Welcome to Arkansas State University!

Polices & Procedures

Student Rights

In a community living situation, as found in the residence halls, it is necessary to impose certain standards for conduct and behavior to ensure that there is some order to the environment. Each resident living in the residence hall has certain rights they are entitled to.

These rights are:

  • The right to sleep
  • The right to one’s personal belongings
  • The right to free 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 complain 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).

Safety and Security

Fire Alarms

Each building is equipped with a fire alarm system. They are there for protection, therefore students and guests should not tamper with them. Fire drills are conducted to familiarize the residents with the sound of the building alarm, emergency exits that are available, and the procedure for evacuating the building. Failure to respond to a fire alarm will result in conduct action. Tampering with fire safety equipment is a violation of University policy.

If a fire alarm sounds:
  • Quickly put on a coat (if necessary) and hard soled shoes.
  • Take a towel to put over the face to prevent smoke inhalation.
  • Close the windows.
  • Check the door or doorknob. If it is hot, do not open it. If it is cool, exit cautiously and lock the door. Each student is encouraged to take his/her keys and University ID Card with them
  • Walk quickly, but in an orderly manner, through the exit for the area and continue 100 feet from the residence hall.
  • Do not reenter the building until told to do so by a residence hall staff member.
  • Everyone, including residence hall personnel, must leave the hall whenever the alarm sounds.

Safeguarding Personal Property

Residents are highly encouraged to invest in renter’s insurance. Renter’s insurance can be purchased though homeowner’s policies or from independent companies specializing in residence hall insurance.

The safety and security of each hall is the responsibility of each resident, staff of the hall, and university police officers. The University Police Department has a rotating staff who are available 24 hours a day to assist residents and staff.

Hints for Safeguarding Personal Property:
  • Mark or permit University Police to mark individual property so it can be easily identified.
  • Lock all room doors and windows.
  • Never leave personal items unattended. (This includes staying with laundry in the laundry room).
  • Leave items not needed at home, if possible.
  • Lock automobiles when not in use.
  • If one must leave items in an automobile, lock them in the vehicle out of view.
  • Report all items lost or stolen to the University Police Department or appropriate officials.
  • If one is aware of a crime that has been committed or is being committed, contact the University Police Department immediately and furnish as much information as possible.
  • Large sums of money should not be kept in one’s room.

Severe Weather

Local radio and television stations announce tornado watches when the weather conditions are right for tornado but none have been sighted; tornado warnings are given when a tornado has been sighted; and storm alert is announced when a severe thunderstorm is approaching.

For tornado warning or storm alerts:
  • Go to the lowest floor possible before high winds or the tornado strikes.
  • Students residing in apartments or houses should move to the bathroom.
  • Sit on the floor with back to the stairwell or in the central portions of the room away from windows.
  • If a storm strikes, duck your head between your knees and cover the back of the head/neck with your hands for protection.
  • Leave corridor doors open.
  • Try to remain calm and do not panic.
  • Do not move from shelter until the storm or tornado is well out of the area or instructed by a staff member.

Stolen Property

The university assumes no responsibility for the loss of personal articles, but will assist in every possible way to recover such items. Losses should be reported to the University Police and Residence Life Staff immediately. Protect the contents of the room by locking the door when leaving. University Police has an engraving service available for valuable items. Residents are encouraged to purchase renter’s insurance.

Card Access

Each residence hall is locked 24 hours a day, seven days a week. Only residents of the hall will gain access to the hall via the A-State identification card. The host is responsible for letting the guest into the residence hall. Residents are required to have their Student I.D. on them at all times. If one experiences problems with the card system, he/she should contact a residence hall staff member or the front desk.

Gate Access

The entrance to Kays/University parking lot and the entrance to NpQ/RWD and CP are gate controlled. Only students residing in these complexes have access to the parking lots. Students are expected to carry their ID card with them at all times; the ID card is necessary to access the gates. Broken or vandalized gates should be reported to the front desk of your residence hall immediately. UPD will investigate instances of broken/vandalized gates. Students found to have vandalized the gates will be referred to the Office of Student Conduct; a minimum restitution is $100.00.

Housing Assignments

Check-In

The residence halls are available to check into prior to classes beginning, allowing residents to get settled in prior to classes. A room inventory has been previously filled out by an RA with the conditions of each room. If there are any problems with a room, please report them to the RA as soon as possible. Throughout the semester residents should report any damages that occur to the RA. Each resident is financially responsible for all damages that occur in his/her room during occupancy.

Room and Hall Changes

Room changes are only done at specific times during the year. See RA or GHD. The GHD must approve room changes within the building. Contact the GHD to initiate a change from one residence hall to another. Any time a student changes rooms, he/she must be checked out of their old room and checked into their new room by a RA. Room damages will be deducted from the resident’s deposit.

Check Out

Residents of the halls are charged for room and board from the date that the room key is obtained by the resident until the room key is returned to the residence hall office and the resident officially checks out. However, the resident is responsible for the entire length of their contract while still enrolled at ASUJ. Residents who do not officially check out of the residence hall can expect their deposit to be forfeited, and to be charged for the use of the room until the key has been returned and/or assessed an improper check-out, lock change fee, and key replacement fee.

Residence hall rooms must be left in satisfactory condition:
  • Wall and furnishing surfaces should be cleaned of excessive dirt, grime, and damages.
  • Marks and dirt should be removed from door surfaces.
  • Trash should be removed from the room.
  • Floors should be clean; swept and mopped.
  • All furnishings must be left in the room, in good condition, and in their original position.
  • All private and semi-private bathrooms must be clean (toilets, sinks, showers, floors, etc.)
  • All writing must be removed from the windows.

Residents who wish to have their deposit refunded must ensure that their permanent address is correctly listed in A-State self service. Upon checking out from the halls/apts, the paperwork will be processed by the Department of Residence Life. All deposit refunds will be made by check and will be mailed as soon as they can be processed through the Office of Finance. This process usually takes from four to six weeks. Residents who have been granted a contract release will forfeit their deposit (except for graduation).

Break Housing During Interim Periods

Break housing may be available between semesters. If break housing is available, there will be a charge for this service. Break housing must be prearranged with the Department of Residence Life. If a student is found in housing during interim periods without proper arrangement, that student will be charged for their stay and be referred to the Office of Student Conduct.

Cancellation of Room Assignment

A resident who has decided to not return to the residence halls or to cancel his/her room assignment, must contact the Department of Residence Life in writing. Please review your Residence Life contract for the deposit refund policy.

Consolidation

The Department of Residence Life reserves the right to require occupants who are in rooms that have been designated as double occupancy to either consolidate or sign a private room form. The residence hall staff will have more information regarding this policy.

Housing Deposit

A $100 damage/security deposit must accompany the application. The contract is a full academic year contract. At the end of the academic year, pending no damages, the deposit will be refunded to the resident who will not be returning for the following academic year. Otherwise the deposit will roll over from one academic year to the next. The process of refunding a deposit takes approximately four - six weeks. Deposit refunds will not be granted until the resident has officially checked out of the room through the residence hall office, had the room inspected and found in satisfactory condition and free of damages. The check-out procedure involves signing the room inventory form and returning the room key; residents not completing these steps will be assessed an improper check out fee. If damages or unsatisfactory conditions are found, fees will be assessed.

Private Rooms

When space permits, a student may rent a room on a private basis by payment of an additional fee applicable to the particular semester. Assignments for private rooms are based on date of deposit. Rental of the room on a private basis guarantees that no roommate will be assigned for the specific semester. It does not entitle the student to make the extra set of furnishings (where applicable) available to another student or guest. All furnishings are to remain in the resident’s room at all times. This is to include the mattress and box spring of the extra bed. There is no correlation between the amount of the additional fee and the size of furnishings of the room. Once one reserves a room on a private basis for a particular semester, he/she is obligated for the additional fee for that semester even though he/she may later decide to accept a roommate or move to another room.

Renter’s Insurance

Residents desiring insurance protection must make their own arrangements for the necessary coverage. The university does not provide insurance covering the loss and damage (due to water leak, fire, etc.) to residents’ personal effects. Students or their parents are encouraged to carry appropriate insurance to cover such losses.

Room Assignments

The Department of Residence Life reserves the right to reassign students to other spaces, rooms or halls when to do so appears to be in the best interest of individuals or groups of students, or when it is determined that a student is not actually residing in his/her assigned space. The Department of Residence Life also reserves the right to consolidate students who have not paid for a private room and have no roommate. Private room preference, roommate preference, and particular requests are accommodated based on date of deposit, and space permitting.

Summer School Housing

If one plans to attend the University’s Summer session(s) and wishes to apply for summer housing, he/she must submit a summer housing application through the Department of Residence Life; this process begins in early-mid April. Interim housing may be available for the week(s) between Spring and Summer terms. Contact the Department of Residence Life for specific charges and instructions.

Student Responsibilities

Information included in this section should clarify or expand upon the policies found in the Standards of Student Conduct.

All students residing in university owned housing agree to refrain from:

Alcohol

No Alcohol is allowed in any university owned housing.

Abandoning Property

No items may be left in a residence once a student has checked out. If items are left past check out, the Department of Residence Life shall declare them abandoned and they will be held for 30 days before being discarded by the University.

Active Sports

Participation in active sports in University-owned housing.

Appliance Usage

Students may not have the following appliances in their residence: halogen lamps, sun lamps, tanning beds, heating coils, camp stoves, broilers, window air conditioners, lava lamps, microwave ovens more than 1,000 watts, refrigerators more that 115 volts or larger than 4.0 cubic feet, and items with exposed heating elements including but not limited to: space heaters, ovens, 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 115 volts and no larger than 4.0 cubic feet, UL approved sealed unit coffee makers, George Foreman®-type grills, popcorn poppers, radios, TVs, stereos, desk lamps, electric blankets, and computers are permitted unless their energy use exceed the capacity of the system, and the equipment is kept in safe operating conditions. No outside antennas of any type are permitted. It is the student’s responsibility to receive permission for any appliances not on the approved list. This policy is not applicable in the Village Houses or apartments.

Bed Requirements

Beds provided by ASU must remain in the assigned residence room at all times.

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.

Computer Network Devices

Without specific authorization, users must not physically or electronically attach any additional device (such as an external disk, printer, or video system) to the IT infrastructure or related resources. This includes, but is not limited to, network hubs, switches, routers and access points of a hardwired or wireless nature. DHCP Servers of any kind are prohibited. If a student is found using an unauthorized device, the data point will be terminated in addition to the initiation of the conduct process.

Contact Paper

Contact paper may not be applied to: windows, doors, ceilings, floors, or any university provided furniture or appliances. In addition contact paper may not be applied to the following surfaces: bathroom counters, desktops, medicine cabinet shelves, border on walls, and light switches. Contact paper can be applied as a drawer liner, however, must be removed from the room prior to checkout.

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.

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 be hung using tension rods.
  • 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.
  • Using nails or other items that will puncture a wall. This clause is not applicable in the Village.
  • 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.
  • Using a cut/live evergreen tree as decoration such as a Christmas or Holiday Tree.
  • Painting or permanently altering a room in any way.
  • No electric/neon signs.
  • 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).
  • No more than 30% of the wall/ceiling space may be covered. No paper may be posted within 1 foot of an electrical outlet.

Elevator Operations

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

Exterior Door Usage

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.

Guest Escort Policy

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

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 requires registration all guests must be properly checked in at the front desk. No more than two guests are allowed per resident unless otherwise permitted by the GHD, except in the Village. No guests under the age of 12 are allowed, 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 residence hall space per month.

The visitation hours and regulations for each building are located at the end of this section.

Key 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. 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 Manager. Failure to return the temporary key within the time allotment will result in an automatic lock change. If a student loses his/her key the lock on the resident’s door will be changed. Residents will be billed for the cost of a new lock and key replacement for lock changes.

Lounges/Lobby Usage

All residents and visitors 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 must be adhered to.
  • Residence Life staff members (including student staff) have the authority to dismiss persons from the lobby.

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. Gasoline cans cannot be stored in any residence.

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. Grills (outside of the George Forman Type) are only permitted at Village houses.

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 Village Manager and the Village pet policy must be followed.

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 extension cords and used properly.

Posting

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

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.

Quiet Hours for Courtesy

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

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.

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 GHD or Village Manager.

Syringe Disposal

Students and guests should 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.

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.

Windows

A screen may not be removed from its window casing.

General Residence Life Guidelines

Bomb Threats

If a bomb threat or any other threatening phone call is received, gain as much information from the caller as possible and do not hang up the phone. Immediately notify the Office of Residence Life during normal business hours. The staff person will notify University Police and other designated staff members. After business hours, immediately contact the front desk. Please remain available for assistance to the investigative authorities.

Community Billing

Financial charges relating to the cleaning of, damage to, or theft of university property are billed to the specific individual(s) responsible whenever such individuals can be identified. However, when damage or theft cannot be assigned to a specific individual(s), the charges may be divided equally among the residents of the affected floor, wing, building, or area.

If any damage occurs in such areas as one’s floor, hall, wing or community bathroom, which cannot be properly charged to an individual, all members of the floor or community may be billed equally for 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 and maintenance inspections and 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. Health/Safety inspections will take place monthly and will be posted 24 hours in advance. Due to the nature of the Village, there is no notice for health and safety inspections. Village residents should expect these to occur on a monthly basis.

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.

Room Inspections (Health/Safety Inspections)

Residence Life Staff will conduct health and safety inspections monthly. Routine room inspections by staff personnel are conducted on a regular basis. These 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.

Notices of these inspections will be posted 24 hours in advance, except in the Village where no notice will be given. However, the University and the Residence Life office reserve the right to conduct safety inspections with no notice in emergency situations.

If a violation is observed during Health/Safety Inspections, the RA, GHD and/or Village Manager will leave notification of the violation. Confiscation of the questionable item(s) may occur in cases of violations. Conduct referral may result from non-compliance.

Roommate Conflicts

If a resident and his/her roommate are having a conflict, he/she should attempt to discuss the problem with each other. If this cannot be done, they should take the problem to the RA. A roommate mediation agreement is then required. If the RA believes that the problem is something out of his/her control, the matter should then be taken to the GHD. 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 inter-visitation in Kays Hall.

Visitation Hours

Collegiate Park, Northpark Quads, Honors Living and Learning Community, Red Wolf Den, ROTC LLC, STEM DEN and the Village: Determined by the living unit.

Arkansas, Kays, University Visitation Hours
  • Sunday through Thursday: 11a.m. - Midnight
  • Friday and Saturday: 11a.m. - 3 a.m.

Kays Hall Inter-Visitation Policy

The inter-visitation policy for the residents of Kays Hall was designed to help enhance the community’s group dynamics. Due to the special living/learning communities in Kays Hall, there will be many opportunities for group study and group interaction. Therefore, the inter-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 inter-visitation or visitation hours on a floor by a vote of that community at the beginning of each semester. These hours must be posted on the hall.

Visitation Guiding Principles

The following policies must be maintained for visitation
  • 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.
  • Each resident must meet and escort his/her guest to and from the lobby. Guests must be escorted at all times throughout the building.
  • 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).
  • Each resident will be held responsible for the conduct of his or her guests.
  • The resident and his/her guest together must reclaim the IDs and/or other forms of identification before the closing hours of visitation.
  • Violations of the visitation policy will subject the resident to conduct action
  • All occupants of a residence hall room or apartment must agree before visitation will be permitted.
  • 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.
  • Residents are only allowed two (2) guests at any time (except in the Village).
  • No one under the age of twelve (12) may visit (except in the Village).
  • Overnight visitation is not allowed in the First Year Experience halls (Kays, University, Arkansas).
  • 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.