Housing & Residential Education Handbook
Welcome to Reinhardt University and our Housing & Residential Education Program. For the next year, your home will be steps away from classes and your backyard will be filled with the magnificent sights and sounds of North Georgia. At every corner, new experiences and adventures will come your way and by May, one year will have flown by. The Housing & Residential Education Program encourages the social and educational development of residents in collaboration with its mission and the mission of the University. It is vital that each person has the opportunity to live in an atmosphere conducive for such growth, so that all goals can be achieved. Therefore, please note that living on campus is a privilege, not a right, and every effort by the Housing & Residential Education staff will be made to ensure everyone has the opportunity for success. Reinhardt University offers numerous free resources that can assist you with virtually any bumps you hit along the way. The Housing & Residential Education staff is extremely knowledgeable in the tools available to you and can quickly direct you to the appropriate person or department Our goal is to see that you reach yours, and in doing so, be successful in your education. If you need any assistance during your stay, please contact a member of our staff at email@example.com.
Thank you and enjoy your adventures!
Housing & Residential Education Staff
Housing & Residential Education Mission
The mission of Housing & Residential Education at Reinhardt University is to foster a vibrant living community dedicated to personalized attention that embraces diversity, promotes leadership, cultivates individual development, and enhances the educational experience of each resident. The Housing & Residential Education Staff is available to assist students on their endeavors through mentoring, personal attention, and strong leadership. Reinhardt University does not discriminate on the basis of race, color, national origin, ancestry, religion, sex, age, sexual orientation, marital status, unfavorable discharge from the military, handicap or disability in its programs and activities.
Please read this information carefully. All residents of Reinhardt University are responsible for its contents. The Housing & Residential Education Handbook is located and regularly updated online.
Housing & Residential Education Staff
The Director of Residence Life & Community Standards is responsible for the day-to-day operations of our campus housing department. This position supervises the Graduate Assistants, who are part-time staff members who live within the residence halls and supervise the Senior Resident Assistants (SRA) and Resident Assistants (RA). The Director coordinates room assignments, contracts, occupancy management, and departmental planning.
Senior Resident Assistants (SRA) Resident Assistants (RA) are our student staff members who live on the floors with our residents. These students are the front line of reference for the residents and are there to help with a number of situations. Our SRA’s and RA’s are trained to deal with instances such as roommate conflicts, disciplinary situations, homesickness, and other types of situations that arise in the residence halls. The SRA’s and RA’s are also responsible for the residential curriculum model within the halls for our residential students.
Goals of Housing & Residential Educational Program
The Housing & Residential Education staff serve residential students by fostering a vibrant living community dedicated to personalized attention that embraces diversity, promotes leadership, cultivates individual development, and enhances the educational experience of each resident. The goals of the residential program at Reinhardt are:
- to provide an environment conducive to academic achievement, good scholarship, and maximum intellectual stimulation.
- to help each student develop a sense of individual responsibility and self-discipline.
- to provide integrated religious, social, cultural, and intellectual activities in order to enrich leisure time.
- to provide an atmosphere of warmth, high morale, and loyalty toward the living unit, the residence hall, and the University.
Resident students will have many opportunities for growth through our living-learning communities and residential curriculum model. The tools provided to our residential students will empower them to survive and thrive at Reinhardt.
Policies & Procedures
The primary responsibility of our Housing & Residential Education program is to maintain an atmosphere conducive to the pursuit of academic goals and personal growth. Within this context, it is important to recognize the effect of the respect factor in a residence hall or apartment setting. The number of residents creates a special need for the awareness of how individual actions can easily influence the environment and thus have a direct effect on other students. In light of these considerations, the following policies have been established.
The information presented in this section pertains to the application/contract for the office of housing & residential education. This information is emphasized primarily to respond to some of the more common questions students have regarding the contract. Please keep in mind that this section addresses some, not all, of the stated agreement terms. In the event of a conflict, the contract controls.
Reinhardt University – Housing Contract Policies
This Housing Application and Contract is binding for the 2023-2024 academic school year (fall and spring semesters).
Admittance Policy – A room assignment will be made when a student is admitted to the University, submits a housing contract, and pays the $200 housing deposit.
Alcohol, Drug and Tobacco Policy – All residence halls and apartments are alcohol, drug as well smoke/vape/tobacco-free environments.
Apartment Eligibility Policy – Priority for the apartments will be based upon earned credit hours (60+) and GPA of minimum of 2.75. All residents must meet the required number of credit hours earned and grade point average to qualify for the apartments. First-year and second students are not eligible to reside in the apartments. All students seeking to live in the apartments must have and maintain a 2.75 cumulative GPA as well as have and maintain clean conduct history.
Appliances Policy – Residence hall rooms are arranged not only for your comfort, but also in compliance with fire regulations. The electrical system is not designed to carry heavy loads of electrical equipment. Larger appliances should be plugged directly into the wall. Permissible appliances are: hair dryers, electric razors, radios, stereos, televisions, computers, microwaves, and small refrigerators under four cubic feet. Refrigerators will not be stored during summer months. Microwaves under 750 watts are allowed in all halls. All appliances should be used with care. Any other cooking devices (including toaster ovens) are strictly prohibited by safety and fire codes.
Babysitting Policy – Babysitting and childcare are not permitted within campus housing due to safety concerns and insurance limitations.
Behavior Policy – Successful residence hall living requires consideration for others. A residential student is expected to support a positive living environment and to demonstrate considerate and appropriate behavior at all times. The University will enforce the behavioral standards outlined in the Reinhardt University Student Code of Conduct, Residence Life Handbook, and in local, state and federal laws.
Bicycles, Skates, roller Blades & Skateboards Policy – Due to safety codes, at no time should bicycles, roller blades, skates or skateboards be ridden in buildings or left in hallways, staircases, balconies or lounges. Bicycles may not be stored in student rooms. They should be stored in bike racks. Bicycles improperly parked will be removed and a fee will be assessed.
Capability Policy – To live on campus, a student must be able to reasonably manage their own medical, emotional, mental, social, and physical needs. If, in the professional judgment of the Dean of Students or a designee, a student is deemed unable to live cooperatively and successfully in a residence hall or apartment, the student may be required to move off-campus.
Cancellation Policy – If a student cancels this application/contract prior to August 1 the student will receive back the full balance of their deposit unless the student has an account balance due the Reinhardt University. Any cancellation after August 1 up until a student moves in will result in forfeiture of deposit only. Any cancellation of this application/contract due to withdrawal from the University that takes place after a student moves-in will be subject to the university refund policy. Any cancellation of this application/contract that the student has moved into campus housing and continues to be enrolled at the University is subject to a contract cancellation fee of $500. Exemptions to this fee include students who are student teaching, participating in internships, or appropriate medical requests.
Candles, Oil Lamps & Incense Policy – Candles, flammable lamps (such as oil lamps) and incense are prohibited. They are extremely dangerous due to open flame, burning embers and dripping wax.
Cohabitation Policy – Cohabitation is strictly prohibited in the residence halls. Cohabitation exists when a person who is not assigned to a particular residence hall room or apartment uses that room or apartment as if they were living there. The Office of Residence Life defines cohabitation as the presence of any individual not assigned to your room, male or female, who has stayed three (3) or more days or nights per month, and not more than in a three of those nights may be consecutive.
Common Area Damages Policy – When damage occurs in the common areas (lobbies, lounges, apartment living room, bathrooms, kitchens, hallways, etc) of the floor or building, individual responsibility is difficult to determine. In these situations, students and housing & residential education staff will work together to determine the nearest source of responsibility. Depending upon the circumstances, the university may bill groups, suites or floors on a prorated basis for public area damage. Records of the condition of public areas are kept for all floors, lounges, apartment, etc., and charges will occur on residents’ accounts for unnecessary damages. The department of housing & residential education reserves the right to prorate such damages at any time.
Compliance with Staff Policy – All housing & residential education staff are considered Reinhardt University officials. They are trained to be of assistance to you. Failure to follow a reasonable request of a university official is considered a policy violation.
Consolidation Policy – In the event that your roommate decides to leave during or after the fall semester we will give the student remaining in the room three options: 1) they can keep the room as a private room and pay the prorated private room rate. 2) obtain a list of students in the same situation from the housing & residential education office and try to locate a roommate. 3) the housing & residential education office can work to find the most compatible roommate situation for you.
Contract Policy – The Housing Contract is between the student and the University. Residents may not transfer, assign or in any other manner rent the room assignment to any other person or organization.
Contract Release Policy – After the student moves into the residence hall and/or after the applicable opening day of the residence halls the following procedures for contract release must be followed. Students will be released from the contract only for the following reasons: graduation, complete withdrawal from Reinhardt University, or severe personal or medical problems beyond the control of the student. If the student withdraws from Reinhardt University, written notice of withdrawal must be presented to the director of housing & residential education. Charges will accrue until the student properly checks out of the hall. If the student remains enrolled in classes at the university a contract cancellation fee of $200 will be assessed to the student’s account therefore forfeiting the housing deposit.
Decorating Room Policy – Students can decorate their assigned residence hall rooms. We recommend painters tape to hang decorations and all room personalization. We also recommend using mounting putty as it does not usually remove paint or cause damage to walls. Please test the putty product on one area of your wall before using in multiple areas. Adhesives such as 3M strips, screws, staples, tacks, nails are not permitted. Under no circumstances should nails, screws or wall anchors be used to affix items to walls. LED strip lights and string lights are not permitted to be mounted or attached to walls or furniture, as they can damage the walls and furnishings. Residents will be held financially responsible for any damage caused by items placed in rooms.
E-scooters and E-micro-mobility Devise Policy – Use, possession, storage or charging of electric battery powered scooters and e-micro-mobility devises (e-bicycle, e-self-balancing boards, e-hoverboards, e-skateboards, and other similar personalized e-motorized equipment or vehicles) is strictly prohibited on university property due to potential fire, safety, and accessibility hazards that they present. These devises are prohibited from being stored and/or charged inside any University facility including academic buildings and residence halls. Personal mobility devices such as wheelchairs (manual and power), mobility scooters, knee scooters, or other mobility devices prescribed by a physician which are used due to a disability are excluded from this policy. To be clear e-scooters and e-micro-mobility devises should not be brought on to campus under any circumstances and may be confiscated if seen by Residence Life or Public Safety. In addition, there will be a $175 fine for e-scooters and e-micro-mobility devises found on campus.
End of Term Policy – Each student is required to vacate his/her housing assignment within 24 hours of completing their finals. Graduates must vacate no later than 5pm on the date of Spring Commencement. Failure to do so will result in a $50 improper check-out fee.
Enrollment Requirements Policy – In order to live in university housing, a student must enroll fulltime (12 credit hours) for each semester in residence. Exceptions to this policy must be approved by the Office of Residential Education & Housing.
Financial Obligation Policy – Students are required to meet all financial obligations to the University to reserve a room and to live in a University residence hall.
Fire Drill Policy – To prepare students and staff for emergency situations, periodic evacuation drills are conducted in the halls and apartments. Refusal to evacuate during a drill will result in disciplinary action and/or charges.
Fire Warning and Equipment Policy – Fire warning and safety equipment are to be used only in case of emergency. Tampering with fire equipment (detectors, extinguishers, etc.), setting off a false fire alarm, false reporting of a fire or other emergency, is prohibited. Students who tamper with fire equipment, trigger false or avoidable alarms are committing not only code of conduct violations but criminal offense as well and violators will be held accountable via the Code of Conduct and will be prosecuted to the fullest extent of the law.
Fighting Policy – Fighting will not be tolerated. Students involved in fighting could face charges by local, state, and civil officials as well as possible dismissal from Reinhardt University.
Force Majeure Policy – In the event of an unforeseeable cause beyond the control of the University, including, but not limited to war, strikes, fires, flood, other severe weather, governmental restrictions, interruption of utility services, acts of nature, epidemics, acts of terrorism, other unforeseeable accidents or damage or destruction, shall not be deemed a breach of this contract. The University reserves the right to maintain the safety of the housing facility, including but not limited to temporarily or permanently removing students from on campus housing. If the housing facilities and/or all or part of a housing facility is closed due to an emergency or natural disaster, the University may suspend or terminate this Contract without prior notice. If a Housing Facility is closed pursuant to the paragraph, the University will use their best efforts to provide students with alternative housing. Further, although not obligated to do so, the University will use its best efforts to rebuild or replace the affected Housing Facility.
Food Service Policy – At Reinhardt University, Metz culinary management provides food service for our campus. For all students living on campus, a meal plan is required. Meals served in the cafeteria include: Monday through Saturday—breakfast, lunch and dinner; Sunday—brunch and dinner.
Guest Policy – Residents are responsible for the conduct of their guests and visitors, including payment for any damages caused by their behavior. Residents are expected to accompany their guests at all times and accept responsibility for their behavior. Hosts should meet their guests at the building entrance and escort their guests at all times while in the building. Additionally, residents must abide by the visitation policy set forth by the Office of Residence Life. Guests can be, without limitation, any of the following: Reinhardt students, personal friends, family, 'friends of friends' or acquaintance, or a person who has explicit or assumed permission to be in an assigned residential space. All residents of the room, suite, or apartment, must consent to visitation of the space. The right of a resident to live in reasonable privacy takes precedence over the right of their roommate to entertain a guest in the room, suite, or apartment. Guests must be escorted by the resident they are visiting, whether inside the room or in a common area. Guests found to be without an escort may be required to leave the building immediately.
Hall sports Policy – Respect for the community involves respect for the building and its residents. Hall sports such as wrestling and bouncing or throwing balls/objects is prohibited. Such activity is potentially damaging to fire and safety equipment and could cause structural damage. Occurrences will result in disciplinary action.
Harassment or Abuse Policy – Residents have the right to live in an environment free from any form of racial, ethnic or sexual harassment and/or intimidation. Any student or staff member found to be harming or abusing another student (verbally or physically) through threats, intimidation or hazing activities will be subject to disciplinary action.
Health Records Policy – All students need to complete the forms required by the Reinhardt Student Health Center including Health History, Meningitis Waiver and proof of immunizations. The forms and list of required immunizations are found under the Student Health Center on the Reinhardt University website.
Health and Safety Room Check Policy – All rooms in the residence halls and apartments will be checked for health/safety issues and damages once per month during the academic year. During these random room checks, two housing & residential education staff members will inspect your room. Although the purpose of these checks is to inspect for health and safety concerns, any policy violations discovered will be reported to the university, and disciplinary action will be taken. These checks will be conducted with or without residents present.
Housing Deposit Policy – A $200 refundable housing deposit is required for all residents. It is not considered a pre-payment toward room or board. This deposit is not billed to your student account and must be paid prior to move-in. As a continuing residential student, the $200 is a refundable housing deposit that is held until the student checks out of his/her room/apartment at the completion of their final semester living on campus. When a student graduates, moves off-campus or leaves the University, you may request a refund of your Housing Deposit within 90 days of their final semester of living in the residence halls. To request a refund please email firstname.lastname@example.org. No refunds will be issued after 90 days. Students will get a full refund after their final semester on campus after a satisfactory and complete check-out. To retain a deposit, the student must complete the check-out procedure with a residence life staff member. This residence life staff member must find their room to be in good condition in order for a refund to be issue. Should a resident damage his or her room, the $200 security deposit will be applied toward the repair costs. All repair costs, in excess of the $200 deposit will be billed to the resident. If no damages are incurred, the request for a Housing Deposit Refund will be processed.
Housing Privilege Policy – Student occupancy of an University residence hall is a privilege, not a right. Therefore, students must agree to conform to standards of decent and considerate behavior, including respect for the privacy of others and the maintenance of an atmosphere conducive to study and community living. They are responsible for knowing the regulations, for observing them, and for abiding by the terms of the residence hall contract.
Housekeeping Services Policy – The residence halls are your new home, and as such, should be treated with respect and cleanliness. The housekeeping staff regularly cleans hallways, lobbies and lounges in the residence halls. They do not clean residents’ rooms or restrooms (except Paul Jones restrooms). Nor is it the responsibility of housekeeping to clean unnecessary messes left in the lobbies or hallways. If such incidents become a regular problem, and the Housing & Residential Education staff is unable to determine the students responsible for said incidents, each resident will be billed a cleanup fee per occurrence. In addition, special lobbies (including the tv lobby, courtyard, and kitchens) could be closed for a period of time.
Improper Check-in Policy – All residential students must check-in the residence halls and apartments during the established Flight Ready Clearance Process at the beginning of each term. Failure to check-in with the Office of Residence Life through the Flight Ready Clearance Process will result in a $50 Improper Check-in Fine. Only those students who have been previously approved by either the Dean of Students or Office of residence Life are able to check-in outside of the established Fight Ready Clearance process.
Improper Checkout Policy – All residential students must check-out of the residence halls and apartments during the established breaks and/or end of term. Only students participating in University related events or who have been previously approved are able to are able to check-out outside of the established process. Please ensure that you have signed up with your RA for a check-out day and time. You may also call the duty phone number when you are ready to check out and an RA will come to assist you, if available. Failure to follow established checkout process will result in a $50 Improper Check-out Fine.
Inappropriate Use of Fire Extinguisher Policy – Shooting fire extinguishers depletes the amount of extinguisher fluid available to be used in a fire. Thus, shooting fire extinguishers without cause will be regarded as a serious conduct violation.
Key/Card Access Policy – In the interest of safety and security, residents are prohibited from giving their room key and/or access card(s) to anyone else to use. Residents may not loan, misuse, or give their residence hall keys or access cards to anyone at any time.
Key Duplication Policy –Keys are not to be duplicated under any circumstances.
Key Loss Policy – As a security measure, locks on student rooms and apartments are always changed if a key is lost, with parts and labor charged to the student who lost the key. It is the responsibility of residents to report and pay for the replacement of any lost or stolen keys. The procedure for arranging a lock change is as follows: report lost keys to Reinhardt University public safety. The cost of keys is $200 as noted on your key contract you signed.
Laundry Facilities Policy – There are a number of laundry rooms on our campus located within the residence halls or apartments. The following buildings have laundry machines for student use: Smith-Johnston hall, Roberts hall, Gordy hall, Hubbard/Blue/Gold, Eagles View, East apartments, and West apartments. Our laundry system is set-up on a debit/credit card system. Students are responsible for their own detergents and fabric softeners. Athletic equipment, shoes, boots or other heavy items should not be placed in machines. If a machine malfunctions while you are using it, please notify a housing & residential education staff member as soon as possible for repair. Do not leave clothing in the laundry rooms unattended overnight or for extended periods of time. Make sure the laundry you take is your own. Report any personal items stolen to public safety immediately. Although the university cannot assume responsibility for any stolen or lost items, notification of a housing & residential education staff member will assist in the return of your property should the stolen items be discovered.
Lobby Furniture Policy – Lobby furniture is intended for the use of all students and individual residents. This furniture is not allowed in student rooms.
Lock Out Policy – Always carry your key. If you are locked out, contact any ra in your building or if after business hours the RA on-duty in your area. If you are unable to locate someone to unlock your door contact the Housing & Residential Education office and someone will assist you. The first unlock is free. Additional unlocks will be based on an incremental $5 fee (i.e., $5, $10, $15, etc).
Loss of Housing Policy – A student removed from on-campus housing will not be refunded if dismissed due to violation of the Student Code of Conduct.
Mail Delivery Policy – Please be aware that there is no on-campus postal service for students; however, Post Office Boxes are available for a nominal fee at the Waleska Post Office which is located across the street from the Burgess Administration Building. To reserve a PO Box online, visit www.usps.com.
Meal Plan Policy – All residential students are required to purchase a meal plan, which is included in the room and board charges.
Medical Emergency Policy – In the event of a medical emergency where a person’s life may be in immediate danger, call 911 and request an ambulance. Then notify Residence Life and Public Safety. If you do not feel comfortable calling an ambulance, then immediately contact the Residence Life staff. They have been trained to deal with emergency situations.
Missing Person Policy – As mandated in the 2008 Federal HEOA, students can provide a confidential contact if they are determined to be a "missing person". A student is considered missing when he or she is reported absent from the University for more than 24 hours without any known reason.
Noise Policy – The basic purpose of the university is the dissemination and application of knowledge, and the primary rights of students in residential areas include the right to read and study free from undue interference in one’s room or apartment. In order to ensure that students have the opportunity to exercise primary rights to sleep and study in their rooms, a policy of 24-hour courtesy hours is always in effect. In addition, the following has been established Quiet hours: Monday-Sunday quiet hours are in effect from 10p.m. To 12p.m. (noon). Note: during finals week, 24-hour quiet hours will be in effect.
Non-Discrimination Policy – The University will not honor any assignment request that discriminate based on race, color, religion, disability, national origin, age, or marital status.
Notification of Coaches/Advisors Policy – Coaches and activity advisors of any co-curricular activity or sport that provides scholarship or stipend money to residents may be notified when residents participating in their program encounter substantial difficulties with discipline, attitude, mental and physical health, or social interaction in the residence halls. Exceptions: this policy will not be utilized when such problems involve extremely personal information.
Overnight Guests Policy – The University’s Overnight Guest Policy is designed to allow for visitors while maintaining security of the Residence Halls and Apartments and the privacy of individual residents and roommates. All Residents should discuss with their roommates their expectations concerning guests and visitors and develop mutual agreement concerning the number of visitors, the length and time of visits, etc. Resident Assistants are available to assist in developing these agreements. Overnight guests are permitted to stay on campus no more than 3 nights per month, and no more than 3 of those nights may be consecutive. Each Resident Host is limited to one Overnight Guest at a time. Overnight Guests must be of same gender as resident host and must be at least 16 years of age. The University reserves the right to limit times during the semester and/or calendar year when no Overnight Guests are permitted. Violation or misuse of the Guest and Visitation Policy is a violation of the Student Code of Conduct and will result in disciplinary sanction.
Painting Room Policy – Due to the potential damages caused to furniture and carpet by painting rooms, residents are not allowed to paint their rooms. This policy includes the use of water and oil-based paints, stencils, contact paper and wallpaper.
Parking Policy – The office of public safety issues parking permits to residents. Public safety can be contacted at (770) 720-5789 or 770-720-5911 in an emergency.
Pest Control Policy – The residence community is serviced regularly by a pest control company engaged by the office of facility services to discourage pest problems. Residents can help this effort by adhering to sensible cleaning practices. Residents may be required to clear closets, remove dresser drawers, cover food items or assist in other ways that the university deems necessary to facilitate an effective pest control program. Spraying generally occurs on campus monthly. If pest problems occur, please contact the RA. Improperly stored food and trash attract insects, roaches and mice. Cleanliness by you and your neighbors is the most important component of an effective pest control program. If a living space is found to be in a condition that could attract pests, housekeeping staff will be called in to clean the area at the resident’s expense.
Pet Policy – No pets or animals are permitted in residence halls or apartments at any time, even for a brief visit (exception for Service Animals [SA], approved Emotional Support Animals [ESA] and fish in an aquarium under 5 gallons). The University has a pet policy because of the health and safety considerations of our students and staff and the challenges presented by adding animals to our already densely-populated residential campus. Students who disregard the pet policy undermine the legitimate needs of other students and the campus community. Students and their roommates who have an unapproved ESA found in their residence are subject to fines and judicial action. Service Animals (as defined by the ADA) are welcome on campus and in student housing; however, Emotional Support Animals must be approved as an accommodation for campus housing and are not allowed in other areas of campus where pets are normally prohibited. Students who seek approval for an Emotional Support Animal must contact the Academic Support Office (ASO) as there is a formal process that requires appropriate supporting documentation. Like all disability accommodations, the determination of whether or not an ESA will be permitted in on-campus housing is made on a case-by-case basis. Once approved, ASO will notify the Office of Residence Life. Students who bring an ESA to campus prior to approval from ASO are subject to fines and judicial action. Cleaning costs and/or disciplinary action will accompany any violation of this policy. In addition, the cost of pest control treatments will be charged to individuals housing unauthorized pets.
Prohibited Items Policy – The University deems certain items are not allowed in the halls and apartments. Items include, but are not limited to pets, candles, wax burners, open-flame devices, halogen lamps, incense, weapons, alcohol and alcohol paraphernalia, illegal drugs, and drug paraphernalia, among other items.
Reassignment Policy – The Office of Residence Life reserves the right to relocate residents or change rooms if necessary for the safe or efficient operation of campus housing.
Repairs & Maintenance Policy – All repairs and maintenance issues should be reported to a housing & residential education staff member. If an emergency, such as a water or gas leak, should arise after office hours, be sure to call your SRA, RA or public safety immediately. Please contact your SRA or RA if you are in need of a light bulb and we will submit a maintenance request.
Refund Policy – Any refunds for room and board will follow the refund guidelines set forth in the Reinhardt University Academic Catalog.
Renter’s Insurance Policy – Residents should consider personal property/renter’s insurance. The University assumes NO liability for damage or loss of a student’s personal property. All residents are strongly encouraged to purchase renter’s insurance. As stated in the student housing contract, the resident assumes all responsibility for personal property. The university does not assume any legal obligation for any resident’s personal property that may be lost or damaged in its buildings or on its grounds. The University is not liable if your property is lost, stolen, or damaged in any way, anywhere on the premises. Residents are liable for all damages to their room/apartment and belongings, and to neighbors’ rooms and apartments and belongings that occur due to their, or their guests’, actions. Renter’s Insurance protects you from financial loss if there is a fire, leak, or flood in your apartment.
Residency Requirements Policy – Reinhardt University requires all students in the following categories to live on-campus in the residence halls: All first-year students and All students receiving 50% or more of their tuition expenses from Reinhardt Institutional Aid. Students may apply to be exempt from living on campus if they meet the following criteria: Living exclusively with parents or legal guardians in their/her/his primary residence within a 35-mile driving distance of Reinhardt University as measured by Google Maps; Married and/or live with dependents/children; and/or 24 years of age or older.
Right of Entry Policy – The Office of Residence Life respect students’ rights to privacy and their desire to control their own environment. However, the staff also has the responsibility of providing quality facilities at reasonable costs to present and future students. Therefore, the staff reserves the right to enter student rooms or apartments to ensure that they are maintained in a safe and sanitary fashion and to make necessary repairs. Staff may also enter a student’s room on the premise that an action violating university regulations or violating state or local law did or is about to take place. Any indication of policies violations will result in an in depth room search by housing & residential education staff and/or public safety. Safety inspections are conducted during the semester to ensure reasonable standards of room cleanliness and safety. All residents shall permit any authorized agent of the University to enter their room/apartment at all times for any purpose the University deems reasonable. Reasons for entry include, but are not limited to, the purpose of maintenance concerns and inspections, leaving notices, health and safety inspections, stopping excessive noise, enforcing and investigating University policy and regulations, and ensuring the safety, welfare, and comfort of all students of the University. University officials can enter for these reasons if there is no one present in the room.
Room Assignment Policy – Room assignments will be made on a number of factors including the basis of (a.) date of application and receipt of housing deposit; (b.) class standing, (c.) specific room requests, (d) roommate preference, and (e) community interests.
Room Change Policy – A student may request a room change after the first two weeks of a semester. To request a change, a student must submit a Room Change Form to the Office of Residence Life. If the rate for the new room is higher than the previous room, the student will be responsible for paying the new balance. Room change requests may be approved or denied based upon the status of a student’s account.
Room/Apartment Damage Policy – A student is responsible for all damage/cleaning in excess of normal wear and tear to his/her room or any other areas reasonably under his/her control including accidental damage. The cost to repair damage done to public areas may be charged proportionately to individual students if the responsible party or parties are unable to be determined. As a student in an assigned living space, you accept responsibility for its condition and must thoroughly complete the check in/out form, which becomes a record for the condition of the living space when occupancy began. This record is compared to the condition of the living space at check out, and any discrepancies become the financial responsibility of the resident. Therefore, to protect yourself, be sure to complete your check in/out form thoroughly, and return it to your RA. Failure to turn it in leaves no alternative but to assume that the living space was in good condition when you checked in, and you and your suite/roommates will be charged for any damage that may have occurred.
Room Inspection Policy – Room inspections will be performed to help ensure that health, safety, and maintenance standards are being upheld in each student room. These inspections will be held in a manner that respects the privacy and dignity of all residents. During these random room checks, the Office of Residence Life staff members will inspect your room. Although the purpose of these checks is to inspect for health and safety concerns, any policy violations discovered will be reported to the university, and disciplinary action will be taken. These checks will be conducted with or without residents present.
Room Furnishings Care & Cleaning Policy – All rooms and apartments are air-conditioned. All residence hall rooms are furnished with desks, chairs, twin or full-size beds, and dressers/wardrobe. Each apartment is furnished with a couch, chair, entertainment center, end table, bar stools, coffee table, full-size bed, desk, chair, dresser, and night table. If furniture is not in the dwelling or is damaged or unassembled upon check out, charges will be assessed. Upon check out, residents are responsible for returning the dwelling and its contents to good condition. Be sure to thoroughly inspect your living space and all the items in it. Note the condition of each item in your room on the check in sheet. Failure to clean and/or restore living space and furniture satisfactorily will result in a charge to its occupants. If this procedure is not followed, the charges will be divided equally among occupants. While living in the university residence community, the student assumes the same responsibility for care of the dwelling and its furnishings as residents in other rental or lease situations. Thus, any damage done to a resident’s living space will be the financial responsibility of the resident. It is not acceptable for students to keep excessive amounts of trash in their rooms.
Room Modification Policy – Constructing any object or modifying the residence hall in any way that may contribute to fire hazard, physical danger or unsafe conditions is prohibited. All modifications must be approved by the Office of Housing & Residential Education. Permanent fixtures and construction are not permitted. All items in the room must be free standing. Modifying electrical, cable or telephone wiring, the ceiling, walls, doors, plumbing, HVAC, Ethernet, and closet doors are prohibited.
Roommate Preference Policy – The University will attempt to honor requests for specific roommate, building, or room requests until the established preference submission deadline. However, these requests are not guaranteed. Every effort will be made to honor mutual roommate requests. In the absence of a mutual request the Office of Residence Life will assign roommates.
Safety & Security Policy – When it is all said and done, security depends on you. The personal security of residents is of primary concern to the Office of Housing & Residential Education. We are interested in your security concerns and problems and encourage you to work with us to make the year an enjoyable and safe one. Simple actions such as locking your door every time you leave and while you sleep, going out in groups and keeping track of your keys and ID card are important precautions that take little time, but maximize your personal security. It is also recommended that you travel only lighted pathways. To help ensure basic security, special arrangements have been made. The doors to the main residence halls’ entrances are locked and have key entry through your room key. This provides additional security for all on campus students (i.e., do not prop open the door or give out your keys). Immediately report all suspicious persons or activities to Public Safety, an RA, or the professional staff within Housing & Residential Education. Be observant and mindful that you play a vital role in maintaining a secure environment for yourself and others.
Security Escort Policy – If for any reason you feel unsafe walking around campus at night, we encourage you to contact our Public Safety Officers, who will provide you an escort to your car or to any of the buildings on campus. To contact Public Safety, simply call them at (770) 720-5911 and tell the officer on duty your name and location and when you would like a Security escort.
Semester Break Closure Policy – Residence halls and apartments close during Christmas Break. Students living in the residence halls and apartments must check-out with a Residence Life Staff member prior to vacating their room at closing. Failure to check-out with a Residence Life staff member will result in a $50 improper check-out fee. Only students participating in University related events or who have been previously approved are able to stay during the break period.
Single and Double Occupancy Room Policy – Single rooms are assigned with priority given to students with medical need and next by residents who submit their housing applications early. Students who request double rooms will be assigned a same-sex roommate. In the case of an odd number of residents seeking double rooms, the one resident not assigned a roommate will still be charged only a double room rate. However, if a new resident moves into the residence halls in need of a roommate, or if a current resident’s status changes so that he or she is in need of a roommate, then the resident will automatically be assigned to any other same-sex resident in need of a roommate. If your roommate moves out during the semester, you will be given one of the following options: (1) Select a new roommate from a list provided by Office of Residence Life. (2) If a new roommate is not selected by the student the Office of Residence Life will assign a new roommate. (3) Keep the room as a single room and pay the single room rate. It is the student’s responsibility to take the first steps in finding a roommate with assistance from Office of Residence Life. If the student fails to take the responsibility, we will assign to the best of our ability.
Solicitation Policy – Room-to-room solicitation is not permitted under any circumstances. University buildings and/or campus spaces may not be used to raise money for any individual or organization other than an officially recognized campus organization (faculty, staff or student) or nonprofit charitable organizations off campus.
Storage Policy – Due to limited space, no storage will be permitted at any time during the school year or summer. There are storage spaces in Canton for reasonable rates.
Summer Residency Policy – Traditional residence halls are closed during the summer. Separate contracts/applications are used to assign summer residents. Summer residents are required to be enrolled in classes to reside on campus.
Theft Policy – The best method for prevention of theft is to always lock your door. Also be aware of suspicious persons walking though your halls and buildings. Notify Residence Life or Public Safety of any suspicious behavior or suspicious persons in the hall. The University is not responsible for the theft of personal items. Purchasing renter’s insurance is encouraged. If a theft does occur, contact the Office of Public Safety immediately to file a report. Residents are responsible for all University property within their living space. It is good practice to lock your door when you leave your room and while you sleep. Should you be the victim of theft or other crimes, contact Public Safety immediately.
Trash Policy – Residents are responsible for removing their own trash to the dumpster. Dumpsters are located just outside the residence halls and apartments. Failure to remove trash and/or placing personal bags of trash in common areas will result in a fine and/or disciplinary action.
Violations of Code of Conduct Policy – Reported violations of the code of conduct or proof of a level iii or level iv offense may mean dismissal from residence halls. The role of the area coordinators and resident assistants is to help provide and ensure a comfortable living and learning environment for residential students. However, when violations of the university code of conduct occur in the residence halls, the residence life staff have the authority to deal directly with violations and to make recommendations to the Office of Housing & Residential Education. It should also be noted that refusal or failure to respond to or cooperate with an area coordinator or the director of housing & residential education is a level ii violation. Guests of residents are expected to abide by all the university regulations, and residents are responsible for their guests’ behavior.
Visitation Hours Policy – For definition purposes, a resident guest is a visitor who lives in the residence hall in question, but is visiting another resident’s room. A nonresident guest is anyone who does not live in that hall. In the event that a resident is found in violation of the visitation hours, the following individuals will be considered to be in violation of hall policy: the resident whose room the violation occurred and any guests in the room after hours (whether students or non-students). Any non-resident who is found in violation of this policy could be banned from the residence halls. The visitation hours are as follows:
- all residence halls 12 p.m. – 12 a.m. (weekdays)
- all residence halls 12 p.m. – 1 a.m. (weekends) (Friday and Saturday nights)
- all apartments 9 a.m. – 2 a.m. (weekdays and weekends
Weapons, Fireworks and Explosives Policy – Weapons of any kind, firearms, ammunition, fireworks, gasoline and other combustible or explosive materials are not permitted in the residence halls or apartments. It is a violation of university policy to store weapons of any kind on university property (including in parked cars). This includes any kind of gun (i.e., bb guns, paintball, air-soft and air rifles) and any other item the university may deem as a weapon.
Windows & Screens Policy – Exiting or entering through windows is prohibited. Window screens are considered permanent fixtures and should not be removed for any reason other than an emergency. At no time should anything be hung, mounted, or placed on the outside of a window. Window locks, as well as window stops (where provided) should be used whenever possible. In the interest of safety, no objects may be passed or thrown out of or into windows. Students entering or existing or throwing anything from a window will be referred for disciplinary action. No loudspeakers may be played out the windows in residence halls or apartments.
Safety & Security Guidelines
SAFETY & SECURITY STARTS WITH YOU!
When it is all said and done, security depends on you. The personal security of residents is of primary concern to the Office of Housing & Residential Education. We are interested in your security concerns and problems and encourage you to work with us to make the year an enjoyable and safe one. Simple actions such as locking your door every time you leave and while you sleep, going out in groups and keeping track of your keys and ID card are important precautions that take little time, but maximize your personal security. It is also recommended that you travel only lighted pathways. To help ensure basic security, special arrangements have been made. The doors to the main residence halls’ entrances are locked and have key entry through your room key. This provides additional security for all on campus students. (i.e., do not prop open the door or give out your keys).
Immediately report all suspicious persons or activities to Public Safety, an RA, or the professional staff within Housing & Residential Education. Be observant and mindful that you play a vital role in maintaining a secure environment for yourself and others.
To prepare students and staff for emergency situations, periodic evacuation drills are conducted in the halls and apartments. Refusal to evacuate during a drill will result in disciplinary action and/or charges.
INAPPROPRIATE USE OF FIRE EXTINGUISHERS
Shooting fire extinguishers depletes the amount of extinguisher fluid available to be used in a fire. Thus, shooting fire extinguishers without cause will be regarded as a serious conduct violation.
Fire Emergencies Procedures
FIRE EMERGENCIES PROCEDURE
- Upon sounds of alarm or notification of evacuation immediately exit your room/apartment and proceed to nearest exit or stairwell leading to nearest exit. Do not use the elevator.
- If you suspect a fire is in the hallway, do not open your door. If the door is hot or smoke is entering under the door immediately place material under the cracks of the door (damp if possible).
- If there is smoke in the hallway, please cover your nose and breathe lightly through it.
- Remain as low to the ground as possible, do not stand straight up. Go to your window and check to see if you can see smoke or flames. If not, you can open your window for fresh air.
- If you are trapped inside of your room/apt hang something on the outside of your window to notify emergency personnel you are inside. If able call 911 and notify them of your location (building name and room number).
- Do not attempt to handle emergency situation on your own
- When exiting your room/apt do not stop to dress, but grab shoes and exit immediately. Upon leaving turn on the light and close the door. Don’t forget your key.
- Should you get trapped in the situation take action to make yourself safe by any means necessary.
- Once outside of the building proceed to the area designated as a safe area and more information will be made available as soon as possible.
The following locations are designated evacuations areas during a fire evacuation:
Paul Jones/Smith Johnston – Volleyball Court
Roberts Hall – Volleyball Court
Gordy Hall – Front Lawn
East Apts. – Front Lawn and Museum Parking Lot
West Apts. – Front Lawn and Museum Parking Lot
Hubbard, Blue, Gold – Front Lawn
Eagles View – Front Lawn
If a tornado warning is issued, it is important for you to move from your room or apartment to a place of greater safety. Please vacate the top floor of halls and apartments and move away from any windows or glass. The following locations are designated tornado shelter locations on campus:
Gordy Hall - Bottom floor
Paul Jones Hall - Bottom floor
Smith-Johnston Hall - Bottom floor of Paul Jones Hall
Roberts Hall - Bottom floor
East & West Apartments – 1st floor apartment bathrooms
Hubbard, Blue, Gold – Bottom Floor
Eagles View – Bottom Floor
Housing & Residential Education Office
Aerial Harrell - 770.720.5536
Resident Assistants On-call (5 p.m. – 8a.m.)
|Hubbard, Blue & Gold