Residence Hall Common Area Use Policy and Procedures
There are a variety of common areas (e.g., lobbies, recreation rooms, TV rooms, study rooms/lounges, and laundry rooms) intended for the use of the students living in residence halls. These facilities were constructed and are operated using funds derived only from residence hall student room payments and, as a result, the use of those facilities are reserved for use by residence hall students and their guests. Exclusive use of any of these common areas by one or more individuals will have an effect on the incidental use of these facilities. In addition, use of residence hall space by non-residence hall students or student organizations may also have safety and security implications. Recognizing, however, that from time-to-time it may be appropriate to allow one or more student organizations, including those from other residence halls, to utilize a particular common area space more or less exclusively, this policy and procedures are intended to provide guidelines for students and residence hall staff to follow in that regard.
Residence Hall Lobbies
For the most part, lobbies, the most public of residence hall common areas, serve a public reception function, as general lounge and recreation space, and occasionally a place for scheduled activities, including those intended for raising funds for residence hall students and their guests. The behavior of students, their guests, and visitors must reflect those primary functions and, therefore, inappropriate behavior – e.g., disorderly conduct, littering, sleeping, cutting hair, watching personal TV’s, etc. – will not be permitted.
Occasional use of the lobbies for activities by registered student organizations, with priority given to the residence hall organizations from the hall(s) adjoining the lobbies, will be permitted.
1. All registered student organizations wishing to request use of a residence hall lobby for any purpose must complete a Residence Hall Common Area Use Application Form available from the residence hall desk or resident director of the adjacent hall(s) at least fourteen (14) calendar days before the date of the activity to allow appropriate consideration by the hall government(s) and the resident director(s). Applications for lobby use will be considered by the appropriate residence hall government(s) which will serve in an advisory capacity to the resident director(s). A representative from the organization wishing to sponsor an activity utilizing a residence hall lobby may attend the hall government meeting(s) at which the application will be considered. The resident director(s) will approve or disapprove all applications. Non-residence hall student organizations wishing to conduct an activity in a residence hall lobby must also complete a Student Organization Facility Request available at the Student Activities and Leadership Programs Office and receive appropriate approval from that office.
2. Residence hall organizations will have priority over non-residence hall organizations and those from the residence hall(s) adjoining the lobby will have the highest priority.
3. A hall government and/or a resident director may support an application with limitations or chose not to support any application for the use of the lobby. In the event that the hall government and/or resident director of one hall adjacent to the lobby supports an activity in the lobby while the hall government and/or resident director of the other hall does not, every effort will be made to resolve the disagreement. If an agreement in support of the activity cannot be reached, the activity will not be approved.
4. Resident directors may approve requests for lobby usage without benefit of a hall government meeting review when unique circumstances warrant it.
Residence Hall Recreation Rooms/Spooner Hall FRED Room
Residence hall recreation rooms and the Spooner Hall FRED Room are also intended primarily for the exclusive use of the students living in the adjoining residence halls for meetings, activities, and incidental use. In view of supervisory issues as well as the access to residence hall living areas, these areas are not for use by other residence hall organizations or non-residence hall groups. If a residence hall organization from one of the halls adjoining a recreation room wishes to sponsor an activity in the recreation room or an organization from Spooner Hall wishes to use the FRED Room, a representative from that group must:
1. Tentatively reserve the space by contacting the appropriate resident director(s).
2. Complete a Residence Hall Common Area Use Application Form available from the residence hall desk or the resident director.* The completed application must be turned in to either the residence hall desk or their resident director at least fourteen (14) calendar days before the date of the activity to allow appropriate consideration.
3. From time-to-time a residence hall organization may choose to co-sponsor an activity with another residence hall organization or with a non-residence hall group. The application process is the same as outlined above, although the completed application form must include information regarding supervision and control of access to the adjoining residence halls after they have been secured at night and the other group’s adviser must be present for the activity.
4. Applications for recreation room use will be considered by the appropriate residence hall government(s) which will serve in an advisory capacity to the resident director(s). A representative from the group wishing to sponsor the activity may attend the hall government meeting at which the application will be considered. The resident director(s) will approve or disapprove all such applications.
5. A hall government and/or a resident director may support an application with limitations or chose to not support any application for recreation room use. In the event that the hall government and/or resident director of one hall adjacent to a recreation supports an activity in the recreation room while the hall government and/or resident director of the other hall does not, every effort will be made to resolve the disagreement. If an agreement in support of the activity cannot be reached, the activity will not be approved.
* If a group from Spooner Hall wishes to have an activity in the FRED Room that includes the use of alcohol, the group must comply with the Procedures Regarding the Use of Alcohol in Designated Residence Hall Facilities.
General Conditions for Common Area Use
1. Conduct. Rights of residence hall students must be respected at all times. Use of public areas must comply with rules and regulations stated in the Student Code and University Ordinances as well as all other expectations set forth by the staff responsible for supervising the area.
2. Clean-up. The area must be left clean and orderly. Trash must be placed in proper receptacles, tables wiped off, floor swept/vacuumed, furniture properly placed, etc.
3. Costs. Any costs associated with set-up for non-residence hall organizations, clean-up, or damages for a particular activity will be charged to the sponsoring group(s).
4. Disqualification. In addition to appropriate charges, failure to adhere to these conditions may disqualify the organization from future use of a residence hall common area.
Other Residence Hall Common Areas
1. TV rooms and study rooms may be used by residents of the hall and their invited guests. Unless specifically approved by the resident director, TV and study rooms are not to be used for sleeping.
2. Residence hall laundry rooms may only be used by residents of the hall.