Policies & Procedures

The Residential Life policies and resolution procedures outlined here are designed to ensure a safe and successful living community. Students who are alleged to have violated any of the Residential Life policies outlined in this document, and are held accountable following the procedures presented below. 

The University has the right to enter any rooms in University owned on-campus housing for general inspection, cleaning, repairs, or maintenance of order by Residential Life staff or Facilities Management staff. Property of the University, such as furniture, appliances, closets, armoires, dressers, etc., may be searched if requested by University Officials without notice. 

Incident Reports received by the Office of Residential Life, and/or behaviors occurring in University owned housing, also may be referred to the Office of Community Standards; Honor Council; Equity, Equal Opportunity, and Title IX for resolution. Referred incidents will be resolved according to the policies and procedures of the department responsible for resolution. Any case that may result in removal from University housing will be automatically referred to the Office of Community Standards. 

The Code of Conduct also applies to behaviors occurring within the University’s residential community. Any behavior or procedures not specified in this document are governed by the Code of Conduct. Any questions regarding policies or procedures should be directed to the Office of Community Standards.

RESIDENTIAL LIFE POLICIES

In addition to the policies outlined below, the University reserves the right to prohibit any item or activity deemed harmful, unadvisable, or not in the University’s or its students’ best interest within student housing.

Personal Safety

Alcohol

1. Students under the age of twenty-one (21) are not permitted to possess, consume, store, or have alcoholic beverages.

2. Students over the age of twenty-one (21) are only permitted to possess, consume, store, or have alcoholic beverages in their assigned room.

3. No student over the age of 21 may buy, furnish, and/or make available alcoholic beverages for anyone under the age of 21.

4. Alcoholic beverages are not permitted in the common areas of student housing, regardless of the resident’s age. This includes, but is not limited to, lounges, laundry rooms, outside patios, breezeways, courtyards, hallways, and other areas readily accessible to others including in theme, language, and Greek houses with the exception of registered and approved events with alcohol.

5. Alcoholic beverages in glass containers or bottles are prohibited.

6. The possession of paraphernalia items such as beer funnels, beer pong games, and drinking games, with or without the expressed purpose of the rapid consumption of alcohol, is not permitted.

7. Public intoxication, defined as being under the influence of alcohol to the extent of losing control of one’s faculties or behavior, including disorderly conduct, or endangering oneself or others, is prohibited.

Drugs

2. 1. Students must abide by the Code of Conduct including sections that cover illegal drugs, misuse of prescription, selling/distribution, public intoxication, and paraphernalia.

   2. Public intoxication, defined as being under the influence of drugs to the extent of losing control of one’s faculties or behavior, including disorderly conduct, or endangering oneself or others, is prohibited.

   3. Smoking and the use of tobacco products is prohibited in all student housing, balconies, and within 50 feet of campus buildings, as is violating Tennessee state laws including use by persons under the age of 21. Prohibited tobacco products include, but are not limited to, cigarettes, cigars, cigarillos, pipes, hookahs, all smokeless tobacco, and e-cigarettes (vaping).

      Weapons

      1. The University prohibits weapons of any kind on University property, including all buildings and grounds, except weapons stored for students in accordance with the Weapons Policy and those weapons carried by an officer of the Sewanee Police Department while on duty. Students failing to adhere to Weapons Policy are subject to accountability as outlined in the Code of Conduct.

Living

Personal Rooms

1. 1. Residents in Residence Halls are permitted to have one microwave per room with a maximum wattage of 800 watts.

   2. Residents in Residence Halls are limited to one mini fridge no larger than 4.4 cubic feet per bedroom for single or double occupancy rooms or two mini-fridges for triple or quadruple occupancy rooms.

   3. The following appliances are not permitted within a student’s assigned room in the Residence Halls: slow cookers, crockpots, pressure cookers, hot plates, toaster ovens, deep fat fryers, air fryers, electric grills/skillet, bread makers, stand-alone freezers, personal outdoor grills (gas or charcoal), coffee pots without an auto shut-off feature, and multi-cookers.

Residence Hall Common Kitchens

1. 1. Residents are responsible for reviewing and following any posted policies and/or procedures in their individual kitchens.

   2. The following appliances are permitted to be used only in the Residence Hall common kitchen: rice cookers, waffle makers, griddles, and air fryers.

   3. Residents are responsible for cleaning up after themselves, including personal dishes, bowls, cups, pans, or utensils, as well as the surface areas and equipment they use. 

   4. Students must label their individual items in the refrigerator and dispose of them on or before the expiration date.

   5. All perishable items kept in the refrigerator must be either unopened or properly stored. 

   6. The University is not liable for any food or items left in the kitchen. 

Theme, Language, and Greek House Kitchens

1. 1. The following appliances are not permitted in Language, Theme, and Greek House communities: fat fryers, stand-alone freezers, hot plates, pressure cookers, toaster ovens, and propane outdoor grills.

   2. Language, Theme, and Greek Houses are provided a microwave in their kitchen and are not permitted any other microwave.

   3. Language, Theme, and Greek House residents are permitted to have one personal mini-fridge no larger than 4.4 cubic feet per bedroom.

General Décor Guidelines

1. 1. Students are not permitted to paint any walls, spaces, or furniture, or any area of University owned student housing.

   2. Sticky paper, wallpaper, adhesive shelf coverings, or decorative paper may not be adhered, glued, or attached to the walls or shelves. 

   3. No items may hang or be adhered to the ceiling or be attached to pipes or wires running across the ceiling.

   4. No decorations may be mounted to the walls or furniture with nails, screws, or adhesive materials including 3M Command Hooks, glue, or glue-backed picture hangers.

   5. Empty alcohol bottles, cans, containers, packaging, tobacco packaging, or advertisements for alcohol, drugs, or tobacco may not be used as decoration in any University owned student housing.

   6. Students may not have decorations on their doors or inside their rooms that do not comply with the University’s mission or values as determined by a University Official. 

Window Treatments and Displays

1. 1. All curtains must be hung using tension rods. Permanent hardware may not be attached to walls, windows, or ceilings.

   2. Decorations are not permitted between the window and the blinds.

   3. Decorations should not be seen from outside the building or room.

   4. Flags, wind chimes, neon lights, signs, and other decorations are not to be hung, fastened to the railings, or hung in the window area unless approved by the Office of Residential Life in advance.

Candles, Incense, and Oil Diffusers

1. 1. Candles, incense, and wax or candle warmers are not permitted within any University owned student housing.

   2. Oil diffusers are permitted, but they may not be left unattended when in use.

Decorative Lights

1. 1. Only non-adhesive LED decorative, electric, battery-powered lights are permitted.

   2. Electric decorative light sets may not be anchored or allowed to touch metal items, including, but not limited to, metal windows, pipes, or door frames.

2. Door and Combustible Decorations

   1. Residents are not permitted to cover the room number or prevent access to the locking mechanism and door knob.

   2. Combustible decorations are prohibited, including but not limited to cotton batting, dry/cut vegetation, moss, straw, hay, vines, leaves, or twigs. 

Live Decor

1. 1. Residents in houses/townhomes can display pumpkins on their porches. They must be disposed of by the date announced by the Office of Residential Life.

   2. Only battery-powered lights or glow sticks are permitted to be used in pumpkins.

   3. Live Christmas trees are not permitted in Residence Halls or houses.

   4. Pumpkins are not permitted in the hallways and must be kept in each room within University owned student housing.

Recreational Equipment and Storage

1. Students must adequately secure their bicycles or scooters. Bicycles or scooters are not stored by the University.

2. Appropriate storage areas include:

   1. Bicycle rooms within the Residence Halls.

   2. Bike racks close to the Residence Halls, Language, Theme, or Greek Houses, or;

   3. Personally assigned rooms without being in front of doors or windows.

3. Students may not store or place bicycles, scooters, or other recreational equipment in stairwells, hallways, fire exits; or chained/locked to stair railings, lamp posts, or shrubbery.

4. Students must register their bicycle or scooter each term they are on campus, including summer.

   1. Bikes and scooters will be considered abandoned property and removed if left on campus and are not registered for the Summer term. 

5. Hoverboards and other electronic riding devices are not permitted to be stored or operated within University owned student housing.

6. Skateboards, scooters, and other recreational equipment are not permitted to be used in any University owned student housing. 

7. Boats, kayaks, and other floating devices are not allowed to be stored within University owned student housing or within parking lots on campus. If space is available, all boats, Kayaks, and other floatation devices may be stored in outdoor bicycle sheds or indoor bicycle rooms.

8. Launchers used for items such as water balloons, t-shirts, and potatoes are prohibited from University owned student housing.

9. Darts and dartboards are not permitted in any University owned student housing. This includes metal, plastic, magnetic, and other types not listed. 

10. Pools, hot tubs, and other water features are prohibited in any University owned student housing.

11. Swings, playground equipment, and trampolines are prohibited at any University owned student housing, including in common outdoor spaces. 

12. Slacklines and hammocks are permitted to be put up temporarily for use, but may not remain in place overnight. 

Furnishings and Storage

1. All furniture provided by the University must remain in its designated location including common room furnishings and those inside resident rooms.

2. University provided furniture cannot be stored or used outside of the student’s assigned room.

3. Personal beds, mattresses, and box springs cannot be brought into University owned student housing unless approved as a disability accommodation through Student Accessibility Services.

4. Student’s personal items or belongings are not permitted to be stored outside of the student’s assigned room, suite, or house.

Room Assignments, Changes, and Space Usage

1. 1. Students may not make use of empty space in their room created by a vacancy in assignment to the space. For example, a student may not push the beds together when living alone in a double occupancy room.

   2. Students are not permitted to change rooms without prior approval from the Office of Residential Life.

   3. Students may not live with a roommate with whom they are having or have had a romantic relationship.

 Fire Safety

1. Residents may not alter or repair any electrical equipment or fixtures provided by the University.

2. If more than two appliances with a cumulative wattage of more than 1500 watts are plugged into a single wall outlet, a UL-approved power strip with a built-in circuit breaker must be used.

3. Only one power strip is permitted per outlet.

4. Antennas of any kind, exterior or interior, are not permitted.

Extension cords

1. 1. Only three-prong, UL-certified extension cords six (6) feet in length or less are permitted to be used in rooms.

   2. Extension cords must not be used in succession or in conjunction with power strips.

   3. Extension cords shall not be used as a substitute for permanent wiring.

2. Space heaters, window units/portable air conditioners, ceiling fans, electric heaters, kerosene heaters, and similar items not issued by Facilities Management or Residential Life Staff are not permitted.

Lighting

1. 1. Light bulbs must be 75 watts or less.

   2. Lava lamps are not permitted.

2. All power tools, such as but not limited to rotary and oscillating tools, saws, drills, hammers, laser engravers, soldering irons, three-dimensional (3-D) printers, sanders, and related items are prohibited.

3. Recording devices of any kind, including, but not limited to, Ring/Nest or other smart doorbells and personal exterior cameras, are prohibited.

4. Routers, splitters, and other similar devices are prohibited within University owned student housing.

5. Residents or students may not tamper with, abuse, or improperly use any Residence Hall elevator equipment or controls or create an unsafe environment for themselves or others in or around the elevators.

Entry & Exit for Residential Communities

1. Students should not permit others to enter the building using their IDs.

2. Doors are not to be propped open at any time due to the safety and security of the building unless approved by the Office of Residence Life.

Fire Pits

1. Fire pit gatherings outside Residence Halls and theme, Greek, and language houses must be registered and approved as an event before use. 

2. No accelerants are to be used to start the fire, nor may any be present at the fire scene.

3. Fires may only be constructed from natural wood or untreated lumber and started with paper, cardboard, kindling, or a starter log.

4. Fires must be at least 25 feet from the nearest structure, which includes vehicles, unless approved by the University.

5. A designated fire master must remain sober and in charge of the fire. This person will be designated in the event registration form.

6. No horseplay, chicken fighting, wrestling, fire-walking, or fire jumping is permitted.

7. No burning of trash, electronics, furniture, rugs, pillows, tires, bikes, treated/glued woods, crossties, or materials.

8. A water hose must be present, connected to a sufficient water supply, and capable of reaching the fire.

9. Students are responsible for ensuring fires are completely extinguished after their event. 

10. Fires will not be permitted during dry spells and may be canceled if weather conditions warrant.

Fire Equipment

1. Sounding of false fire alarms or tampering with fire fighting/safety equipment, including but not limited to fire extinguishers, fire sprinklers, connecting pipes, exit signs, and the alarm system, is not permitted.

2. Fire extinguishers and other safety equipment should only be used for their intended purposes. Inappropriately discharging a fire extinguisher and/or using fire equipment is not permitted.

3. Furniture and other personal belongings, including but not limited to bicycles, trunks, boxes, exercise equipment, and drying racks, are not to be placed in hallways or in front doors and windows.

Fireworks, Explosives, and Flammable Items

1. 1. Fireworks, and explosives of any kind are prohibited from all University owned student housing.

   2. The following items are prohibited in all University owned student housing (this list is illustrative and not meant to be exhaustive)

      1. Flammable fluids, including chemical mixes;

      2. Bunsen burners;

      3. Kerosene heaters;

      4. Other items deemed unsafe by Residential Life Staff.

 

 Access

Keys

1. Students are issued a key to their personal room and are responsible for securing it for the duration of their assignment to the space. 

2. Keys must be returned when checking out of the space.

3. All keys remain the property of the University and may not be duplicated.

4. Students may not possess keys to any room other than their assigned room.

5. Students may not pass their key to another student during a room change without permission granted by a Residential Life professional staff member.

ID Cards

1. Students are not permitted to give their ID cards to other students.

2. Students may not possess key cards belonging to other students.

Locks

1. No additional locks can be added to entry doors to the building or rooms, bedroom doors, and bathroom doors in University owned student housing.

2. Students are not permitted to replace or tamper with lock systems on doors.

Access Restrictions

1. 1. Students may not access roofs, ledges, balconies, basements, attics, unassigned rooms, or mechanical/electrical rooms in University owned student housing.

   2. Students are prohibited from entering and exiting the buildings through a window.

   3. Screens must be kept on the windows at all times and are not permitted to be removed from the building. 

Cleanliness

Animals

1. Only approved animals are permitted in University owned buildings, including the Residential Halls. Students living in University owned student housing may not own pets or have animals visit them. 

2. Intentionally misrepresenting the status of an animal to a University staff member, including Residential Life student employees, is prohibited.

3. Livestock such as chickens or other outdoor animals are not permitted at any University owned student housing. 

Pest Control Treatment

1. Students must allow Residential Life Staff and Facilities Management access to the room, house, or townhome to inspect for or treat pests. The student(s) and their guest must cooperate and must not interfere with inspections or treatments.

2. If Facilities Management can confirm the presence or infestation of pests in a student’s residence, the Office of Residential Life has the right to require the students to vacate and remove all furniture, clothing, and personal belongings for pest control services to be performed.

3. Students’ failure to promptly report pests, failure to comply with treatment instructions, or any other violation of any other policy will go through the conduct process. The student will remain liable for any costs and damages incurred. 

Waste Disposal

1. 1. All trash must be deposited in dumpsters or trash sheds. Littering or improper disposal of trash is not permitted.

   2. Student rooms may not be excessively dirty or messy, including blocking access to safe entry and exit from the room. 

 Community

Guest and Visitations

1. Residents are responsible for their guests at all times within student housing.

2. If a resident’s guest is involved in any violation of University or Residential Life policies, the hosting resident may be held accountable for the actions of their guest.

3. Students will be held accountable for any behavior while they are a guest of another student. 

Overnight Guest

1. Guests may only stay overnight in student housing rooms or houses with the permission of all persons assigned to the room, suite, or house. 

2. Residents are not permitted to cohabitate. Overnight guests may not stay for more than two consecutive nights and/or a total of twelve (12) days in a semester. 

3. No guest in University owned student housing may sleep on the floor if it prevents proper egress in the event of an emergency.

Quiet and Courtesy Hours

1. Students shall observe and respect the rights of others occupying University owned student housing. Students must avoid excessive noise levels and observe quiet hours studying in each community. 

2. Noise that can be heard beyond two doors down from a room is considered excessive and disruptive to other residents in the building.

3. Courtesy hours require all student housing occupants to keep noise levels in all residential areas to a minimum.

4. Quiet Hours require all student housing occupants to keep noise levels low enough not to disturb anyone’s sleep or rest.

5. Exam Hours: 24-hour quiet hours are in effect from 24 hours before the first exam through the completion of the exam period.

6. Quiet Hours

   1. Sunday - Thursday, 11:00 pm to 8:00 am

   2. Friday - Saturday, 1:00 am to 8:00 am 

Damage, Theft, and Vandalism

1. Residents are prohibited from vandalizing, stealing, damaging, littering, or destroying public, private, or University property.

2. Residents are responsible for the cost of repairs related to damage, vandalism, theft, or other behavior.

Commercial, Solicitation, and Sales Activity

1. 1. University owned student housing is off limits to all persons except University officials, residents, residential guests, and others with a legitimate business when escorted by a member of the Office of Residential Life or Facilities Management.

   2. Off-campus salespeople and persons advertising business products are not admitted to the Residence Halls without written approval from the Assistant Dean of Residential Life. This includes but is not limited to conducting or soliciting commercial sales and distributing commercial pamphlets, handbills, circulars, newspapers, magazines, and other written material on University property.

   3. Soliciting, canvassing, or using University student housing as a location for selling, advertising, or running a personal business enterprise is strictly prohibited.

Published August 28th, 2024