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Housing Contract UC - Charleston

University of Charleston Housing Contract

University of Charleston Housing Policy 

  1. All Students who choose to reside on campus must complete a Housing Contract and an application. 
  2. By signing his/her name and date at the end of this contract, a resident agrees to accept all terms and conditions pertaining to the occupancy of a room in a residence hall at the University of Charleston.  In addition, by signing his/her name and date at the end of this contract, the resident agrees to abide by all University policies and the Student Expectations and Accountability Standards found in the University of Charleston Student Handbook.  Violations of these policies, procedures, and regulations may result in cancellation or suspension of this contract and forfeiture of the housing deposit and the entire cost of the contract year. 
  3. All students are required to have health insurance while residing on campus.  By signing his/her name and date at the end of this application, a resident certifies that he/she has health care coverage, hospital and major medical.  He/she also certifies that his/her health insurance with the aforementioned company is currently in force and will remain in force during the entire enrollment as a residential student at the University of Charleston. 
  4. By signing his/her name and date at the end of this application, a resident certifies that in the event that he/she need emergency care, University officials will make every attempt to reach his/her emergency contact for authorization.  In the event this person cannot be reached, the Director of Residence  Life and/or his/her designee may act as his/her representative if deemed necessary until his/her emergency contact is notified.  This consent may be revoked in writing at any point during the semester, except to the extent in which actions have already occurred.   
  5. By signing his/her name and date at the end of this application, a resident certifies that he/she has or will have before moving onto campus the following immunizations: MMR, Hepatitis B, and Meningitis.   The University strongly recommends that female students, in addition to the aforementioned requirements, get an HPV vaccination. 
  6. All students who choose to reside on campus are responsible for knowing and observing all policies set forth in the University of Charleston Student Handbook.
  7. It is the policy of the University that all freshman and sophomores under 21 years of age (as of the first day of classes of the contract year) must reside on campus, unless he/she has completed a on campus exemption form and been approved by the Director of Residence Life or his/her designee.
  8. Students must be admitted to the University and enrolled full time to reside on campus, unless the Director of Residence Life authorizes an exception.
  9. The resident (and parent, if the resident is under 18 years of age) agrees to pay for room and board charges for the entire academic year in accordance with the University’s established billing dates. 
  10. This contract is for the full academic year.  This contract is binding on both the University and the resident for the entire academic year and cannot be terminated except under conditions cited in this contract.
  11. A $100 housing deposit is required to reserve a room when submitting this contract.  This fee cannot be waived or deferred for any reason.  After serving the purpose of reserving a room, the $100 will be held as a housing deposit.  Unless otherwise stated in this contract, the housing deposit may be refunded upon the resident’s final departure from the University, if the resident properly checks out using the guidelines published in the University of Charleston Student Handbook and has met all financial obligations to the University. 
  12. All residents are required to provide proof of medical insurance and immunizations as outlined in the University’s enrollment packet prior to moving into the residence halls.  Copies of proof of medical insurance and immunizations can be mailed or faxed to the following address or fax number: 

Office of Student Life
2300 MacCorkle Ave. S.E.
Charleston, WV  25304
Fax:  304-357-4915 

  • All residents are required to purchase a meal plan. 

Contract Provisions 

  • This contract is valid for the entire academic year.  Continued residence is not guaranteed for future semesters.
  • A resident may occupy their assigned room from the date designated as the official opening of the hall through the day of his/her final examination, but not during winter recess, unless authorized by the Director of Residence Life.
  • The University will try to meet preferences of room assignments; however, no guarantee of a specific assignment is offered, implied, or made hereby. 
  • The University reserves the right to cancel a resident’s Housing Contract if the resident is deemed by the Director of Residence Life, or his/her designee, to be a threat to the safety, welfare, or security of the residence halls and/or its residents.  The University also reserves the right to temporarily suspend a resident’s Housing Contract if the Director of Residence Life, or his/her designee, has reasonable cause to believe the resident poses a threat to the safety of him/herself, other persons, or University property.

The following terms and conditions shall apply to all requests for Housing Contract terminations:   

Full Academic Year.  Residents who enter into a Housing Contract for entire academic year may terminate their housing contract as follows:

  1. If a resident completes a Housing Cancellation Form after June 30, the Housing Contract shall terminate and the resident shall forfeit the full amount of the housing deposit.
  2. If the resident completes a Housing Cancellation Form after he/she has moved into their residence hall assignment, then the resident shall pay a prorated charge for the amount of time he/she resided on campus for both their housing and meal plan.  

Spring Semester Only.  Residents who enter into a Housing Contract for the spring term only may terminate the housing contract as follows:

  1. If the resident completes a Housing Cancellation Form after December 1, the Housing Contract shall terminate and the resident shall forfeit the full amount of the housing deposit.
  2. If the resident completes a Housing Cancellation Form after he/she has moved into their residence hall assignment, then the resident shall pay a prorated charge for the amount of time he/she resided on campus for both their housing and meal plan.  

Graduation, Student Teaching, Academic Dismissal, Withdrawal, Eviction, and Expulsion. 

  • Housing contracts for residents who graduate from the University in the spring shall be automatically terminated upon graduation.
  • Housing contracts for residents who graduate from the University in the fall shall be terminated at the end of the fall semester, once the resident has completed a Housing Cancellation Form.
  • Housing contracts for residents who begin student teaching in the spring semester can be terminated at the end of the fall semester, if the resident completes a Housing Cancellation Form.
  • Housing contracts for residents who are dismissed from the University for Academic Reasons at the end of the fall semester shall be terminated at the end of the fall semester, once the resident has completed a Housing Cancellation Form.
  • Residents who withdraw from the University in the fall semester refer to contract provisions 15 -17 for applicable provisions.
  • Residents who withdraw from the University in the spring semester refer to contract provisions 18-20 for applicable provisions.
  • Residents who are evicted from housing and residents who are expelled from the University shall be responsible for paying a pro-rated charge for the amount of time he/she resided on campus for both their housing and meal plan.  

General Provisions 

  • To the extent reasonably possible, residents will be assigned rooms in accordance with the information stated on the application.  No guarantee is made, however, that a resident’s assignment preference or specific request will be honored.  By signing this contract, the resident agrees to accept and pay for the room assigned by the University. 
  • Residents will be held responsible for the condition of their room and its furnishings and for any loss or damage other than normal wear that may occur during their occupancy.  A resident must sign a Room Condition Report Form upon moving into an assigned room, verifying the condition of the room at the commencement of their occupancy. Upon moving out of a room, a resident must make an appointment with a Residence Life staff member to complete and sign their Room Condition Report Form and to return all assigned keys.  Damage billing to individual residents will be based upon the Room Condition Report Form.  Failure to properly check out of a room will result in a forfeiture of the resident’s room deposit, as well as the right to contest any assessed damages, and a fee of $100 will be added to his or her bill for improper check out.   
  • Individuals who intentionally or accidentally cause damage, theft, loss, or special services to be performed in common areas of a residential facility will be assessed the cost of repair, replacement, and/or restoration of damaged property.  Such assessment does not preclude imposition of additional disciplinary sanctions.  Where individual responsibility cannot be determined, costs will be assessed to residents who share the common space, floor, or building. 
  • The University reserves the right to enter any room for maintenance repair, to investigate an alleged violation of Student Expectations and Accountability Standards, during Hall closings, during emergency situations, during fire drills, and for other reasons supported by just cause, so long as the entry and search are not done in an arbitrary and capricious manner which unnecessarily deprives a student of fundamental constitutional protection. 
  • The resident must keep an available space ready for a roommate to move-in.  Assigned furniture needs to be available, and the room needs to be reasonably clean.  Any special services required to prepare the room for a new roommate will be charged to the resident currently residing in the room.
  • During the entire period of the contract—including recesses—the University is not responsible for the loss or damage of personal property of any resident or other individuals due to fire, theft, or other causes.  It is suggested that students obtain insurance against loss by fire, theft, or other causes before taking residence in any residence hall.   
  • The University is not responsible for personal property left in the residence halls after the expiration or cancellation of the contract and will not be responsible for property left in common spaces of the building during the contract period.  Such property will be considered abandoned and will be discarded by the University.  The resident will be responsible for any costs incurred by the college for the removal of abandoned property.
  • If a resident(s) refuses to accept a roommate or, in the judgment of the University, attempts to force a roommate out of a shared room, the University may require such resident(s) to be responsible for the total cost of the shared room.  Residence Life works with roommates in conflict through informal and formal mediation processes to assist residents in embracing differences and learning life skills.
  • Requests for a roommate change will only be granted after the end of the fifth week of scheduled classes during the fall and spring terms, if the residents in conflict have exhausted all appropriate mediatory options.   
  • During the beginning of the semester, as well as throughout the academic year, the University reserves the right to consolidate vacancies or make other changes in room assignments by requiring residents to move and to change assignments if deemed necessary.  Any student who refuses reassignment may be referred for disciplinary action.
  • If a student is evicted from the residence halls, withdraws, or is dismissed from the University, he/she must vacate their residence hall 24 hours after the decision, unless the Director of Residence Life grants an extension.

General Housing Policies 

Rules and regulations are authorized by the Director of Residence Life and are subject to change. As set forth in this Housing Contract and the University of Charleston Student Handbook, students are required to comply with all regulations and policies including, but not limited to, the following:

  1. Alcohol Policy: Student usage of alcoholic beverages must be consistent with West Virginia State Laws and with policies established by the University. No alcoholic beverages or paraphernalia will be permitted in Brotherton Hall, Cox Hall, or Middle Hall. The University permits individual consumption of alcoholic beverages in Ratrie Hall for students 21 years or older, whose roommates are 21 years or older, as long as the consumption takes place within the room, not in public areas. Alcohol may not be consumed by individuals in public areas of the residence halls, in academic buildings, or on the campus grounds. Students who take responsibility for organizing social events must follow proper registration procedures which comply both with the alcohol policies of their hall, the University, and West Virginia State Laws.
  2. Appliance Policy: The University discourages the use of electrical appliances in student rooms. The following are prohibited in the residence halls: halogen lamps, hot plates, electric coils, sun lamps, air conditioners, electric blankets, heaters, toaster ovens, electric percolators, hot pots, and any electrical appliance which has an open heating element. Appliances such as curling irons and clothing irons should be used with care and may not be left unattended while in use.
  3. Disruptive Behavior: Disruptive behavior, including physical abuse, assault, harassment, threats, and excessive noise is prohibited. Further, acts that compromise the peace, safety and health of the residential community or compromise the educational efforts of the university are prohibited.
  4. Drugs: It is the position of the University of Charleston that illegal possession or the use of drugs adversely affects the university educational efforts. The possession and use of illegal drugs or K2 (including but not limited to the use of marijuana and all other hallucinogens) on campus is a violation of University policy. Drugs or drug-related paraphernalia will be confiscated and used as evidence for judicial proceedings.
  5. Fire Safety: Failure to evacuate a building during a fire alarm and the theft or improper use of firefighting equipment, detection, and alarm equipment is prohibited. The use of candles and incense is also prohibited.
  6. Guest/Visitor Registration: For the Guest Visitation Policy please refer to the University of Charleston Student Handbook.
  7. Keys: The unauthorized use or reproduction of a key for any residence hall room or facility is prohibited. Lost keys must be reported to the Residence Director immediately and will result in a lock change. The resident responsible for the lost room key will be billed $50 for the lock change.
  8. Pets: Out of consideration for others (and for pets), the only pets that will be allowed in the residence halls are fish kept in an aquarium no larger than two gallons.
  9. Quiet Hours: Campus-wide quiet hours are established and observed in all residence halls from 10 p.m.-10 a.m. Sunday through Thursday. Friday and Saturday quiet hours are from midnight-10 a.m. Campus-wide quiet hours are observed 24 hours per day during the week of final examinations. Residents are expected to abide by the quiet hour policy.
  10. Security: Residents are responsible for the general security of their residence hall.  Acts that compromise building security are prohibited. Specifically, residents are prohibited from propping open any exterior doors that are typically closed for security purposes.  Residents are expected to lock their room doors and to report thefts and vandalism immediately to their Residence Director. Residents of a room are responsible for the security and use of the room in accordance with University policies, rules and regulations.
  11. Solicitation: Solicitation and/or sales by residents or outside agents are not permitted in residence or dining halls without the prior approval of the Office of Student Life.
  12. Windows: Residents are prohibited from: (1) removing or damaging window screens in student rooms or public areas in residence halls; (2) placing any objects outside the window, including aerials and similar equipment; (3) placing themselves on building ledges or roofs; (4) throwing objects or shouting from windows. 

By submitting a housing application after reading this contract it constitutes an agreement to comply with the terms and conditions of the Housing Contract and the policies and procedures of the University of Charleston.