Policies for All University Owned Housing

Residence Life and Housing aims to work with residents in a model of “shared governance” to create a positive and inclusive community in our living units. The success of a residential community depends on the willingness of each resident to accept responsibility for him/herself as a member of the community. All members of the residential community are expected to help maintain a clean, safe living environment. 

The following policies and procedures are designed to promote the right to privacy, an atmosphere conducive to study, the protection of personal and public property, and the respect for the needs and values of each individual. Failure to comply with University policies and procedures may result in community standards action. The policies below supplement the policies found in the Student Handbook.

Index of Policies

Alcohol Housing Closings Severe Weather
Animals Inspections Signs, Banners, & Posters
Check In & Check Out Insurance Smoking
Common Area Damage Keys Solicitation
Drugs Noise Substance Free Communities
Event Registration Postings Tampering with Fire Equipment
Fire Alarms Prohibited & Restricted Items Trash
Furniture Room Changes Trespassing
Guests Security Windows

Alcohol Excessive alcohol consumption is an unfortunate part of the student social culture on campuses today. Our primary objective is to help our students make responsible decisions to reduce the harms associated with alcohol use. We expect our students to follow Indiana law regarding alcohol consumption and direct our greatest educational efforts toward curbing high-risk alcohol use. The laws of the State of Indiana provide that persons under 21 years of age may not consume alcoholic beverages (including beer, malt liquor, wine, wine coolers and mixed beverages). Persons possessing, keeping and/or consuming alcoholic beverages in a living unit student room must fully comply with state and local law, the DePauw Student Handbook, and any specific living unit policies.

Kegs, beer balls, beer bongs, or other drinking paraphernalia deemed excessive are not permitted in the living units. Any violation of the laws of the State of Indiana regarding alcohol is grounds for University action. Students are personally responsible for awareness of the law. If you are over the age of 21, possessing, keeping and/or consuming alcoholic beverages in your room with the door closed is permitted. Possessing, keeping and/or consuming alcoholic beverages out-of-doors or in common areas of the residence unit is prohibited. Return to index.

Animals For the health and safety of residents, animals (other than fish in an aquarium) are not permitted for any length of time in any area of living units, including student rooms and common areas. In addition, food intended for animals may not be placed on or around the exterior of a living unit regardless of the circumstance.

Check-In and Check-Out At the beginning of the year, residents will review and sign a room inventory form completed by a staff member and will sign a key acceptance form. Changes and additions to room inventories must be filed with the Residence Life and Housing Office within 24 hours of moving into a room. Each resident is responsible for verifying the accuracy of, signing, and returning the room inventory to the Residence Life and Housing office. The room is assumed to be in perfect condition at check-in if the form is not filed by the residents. The inventory must be carefully and accurately completed since it will be used in the check-out procedure. Guidelines for the end-of-the-year check-out will be distributed to all residents near the end of the semester. At check-out, the cost of repair or replacement of University property damaged since the initial completion of the room inventory will be charged to the resident. It is the responsibility of the resident to properly complete the check-out procedures and to leave the room clean, including dusting and vacuuming.

Residents will be billed additional charges if they do not vacate the halls by the designated time and do not leave the room in “as found” condition. Residents who fail to complete the check-out process will be charged $25. Residents are responsible for turning in their key to the Residence Life and Housing Office. Residents who fail to return their room keys will be charged the $35 lock change fee. Residents who wish to contest end of the year charges must do so by July 15. Return to index.

Common Area Damage This policy is not intended to “punish” communities for damage caused to their common areas, but it is intended to encourage communities to hold members responsible for behavior that leads to damage. Additionally, having the Common Area Damage policy has proven to decrease the damage that occurs in the residence halls. Within the past several years since the Common Area Damage policy was implemented, the cost of common area damage in the residence halls has decreased by more than $50,000 a year. RSA works with the Residence Life and Housing staff to approve the method for making common area damage determinations. If you are interested in being involved with this process in the future and having your voice heard, contact your hall/neighborhood council president. Hosts of social events, whether a group or individual, will be held responsible for damage in the area and immediate vicinity used for the event. Reduce common area damage by:

  • Helping make sure that outside doors are not propped, so that non-community members are unable to enter halls and cause damage to your community. Do not let someone you do not know into your living unit.
  • Keeping your eyes and ears open in an effort to try to prevent others from damaging your community.
  • Talking to your RLC, RA or AM if you have information about specific common area damage.
  • Letting your community know that you will not tolerate others causing harm to your living environment.
  • Playing an active role in the shared-governance of your community and make an impact! Return to index.

Drugs The use and/or possession of illegal/controlled drugs and drug paraphernalia in living units are prohibited. Students suspected of substance use will be confronted, and a Residence Life staff member, as outlined in the housing contract, may enter the associated room. Students may be charged with possession if illegal drugs are found in their room, whether or not the student is present at the time, if they are in a room where drugs are present, or at any time drugs are found on their person or in their belongings.

Event Registration Students wishing to sponsor an event in the residence halls, apartments, or houses must contact their Residence Life Coordinator. The student sponsor will be required to meet with the RLC and complete an event registration form. Events registered in residence halls must be held in a first floor or basement common area and be non-alcoholic. Individuals and student organizations can request to use residence hall lobbies and TV lounges through this process. Hosts of residence hall events are responsible for placing signs in the reserved area, cleaning up trash, and leaving the space in the condition in which it was found. Any damages or necessary excessive cleaning will be billed to the person or organization securing the reservation. All events scheduled for Monday through Thursday must be registered at least 24 hours prior to the event. Wednesday at 4:00 PM is the deadline for registering any event or gathering on Friday, Saturday, or Sunday. Please see Policies Specific to Rector Village or Apartments & Houses for details on registering events in those areas. Return to index.

Fire Alarms Residents and guests must vacate the residence unit any time a fire alarm sounds. Residents are expected to remain outside of the building at a safe distance until permitted to return to the unit by a member of the Residence Life staff, Public Safety, or Greencastle Fire Department. Resident assistants will instruct residents at the beginning of the year where to meet in the event of a fire alarm or fire.

Furniture The furnishings in the lounges, living rooms, and other common areas are provided for the use of all residents and guests. Residents may not move furniture or other University-owned items from the assigned location to any other location within or outside the living unit (including student rooms). All University furnishings provided in student rooms must remain in the room at all times. University storage facilities are extremely limited, and University furnishings cannot be stored within them. Any items left in the hallways, bathrooms, and kitchens will be assumed abandoned and will be removed. Students responsible will be charged for the replacement cost of any furniture not in place at check-out. Return to index.

Guests A guest is anyone who is not assigned to or contracted for a particular room but is in that room or the living unit at the invitation of a resident. Guests visiting students in a residence community are required to observe the policies of that living unit. Hosts are required to escort their guests in the residence community at all times. Should a guest be involved in a violation of University policy, the student hosting the guest will be held accountable for his/her guest’s actions. Residents hosting guests should inform their guests of policies and monitor their behavior in the living units. Any DePauw student visiting a residence community in which they do not live are also required to observe all policies of that living unit. All guests must leave the living unit when instructed by a University staff member. In addition, guests whose length of stay has been deemed excessive or to be disrupting the rights of one's roommate, may be asked to vacate the living unit. Each living unit has an open visitation policy unless the students residing in that living unit vote to establish visitation hours. However, floor and hall lounges cannot be used to provide overnight accommodations for guests. Student rooms should not exceed two guests per occupant at anytime.

Housing Closings All residence halls close during scheduled break periods with the exception of Fall and Spring Break. Students may not stay in the residence halls during these periods. Before breaks, information regarding hall closing and the deadlines to request extensions will be distributed to residents via flyers and email. Residents are expected to be aware of all deadlines and closing dates. Residence halls will close at published times. All residence hall students must vacate the residence halls during break periods. Students who live in UOAH are permitted to remain in their residences during break periods only if they notify the Residence Life and Housing Office by the break extension deadline, which can be found on the housing calendar.

Students who must absolutely remain in the residence halls due to special circumstances until later in the evening or the morning following closing may request to do so at the Residence Life and Housing office. All extension requests will be due by the break extension deadline listed on the housing calendar. Failure to vacate the halls on time may result in a fee being assessed. Return to index.

Inspections University staff members may inspect student rooms and public areas at any time for acceptable standards of safety and hygiene, observance of campus living unit policies, regulations and requirements of University policy and public law, and the maintenance and repair of equipment. University officials, including Residence Life and Housing staff members, reserve the right to enter a student room, locked or unlocked, at any time it is deemed necessary for immediate resolution of problems such as policy enforcement, common area furniture removal, maintenance problems, illness, hazards, and other similar emergency situations.

Insurance The personal possessions of each student should be included on their parents’ or legal guardian’s homeowner’s insurance policy or students should purchase a renter’s insurance policy for their personal possessions. Students should create a detailed inventory list of their possessions and/or take pictures/video of those possessions. Documentation should be kept by the parents or legal guardian with their homeowner’s insurance policy. Residence Life and Housing and DePauw University are not responsible for the theft, loss, or damage to personal belongings. Return to index.

Keys University keys should not be loaned to others at any time. Residents are not permitted to copy any DePauw University key. Duplicate keys will not be accepted at check-out. Should a resident lock themselves out or lose a key, a temporary key may be issued only to the room resident, and residents must present proper identification. The temporary key may not be loaned to another person. Should the temporary key not be returned to the Residence Life and Housing Office within 24 hours, an automatic lock change will be ordered and a lock change fee will be assessed to the student. The Residence Life and Housing office does not provide these loan keys for students to use as an extra set of keys for friends or others.

Noise Residents are expected to respect the rights of others with regard to quiet time for studying and sleeping. In all residence halls, quiet hours are established as follows: Sunday through Thursday: 11 p.m. to 8 a.m. Friday and Saturday: 1 a.m. to 10 a.m. Courtesy hours are in effect 24 hours a day throughout the year. Every resident should respect their roommate(s) and neighbors by keeping their music or other activities to a reasonable level. Each individual floor may vote to change the quiet hours in its Community Living Agreement. Hours can be set longer than this specified time, but not shorter. 

During quiet hours, the noise level in the living units must be kept to a minimum. At all other times, respect for other community members’ rights should be of the utmost importance. Stereo speakers must not be directed out of the windows/doors or used outside of the living units at any time. During final examinations, 24 hour quiet hours will go into effect. This period will commence at 7pm on the final day of classes and will last until noon on the last day of examinations. Return to index.

Postings All signs and flyers should be attached to the designated campus bulletin board on the main floor of the residence halls. Floor bulletin boards are for the use of each floor community and are under the supervision of the RAs and residents of the floor. No flyers of any kind should be distributed to student rooms. Postings are not to be affixed to glass, walls, doors, or bulletin boards not designated for postings. Additionally, postings should be affixed with thumbtacks or staples rather than tape.

Only organizations recognized by Campus Activites can post in the residence halls. All postings should include the name of the sponsoring organization. Sponsors shall limit postings to one copy of each flyer per bulletin board. Any item in not adhering to these guidelines will be removed. Damages resulting from hanging posters, signs, etc., may result in charges being assessed to the group or organization that sponsored the advertising.

Prohibited or Restricted Items Some items are prohibited or restricted in University owned living units in order to ensure a safer environment.

  • Air Conditioners Students are not permitted to install individual air conditioners in the living units. Students with a medical need for air conditioning must submit the Medical Verification for Air Conditioning form. Once the documentation is received, a window air conditioner will be installed in the student's bedroom by University staff if the student resides in a living unit without air conditioning. Returning students must submit the form prior to the start of the Housing Lottery; new students must submit the form by deadline for housing preferences submission.
  • Bicycles, Mopeds, Motorcycles, Rollerblades, Scooters, and Skateboards Motorcycles and mopeds are not permitted inside residence halls. If a resident brings a bicycle into a residence hall, it may be parked or stored only in the owner’s room or the hall’s designated bike rack. Bicycles will not be permitted in common public areas, and those found in unauthorized areas will be confiscated. The owner is responsible for any damages caused by storing a bicycle in the residence hall or in outdoor bike racks. Riding bicycles, scooters, and skateboards and using rollerblades inside a living unit are prohibited.
  • Candles and Incense Candles, incense, lanterns, flammable fluid or having any open flame are prohibited. Students needing to burn incense for religious or cultural ceremonies must gain permission from the Residence Life Coordinator of that living unit prior to the ceremony.
  • Ceiling Fans No ceiling fans may be installed in student rooms.
  • Christmas Trees Live Christmas trees are not permitted in student rooms or common areas in the living units.
  • Electrical Appliances No appliances may have an exposed heating element, and all appliances should be UL approved. A surge protector/power strip should be used with any sensitive electronic equipment. The following are some appliances that may be used in student rooms: clock, fan, personal computer, answering machine, microwave, refrigerator, coffeemaker, stereo, TV and VCR. Meal preparation in student rooms is prohibited by health codes. Grills may not be used in any location within a residence hall.
  • Extension Cords Extension cords are prohibited. Residents should use surge protectors as an alternative.
  • Fireworks Possession and/or use of explosive or incendiary devices (including firecrackers, bottle rockets, etc.) are strictly prohibited.
  • Halogen Lamps No halogen lights are to be used in any University-owned housing.
  • Lights on strings Lights on strings (i.e. holiday lights, etc.) are prohibited in the living units. Lights in tubes may be used as an alternative. Lights on strings may be used on the exterior of living units with the permission of the RLC supervising the area.
  • Lofts In general, lofts need to be sturdy, freestanding structures that allow ample clearance at the top in order to avoid head injury. They must not be connected to room walls, ceilings, or other fixtures. Mattresses and bed frames should be incorporated into the loft design and/or stored in the room. Many of our furniture sets are loftable with University provided lofting kits and some without the need for additional tools or supplies.
  • Roofs, Ledges, and Balconies Students are not permitted on the roofs, ledges or balconies of the residence halls. This includes all fire escape areas and balconies accessible only by windows as well as flat-roof areas. These areas are not constructed to withstand frequent traffic, and damage to the roofing or structure could result.
  • Sports The playing of sports or recreational activities is not permitted in the residence units (i.e., bouncing balls, throwing footballs, or playing racquetball, tennis, golf, etc.).
  • Wall Decorations/Painting Residents will be financially responsible for damage, as determined by University officials, to walls and doors caused by hanging any decorations. The painting of walls, doors, furnishings, or any other fixtures in student rooms is not permitted. The painting of posters and similar work that could damage floors should not be done in individual rooms or any carpeted area.
  • Water beds Water beds are not permitted in the residence units.
  • Weapons Firearms or weapons (including BB and airsoft guns, bows and arrows, knives/swords/daggers with blades longer than four inches, explosives and any type of launcher) are not permitted in living units. Residents with questions about whether an item in their possession would be considered a weapon should consult their Residence Life Coordinator immediately to make a determination. Return to index.

Room Changes Room change requests can be made at the Residence Life and Housing office during regular business hours. An appointment for the student(s) to meet with the Residence Life Coordinator in their area is required to discuss room change options and possible roommate negotiations. Room changes must be approved prior to moving. Moving prior to receiving approval could result in referral to the Community Standards Process. The Residence Life staff member will outline the detailed room change process after the move is approved. Room changes are reserved for irreconcilable roommate relationships, other urgent needs, or emergencies as determined by the Residence Life and Housing staff.

Security Exterior doors must not be propped at any time. Any unlocked or propped doors should be immediately reported to Public Safety or a Residence Life staff member. Residents only have access to the residence hall in which they live and to the outside doors adjacent to the dining facilities and The Den in Longden Hall during dining service hours. Residence Life and Housing and DePauw University are not responsible for the theft, loss, or damage to personal belongings. Return to index.

Severe Weather During a potentially serious weather situation, RLCs will ideally pass on information to RAs and AMs, who will pass on information to residents. However, because serious weather conditions can progress rapidly, there may not always be time for this to occur. If tornado warning sirens sound, or if instructed by a university staff member, residents of residence halls are required to vacate their rooms and move to a location designated for each living unit. 

Signs, Banners, and Posters All signs, banners, or posters which are visible from the outside of University owned living units must be approved by the Residence Life and Housing Office prior to being displayed. All unapproved signs, banners, or posters will be removed. Return to index.

Smoking All DePauw University residence halls and University-owned houses and apartments are completely smoke-free. Students choosing to smoke outside of the residence halls are required to do so a minimum of 40 feet from the building. All cigarette butts are to be disposed of in a proper receptacle.

Solicitation Solicitation is defined as any activity designed to advertise, promote, or sell any product or commercial service or to encourage support for or membership in any group, association or organization. Soliciting in common areas of living units is restricted to recognized student organizations. Campus organization fundraising events or solicitation are not permitted in residence units unless special arrangements are made with the Residence Life and Housing office. All door-to-door solicitation is prohibited. Commercial advertising signs, posters and fliers may not be distributed or posted in living units. Return to index.

Substance Free Communities In order to be supportive of student lifestyle choices and to promote healthy living environments, DePauw University designates several living units as substance free. All residents of substance free communities have specifically selected such an environment and agree to not use alcohol, tobacco, or drug-related substances in the living unit. Regardless of age, alcohol and tobacco products are prohibited in substance free communities and possession or consumption of these items may be cause for a change in room assignment.

Tampering with Fire Equipment Tampering with fire safety equipment, including fire extinguishers, emergency pull stations, and smoke detectors is a criminal offense that is subject to prosecution and also will be referred to the University community standards process. Damaged smoke detectors or those missing batteries are subject to a $15 replacement fee. Return to index.

Trash All trash must be placed in designated trash receptacles and should never be placed in restrooms or hallways. Improper placement of trash may result in a cleanup fee to the resident(s) responsible or Common Area Damage charges for the community.

Trespassing Unauthorized persons in campus living units can be charged with trespassing. Identification must be shown upon request of a staff member or University official.

Windows Window screens and/or windows must not be removed at any time. Students will be billed for screen replacements or reinstallation. Excessive noise coming from windows is prohibited. Stereo speakers, bullhorns, and other devices may not be directed out windows of university owned living units. Additionally, items may not be passed through the windows, regardless of intent. Throwing, tossing, or dropping of items from windows is prohibited. Return to index.