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Polices & Procedures

RESIDENCE HALL RULES & REGULATIONS

Preamble

In a community living situation, it is necessary to impose certain standards for conduct and behavior to ensure order. Each resident living in the residence hall has certain rights to which they are entitled

These rights are:

  • The right to sleep.
  • The right to one’s personal belongings.
  • The right to access to one’s room and suite facilities.
  • The right to a clean environment in which to live.
  • The right to read and study free from undue interference in one’s room.
  • The right to voice concerns and be heard.
  • The right to personal privacy.
  • The right to be free from verbal or written abuse, threats, intimidation or violence.

Residents are expected to respond appropriately to the reasonable requests of other residents and Residence Life staff. Residents will respect the rights of other residents, and each resident is responsible and held accountable for his or her behavior, as well as for the behavior of his/her guest(s).

STUDENT RESPONSIBILITIES

The following list of prohibited behavior is not exclusive and serves only as examples of specific actions constituting violations of the Residence Life Standards of Student Conduct. Information included in this section should clarify or expand upon the policies found in the Standards of Student Conduct.

 Students’ are responsible for all violations occurring in their residence. If a violation occurs in a common space and a resident knows or should have known about the violation and has not reported to their Resident Assistant, they will be held accountable for that violation.

 1.       Accepting a New Roommate

If a student is residing in a double occupancy room without a roommate and has not paid for private room occupancy, the vacant side of the room must remain clean and empty in anticipation of a new roommate.  A new roommate may be assigned to the room at any time.

 2.       Alcohol

Sale, possession, manufacturing, distribution, consumption, or evidence of consumption of alcoholic beverages is prohibited in university owned housing.

3.       Abandoned Property

All items brought into the space by the resident or someone admitted into the space by the resident must be removed from a residence upon check out. If a student fails to properly check out or items are left past check out, the Department of Residence Life shall declare them abandoned and they will be held for 30 business days and then discarded. The University shall not be liable for any damage to or loss of such property that occurs during the course of such removal, storage, delivery or disposal. There is a fee for removal of and storage of abandoned items that is assessed to a student’s university account.

 4.       Active Sports

Participation in active sports within University-owned housing is prohibited. Outdoor basketball goals are not permitted in parking lots or in/on the Village Houses and Apartments.

 5.       Appliance Usage

Students may not have the following appliances in their residence:

  • halogen lamps
  • sun lamps
  • tanning beds
  • heating coils
  • camp stoves
  • broilers unless provided by Residence Life
  • window air conditioners except those approved and installed by Residence Life in the Village Houses
  • lava lamps
  • microwave ovens more than 1,000 watts
  • refrigerators more than 2.0 running amps or larger than 4.1 cubic feet
  • and  items  with  exposed  heating  elements  including  but  not  limited  to:  space  heaters, emersion heaters, any open-faced or heating appliances.

Approved appliances include:

  • University provided appliances
  • microwave ovens less than or equivalent to 1,000 watts
  • refrigerators less than or equivalent to 2.0 running amps and no larger than 4.1 cubic feet,
  • UL approved sealed unit coffee makers
  • George Foreman®-type grills
  • popcorn poppers
  • radios
  • TVs
  • stereos
  • desk lamps
  • electric blankets
  • DVD/Blu-ray players
  • Gaming systems
  • Computers.

The above approved appliances are permitted as long as the equipment is kept in safe operating condition and unless their energy use exceeds the capacity of the system.

No outside antennas of any type are permitted. It is the student’s responsibility to receive permission from their Graduate Hall Director or Area Coordinator for any appliances not on the approved list.

6.       Bed Requirements

Beds provided by A-State must remain intact and in the assigned residence room at all times. Beds may not be moved into other rooms within a suite or apartment. Beds made be raised using risers that have a minimum of 300lb weight limit per riser. Beds may not be lofted unless the loft is provided by Residence Life.

7.       Bicycles

Bicycles and other wheeled  transportation  can  only be stored  in  a residence if all  roommates consent. If a bicycle is stored in a residence it may not block any entrance or fire escape route. Bicycles can be stored in the provided bicycle racks outside of Arkansas Hall, Kays Hall, University Hall, Red Wolf Den, Northpark Quads, and Honors/ROTC/Stem LLC. There is additional bicycle storage built in to stairwells in Northpark Quads and a designated space in Honors 4. Please refer to the Standards of Student Conduct in regards to bicycle parking or storage elsewhere on campus.

8.      Computer Network Devices

The use of individual wireless routers is prohibited on the A-State network. The use of these routers degrades the University network and causes a disruption to other students. The “Appropriate Use of Information and Technology Resources” policies can be found at  http://www.astate.edu/dotAsset/42c06ed4-f1aa-43f2-88f3-b84cc32cb4b6.pdf.

 This policy also prohibits any activity that would overload the network, or degrade network services.

 9.    Contact Paper

Contact paper may not be used on any permanent surface or university owned furnishings unless it is serving as drawer liner.

10.   Cooking

Cooking is only permitted in kitchens or when a student is using an approved appliance. Residents are responsible for ensuring that proper sanitation, ventilation and fire safety precautions are taken. If students are using the hall kitchen, they must clean up the area following use.

11.   Courtesy Hours

Students and guests must adhere to a courteous level of sound at all times.

 12.   Decorations

The following decorations are prohibited:

  • Decorations hindering the use or restricting access to hallways, doorways, stairs, corridors, or fire related equipment.
  • Cardboard, aluminum foil, cellophane, flags or other items used as window coverings, excluding cloth curtains.
  • Curtains may only be hung using tension rods, except in the Village Houses and Apartments.
  • Displaying alcohol/drug signs, or other related alcohol/drug memorabilia so they are visible from outside a student residence (such as in windows or on doors).
  • Displaying alcohol containers of any kind.
  • Attaching items to or tampering with light fixtures, ceiling tiles, fire safety equipment or exit signs.
  • Hanging or displaying any item within 5 feet of a sprinkler spout.
  • Using nails or other items that will puncture a wall.  This clause is not applicable in the Village Houses and Apartments.
  • Only adhesive putty, plastic adhesive hooks and magnets may be used to affix decorations. No tape may be used on walls or doors. This clause is not applicable in the Village Houses and Apartments.
  • Using a cut/live evergreen tree as decoration such as a Christmas or Holiday Tree.
  • Painting or permanently altering a room in any way.
  • Displaying electric/neon signs.
  • Mounting televisions to the wall. Displaying material that is generally accepted as offensive or that is biased against any person or groups so it is visible from outside a student residence (such as in windows or on doors).
  • Nothing can be mounted or hung from the ceiling.
  • No more than 30% of the wall/ceiling space may be covered.  No paper may be hung within 1 foot of an electrical outlet.

13.   Elevator Operations

Students and guests may not interfere with the normal operation of an elevator.

 14.   Entrance to Buildings

  • Exterior building doors may not be propped or forced open (including attempting to force them open).
  • No one may enter a side door unless authorized by an appropriate Residence Life staff member or having appropriate card access.
  • When entering a building with a front desk, you must provide proof of residency upon request from the desk assistant or check in at his/her request.

 15.  Guest Escort Policy

All guests must be escorted by his/her hosts in a public area. A specific host must be immediately present in public areas and residences. A guest is anyone not assigned to the specific building, suite or apartment.

16.   Guest Visitation

  • Students may not host a guest without permission from the resident’s roommate(s) prior to the guest’s arrival.
  • In buildings that require guest registration, all guests must be properly checked in at the front desk.
  • In buildings that require guest registration, visitation hours are restricted to 11 a.m. to midnight Sunday through Thursday and 11 a.m. to midnight Friday and Saturday. Visitation in all other residences is determined by the unit. The visitation hours and regulations for each building are located at the end of this section.
  • No more than two guests are allowed per resident unless otherwise permitted by the GHD, except in the Village.

In 24 hour visitation halls, including the Village, guests may stay no more than two consecutive nights and a guest may not stay more than 5 nights collectively in any University residence (hall, apartment, house, etc.) space per month.

 17.   Guest Visitation – Under 18

All visitors must be a minimum of 18 years of age and have a valid photo ID to be allowed guest privileges. Exceptions to this are:

  • Underage guests who are accompanied by their parent(s) or guardian(s) may visit from 11 am to midnight.  For emergency situations, the appropriate Area Coordinator may allow extended visitation.
  • In some circumstances, underage guests may stay overnight if proper authorization is given.  This must occur within the normal overnight guest policy for the building where the

visitation will occur.  You must contact the appropriate Area Coordinator in advance of the visit to secure permission for this.  Written and notarized parental (guardian) permission is required.

  • Members of a resident’s immediate family who are not 18 may visit from 11 am to midnight. Residents wishing to have a sibling stay overnight should contact their Area Coordinator 1 week in advance to request permission.  Written and notarized parental (guardian) permission is required.
  • Residents wishing to have their children visit the residence halls outside of 11 am to midnight should consult with their Area Coordinator.  Consistent overnight visits are not permitted.
  • Roommate permission must be obtained for all guest visitation.
  • This policy does not apply in the Village Houses and Apartments.

18.   Key and Student I.D. Responsibility

Students are responsible for all assigned keys. Students may not allow another person use of any key or ID that allows entrance to a residence or residence facility. If a student is locked out of his/her residence he/she may check out a temporary key from the front desk. Village residents who are locked out should contact the Village Duty phone. Failure to return the temporary key within 72 hours will result in an automatic lock change. A lost key will result in an automatic lock change. Residents will be billed for lock changes.

 19.   Lounges/Lobby Usage

When using lounges and lobbies all residents and their guest must adhere to the following:

  • The lobby atmosphere should be conducive to small-scale social interactions for residents and their guests.
  • The lobby may be the meeting place for hall activities during specified times of the day.
  • Courtesy and Quiet hours are enforced.
  • No loitering is allowed in the main lobby area. This also pertains to inside and outside of the entrance ways and main desk foyer areas.
  • The visitation and escort policies apply.
  • University staff members (including student staff) have the authority to dismiss persons from the lobby.

20.   Motorcycles

Motorcycles must be registered with Parking Services and follow their regulations. Motorcycles, mopeds, motor scooters and other internal combustion engine are not permitted in University Owned Housing or common areas.

 21.   Open Flames

Possession and/or use of candles, incense, fireworks (including sparklers), or other open flame apparatus is prohibited within university-operated housing. Supervised candles and incense are permitted in the Village Houses and Apartments. Grills (outside of the George Forman Type) are only permitted outside the Village houses.

22.   Pet Possession

Students and guests may not possess an animal other than fish and properly attended assistance animals for individuals with disabilities that have been registered through the Office of Disability Services. Aquariums are to be limited to 10 gallons or less.

 Residents of the Village houses have the ability to have specific pets. Approval for all animals must be received from the Area Coordinator for Graduate and Family Housing and the Village pet policy must be followed.

 23.   Power Strips

Students may not use multiple-outlet connections unless they are a power strip with a built-in circuit breaker that is clearly marked, carries an Underwriter’s Laboratory (U.L.) approval, has a maximum load of 15 amps and is plugged directly into a wall electrical outlet. Extension cords must be heavy duty (no less than 12 gauge) extension cords and used properly.

24.   Posting

Flyers, announcements or other printed or written material to be posted in and around University owned housing or common areas must be submitted to the Department of Residence Life minimally one week prior to the posting date for approval and distribution.

 25.   Quiet Hours

Students and guests must adhere to minimum mandatory quiet hours in and around residence halls. Quiet hours are 10:00 pm – 8:00 am, seven days a week.

26.   Quiet Hours for Finals

Students and guests must adhere to 24 hour quiet hours beginning each semester at 9:00 pm the last day of normally scheduled classes and ending after the completion of the final University exam period. Students and guests who violate this policy may be immediately removed from University housing.

27.   Removal of University Property

Residence Life has designated a location for all university property in and around university owned housing and common areas. Property may not be moved from its designated position without prior approval from the appropriate GHD or Area Coordinator for Graduate and Family Housing.

28.   Syringe Disposal

Residents and guests may only have syringes for medically prescribed usage. They may not place exposed hypodermic needles directly in trash containers; SHARPS containers may be obtained from Occupational Safety. Used needles should  be disposed  of in  a puncture proof container.  If no container is available used needles should be taken to the Student Health Center.

29.   Trash

The appropriate trash receptacles (dumpsters) provided outside should be utilized for the disposal of all trash. Room trash cannot be disposed of in the residence hall trash cans located in kitchens, laundry facilities or common lounge space.

30.   Windows

A screen may not be removed from its window casing. If the screen is missing from a window, students may not use the window for egress or to hang or display items.

 

GENERAL RESIDENCE LIFE GUIDELINES

Bomb Threats

If a bomb threat or any other threatening phone call or electric communication is received, gain as much information from the caller or messenger as possible and do not hang up the phone. Immediately notify the Department of Residence Life during normal business hours or the front desk staff in your building if it is after offices hours. The staff person you contact will notify University Police and other designated staff members. Please remain available for assistance to the investigative authorities.

Cleanliness

All campus residences will be inspected throughout the semester to ensure compliance with health, safety and fire standards. Residents should expect these to occur on a monthly basis. Residents are required to allow Residence Life Staff, including student staff, to enter their residences for these inspections and any follow up inspections.  If there is no one present when the staff comes to complete a properly posted health, safety, and fire inspection, it will be completed without the residents’ present. Notice of health, safety, and fire inspections will be posted 24 hours in advance with the exception of the Village Houses and Apartments. Due to the nature of the Village Houses and Apartments, there is no notice for health, safety, and fire inspections. However, the University and the Office of Residence Life reserve the right to conduct health, safety and fire inspections with no notice in emergency situations.

Health, safety, and fire inspections are made to ensure:

  • that university property is being used properly;
  • that reasonable standards of room cleanliness, safety, and sanitation are being observed; and
  • that maintenance requirements are reported.

 

Reasonable standards of room cleanliness include, but are not limited to: all trash properly removed from the room, no dirty dishes, food properly stored, floors and counters free from clothing and debris, bathrooms cleaned and no mildew buildup, bedding and towels regularly laundered, interiors of microwaves,  refrigerators,  coffee  makers,  etc. cleaned  on  a  regular  basis,  and  no  strong odors  or contaminants. Common spaces cleanliness is the responsibility of all residents assigned to the suite or apartment.

Residents who do not pass health, safety, and  fire inspections will be given, in  writing, a specific deadline and the necessary corrections that must be made by that date. If items found during the health, safety, and fire inspection are a violation of policy they may be confiscated. Violations of policy will be referred to the Office of Student Conduct. If the resident(s) fails the follow up inspection they may be subject to fees to correct the issue, conduct violations and/or cancellation of the University Housing contract.

Community Billing

If any vandalism, theft, or damage occurs in such areas as one’s floor, hall, wing, lounge or community bathroom, which cannot be properly charged to an individual, all members of the floor or community may be billed equally for cleaning, replacement or repairs. Similarly, damage or theft in one’s building, which cannot be assigned to an individual, may result in all building residents equally sharing in repair or replacement costs. If applicable, each resident will be billed on their student account for his/her “share” of public area damages at the end of each semester. Residents will be given every opportunity to identify individual(s) responsible for the damage before a group billing is finalized through posted flyers, letters, emails and/or hall meetings. Active involvement in reducing damages within the community is encouraged.

Room Entry

The university reserves the right to have its representative(s) enter a resident’s room in the following instances:

  • When it appears that an occupant may be physically harmed or endangered;
  • When it appears university property is endangered;
  • When it appears University or Residence Life policy is being violated;
  • To make periodic health, safety, fire and maintenance inspections and/or repairs;
  • To deliver administrative letters and notices.

Every attempt will be made to allow one to retain as much privacy as possible in their residence.

The actual searching of a room specifically for the purpose of removing illegal or prohibited articles will be done only when reliable information warrants such action. If possible, searches will be conducted in the resident’s presence. Police may be present to assist in a search.

Roommate Conflicts

If a resident and his/her roommate are having a conflict, they should attempt to discuss the problem with each other. If this cannot be done, they should take the problem to the RA. The RA will assess the situation and may mediate the situation, create a roommate agreement or refer the concern to a Graduate Hall Director or Area Coordinator. If the problem cannot be resolved, the Department of Residence Life has the right to relocate one, both or none of the roommates.

Visitation

Visitation provides an opportunity for residents to create a more desirable living experience and further personal growth through greater interpersonal contact among students of both genders. The responsibility of this policy rests upon the individual who must maintain the element of academic privacy in the living areas, maintain his/her conduct in a manner that is in consideration of roommates or other concerned parties, and act in accordance with all university policies.

A guest is anyone who is not a resident of that specific residence hall or apartment (i.e. University Hall visiting Kays Hall). All guests must be checked in to the First Year Residence Halls (Arkansas, Kays and University) through the front desk, except intra-visitation in Kays Hall.

 

Visitation Policy for Collegiate Park, Northpark Quads, Honors Living and Learning Community, Red Wolf Den, ROTC LLC, STEM DEN and the Village Houses and Apartments:

Determined by the living unit.

Visitation Policy for Greek Village:

Determined by national policies.

First Year Residence Halls (Arkansas, Kays, University) Visitation Hours are as follows:

Sunday - Thursday:           11a.m. - Midnight Friday
                              and
Saturday:                         11a.m. - 3 a.m.

Kays Hall Intra-Visitation Policy

The intra-visitation policy for the residents of Kays Hall was designed to help enhance the community’s group dynamics. The intra-visitation hours (Kays Hall residents visiting fellow Kays Hall residents) are 24 hours a day. However, the escort policy must be followed at all times.

Any guests who do not reside in Kays Hall who wish to visit residents of Kays Hall must follow the normal visitation policies and hours. Individual floors in Kays Hall may choose to limit  intra-visitation  or visitation hours on a floor by a vote of that community at the beginning of each semester. These hours must be posted at the entrance to the hall.

Visitation Guiding Principles:

The following policies must be maintained for visitation:

  1. All entering into and exiting from the hall must be through the lobby. Emergency fire doors are to be kept secured and used only in case of emergencies.
  2. Each resident must meet and escort his/her guest to and from the lobby. Guests must be escorted at all times throughout the building.
  3. Each  guest  must  leave his/her  IDs or  some satisfactory  form of  photo  identification with  the Desk Assistant on duty in the hall (except inter-visitation in Kays Hall).
  4. Each resident will be held responsible for the conduct of his or her guests.
  5. The resident and his/her guest together must reclaim the IDs and/or other forms of identification before the closing hours of visitation.
  6. Violations of the visitation policy will subject the resident and his/her guests to conduct action
  7. All occupants of a residence hall room or apartment must agree before visitation will be permitted.
  8. All residents have a right to personal privacy. Based on this right a person may choose to withdraw their agreement in reference to visitors in the room or apartment. If a dispute arises in reference to guests or visitation the RA should be informed immediately and the guest will be asked to leave, even if a previous agreement had been reached between residents.
  9. Residents are only allowed two (2) guests at any time (except in the Village Houses and Apartments).
  10. Overnight visitation is not allowed in the First Year Experience halls (Kays, University, Arkansas).
  11. All occupants of the room/living space must agree before overnight visitation is permitted in the room (Collegiate Park, Northpark Quads, the HLLC, Red Wolf Den, ROTC LLC, STEM DEN or the Village).  No one is allowed to stay more than two consecutive nights and a guest may not stay more than 5 nights collectively in any residence hall space per month, unless they have properly notified the GHD and received permission in advance.