University of Mary Washington | Housing and Dining Services Contract 2008-2009

Welcome to Residence Life!

Dear Returning and New Residential Students:

On behalf of the Office of Residence Life and UMW Dining Services, we look forward to serving you in 2008-2009.

We encourage you to read all the information contained in this contract, and to call or visit our offices for additional information regarding housing options. Please contact Dining Services for more information regarding your dining options or visit their website at: http://www.umwdining.com/.

This is the University of Mary Washington’s “Housing and Dining Services Contract.” It becomes your official contract when you submit your application/contract. Please read all instructions carefully!

If you are submitting this contract online: Please print a copy of this page for your records.

If you are submitting a paper copy of the contract: Please retain this booklet for your records. You must complete and submit the last two pages of this booklet.

Returning students will receive written confirmation of housing assignments during the spring housing selection process held in March and will also be able to access their assignment and roommate information on the Eaglelink portal. Those students who receive assignments in the Apartments at UMW will be required at time of assignment to sign a contract addendum covering apartment policies in addition to this contract. Incoming freshmen will receive their room assignments and roommate information via the Eaglelink portal in July. Incoming transfer students will receive notification of room assignment through the Eaglelink portal in early August.

If you are a returning student who did not participate in the housing selection process but still need housing, you must contact the Office of Residence Life for more information. Individuals placed on the waiting list will be asked to sign a contract and pay the $200 housing deposit if and when an assignment is available

Please do not hesitate to contact our office should you have any questions!

Sincerely,

Christine Porter
Director of Residence Life

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Preface

The residence hall program seeks to develop an atmosphere that stimulates growth, encourages individual responsibility in decision-making, and provides for acceptance of others as persons of worth. Developing good citizenship, learning and accepting the meaning of responsibility, and recognizing the rights of others are goals of residence hall living.

In order to operate the residence hall and dining services at the lowest possible rate for the students, the University of Mary Washington must provide these services on a contract basis for the full academic year (or for the spring semester only for students entering for that term). All students must conduct themselves in a manner consistent with the expectations of the University as stated in the Student Handbook, Academic Catalog, and the Housing and Dining Services Contract. The University reserves the right to enforce any restrictions or regulations necessary for the general welfare of residents and/or the maintenance of its property. Violation of said regulations or restrictions subjects the individual to disciplinary action, including restitution, fines, and/or dismissal from the residence halls and possibly the University.

The student and parent/guardian are therefore urged to read the contents of the Housing and Dining Services Contract carefully. When the official Housing and Dining Services Contract is submitted either electronically or via paper copy to the University of Mary Washington, it becomes a binding agreement between the student and the University. The terms and conditions of this contract are outlined below. By signing the Housing and Dining Services Contract you agree that:

Terms and Conditions

1. Application Process: This contract, unless otherwise stated, is binding for the full academic year and is made for a space in UMW-operated residence areas with the individual student named on the contract. Thus, the student agrees that s/he will live in the residence halls, take meals in campus dining facilities, and said space may not be sold, loaned, or sublet by another student for the entire period of the contract.

Upper-class Student Applicants: All current on-campus students and students returning from approved leave for the fall, including those studying abroad for the spring semester, wishing to participate in Housing Selection will need to fill out a Housing and Dining Services Contract by the published upper-class deadline of February 19, 2008. Current on-campus students will electronically submit their contracts and will not need to submit the $200 non-refundable deposit as the deposit submitted for the previous year will roll over to cover the 2008-2009 deposit. Students currently on approved leave, including study abroad, will need to submit a completed paper copy of the contract via mail with a non-refundable deposit of $200. Those doing so will qualify for a lottery number drawing that will allow them to participate in Housing Selection.
- Individuals who submit a contract but do not receive or select a housing assignment during Housing Selection will remain responsible for the terms and conditions of the contract. Those individuals will be assigned at the completion of Housing Selection or placed on the Priority List should no space be immediately available to assign the student.
- Any degree-seeking undergraduate student who did not submit a contract by the deadline or participate in housing selection desiring to live in the residence halls after Housing Selection is completed is required to place his/her name on the Waiting List and submit the housing contract and the non-refundable $200 housing deposit only after an assignment is available and has been offered.
New Student Applicants: Eligible new students are strongly encouraged to submit the application/contract page of the Housing and Dining Services Contract by the New Student Deadline of June 13, 2008.
- Incoming students may electronically submit the Housing Contract after May 5, 2008 and are not required to submit an additional $200 housing deposit. (New incoming students submit their housing deposit at the same time as their admissions deposit.)
- Individuals who need a paper copy of the contract should contact the Office of Residence Life. Paper copies can be submitted via mail or fax. Faxed and electronically submitted copies are legally binding.
- No assignment will be made without a submitted Housing and Dining Services Contract on file with the Office of Residence Life.
- We will begin to make housing assignments for all applications received by June 13th. Applications received after that date will be processed on a rolling basis. Transfer students are encouraged to submit the application/contract as soon as possible and will be assigned housing in early August.
- In the event of full occupancy, the University will assign students to transitional housing. Students will be required to vacate transitional spaces when permanent housing becomes available. The Office of Residence Life will make every attempt to minimize any disruption to the students involved.
All Student Applicants: If you arrive late or leave early, or are required to leave for disciplinary reasons, you remain financially bound by the terms and conditions of this contract (except as explicitly outlined in section 4 of this document).
- All students entering housing who do not have a deposit on account will need to submit the $200 housing deposit before receiving an assignment.
- The $200 housing deposit will remain on your account so long as you remain a residential student. It will be refunded once you are no longer a residential student, either through graduation or moving off-campus once the contract period has expired.
- You are requesting that the University enter into this contract with you. You accept responsibility to pay all resultant charges for these services, even if you do not make use of some or all of the services noted. The University agrees faithfully to provide those services unless events beyond its control prevent it from doing so.
- Updates of student-provided contract information must be submitted in writing, including student's signature, date of birth and date. Phone requests will not be honored. Email from a student’s UMW account will be honored for the purpose of updating information.

2. Eligibility: Eligibility is usually limited to fulltime BA/BS degree-seeking UMW undergraduates, students returning from approved leave and fifth-year students pursuing a M.Ed. You must be a current residential student in order to participate in the returning student housing selection process. BLS students ARE NOT eligible for campus housing unless the Director of Residence Life or his/her designee has given special permission. In the event that a BLS student feels s/he has extenuating circumstances, s/he must submit a letter of request to the Director for consideration. Students who have part-time status for documented medical reasons or who have completed a “Request for Reduced Course Load” from the Office of Academic Services and have received approval from the Dean of Student Life or his/her designee, may be allowed to retain eligibility for residential living. Non-students are not permitted to live in the residence halls.

Please Note: Course load reduction below 12 credits DOES NOT automatically constitute an approved reason to cancel the Housing and Dining Services Contract.

3. Period of Occupancy and Dining Services Provided: The student may occupy an assigned room each semester at the time published by the University. Failure to occupy the room by 5:00 p.m. on the first day of classes can result in assignment of the room to another student. If the student fails to occupy space, or removes all of his/her belongings during the course of the semester, the assignment will be considered abandoned and may be reassigned to another student. Failing to occupy the space or abandoning a space does not release the student from the contract or from financial obligation for a space. No storage for personal belongings is available outside of the individual student room. Students are not required to remove their belongings during Winter Break between the Fall and Spring semesters unless a student is granted an end of fall semester room change. If a student is granted such a room change, s/he is required to move his/her belongings to the new assignment before leaving campus or to take belongings home over break. Occupancy of the room must be terminated at the completion of the contract (24 hours after your last final or by the published residence hall closing date - whichever comes first). University housing and dining facilities are closed during Winter Break. Entry is prohibited when buildings are closed. Limited housing options are available during Thanksgiving and Spring Breaks. University dining facilities are not open during Thanksgiving or Spring Breaks, however, off-campus outlets who accept EagleOne are available. Students requiring housing for special circumstances during these periods must apply for permission to remain through the Office of Residence Life at least seven (7) business days prior to the posted closing date. The halls will remain open for Fall Break; however, no meal service is provided. Please refer to the University website for a full updated schedule of residence hall openings and closings. Housing is available during summer school and is contracted separately. The University of Mary Washington determines and publishes the calendar for the year, prior to the start of each fall semester. The University reserves the right to change the calendar due to weather, class calendar changes, or other unforeseen circumstances.

Notice of Early Arrival and Late Departure Charges: No early arrivals will be permitted prior to the posted opening for the Fall 2008 semester unless in connection with a University-sponsored activity. If you fail to vacate your room by the published dates that the residence halls are officially closed or return early for the Spring 2009 semester, you will be assessed a charge of $35 per day unless you are part of a University-sponsored activity. Students who return early/depart late without prior permission will be subject to the $35 per day charge as well as applicable cleaning/packing fees and/or disciplinary action.

Room Rental Refunds: Students will be entitled to a refund based on the University’s tuition and refund policy upon withdrawal from the University. The refund schedule may be viewed at http://www.umw.edu/studentaccounts/refund_policy/default.php .
- Students who are suspended from the residence halls for disciplinary reasons will not be entitled to a refund of room fees. The student is financially responsible for the stipulated period on the contract.
- Students who vacate the residence halls but remain registered for any course(s) at the University will be charged for their room and board contract for the full contract period.
- Students who are assigned and have failed to notify the University they will not attend as planned by the posted opening date for any given semester will be charged on a daily prorated basis until a signed statement of intent is received from the student.

Dining Services Contract: Dining policies for the 2008-2009 school year:

Dining Plans: All residential students are required by the University to participate in a full meal plan. Freshmen must be on either the 15-meal plan or the Super Meal plan, which is a full eating program with unlimited access to Seacobeck dining facilities. Upper-class students have the option of choosing a nine-meal plan (standard) or the super-nine meal plan. Residential students in traditional housing are required to have a minimum nine-meal plan and are not eligible for commuter or apartment meal plans. Residents of the Apartments at UMW, as residential students, are required to participate in a meal plan and are eligible to choose the Apartment Block plan at the time of assignment to a space in the apartments. For more information regarding meal plans, please visit the Dining Services website at http://www.umwdining.com.
Dining Plan Charges: Rates for the various meal plans are set each year (in late April) by the Board of Visitors of the University. All residential students will be billed for both semesters according to the meal plan they have declared. Once the contract has been submitted to Residence Life, any meal plan changes should be directed to the Office of Student Accounts in George Washington Hall. Students may change plans through the first two weeks of classes each semester.
Flex: Each meal plan has Flex associated with it. This amount is included in the initial charge for the plan. If students use all their flex money, they can add EagleOne Dollars to their card at any time during the semester. Flex is designed to be used for eating opportunities other than those scheduled each week or when a student exceeds his/her meal equivalency. Flex may be used in any of the dining service locations on campus. It may also be used by guests of the students or for the catering of student events. Flex is maintained and the balance identified through the student EagleOne ID cards. Flex carries over from fall semester to spring semester; however, at the end of the academic year any unused Flex from the original plan amount is forfeited. EagleOne Dollars which have been added by students can be refunded through the student’s account balance upon graduation or withdrawal from the University.
Rates will be established and announced for the academic year by the University in late April. Differential rates may be charged for rooms with other than standard occupancy and bills adjusted accordingly. Differential rates immediately revert to the standard rate when a room changes to the designated occupancy for that room.

4. Procedures for Cancellation: This contract is the equivalent of an off-campus lease for one full academic year. Because the Housing and Dining Services Contract is a binding contract, there is a precise procedure you must follow in order to receive consideration for cancellation. A student making a request to be released from the Housing and Dining Services Contract is asking for an EXCEPTION and approval of the petition is NOT automatic.

All written requests for cancellation go directly to the Director of Residence Life. Email requests will not be honored. Cancellation of the Housing and Dining Services Contract will be confirmed or denied within ten (10) business days of receipt of your written request. Please note that vacating the premises does not release the student from contractual obligations.

The $200 housing deposit is non-refundable. Any student applying for release of contract after June 1, 2008 (for Fall 2008) and December 1, 2008 (for Spring 2009) may be held responsible for all or part of the housing fee for the balance of the contract period.

In order to be considered for a possible Housing and Dining Services Contract cancellation, you must meet one of the following criteria:
By the student:
- If the student withdraws from the University, the contract will be suspended after the student has officially withdrawn from the University upon appropriate notification to the Director of Residence Life. A prorated refund of room and dining fees will be made. Refund amounts are determined according to the schedule listed in the Academic Catalog and Student Handbook. Due to space considerations, residence hall rooms/spaces cannot be held in anticipation of a student returning to the University the following semester. http://www.umw.edu/studentaccounts/refund_policy/default.php
- If the student notifies the Director of Residence Life in writing of the intent (and verification) to complete degree requirements in December.
- If the student notifies the Director of Residence Life in writing of the intent to transfer to another institution.
- If the student notifies the Director of Residence Life in writing of the intent to be married and verifies that the marriage has taken place.
- If the student is completing his/her student teaching requirement or an internship outside of the Fredericksburg area.
- In the event of significant documented financial hardship as determined by the Director of Residence Life in consultation with the Office of Financial Aid and the Dean of Student Life.
By the University:
- If the student is removed from University housing as the result of disciplinary action, the student will receive a prorated refund of dining fees only.
- If the student fails to meet the University’s academic requirement and is suspended, the University reserves the right to terminate the contract and refund the unused room and dining fees.

No adjustments or refunds will be made of unused portions of the dining fee plan due to academic scheduling, co-curricular activities, or other non-academic work schedules.

Withdrawals: When a student withdraws from the University, either during the semester or at the end of the fall semester, the room must be vacated within 48 hours of the date of withdrawal or the last exam, whichever comes first.

Enrollment or Contract Termination: A student whose enrollment is terminated for any reason must vacate the residence halls within 24 hours unless a temporary extension is granted by the Director of Residence Life. A student whose contract for room and dining fees is terminated by the University for violation of the terms and conditions, for health or disciplinary reasons, or for reasons deemed sufficient by the Vice President for Student Affairs (or his/her designee) must vacate the residence halls within 24 hours. There are no room fee refunds for students whose enrollment or contract has been terminated.

5. Housing Reassignment, Removal, or Suspension: The University reserves the right to reassign, remove, or suspend (pending review) from the residence halls any student whose conduct exhibits disregard for the residential community, who violates the terms and conditions of residence hall occupancy, or who violates other University rules and regulations. The Vice President of Student Affairs and/or designee will make such determinations.

During the academic year, if you are in a living space and a vacancy occurs, you will have 48 hours to choose a preferred roommate before the space will be opened up for general occupancy except in the event of an emergency when the space is needed immediately or during the designated "open room change" periods.. After this time, you must accept a new occupant as assigned by the Office of Residence Life. It is imperative that you keep that space clean and available at all times. The Office of Residence Life may not have time to notify you that you will be getting a new roommate or suitemate. Behavior which discriminates against or impedes an interested student or assigned occupant will be considered sufficient grounds for disciplinary action, including reassignment or removal from the residence halls, without refund, as determined by the Director of Residence Life or his/her designee.

A. University Disciplinary or Administrative Removal: The University may terminate this agreement and take possession of the room at any time upon (A) violation of the provisions of this contract; or (B) the direction of a duly authorized judicial body, dean, or other officer of the University; or (C) suspension or expulsion from the University.

B. CONCEPTual Living: This program is designed for students to create their own communities. A key element of all the communities is the requirement to integrate an academic/educational component into the community. Reassignment: The University reserves the right to reassign/consiolidate residents of a community within CONCEPTual Living when a community loses recognition or fails to fill its vacancies. It further reservces the right to reassign individuals who have not met the agreed upon conditions for CONCEPTual Living or to reappropriate space to accommodate new or existing communities. CONCEPTual Living communities are encouraged to maintain an alternate list with Residence Life for filling vacancies over the summer and during the academic year.

C. The University reserves the right to change room assignments at its discretion at any time, including but not limited to consolidation of room assignments.

The Office of Residence Life reserves the right to consolidate space/vacancies in order to accommodate any student. In the event of increased housing demand, the occupancy of certain designated rooms may be increased. Students in these situations would be provided with an appropriate credit for a portion of the semester’s room rate. Assignments made for increases in occupancy will receive priority for relocation to regular assignments, as vacancies occur. Also, in the event of over-enrollment, first-year students may be assigned to upperclass areas. Upperclass students and incoming transfers may also be assigned to first year housing areas when necessary.

6. General Provisions and Conditions of Occupancy: Students are responsible for observing all regulations contained in the Academic Catalog, rules and procedures of University of Mary Washington, the Housing and Dining Services Contract, Student Handbook, and notices from the Office of Residence Life.

Air Conditioners: Individual room air conditioning units are prohibited, with the exception of approved members of the Residence Life staff and individuals who have received permission from the Housing Accommodations Committee. Whenever possible, those receiving air-conditioning as an Americans with Disabilities Act (ADA) accommodation will be assigned to a centrally air conditioned building. Applications are available through the Office of Disability Services. The deadline to file for consideration of an accommodation is February 15, 2008 for continuing students and June 13, 2008 for new students. For newly matriculating students for spring admission, the deadline is December 1. When window units are approved, the air conditioners must be 120 volt with a maximum of 8 amps and are limited to using 5,000 BTU (with a maximum of 8,000 BTU possibly acceptable). Any air conditioning unit that exceeds these specifications will not be installed. The student is responsible for transporting the air conditioning unit to and from their rooms. Facilities Services staff only must do the installation and removal of air conditioning units. Installation of the unit at the beginning of the year and removal at the end of the year is provided as a courtesy. Should the unit need to be moved during the year, the student may be charged for the service. Individual AC installation may not be available in all residence hall locations due to emergency egress regulations requiring that there are two emergency exits from the room through a window and a hallway. For further information, contact the Office of Residence Life.

Alcoholic Beverages: The Commonwealth of Virginia law provides that any person less than 21 years of age who attempts to purchase, possess, consume, or transport any alcoholic beverages within Virginia, and any person 21 years of age or over who sells or gives any alcoholic beverages to any person under 21 years of age in Virginia is subject to fine or imprisonment or both. The University does not condone violation of the law with respect to underage drinking or intoxication at any age.

Bed frames and mattresses: Bed frames and mattresses are supplied for each student. There is a mixture of standard size mattresses (75” long) and extra-long mattresses (80” long) on campus. We recommend that students purchase either extra-long sheets or sheets with “deep pockets” to ensure they fit on either mattress. Bed frames can be stored during the academic year to accommodate lofts; however, the student is responsible for retrieving the frame and returning it to the room prior to vacating the room at the end of the year.

Break housing: Dining options are not available during breaks. Students are permitted to remain in campus housing during Fall Break; however, limited housing is available during Thanksgiving and Spring Breaks. Students requiring housing for special circumstances during these periods must apply for permission through the Office of Residence Life to remain. Please refer to the University website for a full updated schedule of residence hall openings and closings and the application for consideration of break housing requests.

Check-out: All residents must remove their belongings from their residence hall room or apartment 24 hours after their last exam or by the posted closing time, whichever is sooner. Graduating seniors may reside in their room until 10 a.m. on May 10, 2009, the day following graduation.

Conduct: Good conduct is expected of all occupants, especially when it pertains to another’s legitimate use of a residential area for sleep or study.

Commercial Enterprises: No commercial enterprise may be conducted in the residence halls without written approval of the Dean of Student Life or his/her designee. The presence of any other promoter, vendor, or unauthorized visitor should be promptly reported to the Residence Life staff and/or University Police.

Computers and Technology: All residence hall rooms have one Ethernet data port per person (based on designated occupancy) that connects to the Internet through the campus network. Permanently and temporarily overfilled rooms may need to acquire Internet hubs to accommodate access for all residents. The University’s Ethernet network supports specific Windows and Macintosh computers and specific software is required to fully utilize the campus network. This software is provided through the Help Desk in Trinkle at (540) 654-2255 and is distributed as part of the mandatory Network Orientation session for all new students. For more information on computers, please refer to http://www.umw.edu/technology/studentcomputing/.

Custodial Areas: Custodial service is provided for all common areas only, which includes lobbies, lounges, study rooms, and hall baths. Student interference with service may result in disciplinary action and/or fines. Cleaning of student rooms, suite bathrooms and shared bathrooms in Willard Hall is the responsibility of the individual occupants.

Damage Assessments: The student is responsible for University of Mary Washington property in his/her room and elsewhere in the residence hall. If your living space must be cleaned for health or safety reasons by the University, you will be assessed all fees associated with repairs, labor, and/or fines. Damage charges for furnishings or equipment in a resident’s room or suite will be assessed to the identifiable occupant. If damage cannot be attributed to any one individual, charges will be assessed equally among all room occupants. If there is loss/damage to common areas of any residence hall and University of Mary Washington cannot identify responsible individuals, the University may require residents to pay a prorated group charge covering the cost of common area repair/replacement/reinstallation.

Designated Room Assignment: Any change in room assignment must have prior approval from the designated Assistant Director of your area as well as the Office of Residence Life. All students involved in unauthorized room changes will be assessed a $50 fine and may be subject to disciplinary action. Specific room change procedures can be obtained from the Office of Residence Life.

Dining Service Regulations: All students residing in University-owned residence halls during the academic year have their meals in Seacobeck Hall or the Eagle’s Nest. Students who fail to select a meal plan when returning the contract will automatically be assigned a 15 meal/week plan. The student will have the option to change to one of the other resident dining options as outlined in 3 B (a). Each student’s University I.D. card, properly validated, is his/her meal ticket. It is issued for his/her use only. Good conduct, good manners, proper dress, and footwear are required of all students in dining facilities. Persons who remove food from the dining rooms or who behave in an inappropriate manner in the dining rooms are subject to disciplinary action by the Office of Judicial Affairs and Community Responsibility. Please note students are strictly prohibited from having backpacks in Seacobeck dining rooms.

Drugs: UMW views the use or possession of any illegal drug as contradictory to the welfare of the University community and has a zero tolerance policy in effect. Federal and state laws prohibit the illegal use, possession, or sale of such drugs. The illegal use, possession, or sale of drugs or drug paraphernalia as defined by federal, state, or local laws is considered a violation of University regulations and will be subject to disciplinary action.

EagleOne Campus Card: Each student is issued this card which acts as an I.D., contains the meal plan and Flex dollar account balance, provides access to a student’s residence hall, and acts as a library card to check out books. The card also can be used as a debit card for transferring money into an account called EagleOne. EagleOne Dollars can be spent at the Bookstore, used in the laundry rooms, the snack and drink vending machines, campus mail room, for public copy machines, at the copy center, for additional eating opportunities at select off campus vendors, and for admission fees to certain campus events. It is essential that the card be carried at all times and not be given or loaned to anyone for any reason. Due to the sensitive nature of the door access technology in the card, it is important that no holes are placed in the card.

Electronic agreement: Students signing this contract agree to abide by the University’s Network and Computer Policy as outlined in the Student Handbook. A copy of this document can be found on the Student Affairs website at http://www.umw.edu/studentaffairs/resources/student_handbook/default.php

Entrance to Student Rooms: The University reserves the right for authorized representatives to enter the premises for housekeeping purposes; repair or maintenance; to determine occupancy and vacancies; health or safety reasons; to protect life, limb, or property; and to assure compliance with state, federal, or University regulations. Further, the University reserves the right to enter student rooms during all break periods for maintenance, housekeeping, and safety reasons, and to determine compliance with closing procedures.

Fire Safety: Fire extinguishers, fire alarm systems, and other fire prevention and protection equipment are provided in University buildings as a safeguard for lives and property. University regulations and Virginia law prohibit the rendering of a false alarm. Tampering with fire bells, alarms, extinguishers, hoses, exit signs, sprinkler systems, and other equipment is punishable by a $100 fine and/or additional disciplinary action up to and including expulsion from the University.

Under the direction of Residence Life Staff, regular fire drills are held. Students receive instructions for their specific living unit in the beginning of the school year. Failure to respond to a fire drill or inhibiting a fire drill in any way will result in disciplinary action.

Running electrical cords under carpeting or around/through doorways is strictly prohibited. Extension cords are not permitted per the State Fire Marshal. Students may ONLY use extension cords that are of a multiple outlet type with their own built-in fuse and built-in surge protector. Decorations (i.e., posters, pictures, etc.) shall not exceed 10% of the wall and ceiling square footage surface area. Curtains or draperies must be in compliance with State fire regulations and must be flame resistant or non-combustible. Upon inspection, the student must furnish proof of compliance. Posters, fliers and pictures are prohibited from being posted on room doors. Please refer to the “Prohibited Items” section of the contract for additional fire safety restrictions.

Cooking appliances are not permitted in student rooms. In buildings where a kitchenette is available, only microwave ovens, toasters, and hot pots with automatic shut-off mechanisms are permitted to be used in those areas. Coffee pots and teakettles with automatic shut-off mechanisms are permitted in student rooms. No other cooking appliances, including but not limited to George Foreman type grills, toaster ovens, hot plates, and steamers, are permitted anywhere in University residence hall rooms. Cooking appliances should not be left unattended while in use at any time.

Beds placed on desks, window sills and balconies, etc., constitute a safety violation and are strictly prohibited. Residents may not erect any walls or dividers, freestanding or otherwise.

Termination of the housing contract may result from failure to comply with fire safety rules and regulations as well as any of the following: damaging or disabling fire safety or fire alarm equipment; intentionally activating a heat or smoke detector; turning in a false fire alarm; failure to evacuate or reentering buildings during a fire alarm or fire drill; setting a fire; or other safety violations. Health and safety inspections will be conducted every semester to determine compliance with these policies.

Furnishings: The furnishings provided by the University consist of a bed, mattress, dresser space, a desk, and desk chair. Not included are pillows, blankets, linens, towels, study lamps, irons, curtains, or bedspreads. Furnishing must remain in the assigned room and may not be moved to one room in suites. Additional stuffed furniture is not permitted. Stuffed furniture includes, but is not limited to, couches, futon mattresses, arm chairs, loungers, and bean bag chairs. No furnishings in the lounges, parlors, or any other common area of the residence halls may be removed or moved into student rooms.

Gambling: Residents and visitors must abide by Commonwealth of Virginia laws referring to illegal gambling, including, but not limited to, poker, football pools or any games of chance. Illegal gambling is defined as making, placing or receiving any bet or wager of money or anything of value made in exchange for a chance to win a prize, stake, or other consideration or thing of value, dependent on the result of any game, contest or any other event, the outcome of which is uncertain or a matter of chance.

Illegal gambling as defined in federal, state, or local laws is considered a violation of University regulations and will be subject to disciplinary action.

Generating Opportunities for Leadership Development (GOLD): Freshman Year Experience (FYE) - Freshmen students selected to participate in the FYE program will be expected to fully participate all aspects of the program including required journaling, community service, and program attendance. Students wishing to be considered for the program will need to complete the application which includes an essay. For application information, please see the GOLD brochure provided on the Residence Life website.

Sophomore Year Experience (SYE) - This program is open to students who have matriculated through the FYE program and other sophomores by application. The program is geared to students who want to apply their leadership skills/experience through career exploration, study abroad, assistantships/interships, etc. In addition, sophomores will be mentors to members of the FYE community and co-lead small group discussions with a faculty/staff member. For application information, please see the GOLD brochure online.

Guests (Overnight): All overnight guest stays are contingent on the approval of all occupants of the living spaces and in conjunction with UMW’s Self-Determination Policies. Unless otherwise prohibited, an overnight guest (any person staying in a room overnight who is not the designated occupant for that room) may stay in a room with the prior knowledge and mutual consent of all residents of the individual room for each night of visitation. No one particular overnight guest may stay in a room for more than three consecutive nights. No registered occupant of a room may host the same overnight guest for more than 14 nights each semester. During the first semester, first-year students (freshmen) may not have overnight guests.

Overnight guests are prohibited during reading days, exam periods, break periods, and all other times when the halls are not officially open.

Guests (Non-Student – Responsibility for): You are responsible for your guest’s (overnight or not) conduct in your living area or building, and you may be held accountable for any misconduct, loss, or damage caused by your guest. Guests should be escorted at all times.

Hall Council Dues: All residential students are members of the Residence Hall Council. Dues collected at the beginning of the year will be used to provide programming and equipment for the use of all members. For more information on becoming an officer or a building representative, please see your Resident Assistant.

Health Center: As a residential student you are required to have a physical prior to residing on campus and need to return the required form at least six weeks prior to the term in which you plan to enroll. Please visit the Health Center web site at http://www.umw.edu/cas/healthcenter/default.php for the required form and additional information.

Health Coverage: All students in University residence halls eligible for basic medical care through the UMW Health Center, based on their payment of the comprehensive fee, are required to pay the mandatory University Health Fee for basic medical care through the University Health Center.

Heating and Cooling: Systems in the buildings that have centralized heating/cooling units that respond appropriately to outside temperature.

Lofts: Only twin sized, pre-fabricated, manufactured lofts are permitted. Lofts ARE NOT PERMITTED in Russell Hall or the Apartments at UMW. Note that not all lofts accommodate the extra-long mattresses (36 x 80 x 6) provided in many rooms by the University. Before purchasing a loft, please contact the loft manufacturer to see if an extra-long mattress will fit the particular frame you are purchasing.

Lounges: Lounges are provided for the use of all residents in the specific building community. Residing or sleeping in a lounge is prohibited. Organizations may not reserve floor study lounges for programming. In the event that a building has a main lounge or parlor, contacting the building supervisor can reserve that space. Preference in scheduling is given to Residence Life staff and the building’s hall council.

Memo Boards: Memo boards on individual room doors are provided in a limited number of buildings. Common area damages will be assessed when a memo board is damaged or stolen and the responsible individual cannot be identified.

Microwave Ovens: Microwaves are permitted in designated common area kitchens only. Hall Councils are responsible for the purchase of microwaves. Microwave ovens are strictly prohibited in student rooms.

Network Wireless: Network wireless connectivity is available in the lobbies of all residence halls. See http://www.umw.edu/technology/network/wireless/where_do_i_have wireless_a.php for the latest information.

Noise Level: Radios, televisions, computers and stereos should be kept on low volume at all times. Stereo speakers may not be placed on windowsills and/or directed outside. For safety and noise reasons, sports are not permitted to be played in any residence unit (e.g., hockey, skateboarding, soccer, Frisbee throwing, water fights, snowball fights, etc.). Musical instruments are not to be played in the residence halls.

Overfills: Residents assigned to an overfilled room are billed for the cost of the overfilled capacity while the room is overfilled. Should any resident leave the space, the room reverts to the designated capacity and room rate on the date the additional resident moves out.

Personal Property Insurance: Students are responsible for the care and safety of their own personal property. The University cannot be held liable directly or indirectly for loss of or damage to, the personal property of individuals. Students are urged to confirm whether their personal property is covered under their parents’ homeowners’ insurance policy and to make arrangements for additional insurance coverage if necessary.

Pets: Animals (living or dead) are not allowed in residence halls at any time, except fish contained in aquariums no larger than 20 gallons. Only one 20-gallon container per room (or apartment) is permitted.

Prohibited Behavior: Any of the following constitutes a violation of University regulations and of the terms of this contract: vandalism; any form of threat to other persons or property; excessive noise or disruptive behavior; misuse of the residential or University computer networks; tampering with facilities or equipment; being on roofs and ledges; removal of window screens; blocking or covering heating/air conditioning units; throwing objects from buildings; leaving or storing bicycles or sports equipment in stairways, stairwells, hallways, entryways, or other public areas; and any other behavior which constitutes an actual danger or perceived threat to property or persons. Additional rules and regulations are contained in the Student Handbook, Academic Catalog, this contract, and other notices from the Office of Residence Life.

Prohibited in Room: The following are not permitted anywhere in any University residential building: halogen lamps, firearms and other weapons, ammunition, animal carcasses, air rifles, pellet guns, explosives, fireworks, pyrotechnic devices, projectile firing devices, flame producing devices, candles, incense, potpourri burners, hookahs, gasoline or other flammable liquids, chemicals or hazardous materials, mopeds or other fuel-powered or motorized vehicles, cooking equipment and appliances, space heaters, appliances that are not UL approved, pets (with the exception of fish as outlined above), controlled substances, alcoholic beverages (except in accordance with state, local, and University regulations), waterbeds, any type of outside antenna, switchblades, knives with blades over 5” long, biological or chemical weapons (mace, tear gas), and any other materials or items representing a danger to the University community. Such items are subject to confiscation and the bearer subject to disciplinary action.

Devices or items used to promote irresponsible drinking, such as beer pong tables and beer funnels, are strictly prohibited regardless of the age of room occupants.

RA Roommate Agreement: A student accepting an assignment as an RA roommate is assigned with the understanding that s/he will be reassigned elsewhere in campus housing should the RA resign from the position or be terminated during the academic year.

Refrigerators: Personally-owned refrigerators that are 2 amps or 4 cubic feet or less in size are permitted, providing they bear the Underwriters Laboratory (UL) approval. Only one refrigerator is permitted in a double or triple room and two are permitted in a quad; and the Office of Residence Life must approve any exceptions. Locked refrigerators are not permitted unless as approved by the Director of Residence Life. No additional refrigerators are permitted in the Apartments at UMW.

Release of Information: Students living in residence halls are presumed to be “dependent students” as defined in the “Privacy Rights of Parents and Students” statement in the Student Handbook. Residence Life professional staff may contact dependent students’ parents or guardians in circumstances involving a serious accident, illness, or other emergency or crisis situation.

Room Assignments for Incoming Students: You are applying for an assignment within the residence hall system and not for any one specific space. New students will be system assigned to a double, triple, or quad based on availability of space and the best possible match with their indicated preferences. Requests for double occupancy rooms cannot be honored. Please note that those with preferred roommates are not guaranteed to be assigned to a double room and may be system assigned to a triple or quad.

Room Change Policy: Any change in room assignment must have prior approval from the designated Assistant Director of Residence Life. All students involved in unauthorized room changes will be assessed a $50 fine and may be subject to disciplinary action. Specific room change procedures can be obtained from the Office of Residence Life. Approved room changes may not occur until the published room change period each semester.

Room Condition: Each resident of the room is responsible for leaving his/her space in the same condition in which it was found upon moving in as stated on your “Room Condition Inventory” (RCI) completed at check-in. Charges will be assessed for repainting and refinishing; repair or replacement of damaged or missing furnishings and equipment; special cleaning necessary due to misuse of facilities; removal of any extra furniture or abandoned property, or large quantities of trash; or other unusual conditions requiring correction. You are responsible for notifying Residence Life Staff immediately upon discovering any deteriorated or altered room condition. During scheduled University breaks, all students will be required to follow specified checkout procedures. If checking out (or changing rooms) of the residence halls, students must sign the RCI and follow all checkout procedures. Occupants are expected to keep their rooms in a clean and orderly condition at all times. Refuse and recyclables are to be placed in the appropriate receptacles. Failure to comply will result in fees assessed or disciplinary action. Damage assessments will be conducted at the end of the spring semester by Facilities Services and students will be charged for any damage not previously indicated on the Room Condition Inventory.

Furnishings provided by the University may not be removed from resident rooms, suites, or common areas. Furniture is not to be disassembled. Residents may obtain loft information by contacting the Office of Residence Life. Charges for moving furnishings back to their proper location and for the loss or damage of furnishings are assessed against the resident(s) responsible. (SEE STORAGE)

You are NOT permitted to move furniture from public areas into your living space, nor may you remove furniture from your living space. A service charge will be assessed to return furniture removed from student rooms and common areas at $35 per item. Beds placed on desks, radiators, windowsills, etc., constitute a safety violation and are strictly prohibited.

Mutilation of walls by use of pins, tacks, nails, stickers, adhesive tape, duct tape, masking tape, etc.; marking of walls with chalk, crayon, or other materials; damage to room furnishings; or any abuse to a resident’s room and/or University-owned contents of that room which exceeds the limits of normal wear is prohibited. Students will be held responsible for all fees associated with the repair/replacement of any damaged items.

Room Decoration Policy: You are not permitted to paint or modify your room, doors (on either side), furnishings, telephone equipment, or any other part of the building, stand any kind of object or container on outside window sills, remove screens, or possess halogen lamps. Cans or bottles being used for decorative purposes that present a health or safety hazard are not permitted. Please refer to the section on Fire Safety for more policies regarding room decoration.

Any sign that could be considered government property (i.e., road, directional and advisory signs) is not to be used as decoration in University residence hall rooms.

Room Keys: Each student receives a key to his or her room at the beginning of the school year. Keys are issued by a member of the Residence Life Staff upon the student’s signing into the residence hall. Upon termination of residency, the key must be returned. In the event that a key is lost or not returned, locks will be changed, and the student charged accordingly. No student shall knowingly possess, duplicate, copy or make a facsimile of any key to a lock of any residence hall. A replacement fee will be charged to any resident who requires a duplicate key. Students are prohibited from placing their own locks on individual room and/or apartment doors.

Security: Security is everyone’s responsibility. Actions that compromise the security of residents or living areas will subject the individuals responsible to fines and/or disciplinary actions.

Single Room Agreement: Anyone assigned to a single room in traditional housing agrees to pay the cost of a single room unless s/he has been accommodated with a housing accommodation for a single room. The current charge for a single room is $2,391.00 per semester. The Board of Visitors sets the fees each April for the coming academic year and the fee rate is posted to the Office of Student Accounts’ web site at http://www.umw.edu/studentaccounts/room_board/default.php. Upperclass students residing in a single in first year housing must abide by the rules and conditions of those buildings.

Smoking: No smoking is permitted in any University of Mary Washington residence hall. All residents who wish to smoke outside the building must be 50 feet away from the building at all times. Students who violate the policy are subject to disciplinary action.

Solicitation: The residence halls may not be used as sales rooms or for the storage of merchandise. Door-to-door sales in the residence halls are not permitted at any time.

Storage: Storage space is not available in the residence halls for personal belongings or for the removal of University furnishings, other than for the bed frames and mattresses removed for those residents with prior approval for lofts.

Substance-Free Option: Entering freshmen have the opportunity to indicate their desire to be assigned to a substance free room/suite. Assignments will be made on a space available basis. By indicating this choice on the contract, the student agrees to abstain from the use of alcohol, illicit drugs, and abuse of prescription drugs. Smoking is not permitted in any residence hall. Any student in violation of this agreement will be removed from his/her assignment and reassigned to another residential space.

Suites: Residents of suites - two rooms adjoined by a shared bath - are not permitted to group all beds in one room.

Telephones and Cable Service: There is one phone line per room. This line is considered your official number as a residential student and should be set up to receive calls regardless of your plan to utilize a cell phone as your primary means of communication. Any misuse of this service will be considered a violation of University rules and regulations and subject to disciplinary action, including the possibility of suspension from the University. Students are required to supply their own telephone and answering machine. Each room is provided with a connection to the University network for each student. Students are responsible for supplying appropriate cables and Ethernet cards. An outlet for cable television is also provided for one television in each room. Students wishing to utilize the service must provide their own coaxial cable. **Subject to change in 2008-2009.

Temporary Triples: Residents assigned to temporary triple rooms are billed for the cost of a triple room. Temporary triples revert to a double room occupancy and double rate on the day the room is de-tripled by the University and the third student moves to another location. The amount of the additional room rate is prorated as outlined by the Office of Student Accounts “refund policy” at http://www.umw.edu/studentaccounts/refun_policy/default.php.

Unauthorized Areas: Students are not permitted in maintenance areas, boiler rooms, roofs, storage areas, or custodial areas of the buildings, and are subject to disciplinary action if such violations occur.

Vacancies: After the beginning of the room change process and prior to the end of room change process each semester, you will have 48 hours to choose a preferred roommate before a room vacancy will be opened up for general occupancy except in the event of an emergency when the space is needed immediately and during "open room change" periods.. After this time, you must accept a new occupant as assigned by the Office of Residence Life. It is imperative that you keep that space clean and available at all times. The Office of Residence Life may not have time to notify you that you will be getting a new roommate or suitemate.

Website: Please refer to the Office of Residence Life website (www.umw.edu/residencelife) for forms, calendar of openings and closings and more detailed information on office procedures, including room change, the Priority and Waiting Lists, and Housing Selection throughout the year.