Housing Contract Policy As Related To Academic Load
Undergraduate students must be enrolled on a full-time basis (12 semester hours) to qualify to live in University housing. Undergraduate students residing in University housing who reduce their academic load to less than 12 hours may be permitted to remain in University housing with the Director of Housing and Residence Education's permission. The Housing Contract term is in effect for the academic year (fall through spring).
Meal Plan Reductions Prior to Drop/Add
Any student requesting to have his/her meal plan terminated prior to the drop/add period will be charged for the meals eaten at the applicable rate plus any flex dollars used.
Room Reductions After Drop/Add
In the event a student continues to be enrolled for classes and is approved or required by the office of Housing and Residence Education to move from University housing to off campus housing during a semester, there will be no charge reduction for the room changes.
Meal Plan Reductions After Drop/Add
Any student requesting to have his/her meal plan terminated after the drop/add period will receive a limited pro-rate charge reduction for meals. The meal plan reduction amount will equal the percentage of the semester remaining times fifty percent times the original meal plan rate. To have the meal plan terminated and receive this reduction the student must contact the Business Office once they have been approved to move off campus by the Office of Housing and Residence Education and have moved. For example, if you drop you meal plan after 20% of the semester has been completed, you would only receive 40% redcution in your original meal plan charge.
Housing Policy Regarding Age
Student housing in University-owned facilities is limited to traditional age college students, i.e. those under the age of twenty-four.
Authorized Entry into Student Room
It is the desire of the University to respect the student's right to privacy without arbitrary and capricious invasion; howeve,r the University reserves the right to enter a student's residence hall room under the following conditions:
- To verify occupancy;
- For health and safety inspections;
- To check for cleanliness;
- To make necessary repairs and/or inventories;
- When there is reasonable cause to believe that activities are taking place that are detrimental to the University community; or where the health, safety or welfare of a GWU student is in jeopardy;
- When there is reasonable cause to believe that a violation of law or University guideline, policy, or rule is taking place.
It is not necessary that the student be present or contacted in advance when the room is entered for such reasons. Searches of and seizures from a student's residene hall room, vehicle, or person must be approved by an appropriate University official, such as University Police, the Assistant Directors of Housing and Residence Education, the Director of Housing and Residence Education, the Vice President and Dean of Student Development, or the President of the University.
Searches by civil authorities are governed by state and federal statutes that differ from Gardner-Webb University guidelines.
Break housing may be available for international students or those students sponsored by University activities. Break housing is not covered in your housing contract and a nominal fee per night may be assessed. A one-week written notice is required to request break housing. It is probable that students remaining for a break may not stay in their assigned room. Students returning early from any break without permission may be assessed a fine.
All residential facilities are closed during the Christmas break.
Common Area Damages
The Department of Housing and Residence Education is committed to developing positive living/learning environments within the Residence Halls. One factor that is critical to the attainment of this goal is the encouragement of a sense of community among the residents of any particular living unit. This sense of community infers a sense of responsibility and respect for one's fellow residents, as well as the facility where one resides.
The Department of Housing and Residence Education strives to keep the Residence Hall facilities attractive, functional and safe for residents and guests. This involves regular mainenance practices and efforts to encourage students to personalize their living environments. This personalization includes selection of upholstery fabrics, group purchase of televisions, microwaves, etc., and other resident involvement in making the halls more attractive.
Controlling damages/vandalism requires effort by students and staff of the residence halls. Damages/vandalism not only detract from the appearance, usefulness and/or safety of the facilities, but also are very costly. In the cases that the residents or staff are unable to determine the person(s) responsible for damages, the costs of repairs must be paid by all residents of the residential unit. Also, in cases that residents and staff are unable to determine the persons responsible for the vandalism, the cost of repair and/or a vandalism fine must be paid by all residents of the residential unit. To the extent that responsible person(s) can be identified, billed, and fined, the room costs and damage deposit for other residents will not be affected.
Based on this, the Department of Housing and Residence Education uses a common area damage billing policy. The Department will charge the student account and members of a particular living unit for any damages that occur within a living unit that cannot be attributed to specific individual(s). A living unit will generaly be defined as all facilities, equipment, and furnishings of any given floor or area. In order for his policy to be fair and effective, all residents within a particular living unit must work to develop a positive environment for themselves. This will include respect for facilities and furnishings of that living unit, as well as the willingness to take responsibility for damages caused by oneself and one's guests. When this does not happen, and when residents are not willing to confront, and when necessary, report those responsible for damages, then members of that living unit will take on the burden of paying for these damages. In either case, this enables the Department to bill damages directly to individuals or groups on floors. Otherwise, room costs may increase for all students in all halls to pay for these damages.
Room and Board Reductions
In the event a student continues to be enrolled in classes and chooses to move from University Housing to off campus housing during a semester, there will be no charge reductions for room charges. If a student is moved from the apartments to the residence halls for discipline reasons, there will be no reduction or credit to the student's account. The student moving off campus may request to have his/her meal plan terminated at that time and receive a limited pro-rate charge reduction for meals. The meal plan reduction amount will equal the percentage of the semester remaining times fifty percent imes the original plan rate. To have the meal plan terminated and receive this reduction, the student must contract the Business Office once approved to move off campus by the Office of Housing and Residene Education and have moved.
In cases of over occupancy, students may be required to stay in a temporary location until space is available. Students are accountable for University policies in these locations.
Overflow housing may not have the same amenities as the residential campus. Every effort will be made to move students in overflow housing to a permanent assignment as soon as possible.
Personal Property Loss
The University cannot accept responsibility for valuables. Personal items of value such as radios, stereos, televisions, etc., should be properly insured. It is the responsiblity of each student to lock his or her room whenever unattended. In addition, the University is not responsible for personal items lost in fires, floods or other forms of disaster. Each student should check their parent's homeowner's policy for possible coverage or make arrangements for additional coverage, if desired. Finally, the University will not be responsible for items left in a room upon a student's departure. The University will keep items for a maximum of 30 days at which time the items may be discarded or turned over to a community agency for use.
If a student is left without a roommate for any reason within the first 3 weeks (or reasonable time which is determined by the Housing and Residence Education Staff) of any semester, the students may be required to consolidate rooms unless he/she agrees to pay the private room fee. This policy ensures that all persons having the privilege of a private room are treated equitably. Further, this policy allows for economical use of space, optimum time for repairs and conservation of energy. Being required to consolidate means that a sudents will either have to select a new roommate or will have to move to another room. Students will be given the option to choose their own roommate and decide who is going to move. The GRD is available to help with consolidation by providing names of persons who need roommates. It is our experience that sudents are happiest and learn the most from the experience when they select their own roommate and room. However, the University reserves the right to assess the private room fee, to reassign the student to another room, or to assign the student a new roommate. After 3 weeks of classes, students who are left without a roommate are exempt from consolidation unless unusual circumstances warrant consolidation. Private rooms fees are billed on a per semester basis.
All rooms must remain furnished for double occupancy. This means one side must remain open to an assigned student at any time.
An advance, non-refundable, deposit of $150 is required prior to room selection (approximately March 1). This payment goes toward your semester payment. You and your roommate cannot select or hold a room until each have paid your deposit and follow the published room selection guidelines.
Residence Hall Security Deposit
A $75 fee is required of every first year student. This fee may be used by the University to address facility concerns during the student's enrollment. If funds are not used, the student may request, in writing, to the Business Office, that the $75 be refunded to them upon final departure.