Residential Life Policies - University of the Ozarks

Administrative Policies

Accommodation

The Office of Residential Life refers students requesting reasonable housing accommodation in support of a chronic or temporary medical, mental health, or academic related diagnosis to the Office of Disability Services. Housing related accommodation at University of the Ozarks will be identified as playing an integral role in addressing students’ medical needs, individualized mental health treatment plans, or academic support. This policy does not address Emotional Support Animal requests. Students requesting an Emotional Support Animal should utilize the Emotional Support Animal Policy for guidelines on request for approval. We make every effort to meet students’ needs within the University’s residential facilities, however, should an accommodation request be approved and unable to be fulfilled on campus, students may request a housing exemption based on their accommodation.

Charges

Throughout the year, housing related charges will be applied to student accounts on an on-going basis and in a timely manner. Students will be notified via their Ozarks email of the charge. Appeals regarding administrative housing charges are accepted within three business days of notification. Appeals will be reviewed by the Director of Residential Life, and decisions will be communicated to the student in a timely manner.

Damages

Residence halls, apartments, and houses are inspected before students move in and after students move out. It is the student’s responsibility to ensure an accurate record of the room’s condition is recorded when moving into their living space. Damages will be assessed for cost of repairs or replacement and charged to any individual who accepts responsibility or is found to be responsible. If direct responsibility cannot be determined, all occupants of a room, suite, house, or apartment will be charged for damages.

The RA inspection of rooms during the student move-out process constitutes a preliminary check; RAs are not responsible for assigning fines or damages or clearing students of responsibility for the condition of their living area. Student Life professional staff will conduct the official closing checks and have final jurisdiction to assess charges for room damage. If damage is deemed to be intentional, students may be referred to the University Disciplinary Process.

Housing Periods

Residential facility housing periods end at the conclusion of each semester. Students are expected to depart from the residence halls and apartments within 24 hours of their last final exam, unless they are participating in graduation ceremonies.

Students who check out of a residential facility after the designated time or fail to complete communicated check out procedures may incur an administrative charge for an improper checkout. These charges will be in addition to, not in lieu of, administrative charges for cleaning or damage to their space.

Students who are required to participate in university sanctioned classes, activities, or events during periods when housing facilities are unavailable may request alternative housing accommodations through the Office of Residential Life.

The Office of Residential Life may provide break housing to students residing in university housing during the current academic year. Students intending to utilize break housing during the winter holiday must have both a fall and a spring housing assignment and notify the Office of Residential Life office prior to beginning of the winter holiday break on a timeline determined and communicated by the department during the fall semester. Additional details regarding break housing will be communicated to students prior to the winter holiday break.

Students interested in securing housing during the summer academic terms should contact Residential Life at reslife@ozarks.edu or 479.979.1426.

Housing Agreement

Students will complete and submit an electronic housing agreement prior to the room selection process for the coming academic year. For questions regarding the content of the Housing Agreement, please contact the Office of Residential Life or consult the Forms menu on EagleNet.

Liability for Loss & Theft

The University does not accept responsibility for loss, theft or damage to personal property of students. The University strongly recommends all students carry renter’s insurance coverage for all property as well as take reasonable steps to prevent loss or theft.

Room Changes

Room and roommate changes will typically be permitted only during designated times. After the second week of each semester, Room Change Request forms may be submitted to reslife@ozarks.edu for review. Students may also request a room change the last week of November in the fall semester if interested in a room change for the spring semester. Room change requests are only considered as space is available and are processed on a first come, first served basis. Individuals interested in a room-change are to complete the following steps:

Students must complete the room-change request form, obtain signatures from all parties impacted, and submit to reslife@ozarks.edu during the designated room-change request period.
If approved, the room change will be scheduled with a Residential Life staff member.
Students will pick up keys and complete check-in paperwork in the Office of Student Life or with a Residential Life staff member for the new housing assignment at their scheduled time.
Students have 48 hours to complete their room change from the time they complete check-in for their new assignment.
Students must return keys and complete check-out paperwork for the old assignment in the Office of Student Life or a Residential Life staff member within 48 hours of new assignment check-in.

Room or roommate changes that do not follow this procedure are considered unauthorized room changes, and all students involved in the change are subject to an immediate $100.00 administrative charge. Forcing, or attempting to force, resident students to move out of a room, suite or apartment is prohibited and may result in referral to the Dean of Students. Only professional Residential Life staff can give permission for students to switch or move rooms.

Housing rate differences associated with room-change requests may be pro-rated for room-changes. Students who change rooms between semesters will receive an updated housing charge for the upcoming semester to reflect the housing assignment in which they begin the semester.

Room Condition Reports

Room Condition Reports (RCRs) will be completed by Residential Life staff prior to move-in. Upon arrival, students will have the opportunity to review and amend their RCR with any additional damage or issues with their room or furniture. It is the student’s responsibility to ensure that any reports of room damage are submitted within 24 hours of moving into the room.

Upon moving out, Residential Life staff will inspect the room to compare it to its previous condition. All undocumented damages, as well as any new damages or cleaning fees, may be assessed for administrative charges. While a student Resident Assistant (RA) may perform a preliminary inspection, a professional staff member will perform the final inspection to determine the official closing condition, as well as assess any administrative charges. RAs are not responsible for determining fines or able to absolve students of responsibility for the room condition.

Withdrawing from Housing

A student who has decided to leave the residential facilities must adhere to the following procedures:

Inform a professional Residential Life staff member of their intent to leave.
Coordinate a time with Residential Life to complete check-out paperwork.
Prepare room for check-out.
Return housing and mail keys to the Office of Student Life.

Refunds are based upon the schedule stated in the University Catalog. Students who are removed from the University housing for disciplinary reasons may not be eligible for room or board refunds.

Residence Hall Policies

Alcohol

The Office of Residential Life enforces within Residential Life the University Alcohol Policy as outlined in the Student Handbook.

Bed Lofts & Furniture

All university furniture is required to stay in its designated room and may not be removed for any reason. Only loft beds provided by the University are permitted in the residential facilities. Students who would like to raise or lower their loft beds must submit a work order on EagleNet.

Bicycles

Bicycles may either be stored in a student’s room or on bike racks provided by the university. Storing bicycles in any other university locations is prohibited. Bicycles found abandoned in or around residential facilities at the close of the semester will be removed and discarded.

Community Kitchens & Grills

Students have access to community kitchens in all residence halls. In order to ensure a safe and clean environment, students are required to clean up after themselves in the kitchen, including throwing away any trash, wiping down the counters, cleaning all dishes, and turning the stove and oven off. Residents are responsible for their own food and personal belongings in the kitchen or refrigerator.

Charcoal grills located outside MacLean Hall are available for student use on a first come, first served basis. Students residing in university owned houses and apartments interested in having or using a personal charcoal grill should contact the Office of Residential Life. No other type of grill is permitted, and no grill may be stored inside any residential facility.

Doors & Door Propping

Students are expected to keep their rooms, apartments, and houses locked and to report individuals who appear to be tampering with locks, damaging facilities, harassing students, or behaving suspiciously. Students need to be particularly security-minded at times of check-in, holiday breaks, check-out, or when fewer residents are in the residential facilities.

Students found responsible for any of the following behaviors will have violated the Student Code of Conduct, potentially incurring administrative charges to cover the costs of door repair or replacement. These behaviors can compromise the security of other students and are prohibited:

Giving one’s personal keys or ID card to another person
Utilizing another individual’s keys or ID to enter a space to which they are not assigned
Leaving keys or ID card in a public space
Propping open lobby doors or card swipe doors
Attempting to force open any secure access door
Interfering with the locking mechanism of any door

Guest Policy

University of the Ozarks has specific residential visitation expectations. Students may have guests following these guidelines:

All guest visits must be approved by all roommates/suitemates.
Approved guests are permitted to stay no longer than three (3) days in residential facilities.
Guests must always be escorted by a current student while in the residential facilities.
Guests visiting students must use the public restrooms located throughout the building or a restroom which aligns with their gender, unless the resident being visited has a private bathroom.
At no time may a resident or a resident’s guest deny a roommate access to their room or behave in a manner that causes the roommate to become uncomfortable.
All residents will be held accountable for the behavior and conduct of their guests while they are in the residential facilities. All resident guests are expected to adhere to all University and Residential Life policies.
Children 17 years and younger are not permitted as guests in university residence halls without a parent or legal guardian and are not permitted to stay as guests in university residence halls overnight.
Cohabitation exists when a person who is not assigned to a particular residence hall room, apartment, or house uses that space as if they were living there and is not permitted in university owned housing.

Health & Safety Checks

To ensure the health and safety of all residents, residence hall rooms and apartments are checked routinely by the Residential Life staff. Room cleanliness, arrangement, and hygiene issues that interfere with the comfort, safety, security, health or welfare of the residential community will be addressed during these inspections.

Laundry

Laundry facilities are in each residence hall and are for building residents only; they do not require reservation or additional payment. Residential Life recommends that students stay in the laundry room during the entire wash and dry cycle of their laundry. Problems with washer and dryer functionality should be reported according to guidelines posted in the laundry room.

Lock Outs & Lost Keys

During the day, students locked out of their room should attempt to contact their RA or an RA in their building. If an RA cannot be found, students may contact the Office of Public Safety. After business hours and on weekends, students may first contact their RA on-call number followed by Public Safety if an RA cannot be reached. For each lock out after their third, students will receive a $15.00 administrative charge to their student account.

Residence hall keys are not to be duplicated or loaned. Students are prohibited from placing their own locks on individual doors. If a key is lost, the lock(s) to the student’s room, house, or apartment will be changed, and occupants of the room will need to obtain new keys from the Office of Residential Life. To obtain a replacement key during the academic year, students should contact their Community Coordinator or the Office of Residential Life. An administrative charge will be posted to the student’s account that is consistent with the cost to replace core(s) and keys associated with the lost key. Students who duplicate a room key or do not return their room key at the end of the academic year will also be assessed an administrative charge for replacement of the associated core(s) and keys. Details regarding specific lost key replacement costs per housing assignment are available upon request from the Office of Residential Life.

Mold & Mildew

Humidity inside buildings in the Arkansas River Valley is often high, which encourages the growth of mold and mildew. Mildew is a fungus that produces spores that grow and spread easily through the air. These spores can cause allergic reactions and other health issues. Mold and mildew grow in areas that are dark and moist.

The following are suggestions for preventing and treating mold and mildew:

Follow all instructions for your AC unit, and do not turn the unit off or set the temperature above 74° F or below 68° F.
Hang up damp towels and clothes to dry completely.
Leave the single-use bathroom doors and shower curtain open to allow the walls to dry after showering.
Select cleaning products specifically designed to treat/prevent mold and mildew.
Room windows must remain closed when the air conditioner is in operation. The air conditioning equipment does not function properly when windows are open.
Installation of ceiling fans or air conditioning units is prohibited.

If a student notices mold or mildew growth in their residential space, they must report it to their RA or professional Residential Life staff member immediately. The university is not responsible for student items damaged by mold or mildew.

Pets & Domesticated Animals

Consistent with University Policy, pets and domesticated animals are not permitted in university buildings and facilities but are welcome on campus exterior grounds as long as they are leashed or tethered. Any disruption to normal activities caused by these visiting pets and domesticated animals may result in immediate removal from the premises. Within University residence halls, apartments, and houses, the following exceptions to the above policy are permitted:

Non-carnivorous fish stored in tanks of 15 gallons or less
Service animals approved through the Office of Disability Services

Emotional Support Animals

An ESA is an animal (a dog or cat) that serves as accommodation for a medical diagnosis but is not specially trained to perform tasks or assist individuals with disabilities. Approved ESAs at University of the Ozarks will be identified as playing an integral role in an individual student’s treatment plan. The ESA must demonstrate a good temperament and reliable, predictable behavior. ESAs may not be brought to campus without prior approval. For the full ESA requirements, please refer to the approval form found on EagleNet.

Approval

Students seeking approval for an ESA must complete the approval and registration process by July 10th or Dec. 1st for the coming academic year or semester. An ESA Approval Form must be completed by the requesting student and a licensed psychiatrist, therapist, or primary care physician and submitted to the Director of Residential Life at reslife@ozarks.edu. Once submitted, the Director of Residential Life will evaluate the student’s request. If approved, the student is responsible for completing the registration process for the specific animal approved as an ESA by the deadlines listed above.

Registration

Once approved, the Director of Residential Life will require from the student:

A current report containing proof of completed veterinarian-recommended vaccinations
A photograph of the approved animal that will be on campus
Upon arriving to campus, the student will need to return to the Office of Residential Life signed copies of the ESA Roommate Agreement and the ESA Owner Responsibility Agreement.

Renewal

The Office of Student Affairs requires updated documentation as outlined above by July 10th of the coming academic year. Responsibility for providing this updated documentation rests solely with the student; failure to provide this documentation by the deadline may result in removal of the animal from campus for the semester.

Other Prohibited Activities

The following activities are deemed dangerous/disruptive, and are prohibited in residential facilities:

Accessing rooftops or ledges
Climbing from windows
Scaling or rappelling from balconies or exterior walls
Playing sports in individual rooms, hallways, or lobbies
Skateboarding, rollerblading, using scooters, and biking

Restricted and Prohibited Items

Following restrictions exist on items students may want to bring to campus:

Microwaves must be 800 watts or less.
Students may bring their own mini fridge not exceeding 3.5 cubic feet in volume.
Coffee makers and electric kettles must be equipped with an automatic shut-off function.
Heated presses such as George Foreman grills, panini presses, quesadilla makers, and waffle irons are not permitted in the residence halls but are permitted in university apartments and houses.
Toasters and toaster ovens are not allowed in the residence halls but are allowed in university apartments and houses.
Space heaters and appliances with open heating coils are not permitted.
Candles, incense, incense burners, and wax warmers are not permitted.
Halogen or incandescent light bulbs are not permitted.
Certain decorative lighting is not permitted:
Salt lamps
Neon lighting
Lava lamps
LED strip lighting with adhesive backing
Live Christmas or holiday decoration trees
Fuels and fuel cannisters, such as butane, and propane are not permitted.
Fireworks or any other explosive or incendiary devices.
Because certain items may be considered offensive and disrespectful to community members, the Office of Residential Life may restrict the possession or display of such material.
Extension cords larger than 14-gauge and multiplugs without a built-in surge protector are not permitted.

Quiet Hours

Consideration for others is a primary component of community living and students agree to uphold this expectation when they become residents. Noise level must not deter students who want or need to study or sleep at any time. Therefore, Courtesy Hours are in effect 24/7 in all University-owned residential facilities. Students must comply with any student or staff member’s request to observe courtesy hours.

Specified Quiet Hours are in effect in all University-owned residential facilities from 10:00pm until 9:00am Sunday through Thursday and from 11:00pm until 10:00am Friday and Saturday.

Search & Seizure

Authorized University officials may enter student rooms for reasons related to routine inspections, maintenance, general safety and security of the community, and to address policy violations in progress or that may have occurred. Staff members who need to enter a room during the performance of their duties will knock and identify themselves. The student need not be present for a staff member to enter the room.

See University Policies for additional information.

Smoking, Vaping, & Tobacco

Consistent with University Policy, the use or possession of tobacco products, e-cigarettes, vape pens, or related paraphernalia is not permitted on campus, including in residence halls and University-owned houses and apartments.

Solicitation

Consistent with University Policy, solicitors are not permitted in residential facilities at any time and should be reported to Residential Life or Public Safety immediately. Only postings, flyers, or other materials authorized by professional Student Life staff can be distributed or posted in any residential spaces.

Unauthorized Use of Space

Unauthorized use of space occurs when a person who is not assigned or authorized to have access to a particular space gains access through means not approved by the University or uses a space in a way not approved by the University and is prohibited. Instances of unauthorized use of space may result in referral to the Dead of Students for all parties involved.

Accessing or using a room, apartment, or house while the assigned occupants are not present
Entering a room, apartment, or house (utilizing a key or through other means) to which one is not assigned
Occupying a room, apartment, or house to which one is not assigned
Accessing an assigned room, apartment, or house before a check in process has been completed
Storing or placing university or personal property on the balcony
Throwing objects off the balcony or out windows
Hanging objects from balcony rails without approval
Window screens may not be removed at any time. Students who have removed a window screen will be required to pay for any damage or replacement costs.
Stickers, transparent tape and double-sided tape may not be used on floors, walls, woodwork or doors. Non-marring adhesive materials are permitted. Administrative charges may be assessed for significant damage caused by improperly used or removed adhesives.
Airflow vents should never be obstructed. Blocking the airflow can create a fire hazard.
Tampering with any of the fire safety equipment is a felony and is prohibited by policy. Such action will result in an administrative fine, plus the cost of any repairs. All smoke alarms, fire detectors and other safety devices must be always in proper working condition. At no time should a smoke detector be found turned off, covered, modified, removed, or impaired in any way. Any issues with malfunctioning smoke detectors, fire alarms or other safety equipment should be reported immediately to the Office of Residential Life.

Weapons

The Office of Residential Life enforces within Residential Life the University Weapons Policy as outlined in the Student Handbook.