Residence Hall Contract

Please read this document carefully. This housing contract is a binding legal contract that details a set of conditions between you, the student, and Guilford College. This housing contract guarantees a space in campus housing for the contract period specified in paragraph one of Terms and Conditions. This contract may be terminated only under the conditions specified herein.
The college agrees to provide accommodations under the conditions of this contract and as described in the Guilford College Student Handbook. Students may reference the Housing Contract on the website. Students who have completed the online housing application have agreed to the terms of this contract.
Students and their parents or guardians are urged to read carefully the terms and conditions of this contract.

Terms and Conditions - Guilford College Housing Policies

Contract Period
This contract provides you, the student, a living space in campus housing for the entire academic year (Fall/Winter and Spring semesters), to be vacated no later than 24 hours after your last examination each semester. The student is required to purchase a meal plan each term; however, students living in the apartments or theme houses are not required to purchase a meal plan. The opening and closing of all campus housing will follow the college academic calendar in accordance with a schedule published by the Registrar. Residents may not occupy or leave personal belongings in any room before the halls are officially opened or after they have officially closed at the end of the academic year. Note that the halls are officially closed at Thanksgiving and Spring breaks and the time between fall and winter terms. Students residing on-campus during the summer sessions are also bound by the conditions of the Housing Contract.
Campus Housing Covered
All traditional residence halls, theme houses, and college owned apartments are covered by this contract.
Occupancy
This contract binds a student to pay room and board charges (if applicable) for the academic year specified above according to the College payment schedule. Unless written approval is given by the Associate Dean of Residence Life or his/her designee, students are expected to check into their assigned rooms by the beginning of the FIRST DAY OF CLASSES. Failure to do so may be considered in violation of this contract.
Eligibility Requirements
To be eligible for residence in on-campus housing, traditional students must be enrolled in full-time academic course work (at least 12 credit hours) during the semester in which they are in residence. Dropping to part-time status does not necessarily cancel this contract; however, if a student drops below 12 credit hours any time during the semester, they must move out of the residence halls within 24 hours, or they must have permission from the Associate Dean for Campus Life to remain in housing. Students seeking to remain in on-campus housing must complete the "Request to Stay in Housing" form within 24 hours of dropping below the minimum 12 credit hours. All traditional students entering the College are obligated to pay room and board charges, unless approved by the Associate Dean of Campus Life or designee to live off-campus. A resident may not sublet or rent a room or permit another person to share a room assignment. The student may only use the room as a residence. A resident whose housing contract is terminated by the college due to judicial reasons will forfeit the housing payment for the remainder of the semester.
Contract Termination by the student after the start of the academic year
1. The contract may be terminated after the start of each semester only for the following reasons: withdrawal, marriage, or circumstances that are determined by the college to be beyond the student's control. Documentary evidence will be required to show cause for cancellation. Contact the Department of Residence Life for information regarding the appeals process.
2. Any student qualifying for cancellation under paragraph 5(a) is responsible for the prorated amount for the days of the semester that housing is held in reservation by that student and is responsible for any room damage charges and/or for improper check out fines.
Contract Termination at the end of the fall semester
The contract may be terminated at the end of the fall semester without penalty for the following reasons: graduation, withdrawal or leave of absence, ineligibility to continue enrollment due to a failure to meet academic requirements, failure to enroll a second semester, participation in any College sponsored program so that the student is not able to reside on campus. The contract may also be terminated without penalty at the end of the semester if a student has been approved by Residence Life to live off campus. The student is responsible for room and board charges until written notice is received and approval given by the Associate Dean for Campus Life or designee.
Contract Termination by the College
The College reserves the right to terminate this contract at any time for good cause. Examples of good cause include but are not limited to:
1. Failure to make payment of required charges by announced deadlines;
2. A change in student status including academic and disciplinary suspension;
3. Failure to comply with state or federal laws, residence hall policies and regulations, and/or rules and regulations adopted by Guilford College;
4. Failure to occupy the assigned space before the established deadlines of each semester, or abandonment of the space by the resident who is enrolled at the College, may result in the termination of this contract by the College with the student being held responsible for room and board charges for the remainder of the semester.
Departing Campus Housing
Should this contract be terminated, the student will be required to vacate within 24 hours unless special permission, in writing, has been obtained from the Associate Dean of Campus Life or his/her designee. In the event the student does not vacate within the allowed time period, any property of the student remaining in the room or building may be treated as abandoned property. All charges for removal and disposal will be assessed to the student. Failure to perform a check-out inspection of the assigned room with a member of the Residence Life staff will result in a $75 fine in addition to charges for damages and/or lost/not returned keys.
Renewal Option
This contract is only for the period indicated in paragraph 1. Any continuation in future housing contracts is contingent upon re-application to the procedures published by the Department of Residence Life and space availability.
Vacancies and Room Capacity
Some rooms may be designated for expanded occupancy on a temporary basis. Rooms must be occupied only by the person(s) officially assigned to the room by the Department of Residence Life. Occupancy by a student or other person without authorization is not permitted and may result in judicial action and will result in improper check-in/check-out fines. If vacancies exist in campus housing, residents without roommates may be required to move in together (consolidate) as deemed necessary by the Department of Residence Life. In the event one of the occupants moves from the assigned space, the student(s) who remain(s) agree(s) to accept an assigned roommate or move to another space on request. Where there is a vacant space, the area must be maintained in a manner by the occupant(s) that will allow another student to move in immediately. Residence Life reserves the right to place a student in any campus living space as necessary.
Temporary Assignments
Students who accept a temporary assignment do so with the understanding that they may be given short notice to relocate to a permanent or other temporary space. Failure to relocate in the time allocated by the Department of Residence Life may result in the loss of the assignment offered.
Assignment Changes/Displacement
Changes in assignments may be made after the first two weeks of each term and must be approved by the Department of Residence Life. Students who fail to obtain approval or do not follow the proper check-in/check-out procedures may result in being charged a $75 administrative fee and may be required to return to their original assignment. Students or their guardians agree to assume additional fees/costs for voluntary hall/room changes and/or disciplinary reassignment. At any time during the academic year, the Department of Residence Life reserves the right to alter a student's room assignment or placement when it is deemed in the best interest of the college or the student population. The college reserves the right to consolidate students who are not paying the single room and board rate and who are occupying a single room.
Roommates
Mutual requests for assignment with a specific roommate will be honored when possible; they are not guaranteed. The Department of Residence Life does not discriminate on the basis of race, color, sex, handicap and national or ethnic origin in the assignment of rooms or in the assignment of persons as roommates and rejects all requests for change of assignment based upon such reasons.
Damages
The student is responsible for all damage to a room and its furnishings and understands that the cost of repairs and replacements will be charged to all residents of the room. Residents are expected to take every precaution to assure that communal property is not abused. IN HALLS OR SECTIONS WHERE THE COLLEGE HAS DETERMINED THAT THERE IS UNDUE ABUSE OF COLLEGE PROPERTY AND THE RESPONSIBLE INDIVIDUAL(S) CANNOT BE IDENTIFIED, ALL RESIDENTS WILL BE HELD RESPONSIBLE FOR PAYING A PRORATED SHARE OF THE COST OF REPAIRING SUCH DAMAGES. The damage amount will be charged to the student's college account. Upon permanently leaving campus housing, any room damages or fines will be placed on the student's account and the student will be responsible for paying. The student is responsible for checking their student account for any damage amounts.Any appeals must be in writing via email and will not be accepted after 60 days from the date the student left campus housing. Appeals by phone are not accepted.
Campus Housing Facilities and Policies
All campus housing is considered private property reserved for the exclusive use of resident students, invited guests and authorized college personnel. Residents are responsible for upholding all college and residence hall policies and for informing their invited guests of said policies. Residents are held responsible for the behavior of their guest(s). Violations of any of the requirements in this contract, those promulgated by the Department of Residence Life, or those outlined in the Guilford College Student Handbook, which are incorporated herein by reference, will be considered a violation of this contract and ground(s) for termination of this contract and removal from college housing. Violations are referred to appropriate college personnel for judicial action.
1. Student Rooms/Furnishings - All residence hall rooms are furnished with single beds, long/institutional mattresses, desks, chairs, closets/wardrobes, dressers and blinds. Students may not place their mattress on the floor for sleeping or bring water filled furniture into the campus housing. All furnishings must remain in the room unless permission is given by the Department of Residence Life.
2. Entry into Residence Halls - All students are to utilize the secured doorways to each building using their student ID card. No one is to use windows or emergency exits to gain access or to exit a building or a student room.
3. Appliances/Equipment - Campus housing has varying design and construction. The College reserves the right to impose reasonable requirements with respect to the use of appliances or equipment in campus housing. Some examples of items not permitted in campus housing are listed below. However, this list is not all-inclusive. If students have questions about specific items not listed, they are directed to the Department of Residence Life or the student handbook for clarification. Those items not allowed in rooms are: halogen lamps, toaster ovens, hot plates, refrigerators over 4 cubic feet, deep fat fryers, dart boards, gas or charcoal grills, power tools, air conditioners, amplifiers (may be stored in resident's rooms, but not used), immersion heaters, extension cords or power strips that are not UL approved, firearms, fireworks, space heaters, ceiling fans, track lighting or string lighting, mopeds, motorbikes, or motorcycles. Residents who are in violation of this will face judicial action and may face fines. The item will be confiscated and held until the end of the semester. If the item is not claimed at the end of the semester, it is subject to disposal.
4. Music Equipment - Music equipment may be stored in a room as long as it does not pose a fire hazard by blocking any doorways. Any electrical musical instruments, including but not limited to guitars, keyboards and drum pads may only be played with headphones plugged in. Horns and drum sets may not be played in the residence halls at any time. Stereo sound systems and gaming systems should be maintained at a respectful volume (shouldn't be heard outside of your room to distract other students who may be studying or sleeping), especially during quiet hours.
5. Pets - Pets are not permitted in campus housing except for fish in tanks not larger than a 10 gallon capacity. Violation will result in a substantial monetary fine, immediate removal of the pet and may be subject to judicial charges.
Community Policies
Because the residence halls comprise a unique community living option, policies that provide for the health, safety, and security needs of all residents are a necessity. These policies foster a cooperative living environment and prohibit certain behaviors which adversely affect the campus housing community. Resident students are also responsible for following all policies stated in the Guilford College Student Handbook.
1. Rights of Others - In order to maintain the academic atmosphere of the residence halls, students are expected to conduct themselves in a considerate manner with regard to the rights, safety, and needs of others. Accordingly, students are obligated to live in a cooperative manner with roommates and other residents. Harassment or the use of grossly abusive language with insults, taunts, or challenges directed at another person is prohibited. Students are expected to recognize and respect the authority of the College staff and to comply with requests they make in the performance of their duties.
2. Fire Safety - Fire safety is everyone's responsibility. Remember to only use heavy duty UL approved power strips with surge protection. Also, live Christmas trees, candles, halogen lamps, non-electric fuel lamps and lanterns, fireworks or explosives, simmer pots and incense may not be used or kept in campus housing. Candles, incense and fireworks will not be returned to the resident.
3. Safety and Security - The College has adopted policies which are designed for the safety and security of those living in campus housing. Students are required to carry their college ID card at all times and to present it to college officials upon request. Residents who enter or leave by locked security doors are responsible for leaving the door in a locked position. When the College is in session, students may enter and leave their campus housing at will. Those buildings which have common hallways are equipped with card readers. Residential students have card reader access to all residential halls from 7 am until 11 pm and will only have card reader access to the residence hall they are assigned to between the hours of 11 pm until 7 am. Except for emergencies (like a fire), students are not permitted to use windows to enter or exit a room or building.
4. Smoking - Smoking is prohibited inside all residence halls including traditional halls, apartments and theme houses. Students are only allowed to smoke in desginated areas around campus. All residential students are subject to the current smoking policies outlined by the college.
5. Property - Students are expected to exercise care and respect for college property. Theft, vandalism, and unauthorized entry into a restricted, locked, or closed campus housing space not specifically assigned to the student is prohibited.
6. Alcohol and Drugs - The responsible, private use of alcoholic beverages by persons 21 years of age or older is permitted in their own private room. All use of alcohol is subject to restrictions of state law and college policy. The College prohibits the use of drugs which are illegal or the illegal use of legal drugs which may involve substantial psychological or physiological hazards or lead to interference with the rights and privileges of others. The student shall not manufacture, possess, or sell drugs and controlled substances on the College campus.
7. Guest Policy - Visitors and Guests to residence halls are permitted only as authorized by college regulations. The right of the student to live in reasonable privacy supersedes the right of a roommate, housemate, or apartment-mate to entertain guests. Common sense and mutual respect should be primary determinants for the invitation of guests to the residence halls. Students are responsible for the conduct of their guests at all times during their visit. Visitors and guests may be removed from campus at the discretion of the Residence Life staff.
8. Quiet Hours and Noise - Twenty-four hour courtesy hours, and specified quiet hours periods are designed to promote an environment conducive to study. Quiet hours are posted in the Guilford College Student Handbook. Strict quiet hours will be in effect in all halls 24-hours each day from the last day of classes through the end of finals. While students are permitted to have a reasonable amount of sound equipment in their room, consideration for others and the right to quiet supersedes its use. Students are expected to observe and abide by the Quiet Hours policy as outlined in the Guilford College Student Handbook. Use of electric musical instruments with amplifiers is prohibited, and excessive noise from other instruments such as drums and horns may result in disciplinary action. Students may use headphones with electrical musical instruments only. (See "Music Equipment" above) Speakers in windows, on balconies or speakers facing out of residence halls, apartments, or theme houses are prohibited except for approved programs in the halls.
Housekeeping
The student shall maintain assigned space in an orderly, safe and sanitary condition. College personnel provide housekeeping services in common areas, such as lounges, hallways, and community bathrooms. In the event that rooms are not maintained in a sanitary condition, a health and safety inspection will occur. Students may also contact Residence Life with housekeeping concerns in common areas.
Keys
Keys are the property of the College and must be returned when the student moves from a room. Room or suite keys may not be duplicated or lent to anyone else. Possession of another student's room or suite key is prohibited. Failure to return room keys at the end of the contract period will result in charges to the resident for replacement keys and changing locks. Residents may not install their own locking devices on room doors. Those violating this policy or possessing keys other than the one(s) assigned are in violation of this contract and subject to judicial action.
Inspections
Inspections for health and safety conditions and property inventory will be conducted by residence life staff periodically, including, but not limited to holiday closings of campus housing. Students are expected to comply with the room cleanliness standards set forth in the student handbook and with closing notices posted by Residence Life.
Right of Entry
The College reserves the right to enter student rooms for the following reasons: emergency, repair, maintenance, and health and safety inspections and as necessary to maintain college rules and regulations. See Guilford College Student Handbook for more information.
Liability
The College shall assume no responsibility, and the student or other party to this contract shall indemnify and hold harmless Guilford College and its agents and employees, for any and all claims arising from personal injury or for the loss, damage, or theft of personal property belonging to, or in the custody of the student(s) for any cause whatsoever, whether such losses occur in student rooms, public areas, or elsewhere in or around the residence halls, houses, or apartments. The student is encouraged to carry insurance for protection against such losses.
Entire Contract
This contract and all college rules, regulations, policies and procedures incorporated herein or by reference, form this contract. Any violation of this contract may result in termination of this contract and/or judicial action. No modification of this contract will be enforceable unless reduced to writing and signed by both the student and the Associate Dean of Campus Life and his/her designee.