and support the community ideals stated here.

Adapted from In Search of Community, Ernest Boyer, Carnegie Foundation for the Advancement of Teaching

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Hall Council
The Hall Council serves as the representative body for each residence hall. Hall Council is a valuable resource for facilitating community development and fostering change in the residence halls. Hall Council sponsors membership elections, conducts weekly meetings, coordinates activities and programs, and advocates on behalf of the residents to the University community.

Hall Council is comprised of an Executive Board that includes: President, Vice President, Secretary, Treasurer and Programming Chairperson. The Residence Hall Director will advise the Hall Council, or appoint a hall staff member to serve as co-advisor.

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Hall and Floor Meetings
At least monthly, you will have hall and/or floor meetings. During these meetings Residence Life Staff will provide important information to all residents. If you fail to attend a mandatory meeting, without providing your RA or Hall Director with a valid written excuse and/or advance notification, you will be assessed a fine of $10.

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General Conduct
The Office of Residence Life does not condone activities that could cause damage to property or harm to an individual or group of individuals. Therefore, engaging in such activities (pranks, general horseplay, playing sports inside, cycling, running, throwing objects, snowball, ice or water fights, roller blading/skating, skateboarding, scooters, urinatinng or deficating in places other than the toilet or urinal, etc.) is prohibited in the hallways, lobby, common areas of the residence halls, and the general vicinity of the residence hall and will not be tolerated.

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ORL Discipline

Options for Disciplinary Action
VUU students are expected to maintain a high level of maturity, responsibility and common sense regarding their own behavior and actions. Students are also responsible for all policies, rules and regulations contained in the VUU Student Handbook, the ORL Handbook, their VUU Housing Contract, VUU Honor Code and information distributed through residence hall staff members. For further information, students may contact their RA or Hall Director.

The following are possible disciplinary actions that might be taken after a violation of residence hall policy, rules or regulations:

• Residence hall incident documentation
• Verbal follow-up discussion with a staff member
• Educational assignments/special projects/flexible sanctions/community service
• Referral to other campus agencies
• Payment for damages/restitution
• Restriction from a specific residence hall or building for a specified period of time
• ORL Official Letter of Warning
• Fines
• Judicial referral
  

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Fines
Studens may receive fines for violations of residence hall policy including, but not limited to:

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Appeal Process for Fine Assessments
If an on-campus student receives a fine from their Residence Hall Director or Resident Assistant, which he/she feels is unwarranted or unjust, the student may appeal the fine by going through the following appeal process:

1. Submit a written request for appeal to the Director of Residence Life within 48 hours of the issuance of the fine.
2. Attach any supportive documentation, including your copy of the Fine Assessment Form.
3. Within 7 days of receiving the appeal and supporting documentation, the Director of Residence Life will render a decision to uphold or delete the fine.
4. If a student is dissatisfied with the decision rendered by the Director of Residence Life, the student, using the same procedure outlined in items 1-3 above, may appeal in writing to the Vice President for Student Affairs. For these appeal cases, the decision of the Vice President for Student Affairs is final.

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Smoking
Smoking is not permitted in any residence hall room, wing, or floor. Students may go outside the building to smoke, and stay away from hall doors and windows.

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Alcohol
Residents and visitors must abide by Commonwealth of Virginia laws referring to alcohol use and possession. Virginia Union University prohibits the use of alcohol while on its property, except when authorized by the University at designated functions. Loud or disruptive behavior or drinking habits that otherwise interfere with the rights of others or lead to other violations of university policies are reasons for disciplinary action.

Storage or display of bottles or cans in windows is prohibited for safety reasons. Students are prohibited from storing or possessing empty alcohol containers in the residence hall. If empty alcohol containers are found in residence halls, staff will assume that the residents of the room and any students in the space are, or were, in possession of alcohol and have a shared responsibility for the containers. All residents and involved students may be subject to disciplinary or judicial follow-up, including fines.

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Drug Use
Students may not possess, use or distribute any illegal drug as defined by the Drug Control Act of the Commonwealth of Virginia. Such possession, use or distribution is prohibited in any building or on any property owned or operated by the university.

Possession is defined to include any area or property for which the student is responsible. University policy conforms to state law with regard to drug paraphernalia.

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Weapons
No student shall keep, use, possess, display, or carry any rifle, shotgun, handgun, knife, or other edged weapons, or other lethal or dangerous instruments capable of maiming and/or casting a projectile by air, gas, explosion or mechanical means on any property or in any building owned or operated by the university or in any vehicle on campus. This includes but is not limited to BB guns, paintball guns, and pocketknives. Reasonable facsimiles of weapons are not allowed.

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Public Nudity
In order to conform to the principles underlying the mission of the University and the Office of Residence Life certain specific actions that are inconsistent with an academic environment are prohibited, including any act of public nudity, including but not limited to, streaking, mooning, and public urination.

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Quiet Hours & Lobby Hours
In an effort to create an atmosphere conducive to student learning, quiet hours have been established from 11PM – 11AM, Sunday through Thursday, and 10PM – 11AM Friday and Saturday. During quiet hours, no activities will be permitted in the residence hall vicinity that may create disturbance to the general population, unless authorized by the Residence Hall Director. Fines may be assessed if you are found in violation of quiet hours.

Lobby hours are from 11AM – 11PM Sunday through Thursday; 11AM – 1AM Friday and Saturday. All entrance doors to the residence halls are locked 24 hours a day. Students must gain entrance using their Sonitrol card, which is also their student ID card.

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Coed Visitation
Coed visitation is on Monday through Saturday evenings from 6:00 p.m. to 11:00 p.m. an on Sunday evenings from 8:00 p.m. to 10:00 p.m., unless otherwise designated by the Hall Director. The Hall Director may elect to cancel coed visitiaton. If this occurs, students will be notified in a hall meeting.

The following guidelines must be followed:

• You must meet your guest at the front desk, sign him/her in the logbook, and escort him/her to your room. If there is not a staff person present, you may not escort your guest to your room.
• Both parties must leave their student ID with the hall staff.
• Your door must be cracked.
• Failure to sign out at or before designated time will result in a fine.

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Laundry Facilities
Washers and dryers are located in all residence halls for on-campus residents only. Use of laundry facilities by non-residents will result in a fine. Laundry cards and coins are not required to use the machines. On-campus residents have unlimited laundry privileges.

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Fire and Safety Procedures
At least one unannounced fire drill will be conducted each semester. The Residence Hall Director will discuss the following fire drill procedures with you during the first hall meeting. Please note that failure to evacuate the building as directed will result in a fine.

If you discover a fire:

1. Activate the nearest fire alarm pull station.
2. Call Campus Police at “0” or 257-5600.
3. If the fire is small, use a fire extinguisher, but do not endanger yourself.
4. Evacuate the building using the nearest exit (including fire exit doors; that’s their purpose).

If you hear a fire alarm:

1. If possible, secure equipment and close windows and doors. Do not lock doors.
2. Follow the evacuation route – exit using the nearest exit. Do not use elevators.
3. Assist individuals with mobility disabilities to a designated refuge area at least 300 feet away.
4. Do not re-enter the building until permission is given by the fire department or Hall Director.

If you cannot evacuate:

1. Close the doors between you and the fire.
2. If possible call 911 or “0” and advise the Campus Police and the Fire Department of your situation.
3. Hang clothing or a sheet from a window to alert Emergency Response Personnel.

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Adverse Weather Policy
In the event of severe weather, students are cautioned to use sound judgment when deciding whether or not to leave campus. If severe weather strikes while students are on campus, Residence Life Staff will be available and accessible to the residents. In the event that adverse weather causes the University to close while students are on campus, Residence Life Staff will plan programs and activities to help students who might experience depression, loneliness or “cabin fever.”

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Furnishings for Residence Hall Rooms
The furnishings provided by the University consist of a bed, mattress (standard twin), mattress cover, dresser space, desk space, chair, and closet. No furnishings in the lounges, parlors, or any other areas of the residence hall may be removed. Students are not permitted to have waterbeds or like furnishings.

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Health and Safety Room Inspections
Residence Life Staff conducts room inspections at least twice a semester, or as deemed necessary by the Hall Director. Residents need not be present at the time of inspection and no prior notice is required. If a student is found in violation of the health and safety standards, the student has 24 hours to remove the item(s) in violation or have them confiscated by the Hall Director. However, if the item is a fire hazard or threat to safety, the Hall Director will remove it immediately. Follow-up inspections will occur to insure safety violations have been corrected. During room inspections, Residence Life Staff members will check for the following items and fines will be assessed accordingly:

• Sanitary conditions
• Prohibited electrical appliances
• Pets
• Unauthorized furniture
• Correctly placed headboard
• Operable fire safety equipment
• Alcohol, drugs and/or paraphernalia
• Candles/incense

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Electrical Appliances
Due to the hazard of fire, the limits on the amount of electricity that can be safely used on any given electrical circuit and the limited number of outlets in some halls, the following policies have been established by Campus Police, the Department of Operations and the Office of Residence Life.

These appliances and items are prohibited in residence halls:

• Air conditioners
• Any appliance with an open heating element
• Candles
• Ceiling fans
• Coffee makers without automatic shut off
• Cords under carpets or across doorway thresholds
• Fuel-powered equipment
• Gasoline, propane, flammable liquids or gases
• Halogen lamps
• Hot plates and pots
• Incense
• Microwave ovens
• Refrigerators larger than 4.3 cubic feet
• Sandwich grills
• George Foreman grills
• Space heaters
• Toaster ovens
• Toasters

Only one refrigerator is permitted per room. Appliances which have a heavy electrical draw, such as hair dryers, irons, televisions and refrigerators, are to be plugged directly into sockets or surge protectors and not into extension cords.

All appliances should be covered under homeowner’s or renters insurance. The Office of Residence Life and Virginia Union University are not responsible for damages to students’ personal property.

When leaving for an extended period of time, students must unplug all appliances.

Students shall not tape over, tamper with or disconnect a circuit breaker, fuse, telephone circuit box, smoke detector, electrical socket, light fixture, cable or switches. Stringed holiday lights are not permitted on ceilings.

Students found with inappropriate appliances in their room or suite will have 24 hours to remove the item(s) and may be subject to a fine if not properly removed. A follow up inspection will occur.

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Keys
Duplication of keys is prohibited. Room and hall keys are for personal use only and are not to be given to any other individual. There will be a charge for lost room keys and ID cards in addition to a lock change fee. It is important for students to report a missing keys or IDcards as soon as possible, to facilitate security measures. It is the responsibility of all students to carry their keys and ID cards with them at all times. Intentionally furnishing false information to a University official will result in disciplinary action.

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Lock Outs
If you are locked out of your room, you should follow the protocol below:

1. Contact the RA on call.
2. If you do not get a response, look for another RA in the residence hall.
3. If you cannot locate a RA, contact your Hall Director.
4. Prior to gaining entry into your room, you must sign the Lock Out Sheet.

When someone comes to unlock your room door, you will be assessed the appropriate fine.

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Maintenance
There is no charge for repairs or maintenance to your room resulting from normal use. However, repairs needed due to vandalism misuse or abuse will result in your being billed for the repairs. Never fix it yourself, please report all repairs at the time of breakage. If a repair is needed in your room, you must email your Residence Hall Director so that a Maintenance Request can be completed. If the repair has not been completed within a week, please inform your Residence Hall Director by leaving a note under his/her door, emailing or calling him/her so that he/she can follow-up.

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Overnight Guests Policies

• Overnight visitors must be approved by the Hall Director who will gather emergency information about the visitor.
• All occupants of the room must consent to having an overnight guest. If parties do not agree, overnight guests will be prohibited.
• No particular overnight guest may stay for more than three consecutive nights.
• Any unauthorized overnight guests will result in a fine.
• Guest must abide by the University and Office of Residence Life Rules and Regulations; it is the responsibility of the guests to familiarize themselves with this information.
• Guests who violate the University or Office of Residence Life Rules and Regulations may be restricted from entering the residence halls and are subject to judicial and/or civil actions. Their hosts may also be subject to judicial action.
• Hosts accept responsibility for non-VUU student guests.

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Roommate Bill of Rights
The following Bill of Rights is a reminder to each resident of his/her responsibility to his/her roommate. Your enjoyment of life in a residence house will depend, to a large extent, on the thoughtful consideration that you demonstrate for each other. If you are having difficulty with your roommate, contact your RA immediately.

1. The right to read and study free from undue interference in one's room. Unreasonable noise and other distractions inhibit the exercise of these rights.
2. The right to sleep without undue disturbance from noise, guest of roommate(s), etc.
3. The right to expect that a roommate will respect one's personal belongings.
4. The right to a clean environment in which to live.
5. The right to free access to one's room and facilities without pressure from the roommates(s).
6. The right to privacy.
7. The right to host guests with the expectation that guests are to respect the rights of the host roommate(s) and other hall residents.
8. The right to address grievances. Your Resident Adviser is available for assistance.
9. The right to be free from fear of intimidation, physical and/or emotional harm.
10. The right to expect reasonable cooperation and the use of "room shared" appliances (telephone, refrigerator, etc.) and a commitment to honor agreed-upon payment procedures.

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Room Changes
Room Change Requests are granted during specified times during the semester at the discretion of the Director of Residence Life. Room change opportunities are available based on space availability, each residents’ acceptance of the change and approval from the Director of Residence Life. Completion of a Room Change Request Form does not automatically grant your request.

Instructions for the Room Change Request Form:

1. All affected parties must sign the Room Change Request Form.
2. The request must be submitted to the Director of Residence Life by the deadline.
3. Upon approval, all affected residents must officially check out with the Residence Life Staff for their current residence.
4. Residents must check into their new rooms within 72 hours after approval. Failure to do so may result in rescinding of the approval.
5. A Room Condition Form must be completed and you will receive new keys.

Check Out Guidelines

• Clean room thoroughly (i.e, empty trash, sweep & mop floors, dust, remove all personal items, including hangers, nails on walls) and complete the Room Condition Form.
• Return all entrance access keys, front, resident room, office (if staff), etc.

Failure to check out properly may result in the appropriate fine(s).

Direct Swap of Room Assignments
A direct swap involves two residents of the same or different halls exchanging roommates. Your Hall Director has the authority to approve direct swaps. Room changes into vacant spaces must follow the room change guidelines.

Unauthorized Room Changes
Room changes cannot be made without proper authorization. Students may be fined for each unauthorized room change and must return to their originally assigned room.

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Moving Out of the Residence Hall During the Semester
If you desire to move out of the residence hall during the semester, you must complete an Intent to Vacate Form. This form can be located in the Office of Residence Life. On this form, you must designate what date you will relinquish all housing rights and privileges. You must officially checkout of your room with a Residence Life Staff member by that date. Please follow the steps below:

1. Advise your Residence Hall Director.
2. Have your room inspected by a Residence Hall Staff.
3. Clean room thoroughly (i.e, empty trash, sweep & mop floors, dust, remove all personal items, including hangers, nails on walls) and complete the Room Condition Form.
4. Return all entrance access keys, front, resident room, office (if staff), etc.

Fines may be assessed if you do not check out properly.

If you do not plan to return to the University, you must complete a Withdrawal Form in the Office of Student Affairs and obtain the necessary signatures. The Withdrawal Form can be found under Quick Links to Important Documents on the Student Affairs website.

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Academic Breaks
During Christmas Break and Spring Break students MUST vacate the residence halls by the designated date and time. Prior to leaving for the break, residents are expected to do the following:

• Sign up for a checkout time with your RA
• Close and lock windows & close blinds
• Clean out and defrost refrigerator
• Remove all trash
• Unplug all electrical appliances and clocks
• Turn off lights and lock the door
• Sweep and mop the floor

You must sign out with your RA. Please note that the fines may be assessed if you do not check out properly.

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Vacant Spaces
If you are in a double occupancy room and do not have a roommate, the vacant side of the room should be cleared of any personal items, as these spaces will be used to house students coming in during the year.

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Protecting Your Property
The University is not responsible for lost, stolen, or damaged items in the residence halls. You are strongly encouraged to purchase appropriate insurance to cover such losses. The University also encourages marking your items and keeping a list of valuable items, identification numbers and value of the items in a safe location. Campus Police can provide engraving tools upon your request.

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Storage
The University does not provide storage for residents’ personal items. It is advisable that you make inquiries to local self-storage companies regarding storage.

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Telephone and Voicemail Use
Each room has a telephone jack. You must provide your own telephone. Under NO circumstances can you accept collect calls. You may make long distance calls from your room using a calling card. The University is not responsible for any long distance charges that you incur. If the University is billed for unauthorized calls, these charges will be added to your account. If you elect to subscribe to a calling card from a long distance carrier, you must use your home phone number as the billing number. The telephone number supplied to the residence hall room is property of the University and cannot be used as a billing number.

The University is responsible for reporting repairs needed to the telephone jack. If the repairs are needed due to the negligence of the residents, the residents will assume the cost of repair. You may contact your Hall Director to report a broken telephone jack.

A call made to a campus extension (4-digit number) does not count as a local outgoing call. To call another student’s room, dial their 4-digit number only.

Students are expected to record appropriate voicemail messages on the voicemail services provided by the University. Students who choose to record lewd, vulgar or obscene outgoing messages are in violation of Section 3b of the Student Code of Conduct and the University will disable their voicemail service:

Disorderly conduct or lewd, indecent or obscene conduct or expression, or public profanity...

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Trash
Students are responsible for placing their trash in trash rooms or designated dumpsters for their residence halls. Trash in non-designated areas can be considered a fire, safety or health hazard. Students are subject to fines for inappropriate disposal of trash.

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Vandalism
Defacing University property is not permitted. We care about the general appearance of our facilities as this factor is important in creating an acceptable living and learning environment. Defacing University property will result in a referral to the University judicial system and may result in suspension from the residence hall. Improper trash disposal will result in a fine. Repeated offenses may result in susupension from the residence hall.

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Group Billing Policy
Group Billing is a policy that charges expenses incurred through acts of vandalism, theft, destruction of property, etc., equally among residents of the floor or hall where said acts occurred. All damages incurred in common areas such as lobbies, lounges, elevators, hallways, etc., will be charged equally to all students residing in that hall. The thrust of this policy is to involve the residents in the care and upkeep of their residence hall. It is important that all residents understand that a person, or persons, identified in an incident will be held solely responsible for all damages and responsibilities. Only when no one is found responsible will these expenses be divided among all residents.

The following process will be followed:

1. When an incident occurs, an incident report is completed and posted.
2. The residents have a period of one week from the posting to identify the person or persons responsible.
3. If after that period of time the person/persons responsible have not been identified, the expenses will be divided equally among the floor residents and charged to their accounts. There is a minimum of a charge of $10 per resident for group billing.

The use of such a policy has been found to upgrade the quality of life in the halls, as well as to provide the residents and opportunity to address and take ownership for the activities occurring in the halls. Through the cooperation and involvement of each resident, we can make a significant difference in the quality of life in our residence halls.

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