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Residence Requirement

Inter-visitation Regulations

    1. The right to personal privacy, as defined by the College policy.
    2. The right to legitimate exercise of individual rights, as granted under policies of the College.
    3. The right to the maintenance of quiet hours as established by the different living areas of the building and the College in general.
    4. The right to an atmosphere conducive to study.
    5. The right to personal safety and protection of personal property.

In cases involving equal, yet opposing rights, and if a resident feels any personal rights have been infringed upon in cases pertaining to visitation, it will be the responsibility of each resident to make every reasonable effort to resolve such conflict on a personal basis. If individuals cannot satisfactorily resolve a conflict, the residence hall staff should be contacted immediately.



Residence Hall Guest Procedure


Overnight Guests

Overnight guests must be of the same sex as the assigned occupant of the room and may remain on campus for a maximum of three nights, provided that there is no objection from roommates. Any non-student is permitted to visit the residence halls for three days only. The procedure for housing an overnight guest is as follows:

  1. Students must introduce the overnight guest to the Resident Assistant responsible for the floor or the RA on duty.
  2. Overnight guests must be registered on the Guest Sign-Up sheet posted near the RA’s room on each floor.
  3. No one may sleep in public areas of the residence halls.
  4. Overnight guests are required to meet all College standards. Elmira students must assume responsibility for informing guests of the College regulations and are responsible for the actions of their guests.
  5. Accommodations are not available in the residence halls for parents or children.
  6. The College does not, and cannot, condone cohabitation (guests of the opposite sex staying in the same room). As a practical matter, campus living requires each residence hall member to respect the rights of others as well as the policies established by the Board of Trustees; violation of either set of norms is done so at the risk on one’s personal reputation and career at the College.
  7. Guests are expected to be escorted by a building resident at all times.

Sign-Out Procedure

Meeting in Areas of the Residence Halls

Residence Hall Study Environment

Listed below are the quiet hours.

Anderson and Columbia Halls
Sunday – Thursday 11 p.m. - 8 a.m.
Friday – Saturday 2 a.m. - 8 a.m.

Alumni and Perry Halls
Sunday –Thursday 10 p.m. - 8 a.m.
Friday – Saturday 1 a.m. - 8 a.m.

Meier Hall, Twin Towers, Tompkins Hall, College Cottages
Sunday – Thursday Midnight - 8 a.m.
Friday –Saturday 2 a.m. - 8 a.m.

Window Coverings

Elmira College provides fire retardant drapes for every room. These drapes are not to be removed nor should any flammable materials be placed in a window. To minimize problems of security, curtains should be kept closed after dark and at all other appropriate times.

Fire Safety

Fire Inspections will be conducted in the College residence halls and Cottages by College staff on a monthly basis and on a yearly basis by the NYS Fire Inspector with College staff.

1. Fire Equipment:

The College may impose a $1,000 fine on any student who is caught misusing a fire extinguisher, tampering with the fire extinguisher seal, or misusing any other fire safety apparatus including but not limited to the smoke detectors and sprinkler system apparatus.

Along with the fine, disciplinary action will be taken for the above abuse and or tampering with any fire equipment. If the offender is not reported, there will be an automatic $150 fine levied on the residents of the residence hall in which the issue occurs. These fines and disciplinary actions are necessary since these actions are not only a violation of civil law, but also impose extreme danger to the members of the College community. The College will not protect violators of these regulations from action by civil authorities.

Any student found tampering with a building sprinkler system will be subject to disciplinary action. Any student responsible for the activation of the system may be held liable for the damage caused. In addition, hanging or attaching items to the sprinkler system is prohibited.

Any student found responsible of activating a false alarm will be fined $1,000 and be subject to disciplinary action including possible expulsion. In addition, any alarm activated due to a student’s negligence, that student or the students who live in that room will be assessed a $50 fine. Any alarm activated by a student’s negligence in a common area will carry the same $50 fine. Local fire officials have the authority to impose an additional fine, to be paid to the City, on an individual, floor living areas, or entire residence halls.

2. Safety Precautions:

3. Residence Hall Fire Safety Precautions:

The following are not permitted to be used in student rooms:

These appliances must be used in pantries or Cottage kitchens. If any of these materials are found in use in a residence hall room, they will be confiscated and not returned until the end of the academic year.

Items from the following list are not allowed in residence halls. If the following are found in a residence hall room or Cottage, they will be confiscated. They will not be returned to the student. Additionally, each item will result in a $25 fine being assessed to the student’s account. For example, if a student has four candles in their room, the candles would be disposed of, and the student would be charged $100.

Please note that the College reserves the right to add to this list in the event that other items are deemed unsafe by a representative of the New York State Office of Fire Prevention and Control.

Hallway Decorations

Decorations in the hallways are not permitted with the exception of the College bulletin boards and informational materials posted.

Door Decorations

Student door decorations are limited to one door tag per student and one dry erase board per door.

Room Decorations

Fire Alarm Evacuation Procedures
All fire alarms should be considered fire alerts, and the building must be evacuated immediately. In case of fire, a student should sound the fire alarm in his or her area and call Campus Security at ext. 1777 or (607) 735-1777. All students should evacuate the building immediately, knocking on room doors to notify fellow residents of the fire evacuation. Whether a fire or a false alarm, the building must be evacuated immediately. The following procedures should be followed:

Remain outside and at least fifty feet away from the building until the signal to return is given. Any student remaining in the building during an evacuation is subject to a $50 fine. Evacuation procedures will be made available to students at the beginning of each academic year.

Failure to comply with any fire safety precaution may result in discipline action and fines.

The College reserves the right to require immediate compliance from students with any fire safety code citations as identified by external authorities (i.e., State Fire Inspection Officials, Fire Department, State Fire Inspector, Health Department, etc.).

Pets

Pets are not permitted in the residence halls, with the exception of fish and guide dogs for the blind. Violations of this regulation may result in disciplinary action and the immediate removal of the pet.

Hall Sports

We expect that students will not engage in the playing of any type of sports (i.e. basketball, rollerblading, hockey, frisbee, golf, lacrosse) in residence hall common areas, hallways, stairways, or rooms. These activities have frequently been found to contribute to damage to fire equipment and other physical facilities as well as causing injuries to people walking through the residence hall. Dart boards are prohibited due to the damage sustained by the areas around the board. If found, dart boards will be confiscated. Students will be fined and billed for the damage resulting from violation of this policy and may be referred for disciplinary action.

Holiday Decorations

Experience has taught us that precautions must be taken when decorating for holidays to insure personal safety and to avoid damaging the residence halls. Students are responsible for removing decorations and restoring their rooms before leaving for break. The following are holiday decoration guidelines:

Televisions, Refrigerators, and Microwaves

Students are permitted to have small refrigerators (3.2. cu. ft.), small TVs, and microwaves in their residence hall rooms. The appliances have to be Underwriters Laboratory approved and be in good working order. The appliances can be inspected at the Residence Life Coordinator’s discretion.

Students are responsible for any damage caused by their appliances. Refrigerators must be defrosted and cleaned out during vacation or break periods and an absorbent floor covering must be placed underneath the refrigerator.

Residence Hall and Cottage Exteriors

Aerials, antennas, air conditioners, or similar equipment which are installed outside windows, exit doors, roofs, etc. are prohibited as is the display or hanging of other items outside of windows. Alcohol containers and signs are not permitted to be displayed in windows.

Interfering with residence hall cable television by intercepting or “splicing into” the cable is prohibited.

Residence Hall Front Door

The residence hall front doors will be locked twenty-four hours a day, seven days a week. Each student who resides on campus will be issued keys at the beginning of their residence. The student ID’s of all Alumni, Anderson, Columbia, Tompkins, Twin Towers, and Meier Hall residents are activated to permit access to that building. These keys and ID are for the use of that resident. Any time a student passes keys or their ID that compromises the security of that building (i.e. passing keys to another student or a non-student) disciplinary action may occur.

Students who lose their keys or ID should seek replacement keys or IDs as quickly as possible. Students can receive replacements from their Residence Life Coordinator for their keys, or for IDs at Campus Security. A charge of $10 to $50 for the room key and room lock charge and a charge of $20 for the front door key will be placed on the student’s bill, and $25 for lost ID for residents of buildings accessed by the student’s ID. Student IDs are expected to last all four years. Damaged cards will be replaced at a cost of $5.00 per card at Campus Security.

Students are prohibited from tampering with the any door mechanisms. This includes propping any door open and any physical abuse of the equipment. A $50 fine will be assessed to any individual found propping open or opening a door without a key.

Loft Assemblies

Student constructed or provided loft assemblies are prohibited. Failure to comply with this safety precaution may result in a fine and appropriate disciplinary action.

Damage and Vandalism

The College believes very strongly that the residents of a residence hall share in the responsibility of preventing and reporting damage and vandalism. It is therefore an expectation that any student with knowledge of a damage and vandalism incident will inform a Residence Life staff member as soon as possible. Any students found responsible for incidents of willful damage of College property will be subject to payment of the cost of the repairs. The College will determine these costs, and they will be based upon the external contractor rate. Disciplinary review of first-time incidents will be handled by the Residence Life Coordinator. The RLC will hold a meeting with those involved determining responsibility and the action to be taken, including possible referral to a higher disciplinary tier. Parents or guardians may be notified of a first offence. The Assistant Dean of Student Life will be provided with a record of the incident and the action taken.

Any subsequent encounters involving willful damage to College property may result in the residents being assigned to a new living area, the loss of the housing contract, or in the case of a town student, exclusion from College facilities. The Tier II Discipline system will be responsible for decisions related to second incidents. Students may appeal decisions related to any aspect of the damage policy to the Assistant Dean of Student Life or the Dean of Student Life.

Room Damage Guidelines:

  1. No room or College furniture, walls, windows, or closets may be painted by a student.
  2. The College believes very strongly that the residents of a residence hall share in the responsibility of preventing and reporting damage and vandalism. It is therefore expected that any student with knowledge of a damage and vandalism incident will inform a Residence Life staff member as soon as possible. This applies equally to each student’s residence hall room as well as to all other areas of the residence hall.
  3. Thumbtacks, pins, staples, blue tack, and tape may damage or mark walls, doors, and furniture and should not be used. Students should use the picture molding and bulletin boards for decorating their rooms. The use of dartboards is also prohibited.
  4. Any room reorganization involving moving attached furniture must be approved in advance by the Residence Life Coordinator of that residence hall. They will inspect the construction to avoid any damage to College property.
  5. No changes may be made to furniture which may alter the condition of an adjoining room.
  6. During the academic year, any student who has been found to cause damage due to reorganization will be asked to place their room back to its original condition.
  7. At the end of the year, the room must be returned to its original condition. Any student who fails to accomplish this before vacating will be charged $25 plus a labor charge for any repairs or moving.
  8. In adjoining singles in Tompkins the adjoining door may not be blocked.
  9. All pieces of furniture (bed frames, mattresses, chairs, couches) must be kept in the individual student’s room at all times. Any item of College furniture placed in storage will be removed and the student will be billed for replacement of that furniture.

Common Area Damage:

  1. All common area damage charges will be evenly divided between the residence hall or floor residents.
  2. Residence Life Coordinators will designate residents of the specific areas (a floor, a Tower, entire building) against which damages will be levied.
  3. The bills will be handled through the Office of the Bursar and posted to the student’s normal billing statement.
  4. If furniture is found missing from a public area, the staff may conduct a search to locate the missing furniture. If the missing furniture is found in a student’s room, that student will be charged a $25 fine per item, and the furniture will be returned immediately; in addition, disciplinary action may be taken for theft. When furniture disappears or major damage occurs in a common area, the Residence Life Staff may lock certain areas to prevent further theft or damage.
  5. The College believes very strongly that the residents of a residence hall share in the responsibility of preventing and reporting damage and vandalism. It is therefore expected that any student with knowledge of a damage and vandalism incident will inform a Residence Life staff member as soon as possible. This applies equally to each student’s residence hall room as well as to all other areas of the residence hall.

Room Condition Reports and Appeal Procedures:

  1. The Residence Life Coordinator will prepare a room condition report (RCR) before each student occupies their room. The students must then check, verify, and sign the Room Condition Report and return it to the Residence Life Coordinator. It is essential that the student checks the room very closely and makes note of any and all damages present in the room at the time of check-in. This will avoid charges for damage that was present at the time of arrival.
  2. If during the academic year, damage occurs in a student’s residence hall room that they were not responsible for, it is the student’s responsibility to inform the Residence Life Coordinator of their residence hall immediately to avoid being charge for the damage.
  3. Whenever a student vacates or changes rooms during the academic year, it is the student’s responsibility to notify the RLC so their RCR may be properly and accurately updated. It is important for the student to see both RCRs and take any additional RCRs as seriously as the first. The Residence Life Coordinator will inspect the room against the Room Condition Report to determine if any additional damage occurred.
  4. Members of the Residence Life Staff and Buildings and Grounds will determine all room damage assessments.
  5. The student should also be aware of the disclaimer atop the RCR, which states “Finally, I understand that a final room inspection is completed by members of the Elmira College Staff after my departure and additional items may be added to this Room Condition Report.” The first checkout that the student is present for involves a general review to see if there are any emergency repairs that need to be reported immediately. Once students have removed all their property, a more-detailed inspection of rooms occurs by professional Buildings and Grounds and Residence Life staffs. Students are encouraged to read and review that paragraph at the time of Check-in and Check-out. By signing the Room Condition Report, students affirm that they understand these conditions.
  6. Charges will be in accordance with the cost of repair, replacement, and labor at the outside contractor rate.
  7. Any student who wishes to appeal either the nature or amount of damage charges must do so in writing within thirty business days of the “issued” date on his or her bill. Any appeals received after this date will not be reviewed unless special arrangements have been made with the Assistant Dean of Student Life.
  8. All appeals must be mailed, e-mailed or faxed to the Assistant Dean of Student Life in the form of a written or typed letter with a valid signature. The TOP of the FIRST page of the appeal should contain the student’s Name, Class Year, Residence hall and room number where the student resided and the Billing Address. Any letters lacking this format may not be reviewed at the discretion of the Assistant Dean of Student Life.

College Housing Entry Policy and Procedure

The College reserves the right to enter and inspect any room.

Room Entry:

Normal practice for the person seeking entry is to knock, identify himself or herself, and ask permission to enter. (Exception to this policy will occur only in emergency cases or in situations in which delay would be self defeating.) Entry can be made with or without the agreement of the room’s occupant(s).

Resident Room Searches:

This section pertains only to resident student rooms and does not apply to offices or other areas within the College.

  1. Campus Security or the Residence Life Staff shall be responsible for conducting all room searches only with prior direct approval of the Assistant Dean of Student Life, the Dean of Student Life, the Director of Campus Security, or a Vice President.
  2. Room searches shall be conducted when there is reasonable belief that a violation of College Policy is occurring or has occurred.
  3. Search of residence hall rooms shall only be conducted in the presence of a Residence Life staff member. Exceptions to this policy will occur in emergencies and life-threatening situations.
  4. A search may be conducted when there is a suspicion of drug use. This search may take place with or without the residents’ permission or presence. Attempt to have the residents present will be made.