The physical condition of the residence halls is a joint responsibility of the students and the staff. Both the residents and staff have a basic responsibility to see that rooms are maintained in a reasonable state of preservation and good repair in order that future residents may live in an area free of damage or inconvenience. This responsibility results in University inspections for health and safety issues. These hall inspections may be announced or unannounced and will occur periodically throughout the year. Minimum standards and regulations are necessary and vital to the operation of any community. All rights are associated with responsibilities, which cannot be ignored. The following policies serve as guidelines for expected standards of student conduct.
1. Check-In Procedure
To check-in properly to the residence halls, students should report to the office of the professional Residence Life staff member responsible for the residence hall to which they are assigned. Students should only check in during the designated check-in dates and times found in the Room Assignment email sent to them by Residence Life. Residents will be required to complete an inventory checklist with a Residence Life staff member for their assigned room. A Room Condition Report form must be signed indicating the condition and inventory of the room. This also acknowledges receipt of room key. This same form will be used at check-out.
2. Check-Out Procedure
When moving out of the residence hall, the resident should first set up a check-out time with their Resident Advisor or Area Coordinator, then move all personal property from the room and clean it for inspection. The resident should then meet the Resident Assistant or Area Coordinator at the agreed upon time in order to have the room inspected for damages and/or shortage. Keys will also be returned to Residence Life at this meeting. Until the check-out procedure has been properly completed, charges will continue to accumulate and the resident is still responsible for the condition of his/her room and payment of his/her room and board. Room fees (if refundable per the University’s refund policy) will be prorated by the date of checkout. The following check-out procedure must be followed in order for the resident to be cleared from the hall:
- Set up a meeting time
- All personal effects should be removed from the room. The University is not responsible for any property left in a room once the student has moved
- Clean and vacuum/sweep room
- All trash must be bagged and placed in designated trash areas.
- Clean sink and bathroom where applicable
- All furniture must be in room (in original arrangement)
- Have room checked by the Area Coordinator or Resident Advisor (by appointment only)
- Complete and sign paperwork
- Turn in key(s)
3. Community Damage
The cost to repair or replace damaged or missing property in a residence hall is charged to the responsible resident/s. If it cannot be determined who is responsible, the floor or hall is charged collectively for the damages or thefts. The University will divide the cost of the damage/vandalism/ theft/etc. by the number of students on the floor or building if the damage is in a common area (lobby, bathroom, hallway, etc.). This cost plus a $25.00 administrative processing fee will be billed to each resident. Room and common area damage will be assessed at the time of the incident or at check-out. Please remember that residents are accountable for their guests. Residents are expected to act responsibly and are held accountable for their behavior. Each student is held responsible for maintaining the quality of the physical environment of the residence halls and campus, and for holding accountable those who fail to do so.
4. Early Check-In
Students are expected to check-in during the designated times. Students must make requests to check-in early to the Director of Residence Life. If approved, there will be a $50 fee per day charged for this request.
5. Key Policy
Security of the entire residential community and resident’s belongings depends on each resident keeping his/her key safe and following other Hall policies. Residents will be issued a room/front door key during check-in. Some students may be issued additional keys/electronic key fobs for specified handicapped entries and other special situations. The room key must also be used for bathroom door access. All issued keys and fobs are the property of the University. Duplication, possession of a duplicate, or providing unauthorized persons with an original or duplicate of University keys is prohibited.
Students who lose a room or other access key will be charged then-current replacement and re-core fees as appropriate.
It is considered a violation of the Code of Student Conduct and Standards for residents to give their key(s) for use by their roommate who has lost their key/key card, an unescorted student or visitor.
Any lost key charges must be paid up front in order for a replacement key and/or fob to be issued. When loss occurs, students must notify a professional Residence Life staff member immediately in order to ensure the security of the building and/or room is maintained. When a room key is lost the door core and room keys will also have to be replaced.
All keys issued must be returned to an RA or Area Coordinator at check-out. If keys are not returned, residents will be charged appropriately. Students who lock themselves out of their room and need assistance can call their Area Coordinator’s office, M-F between 10 a.m. and 4 p.m. Before or after these hours, or if the Area Coordinator is not available at that time, students are to contact Security at (252) 406-7928. Students are given two free lockouts per semester, after that, they are charged $10.00 per call. Students’ accounts will be billed and they will be notified appropriately.
6. Late Check-Out
Students are expected to check-out during the designated times. Students must make requests to check-out late to the Director of Residence Life. If approved, there will be a $50 fee per day for this request.
7. Loft Policy
Petteway and Collins Halls have beds that allow for lofting. A limited number of lofting kits are available for this purpose on a first-come, first-serve basis and must be requested through the Residence Life department. Lofting kits will be installed by the University and cannot be tampered with for safety reasons. Applications are made available by the residence life office at the start of each semester. Students must complete an application and liability waiver.
Lofts are not permitted in Pash, Roberson, Jin, Boddie, Bradley, and Taylor Halls for safety reasons.
Email ResLife@ncwu.edu with questions.
8. Mandatory Hall Meetings
The Office of Residence Life will conduct Mandatory Meetings as needed during the academic year. The time and location for these meetings will be announced in advance to residents. All residents are expected to attend these meetings. Each resident will be held accountable for the information provided at the meetings.
9. Room Changes
All residents must remain in their assigned rooms with their assigned roommate for the first two weeks of each semester. After this time, residents may request a room change by meeting with his/her Area Coordinator. Any unauthorized room changes will result in a charge of $100 to each party involved, and each party may be required to move back to their original assignment. Room changes are not guaranteed and must be approved by the Area Coordinator.
10. Room Decoration Policy
Adding a personal and decorative touch to the room is acceptable and encouraged as long as it is done in good taste and does not damage University property or furnishings. Each resident will be responsible for returning his/her room to its original condition before checking out. Residents will be charged for any damage incurred or any cost associated with not returning the room to its original condition. Installation of equipment that requires using nails or screws on University property is prohibited. Residents must be prepared to pay for touch up work or the painting of an entire room, depending upon the decision of the facilities staff. LED light strips, double-sided tape, fluorescent stars, wall decals, etc. can have the same effect and therefore are not permitted. Students are only allowed to use tapes/adhesives that are advertised as 100% removable and non-harmful to surfaces.
11. Furniture
Students are welcome to bring extra furnishings into their rooms to make themselves more comfortable; however, the structural design of NCWU residence halls prohibits installation of excessively heavy items such as waterbeds. Over-door hangers can damage veneer on the doors. If over-door hangers are used, residents should make certain the hangers are padded enough so that the door finish will not be harmed. If such damage occurs, the resident will be billed for the necessary repair or replacement. Nothing may be installed on the roof of any residence hall or outside of the windows.
All University furniture must remain in the room at all times. If room furniture is moved out of a room and moved to a common area, the resident/s will be requested to return the item(s) to the room. Failure to return the furniture will result in a $10 per day fee until the furniture is returned. University furniture assigned to the resident’s room at check-in will be required to be in the room at check-out. The University will not remove or store assigned furniture. Students will be charged full replacement cost for any furniture missing at the time of check-out. Lobby furniture is not to be removed from the lobby for any reason. If residents move lobby furniture around the room for an event, they are expected to return it to its original position.
12. Appliances
Students are allowed to have a microwave (maximum 700 watts) and a refrigerator (maximum 4.4 cu ft) per room. Roommates are strongly encouraged to communicate about plans for bringing these items.
Students are allowed to bring a television but note that to be compatible with our cable services, all sets must be digital with a QAM tuner installed. Most name brand digital flat screens have this but students are advised to verify this with the manufacturer before making a purchase.
Please note the following appliances are not allowed:
- Any item with an exposed heating element. This includes toasters, toaster ovens, deep fat fryers, hot plates, indoor or outdoor grills, traditional coffee pots, halogen lamps, space heaters, etc. (Keurig and similar styled pots without an exposed heating element are allowed.)
- Any appliance using over 1,500 watts of power
- Computer routers
A comprehensive list of allowed and prohibited items may be found here.
13. Personal Possessions
NCWU is not liable for personal possessions brought into the residence halls. Students are encouraged to purchase personal property insurance to cover these items. Further, all personal possessions must be kept within bedrooms as items left in any public spaces will be discarded (including bathrooms, hallways, lobbies, etc.).
14. Storage
Due to limited space and liability, NCWU does not provide storage for the personal property of students. Residents may store personal belongings in their rooms during times of occupancy, but may not store any personal belongings in common areas. Abandoned property in residence halls will be donated to charity after 7 days.
15. Bicycles
Bicycles must be parked on the provided bicycle racks as they are not allowed inside any buildings. Students are strongly encouraged to secure bicycles with the use of a U-style lock. Students must remove their bikes during the move-out process as any left behind will be removed and disposed of at the conclusion of the academic year.
16. Prohibited Items
A comprehensive list of allowed and prohibited items in residence hall rooms may be found here. Since extension cords are not allowed, students are encouraged to use multi-plug power strips that have a surge protector feature. These are permitted so long as no more than 2 appliances are plugged into any one electrical outlet. In many rooms students will find a surge protector with at least a 6’ cord may be needed.
17. Privacy and Room Entry
NCWU respects the right of privacy for students while fulfilling its responsibility to maintain the physical space and ensure standards that are acceptable for the institution. The right to privacy carries certain responsibilities, including the obligation to refrain from actions that disturb or intrude on the privacy of others and actions that are illegal or violate University policy. The Dean of Students or the Director of Campus Safety or their designee may authorize entry to and search of a student’s room when such entry is deemed justified. Legally, University officials may enter residence hall rooms for necessary maintenance, response to requests for serve, announced or unannounced health and safety inspections, or to enforce University policy. Such entries are made in the presence of the resident(s) whenever possible. Officials conducting a room search to address potential violations of University policy will give notice of their identity and purpose and will provide students with a written justification for the search upon request. During a room search or inspection, if an item is found to be in violation of the school policy, a more thorough search can be conducted. A resident may be directed to open a locked drawer or personal storage container (i.e. foot locker, suitcase). Contraband and other items that are in violation of the Code of Student Conduct will be removed from the room and place into an evidence locker with Campus Security, and students found responsible for the items will be sanctioned.
Whenever a University staff member enters a room when the student cannot be located, a standard note will be left or message will be sent to their NCWU email account to inform the resident that his/her room was entered. The message will give justification for the entry and include the date/time of entry and name(s) of official(s) who entered. Unless responding to a student request for service, Facilities or IT staff completing maintenance work in rooms where the resident is of the opposite sex of the technician will be accompanied by another staff member. Except in emergency situations, facilities and IT staff will only enter rooms for service between the hours of 9:00am-4:00pm. Any third-party contractors/vendors (e.g. exterminators, etc.) working in student rooms will be escorted by a member of the University’s facilities or IT team, as appropriate.
18. Visitation and Guests
Guests are defined as:
- Any non-student visitor
- Any student who does not live in the specific residence hall/Villa in which they are visiting
- Any student who does not live on the specific floor of a co-ed residence hall in which they are visiting
Visitation for all guests is allowed in residence hall rooms/Villa rooms within these established hours:
- Sunday through Thursday 9:00 am – 12:00 midnight
- Friday and Saturday 9:00 am – 2:00 am
Visitation for NCWU student guests only is allowed in residence hall lobbies within these established hours*:
- Sunday through Thursday: 12:00 midnight – 9:00 am
- Friday and Saturday: 2:00 am – 9:00 am
*Visitation is not allowed in Villas during these hours.
In order to host a guest, roommates/Villa mates must agree to have visitors present in their room/Villa. Residents of the same sex who live in the same building/Villa may visit each other after visitation hours. Each student is allowed to have no more than two guests in their room/four guests in their Villa at any given time. Visitors are not allowed to occupy the room/Villa of his/her host when the host is not in the room.
All visitors to the residence halls must sign in and out at the registration log of each residence hall lobby. Identification must be shown of all visitors from 8:00 p.m. to midnight, Sunday through Thursday, and 8:00 p.m. to 2:00 a.m., Friday and Saturday. During these times, visiting residents must show their Wesleyan ID cards to the RA/Desk Attendant on duty. Visitors must leave an identification card/driver’s license with the RA/Desk Attendant during these evening hours. The identification cards will be returned upon check-out. Visitors will not be permitted into a residence hall without identification.
Student hosts are responsible for their guest at all times. Code of Conduct violations committed by the guest may be assigned to the student host and addressed under the Student Conduct Process.
19. Overnight Guests
The following policies/procedures apply:
Students intending to host a guest overnight must first obtain their roommate’s/Villa mate’s approval and then complete the appropriate paperwork with their Area Coordinator by no later than 3:00 pm on the Thursday before the requested date of visit. Requests must be made during the Area Coordinator’s office hours, Monday-Friday. Note that this process will also require students to have their roommate/Villa mates sign their request form to indicate they agree with this request. All residents of the Villa unit must sign in agreement for guests staying overnight at their Villas.
- Only guests of the same sex as the host and age 16 or older will be approved.
- Guests will not be approved to stay for more than 2 consecutive night per visit or 10 total nights for the entire semester.
- Overnight guests will be approved for Friday and Saturday nights only.
Student hosts are responsible for their guest at all times. Code of Conduct violations committed by the guest may be assigned to the student host and addressed under the Student Conduct Process.
20. Minors
Children under the age of sixteen (16) may visit only between 10:00 a.m. and 10:00 p.m. As with other guests, children are not permitted to be left unescorted in the residence halls.
21. Escort Policy
Residents are expected to escort their visitors at all times. Guests should be met at the building entrance and be escorted by their host to his/her room as well as to any other locations within the building during the visit (including the bathroom, vending machines, other resident rooms, etc.). All guests are expected to be escorted out of the building regardless of the hour. If a resident (host or guest) does not comply, he/she will be subject to disciplinary action. Please note that guests are to use the guest restrooms located on the first floor of each building. There are to be no males in a female floor’s bathroom and no females in a male floor’s bathroom. Restrooms on female floors in co-ed residence halls must remain locked at all times. Tampering with the locking mechanism will result in a disciplinary action, including a minimum $25 fine for the first infraction. The fine will double for each violation, thereafter. Residents on these floors can receive a community fine if there are continual violations and the responsible individual cannot be determined.
22. Consideration and Study Hours
All residents are expected to observe “Consideration Hours” 24 hours a day, 7 days a week. This means that music, television and voices should be kept at an acceptable level that does not disturb other residents at all times. Residents should be able to sleep AND study in the residence halls at any time throughout the day and evening.
- Campus-wide “Study Hours” are from 9:00 p.m. to 8:00 a.m. Sunday through Thursday and 12:00 midnight to 8:00 a.m. Friday and Saturday. Each hall may lengthen its study hours if voted on and approved by a majority of residents.
- During exams, study hours will be enforced 24 hours a day, seven days a week. This begins at 8:00 p.m. on the last day of classes. During study hours residents must keep all noise to a minimum and nothing should be heard outside of the student’s room.
- During study hours, avoid noise caused by groups of people in hallways, stairways, or in front of the residence halls.
23. Maintenance
In order for the maintenance and residence life staff to promptly complete repairs and maintain an accurate record of work completed, all repair and maintenance work must be properly requested. For residents, the process of requesting maintenance or repair service begins with contacting your Resident Advisor or Area Coordinator to report the work required.
24. Tobacco
NCWU is a tobacco-free campus. As such, tobacco use, distribution, possession or sale is not permitted anywhere on campus, including the residence halls. The term “tobacco” includes any product, object or device including but not limited to cigarettes, cigars, pipes, electronic cigarettes, cigars as well as smokeless, spit or spitless, dissolvable, or inhaled tobacco products, including but not limited to: dip, chew, snuff or snus, in any form. Clove, bidi, kretek or any such similar substance is also prohibited. Refer to the University’s Tobacco Policy for additional information. Inhalable CBD products, excluding smokable hemp, shall be handled under this policy whether obtained by prescription, over the counter or by other legal means or not. All students are cautioned that because packaging states a product is legal or is CBD based does not necessarily mean that is a true statement.
25. Room Condition Report
Each student must verify and sign a Room Condition Report form upon check-in to residence halls. Students should note and list any damages or defects in the room. Any damages not listed on the inventory form that are noted at check-out will be assessed to the students’ accounts. Roommates will split the cost unless one of the residents takes responsibility.
26. Residence Hall Closings
The only time during the academic year that the residence halls close is winter break. During this closing, all residents will be required to leave campus within 24 hours of their last exam. Students are reminded of this closing through postings in each hall and emails sent to students’ NCWU accounts prior to closing. Students are responsible for providing their own transportation and lodging during this time. If a student does not leave by the last day specified prior to the hall closing, a $50.00 fine will be assessed to the student for each day they are in the halls past closing date.
27. Solicitation
To protect students, no solicitation is permitted in the residence halls. Use of public areas on campus and University facilities to include residence hall rooms for operation of business or enterprise is strictly prohibited.
28. Pets
Pets are allowed only in designated pet-friendly housing (see Pet-Friendly Housing Policy)
29. Chemical Hazards
For the safety of our community as well as to remain compliant with environmental laws, no chemical substances are allowed in student rooms unless the substance has been registered with the Area Coordinator. Exemptions to this include standard household cleaning products and detergents. Students must notify their Area Coordinator of any chemical product’s full name and manufacturer immediately upon bringing this into their room so that the relevant safety information can be logged into the appropriate residence hall’s Material Safety Data Sheet (MSDS) notebook in case of an emergency.
30. Fireworks, Firearms and Weapons
Possession of any firearms, including air rifles or BB guns, explosives, fireworks, or any other weapon is not permitted on campus and is a violation of North Carolina law. Students who violate this policy may face criminal charges in addition to any sanctions imposed through the campus judicial system. This applies to all members of the campus community, including those holding a concealed-carry permit. Please refer to the Code of Student Conduct for additional policy information.
31. Fire Safety and Equipment
Fire safety equipment is to be used in the case of an emergency. Tampering and/or misuse of this equipment can result in civil charges and disciplinary action, including but not limited to replacement cost and fines. Room smoke detectors are wired to the main fire system and will set off the entire system if tampered with. Covering the detector will result in severe sanctions, when applicable. Open flames, appliances with exposed heating elements, and other items known to be fire hazards are not allowed in residence halls or on porches. Specific prohibited items include candles, incense, propane stoves, gas or charcoal grills, electric frying pans, open coils, hot plates, sandwich makers, oil lamps, halogen lamps, lava lamps, wax warmers, electric or kerosene heaters, deep fat cookers, George Foreman grills, crock pots, blenders, toasters or toaster ovens, halogen lamps, and extension cords. The only exception to this is that crock pots can be used within residence hall kitchens.
A comprehensive list of allowed and prohibited items in residence hall rooms may be found here.
In case of the need to evacuate or have emergency personnel enter the building, bathrooms, hallways, and stairwells must be kept clear of personal belongings and any other objects that create a hazard (i.e. shoes, clothing, furniture, wastebaskets, etc.).
32. Fire Alarms
If the fire alarm is activated in the residence halls, students should be aware of the following information:
- Fire extinguishers are available on each floor and should be used immediately if necessary and only if it is safe to do so.
- Students should call Security at 252-406-7928.
- All Resident Advisors and Area Coordinators present will begin to evacuate the building. ALL STUDENTS ARE EXPECTED TO EVACUATE.
- Security will turn the alarm off after responding to the situation. Students may return to their rooms when prompted. Area Coordinators and/or Security Officers reserve the right to enter a room to verify that residents have vacated the building. Failure to evacuate during a fire alarm will result in disciplinary action.
33. Evacuation Procedure
In case of fire, bomb threat, or other factor requiring evacuation of the residence halls, all residents should follow the following procedures:
- Close window, turn off lights, leave room, close and lock door.
- Wear shoes.
- Check room immediately to the left to make sure occupants have made their exit.
- Proceed to the nearest exit. Exit quickly, but do not run.
- Evacuate to the following locations: Collins and Pash Halls- parking lot behind Pash Hall. Petteway and Roberson Halls- parking lot behind Roberson Hall. Boddie, Jin, Bradley, and Taylor Halls- parking lot in front of Jin and Boddie Halls.
- Re-enter building only when authorized personnel (Area Coordinator/Security) have given the signal that it is safe to re-enter the building. Failure to evacuate, when necessary, could result in serious personal injury and disciplinary action.
34. Door Alarms
The doors at each end of the first floor in Petteway, Roberson, Pash, and Collins, and back doors in Boddie, Jin, Bradley, and Taylor Halls are emergency exits only. Alarms sound if a door is opened. Opening an emergency door when not in use for emergency evacuation will result in disciplinary action.
35. Extermination
The campus engages a contract exterminator to spray the residence halls regularly. Residents will be notified in advance of the exterminator’s arrival. The exterminator will be escorted by a Residence Life staff member or Security at all times if individual room entry is required.
36. Computer Access
Each residence hall room is equipped with a computer port for each resident and wireless internet access. Note that computer routers are not allowed as they slow down the campus network.
37. Laundry Service
Laundry units are available in each residence hall and Villa unit and are free for students. Students must follow instructions provided at the laundry unit for use. This includes use of an app to access the units. Students can also report service request for units not working properly through the app.
Please be respectful to others wishing to use the laundry machines and remove your belongings promptly after the end of each the cycle. Please report problems to the laundry vendor via the laundry app.
Residents should not remove clothes belonging to others from the units. Report unattended laundry to the Resident Advisor. The University is not responsible for lost, stolen, or damaged articles.
38. Vending Machines
Each hall has a soda and snack machine. These machines are not the property of the University. Tampering with these machines is prohibited and will result in judicial action and may result in action by local authorities. Report problems with vending machines to the Residence Life staff immediately. Refunds should be obtained from the Business Office as soon after the incident as possible. Refunds will not be given at a later date for accumulated total losses over an extended time period.
39. Cable Television
One basic cable television line is provided in each room. To be compatible with our cable services, all sets must be digital with a QAM tuner installed. Most name brand digital flat screens have this but students are advised to verify this with the manufacturer before making a purchase. To report and troubleshoot any service issues, students must contact Suddenlink at (866) 229-8750 (choose option 1 – video). After reporting to Suddenlink, students are asked to also email helpdesk@ncwu.edu so that the NCWU Information Systems team can log and monitor resolution of the issue.
40. Alcoholic Beverages
Behavior which interferes with the rights of any other member of the campus community, especially other residents, and which is precipitated by or includes the use of alcoholic beverages, will result in disciplinary action. This includes, but is not limited to, loud parties, disorderly conduct, disturbing the peace, public drunkenness, rude conduct toward University employees, hosting parties and serving alcohol to minors (under 21 years of age). Alcoholic containers open or not, are not permitted in the University’s alcohol-free buildings. Open alcohol containers are not permitted in hallways, lobbies, stairways, or parking lots. Any containers that were originally sold with alcohol contents are not permitted in any residence hall. The following are examples of acceptable collection items that are usually associated with alcohol: shot glasses, beer steins, champagne glasses, and mugs. Empty alcohol container collections are not permitted in any residence hall. Questionable or unusual items will be left to the discretion of the building’s Area Coordinator. It is the responsibility of each resident in the residence halls to avoid being in the presence of alcohol or the use of alcohol. Residents are also responsible for the actions and behavior of their guest(s).
Please refer to the Code of Student Conduct for additional policy information.
41. Controlled Substances
The possession or use of illegal drugs is not permitted on campus or in any of the buildings. If you violate this regulation or your behavior is affected by the use of drugs, you will be subject to disciplinary action.
Please refer to the Code of Student Conduct for additional policy information.
42. Gambling
In the State of North Carolina, illegal gambling is classified as a Class 2 misdemeanor. This refers to any person or organization that operates any game of chance or any person who plays at or bets on any game of chance at which any money, property or other thing of value is bet, whether the same be in stake or not. If any student is found guilty of gambling on campus, they will be subject to immediate disciplinary action to include the involvement of local authorities.
43. Residence Hall Safety
It is the responsibility of every resident and staff member to ensure the safety of our residents and the belongings of the students and the institution. Leaving doors propped open and/or allowing strangers or unescorted individuals into the building compromises everyone’s safety. Residents who breach residence hall safety will face disciplinary action. Campus Security can be reached at 252- 406-7928 (mobile phone). Fire, Rescue, and Police can be reached by dialing 911. The non-emergency Rocky Mount Police Department number is (252) 972-1450.
