HOUSING AND RESIDENCE LIFE CONTRACT 2020-21
By signing this document I am agreeing to all aspects of this contract for room and board with the Office of Housing and Residence Life at West Virginia State University for the 2020-21 academic year (August-May) or the balance thereof as indicated on this contract and assume responsibility for payment at the rates established by the University and hereby agree to the terms and conditions as defined in this document and to all rules and regulations of the University now or later to be in effect relative to Residence Hall and Dining operations. New residents must submit a $200 prepayment to Residence Life & Services with their contract. It is expressly provided that this contract may not be canceled by me during the 2020-2021 academic year as long as I am enrolled as a full-time student at West Virginia State University. Confirmation about specific hall opening dates will be mailed, and or, e-mailed to the student’s permanent home address of record, and or to their WVSU official State e-mail.
I understand that if I am not prepared to commit to living on campus for the full academic year, I should not sign a contract at this time. Students are not typically released from their contract to commute from home, move in with a friend, or change to off-campus housing once a contract is signed. I have a maximum of three business days after initiating this Residence Life & Services contract to submit written verification of my wish to nullify this contract. See the latter of this contract for dates and conditions of contract cancellation for students who withdraw from the University, are granted a medical release, graduate at midyear, participate in specific academic programs, or are granted a contract release due to other exceptional circumstances.
GENERAL TERMS AND CONDITIONS OF THE CONTRACT
This contract is not intended to provide detailed residence hall information. University regulations and policies affecting residence hall contracts are subject to changes and additions. Such changes and additions shall be officially announced and/or posted in each residence hall and this shall constitute actual notice to residents. Changes and additions shall become effective and binding 48 hours after such posting or official announcement. Failure to observe University regulations or Federal, State, or local laws subjects the violator to University disciplinary action and/or prosecution in the civil courts, and/or remedial action under the terms of this contract including the authority to assess fines administratively according to the residential hall contractual violations. Also refer to University publication: Student Code of Conduct “The Buzz”. The University assumes no responsibility or liability for personal property of students. This includes damage, loss, fire, theft, flooding, etc. Students desiring this kind of protection must make their own arrangements for insurance. Residence halls are the property of the University, under the control of the WVSU Board of Governors and/or the WVSU Foundation, and in certain instances have been pledged under West Virginia law to secure funds used to defray the cost of their construction. A room key and /or card shall be issued to each student. The key/card shall remain University property, loaned or licensed to the student only so long as the student may rightfully occupy the residence hall room to which the key/card provides access. The student shall not deliver, surrender, or otherwise relinquish possession of the key/card to another person without the consent of an authorized University official, nor shall the student duplicate or modify the key/card or cause or permit the key/card to be duplicated or modified. Responsibility for immediate supervision of residence halls lies with West Virginia State University and requires the reservation of a reasonable right to enter into student rooms.
RESPONSIBILITIES FOR SPACE USE
1. Check-in/Check-out Requirements: Upon moving into a room, each resident must sign and submit a Suite/Room Condition Form (S/RCF), which will be an accurate and complete record of the contents and condition of the assigned room. This inventory will serve as the basis for check-out, and charges for room damage and/or missing items, if assessed.
2. Solicitation: No door-to-door solicitation is permitted in WVSU owned or managed buildings by individuals or groups. The occupant of an individual suite is permitted to invite individuals, groups, organizations, associations, and corporations to conduct group or individual commercial and noncommercial solicitation in the individual suite provided such activity does not: a) create undue noise; b) disturb either the occupant's roommate(s) or occupants of nearby rooms; or extend out into the hallways; d) break any policies and laws.
3. Apartment/Room Inspection: WVSU and Residence Life and Services reserve the right to inspect individual rooms to: a) ensure proper maintenance of health and safety standards; b) take inventory; c) make necessary repairs; d) perform extermination/pest control services; e) add/remove furniture, and f) enforce university policies. Periodic inspections will be made at reasonable times with advance notice except: a) in emergency situations; b) to address maintenance concerns, or c) to gain access to enforce university policies. If necessary, an additional disciplinary action may be initiated.
4. Room Care: Residents are responsible for: a) cleaning their rooms; b) removing waste material regularly (if they live in Keith Scholars Hall – make sure it is properly tied and available by the inside door to await Custodial pick-up twice a week); and c) maintaining sanitation and safety conditions acceptable to the university.
5. Decorations: Pictures, posters and other materials may be hung using thumb tacks only. NO command strips or poster putty are allowed! The use of nails, screws, tacks, glue, masking tape, Command Adhesive, and other adhesives on walls, ceilings, wardrobes, woodwork, appliances, fixtures, doors or furniture is prohibited. If damage is done to the walls (paint peels, drywall tears, etc.) the room/suite occupant(s) will be charged for labor and materials to repaint the area. Anything that leaves marks on walls when removed, that requires painting and/or plastering for which the resident will be charged. All decorations must be removed when the resident vacates. Students may not attach anything to the sprinkler system head or attached soffit. Students may decorate the outside of the door provided that decorations: a) are not lewd; b) do not block exits; c) should not have any electrical connection to them i.e., lights or powered decorations; and d) do not create a potential fire or safety hazard. Similarly, decorations visible from the outside of the room (i.e. through windows) cannot be lewd. The university does not provide draperies. If residents provide draperies they must be flame retardant and not cover electrical sockets.
6. Noise: All residents are responsible for maintaining reasonable conditions for studying. Excessive noise is a violation of the right to study and/or sleep and will be cause for disciplinary action. Students have the right to sleep and study in their rooms 24 hours a day. To help assist with this, Housing and Residence Life has established quiet hours. Quiet hours require that noise be reduced so that nothing can be heard from within rooms when doors are closed. A twenty-four-hour quiet period goes into effect prior to and during final examination periods to provide residents with an atmosphere conducive to preparing for exams.
7. Guests: Every guest is subject to university rules and regulations. The resident host agrees to monitor, and accept responsibility for, the behavior of his/her guests. Hosts must escort guests at all times. The rights to study, sleep and privacy precede visitation privileges. Overnight guests in an individual unit are limited to two per resident and can visit for up to three consecutive days but no more than six nights in any given month. Guests can visit the assigned room of the host only if there is advance written consent of all residents of the room/suite and in accordance with the specific visitation policies established for that floor. WVSU and the university reserve the right to deny access to any guest if it has been determined that such person has disturbed, endangered or disrupted any resident.
8. Furniture: Students are not permitted to bring additional furniture into the residence halls without prior Director Approval. Furniture such as futon(s)/sofa(s), wooden dressers, additional med/large tables, mattresses, etc. WVSU furniture must remain in the unit and common area. Removal of furnishings from the unit, common areas and/or buildings is prohibited and will constitute a theft. The responsible student(s) may be referred to the WVSU judicial system and/or civil process. WVSU does not have storage space for personal items or for university furnishings. Common area furniture found in an individual unit will be removed and residents charged for labor costs to return the furniture to its assigned location.
DAMAGES
Occupants agree to pay for damages, lost or stolen property, or additional service costs caused by facility abuse or neglect. Damage or loss must be reported promptly to a Residence Life staff member. Occupants will be responsible for damage to or within the unit and for damaged or missing furniture or equipment based on the current cost of labor, materials, and/or replacement cost of item(s). If two or more students occupy the same unit and individual responsibility for damage or loss cannot be ascertained, charges will be divided and assessed equally among occupants of the unit. Residents share in the responsibility for the condition of the common areas within their assigned building and may be assessed fees for damage or theft to a hall floor/wing or other common areas of the building that cannot be attributed to a particular individual(s). These charges must be paid in accordance with the established billing schedule. Persons identified as damaging property may be charged with vandalism under the crimes code of West Virginia and may also face housing and or university judicial action.
FOOD PREPARATION
MicroFridge units and microwaves are the only food preparation appliances permitted within an individual unit. Occupants who store food in their rooms do so at their own risk. To ensure effective pest control, food must be stored in air-tight containers and removed during periods when residence halls are closed.
PETS
Pets are prohibited unless approved through the Office of Counseling and Accessibility Services. Students with the need for service or assistance animals should contact the office for more information regarding service/assistance animal procedures.
FIRE SAFETY
Due to the extreme danger that fires pose in a residential community, any resident who: a) ignites any facility, furnishings and/or equipment; b) interferes with fire officials; c) interferes or tampers with a fire alarm system or safety equipment including sprinklers, heat or smoke detectors, fire alarm pull stations, and pull station covers; or d) places false alarms will be subject to immediate removal from the suite/room and to further applicable university and or civil action. All occupants are required to participate in fire drills. Evacuation of the building by all occupants is required immediately after the fire alarm sounds. Failure to evacuate will subject an occupant to a judicial referral. The storage of explosive or flammable substances, possession or use of other flaming articles, to include candles and incense, within any suite/room is strictly prohibited. In addition, building codes limit the number of occupants and guests to the maximum allowed by room square footage.
APPLIANCES AND ELECTRICAL EQUIPMENT
Refrigerators and microwaves are provided only in the apartments. Residents may bring one additional small refrigerator (not to exceed 2 amps) provided the unit does not cause power problems for the space, in which case its use shall be discontinued. The following are additional appliances are permitted in student suites/rooms: coffee maker, electric blanket, fan (portable), gaming systems, hair dryer/straightener/curler, heating pad, printer and or scanner (those with built-in Wi-Fi will need to be shut off when not in use), stereo/DVD player and television. The following are appliances not permitted in student suites/rooms: air conditioning unit, ceiling fan, electric potpourri burner, electric space heater (except in extreme weather conditions as approved by the university), electric skillet, fog machine, George Foreman or similar grill, halogen lamp, hot plate, hot pot, wax/candle burner, kitchen knives exceeding 4” in length, popcorn popper, rice cooker, toaster, and toaster oven. The university reserves the right to add or delete items to the list of permissible and prohibited appliances. All appliances must be plugged in within the room and must not exceed the amperage limits of circuits in the suite/room. Overloading outlets are not permitted. To protect computers and other electronically sensitive equipment, surge protection outlet strips with a built-in 15 amp fuse or circuit breaker protector are strongly recommended. Multi-outlet electrical adaptors or power strips must be UL approved and have a built-in 15 amp fuse or circuit breaker. Extension cords must: a) be UL approved; b) not be frayed or worn; c) must not be used to power appliances that exceed the rated electrical capacity of the cord. The university reserves the right to confiscate unauthorized or dangerous appliances or to restrict their use if safety/power consumption issues arise.
Apartment Residents: May use provided units within the suite (full kitchen). Apartment residents may have and operate in the kitchen area - George Foreman or similar grill, kitchen knives not exceeding 4” in length, rice cooker, blender, toaster, and toaster oven.
LOCK-OUT POLICY
Residents are responsible for their own key/Room Code and for their access to their room/suite. However, it is not uncommon for students to accidentally lock themselves out of their room/suite. Therefore, the assistance of a Residence Life staff member may be needed in the event of a lockout. The policy for lockouts is as follows.
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There is a grace period at the beginning of each semester for students to get acclimated to their surroundings and become accustomed to carrying their key/card to access their room/suites. This grace period is the first two weeks of the semester. During the grace period, no charges will be assessed for lockouts that occur between the hours of 7:00 am – 12:59 am the following day. Lockouts between 1:00 am – 6:59 am during this time frame, however, will be billed.
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After the grace period, a $25 fee is assessed to a student’s account if they required staff to assist them because of a lockout. Each lockout is consistently a $25 fee.
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The lockout fee is waived if the student lost his/her key and was being charged for a lock core change or a new key replacement.
PAYMENT
Room and board charges are added to the student’s account with the University and are subject to settlement in accordance with the terms and conditions of the WVSU Cashiers Office billing system, which is provided in the Undergraduate and Graduate Catalogs. Periodic statements will be posted on the student’s My State page, showing the amount due the University and the payment due date. Details of this plan may be obtained from the Cashiers Office. A student whose account is delinquent will be subject to the penalties provided in the plan. Checks returned to the University for insufficient funds or any other reason will be assessed a service charge at a rate determined by the Cashiers Office billing system. Within seven days after a bill is rendered, students must pay for assessments for damages to their room, attributed public area damage, and/or for a pro-rated share of damages to areas of their residence hall which are not assignable to an individual, including damage attributed to activation of smoke detectors and sprinkler heads.
ASSIGNMENT POLICY
The University reserves the right to: assign space; authorize or deny room and roommate changes; and require a student to move from one room or residence hall to another. If this necessitates assigning the student to another residence hall with a different room rate, the new rate shall automatically be applied. Open beds will become available throughout the residence hall system during the year. The residents in these underassigned rooms generally have the choice to guarantee the room as a temporary single (Dawson Hall Only) for the remainder of the academic year by paying the pro-rated higher rate for the balance of the contract or to retain the room as standard occupancy, with the understanding that a new roommate could be assigned at any time. The original resident does not have the option to change his/her room to a temporary single once the open space has been reserved for another resident. Assignments are made without regard to race, color, religion, national origin, or sexual orientation. Students of the opposite sex will not be assigned to, nor may they occupy, a bedroom together in traditional hall spaces. Students who are not checked-in to their residence hall room by the third day of classes at the beginning of each semester and who do not notify Residence Life & Services in writing of a late arrival may be reassigned to another room or residence hall on a space-available basis. A resident shall not: sublet, allow anyone to live in his/her room who is not assigned to it by Residence Life & Services, or assign this contract to any other person. Residents who allow their room to be used in violation of this provision are subject to a penalty charge not to exceed the full room charge for each violation for the full contract period. Residents may not have visitors stay for longer than 72 hours in any 14 day period and no more than 6 days in a given month. Residents may not have overnight guests in their residence hall room without the advance permission of their roommate(s).
CONSOLIDATION POLICY
Due to limited space within our residential buildings, at certain times during the academic year, it may become necessary to consolidate residents by reassigning them to new rooms/suites. Generally, implementation of the consolidation policy will only occur during the consolidation period (of both the fall and spring semesters). The purpose of the policy is to ensure spaces for incoming students and rectify the inequitable condition which exists when many students end up living alone (without roommates) or when the total number drops by half in rooms traditionally designated as double, triple, or four person rooms/suites. Students living in a room/suite with a vacancy will receive correspondence from the Office of Housing and Residence Life describing your options. Students required to move due to the consolidation policy will be required to move within 72 hours of receipt of their email. Generally, students will not be required to move into other buildings or other suite types. Housing and Residence Life and will make efforts to keep students affected by the Consolidation Policy within the same building and floor (if available spaces exist).
DINING SERVICES
All residents of West Virginia State University Residence Halls are required to purchase a Residential Dining meal plan. University identification may be used only by the student to whom it was originally issued. University identification illegally used will be confiscated. No refunds are issued if the student misses their meals.
CANCELLATIONS, CONTRACT RELEASE REQUESTS AND REFUNDS/CHARGES
Residence hall contracts are for an entire academic year (August to May) or the balance of the academic year remaining at the time the contract is initiated. Residents may file a Contract Release Request for an exception caused by a change in academic status: withdrawing from the University, participation in a full-semester academic assignment (student teaching or internship) outside of Kanawha Valley Region, participation in study abroad or completing requirements for graduation and not continuing as a WVSU student past graduation. Once signed, a residence hall contract may not be canceled by the student if the student is enrolled at the University during the contract period. Students requesting an exception for any purpose need to complete and submit a Contract Release Request form and all required documentation for their specific request. Details for submitting a Contract Release Request may be found on the Department website. All release requests must be submitted by the student who is making the request.
NEW RESIDENT CONTRACT AND PRE-PAYMENT FEES
When submitting a residence hall contract, new students and current off-campus students must submit a contract payment of $200. One hundred ($100) dollars is a breakage deposit of the contract; $50 is a non-refundable contract processing fee, and the $50 will be applied to housing bill if the student arrives (the student forfeits this money if they do not attend).
WVSU WITHDRAWAL/CONTRACT CANCELLATION NOTIFICATION DEADLINES:
All residents both semesters:
Students have three (3) business days after initiating their contract to submit written verification of their wish to nullify their contract. After this three-day period, students are not typically released from their contractual obligation to commute from home or move to alternative off-campus housing. Residence Life & Services typically processes requests to be released from a contract within 30 working days after the completed request and any required documentation is received in the office. The date the written request is received is the date used for comparison to deadlines for refunds/charges. Required documentation that arrives separately from the Contract Release Request may delay contract release request processing. A student who officially withdraws from the University and moves out of the residence hall according to the below schedule calendar day of a semester and the 50% point of academic enrollment for that semester will be subject to a limited room and board charge to be calculated as follows: (1) Contract Severance Charge of $200 plus: (2) A pro-rated room charge based on the type of occupancy, and (3) A pro-rated charge based their selected meal plan. Beginning with the first calendar day after the 50% enrollment point of the semester a student who officially withdraws from the University and the residence hall or is released from this contract by the University shall be required to pay the full semester’s room charge and a pro-rated portion of the board plan. The amount of money determined by utilizing the above calculations will be charged to the student’s account and the charges for the rest of the semester, plus any damages or other residence hall related charges for which the student is responsible. A student who is banned/removed from the residence hall system as part of a University disciplinary sanction or criminal charges initiated by the University is not eligible for any Residence Life & Services refund and continues to be responsible for the financial commitment of the housing agreement through the full academic year. Students who have not been released to live off-campus may only cancel their residence hall contract or refuse a residence hall contract if they will not be attending West Virginia State University during the contract period. In the event of cancellation of a housing contract by the University, the refund/charge policy is as follows.
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Calendar Days
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Percentage Completed
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Refund Due
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1 - 9
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Add/Drop Period
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100%
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10 - 1
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20% - 10%
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90%
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13 - 29
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11% - 25%
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75%
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30 - 58
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26% - 50%
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50%
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59 - 116
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50% - 100 %
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0%
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Fall semester:
New applicants: For first semester (Fall): $75 of the contract payment is refunded to new applicants when the cancellation is received by May 1; $50 of it is refunded to new applicants if the cancellation is received between May 2 and July 1; and after July 1 the contract payment is not refundable to new applicants. Once the student has checked into the hall he/she will be billed for room and board from the Fall hall opening date through the date of their hall check-out (check out with a staff member and return the room key).
Returning residents:
For first semester (Fall), no charge is made when the cancellation is received by May 1; a $50 charge is assessed to current residents if the cancellation is received between May 2 and July 1; a $125 charge is assessed to current residents after July 1. Once the student has checked into the hall he/she will be billed for room and board from the Fall hall opening date through the date of their hall check-out (check out with a staff member and return the room key).
Spring semester
New applicants: For the second semester (Spring): $75 of the contract payment is refunded to new applicants when the cancellation is received by December 1; $50 is refunded if the cancellation is received between December 2 and December 15; after December 15 the contract payment is not refundable to new applicants. Once the student has checked into the hall, he/she is no longer eligible for any contract refunds and will be billed for room and board from the Spring hall opening date through the date of his/her hall check-out (check out with a staff member and return the room key).
Returning residents: For second semester (Spring) no charge is made when the cancellation is received by December 15; a $100 contract severance charge for cancellations/release requests submitted after December 15. Once the student has checked in to the hall he/she will be billed for room and board from the Fall hall opening date through the date of his/her hall check-out (check out with a staff member and return the room key).
PART-TIME STUDENT STATUS
Students living in the residence halls are expected to maintain full-time student status. Students assuming part-time status may submit a written request to continue their residence hall contract. The University has the rights to deny or cancel the part-time student’s residence hall contract.
UNIVERSITY WITHDRAWAL
Students must notify Housing and Residence Life as soon as they withdraw from the University. Students are expected to vacate their residence hall room within 24 hours of their university withdrawal.
CONTRACT DENIAL
A residence hall contract may be denied a student or terminated with subsequent financial penalties by the University’s Residence Life & Services department because of said student’s past record of violation(s) of the residence hall contract(s). Students residing on a residence hall floor which, in the judgment of the University, has exhibited a pattern of damage and/or other disciplinary problems may not be eligible to return to that floor, residence hall, or the entire residence hall system for the next semester or academic year. The University reserves the right to determine that the past behavior and/or criminal record of any student (including being found delinquent by a juvenile court) is such that the interests of the University, the student him/herself, and/or other students, would best be served by alteration or cancellation of a Residence Hall Contract. If Residence Life & Services becomes aware that a student has a record of criminal conviction(s), falsification of records or other actions indicating behavior(s) that could pose a risk to person or property and/or could be injurious or disruptive to the residence hall community, the University may not accept or may cancel and terminate the Residence Hall Contract. If the contract is so canceled, the student shall be entitled to a full pro-rated refund of room and board fees as of the date the room is vacated. If the student is already residing in the residence halls, he/she may request an appeals board hearing within five (5) days. The decision of the appeals board is final.
CONTRACT TERMINATION
When a student’s contract is terminated by the University for violation(s) of the contract, the student shall pay liquidated damages to the University in an amount not to exceed the student’s remaining financial obligations under the original terms of the contract. The University shall determine the exact amount of liquidated damages in each case. If the student defaults in the payment of room and board fees or in the prompt and full performance of any provision of this contract, the University may, upon three (3) days written notice, invalidate the student’s meal plan without obligation to give credit to the student for meals missed as a result of such action. If the default is not cured within the three-day period the University may, upon ten (10) days’ written notice, forthwith terminate this contract and the student’s right to possession of the premises and all other contracted benefits. If after ten (10) days’ notice to do so, the student has not surrendered possession, vacated the premises, and delivered possession to the University, the student thereby grants to the University full and free right, with or without process of law, to enter into and upon the premises and take possession of the premises as of the University’s former estate and to expel or remove the student and to remove any or all property of the student without being deemed guilty of trespass, eviction, forcible entry, or detainer. Property of the student so removed shall be donated to a registered 501(c) organization. The University shall in no way be responsible for the value, preservation, or safekeeping of any items removed from said room. Furthermore, any student whose contract is terminated in accordance with the foregoing provisions shall be forbidden under penalty of arrest for criminal trespass to enter or remain in any West Virginia State University residence hall without the written consent of the University.
CONTRACT AGREEMENT:
By signing below, I acknowledge agreement with terms and conditions of this contract for room and board at West Virginia State University for 2020-2021, all rules, regulations, and procedures set forth in the Residence Halls, and the “The Buzz”. This contract is made and entered into by and between West Virginia State University and the undersigned student and/or parent guardian (when the student is under 18) for room and board for the entire 2020-2021 academic year. It is agreed and understood that the student may not cancel this contract so long as s/he is enrolled at the University at any time during the contract period. It is further agreed that this contract constitutes a license and does not create any express or implied rights of tenancy
West Virginia State University is an Equal Opportunity/Affirmative Action Institution www.wvstateu.edu