Room and Board Charges and Payment
Room and board rates are available on the Housing and Residence Life webpage. Room and board fees, plus any previous charges for damage, lost keys, and/or extra custodial work, must be paid on or before the day of registration. If payment is to be made by loan, scholarship, or grant, the student will be required to present the award letter to the Office of Student Financial Services at the time of registration.
Residents are able to cancel their contract up to 30 days after they select their room assignment or May 1st, whichever is first, with no penalty. Residents who cancel contracts after May 1st forfeit their $200 damage deposit. Residents who cancel contracts after June 1st forfeit their $200 damage deposit and are charged a $300 cancellation fee. Students who move in to their housing assignment and withdraw from housing after the start of semester are responsible for the pro-rated cost of housing and a $300 cancellation fee. After the first 30 days of the semester, students forfeit their $200 damage deposit and are not eligible for a refund or pro-ration, and will be charged a $300 cancellation fee.
If the student withdraws for reasons of serious accident or extended illness, a refund of remaining room charges may be made. Additional exceptions to room charges for those leaving the University may be recommended to the Office of Student Financial Services by the Director of Housing and Residence Life. Students leaving housing are responsible for cancelling their meal plans in the Office of Student Financial Services, and board charges will be assessed at a daily rate and prorated based on the number of days remaining in the semester.
If the student withdraws for reasons of serious accident or extended illness, a refund of remaining room charges may be made. Additional exceptions to room charges for those leaving the University may be recommended to the Office of Student Financial Services by the Director of Housing and Residence Life. Students leaving housing are responsible for cancelling their meal plans in the Office of Student Financial Services, and board charges will be assessed at a daily rate and prorated based on the number of days remaining in the semester.
University Policies
It is the student’s responsibility to familiarize himself/herself with University policies and regulations including, but not limited to, those in the Student Handbook, the University Code of Conduct, the University Undergraduate Catalog, Residence Life memos/bulletins/e-mails, and this contract. Students not abiding by University policies should expect to be held responsible for their actions through appropriate disciplinary action.
Food Service
All residents who do not live in apartment spaces and are ineligible to do so must purchase a traditional (Bronze, Silver, or Gold) meal plan. Those who are eligible for apartments but choose to live in suites must have a meal plan, but may select an apartment plan. Meal plan options and prices are available at https://saintmartin.cafebonappetit.com/. Board plans do not include meals during vacation periods (Fall, Thanksgiving, Christmas, spring, and summer breaks), but food service is available on a limited, cash basis during these times. Residents who live in apartments on campus are not required to purchase a meal plan, however, all meal plan options are available to apartment residents.
Meal plans may be selected and changed by submitting an online request before the add/drop date, but no changes will be made thereafter. Fall meal plan balances carry over to spring with the purchase of a traditional (Bronze, Silver, or Gold) meal plan. At the end of the spring semester, all balances expire. Please visit https://saintmartin.cafebonappetit.com/ for additional meal plan options and policy information.
Furniture
University furnishings may not be moved from the students’ rooms or from one hall to another. No furniture from lounges or common living areas may be moved to students’ rooms. Penalties for moving furniture may include fines as well as other disciplinary actions as outlined in the Student Handbook.
Keys and Proximity Cards
Residents are issued keys when they check into their rooms. Room keys and proximity cards may not be duplicated or given to other students or guests. A student who illegally possesses, uses, or duplicates a University key or proximity card will be subject to disciplinary action. If a student loses a key, he/she may be issued a temporary key, but will be charged $50 per door for a lock change if the lost key is not recovered. Lost proximity cards may be replaced in the Office of Public Safety for $25.
Personal Property
The University will make every reasonable effort to protect the personal property of residents, however, Saint Martin’s University will not be liable for loss or damage of personal property including but not limited to: loss due to fire, flood, or theft. Students should consider purchasing renters’ insurance or utilizing the extension of parents’ homeowner’s insurance to cover the loss or damage of personal property.
Prohibited Possessions
While not an all-inclusive list, the following items are prohibited in students’ rooms:
Stereo amplifiers, subwoofers, and speakers with 6”+ horns; Hoverboards or drones; Open heat source appliances including but not limited to: hot plates, toaster ovens, space heaters, and halogen lamps; Candles, incense, hookahs, e-cigarettes, fireworks, and other items with an open flame; Weapons of any kind including but not limited to: large knives (3”+ blade), swords, firearms (including bb, paintball, and toy guns), and explosives (Note: Any item used to harm or threaten any individual or oneself is considered a weapon.); Alcoholic beverage containers, shot glasses, kegs, and drug paraphernalia; Pets other than fish in a 5-gallon tank.
Prohibited items found in the residence halls will be confiscated and disciplinary action may be taken. With the exception of alcohol and drug paraphernalia, property receipts will be issued for items that may be possessed legally off campus and can be stored for 30 days by Residence Life officials. If they are being removed from campus, confiscated items may be returned upon written request, but will be discarded after 30 days if not claimed.
Responsibility for Institutional Property
Upon moving in, each student is required to sign a Room Condition Report indicating the receipt of room keys and condition of the room and its furnishings. Upon check-out, if inspection by University staff reveals damage or messiness beyond normal wear to the room and/or its furnishings, the occupant(s) of the room will be charged. All rooms must be thoroughly cleaned upon check-out and returned to their original state. If individual responsibility for damage, loss, or defacement cannot be determined, charges may be assessed equally to the apartment, suite, or room residents for damage.
Right of Privacy
Students are guaranteed the reasonable privacy of their residence and belongings. Under specific circumstances, however, rooms/apartments may be entered by University staff. These circumstances include but are not limited to: cases of emergency, the need for repairs, fire drills, and when reasonable suspicion exists to indicate that a violation of University regulations or federal, state, or local law is taking place in the room. In cases involving suspected violations of law or policy, rooms and their contents may be searched by University officials. In other cases (such as routine health and safety inspections), 48-hours notice will be provided to advise residents that staff will be entering their rooms.
Room Alterations
Occupants are not permitted to paint, alter, or remodel any student room, apartment, or public area in the residence halls without prior written approval from the Director of Housing and Residence Life or his/her representative. Guidelines for room personalization are provided in the Student Handbook. Upon check-out, room/apartment furnishings must be in the same location as when the occupant checked in.
Room Changes
All room changes must be coordinated with and approved by the Office of Housing and Residence Life. If approved, a room change fee of $25 will be assessed. Room changes made without permission will result in a $100 fine and return to the originally assigned room.
Room/Apartment Usage
Rooms/apartments are to be occupied only by the student(s) for whom they are reserved, except in the case of temporary guests who must abide by University regulations and who must be registered with the Office of Housing and Residence Life. The University reserves the right to ask guests of residents to leave if they have not followed the guest policy outlined in the Student Handbook, are disturbing other residents, or are violating University regulations or federal, state, or local laws.
Room Accommodations
ADA housing options, including single room accommodations, are available to students registered with the Office of Disability Support Services. Spangler and Parsons Halls are equipped with several units designed to accommodate students with wheelchairs. Priority will be given to applicants requesting a wheelchair-accessible room according to the date of application. Students requesting wheelchair-accessible rooms must submit a request to the Office of Disability Support Service or include the request with this application/contract. Wheelchair-equipped rooms may be assigned to any resident student; however, a student may be moved to another space if the University grants a special needs request.
Service animals are permitted in University facilities. A person with a disability who utilizes a service animal must be registered with the Disability Support Services Office, providing thorough documentation of the disability and need to have a service animal on campus. Service animals whose behavior poses a direct threat to the health or safety of others or is disruptive to the campus community may be excluded regardless of training or certification.
Agreement Period
The date and time of the residence halls' opening will be announced prior to each academic year and published on the University's academic calendar and in Housing and Residence Life correspondence. Students may not occupy or leave personal belongings in any student room or hall before the time the halls are scheduled to open unless they are participating in a University scheduled program, have prior approval from the Director of Housing and Residence Life, and pay an additional fee. The University will not be responsible for any property left in the residence hall at the time of check-out.
The residence halls are closed during Christmas, spring, and summer vacation periods. (Apartments remain open during these periods.) Some space may be provided at an additional charge for students who make arrangements two weeks in advance with the Director of Housing and Residence Life or his/her representative. All other rooms are to be vacated within 24 hours of the student’s last final (Christmas and summer breaks) or by 9:00 p.m. on the day classes recess for the vacation period (spring break).
This contract terminates 24 hours after the individual student’s last examination at the end of the contract period, unless the student is participating in commencement ceremonies. The Terms and Conditions are applicable for as long as the student remains in the residence halls. Those who delay their departure without prior approval may forfeit their deposit and will be charged at established University guest rates.