Application Process
Applications for the next academic year (August – May) are made available to residents currently living in the residence halls during a room selection process in the spring semester. This process will take place late February/early March. A $200 advance payment is required prior to a student selecting a space for the next academic year.
ADVANCE HOUSING PAYMENT REFUND
The deadlines and refund policy for the Advance Housing Payment are for cancellations prior to the start of the initial contract semester.
FALL REFUND
On or before May 1 $200
After May 1
But before June 1 $100
After June 1
But before July 1 $50
After July 1 $0
ROOM ASSIGNMENTS
If a vacancy in your room or suite occurs, it must remain a vacancy until it is assigned by the Office of Residence Life. Residents found spreading out to occupy more than one space are subject to fines and disciplinary action.
ALTERNATE ROOM ASSIGNMENTS
Alternate spaces are floor lounges utilized as rooms, a fifth person in a quad room, and rooms in McComas Village. Each residence is provided a full set of furniture. The fifth person in a quad room and space in McComas Village are considered temporary assignments. A reduction in the room rate for the semester will be given should the resident remain in this temporary space beyond the third week of classes in the semester. Applications that are the last to be confirmed for an on-campus space may be assigned to an alternate space.
CONTRACT DURATION
The contract for University Housing and Dining Services is in effect for one academic year (August-May), unless you are participating in an approved University off-campus academic assignment (student teaching, co-op, and internship), or basic training. The housing contract is in effect from the first day the residence halls officially open to the last day of final exams, excluding the break between semesters.
CONTRACT RELEASE
Students leaving The University of Toledo during the semester or at the semester break must submit a Contract Release Request form to the Office of Residence Life. Release from your residence hall contract will be granted for the following reasons: graduation, co-op/internship, academic withdrawal, medical withdrawal, marriage, and/or an extenuating circumstance that cannot be rectified within the terms and conditions of the contract.
You must provide a complete description of the circumstances that have led to a contract release request and attach documentation to support your claim. You will be notified in writing as to the decision of your request for release within 10 days of the receipt of your request. If your request is denied, you may appeal the decision to the Director of Residence Life or his/her designee.
The resident’s contract continues to be in effect until the resident is notified in writing that the release or the appeal is approved, all personal belongings have been removed, and the check out process completed. Residents who move-out without prior approval or release from their housing contract will remain in the system and be billed for the remainder of the contract.
CONTRACT RELEASE REFUND
ROOM - If a contract release request is approved, the refund schedule is as follows:
Week 1 and 2
Semester room fees less daily charges for week 1 or 2
Week 3 – 8:
50 percent of the semester room fee
Week 9 - end of semester:
No refund
MEAL PLAN - If a contract release request is approved, the refund schedule is as follows:
Week 1 and 2: 80 percent of the unused semester balance
Week 3 – 8: 50 percent of the unused semester balance
Week 9 – end of semester: No refund
CONTRACT DENIAL OR CANCELLATION
A student’s residence hall application-contract may be denied or terminated by the Office of Residence Life because of past record of contractual violations. A student may also be administratively denied access to the residence halls. Students who have been convicted or have pled guilty to a felony offense of violence shall not be permitted to reside in University housing. This includes but is not limited to sexual offenses, such as assault and rape, or the use, possession, sale transportation, or distribution of a controlled substance in violation of the Ohio Revised Code.
ROOM INSPECTIONS
The residence hall/apartment staff and/or the Office of Health and Safety are authorized to conduct periodic room/suite/apartment inspections to identify conditions potentially harmful to health and safety. The times for these inspections, except during break periods will be announced in advance to allow the occupants of the room an opportunity to be present. You will be given adequate time to correct identified deficiencies.
Search of a resident’s room may be authorized when there is reasonable cause to believe that there is a violation of the Student Code of Conduct as set forth in the Student Handbook, the Ohio Revised Code or the guidelines in the Residence Living Guide. The University Police or Residence Life staff under the following conditions conducts the search:
a.Consent of the occupant(s ) of the room; and/or
b.Presentation of a warrant issued by the appropriate legal body or agent; and or
c.Permission to search by the director of residence life or designee.
University officials, including the Residence Life staff, reserve the right to enter a resident’s room, locked, or unlocked, at any time in response to an immediate threat to the safety and well-being of residents, physical integrity of the facility, or to address maintenance issues. [Julianne: make this a new paragraph; no actual text changes though]
ABANDONED AND CONFISCATED PROPERTY
This policy applies to either
· Personal property left in the student’s room or left in a public area by a student who vacates a room
· Items confiscated from a student by staff
Property left in a student’s room or public area will be removed, labeled and stored for 30 days. Storage fees will be assessed at a rate of $10.00 per day. Residence hall staff will notify the student via e-mail, telephone or mail to claim the collected items. After 30 days, the University may dispose of the abandoned property without legal liability. The student may be charged a $40.00 disposal fee billed to his or her University student account.
Note – if ownership of the property constitutes a violation of policy, the item may be turned over to either the UT Police Department or the Office of Judicial Affairs. Alternatively, the student may be required to dispose of the item.
HOUSING TRANSFER
Students may be required to move to another housing facility on or off campus. This may happen when circumstances do not warrant a student’s removal from campus, but suggest a new assignment may be important to promote the safety and welfare of the individual and the community.
Contract Terms and Conditions
RESIDENT OBLIGATIONS
The resident agrees to:
a. Be an enrolled, full-time student for the duration of the contract.
b. Abide by the policies set forth in the terms and conditions statement, as well as the Residence Living Guide, the Student Handbook, and all other University of Toledo policies.
c. Claim keys to the assigned room by noon on the first day of classes, unless the student has advised the Office of Residence Life of delayed arrival.
d. Inform the Office of Residence Life, in writing, by noon on the 1st day of classes to cancel his/her housing contract, to avoid being charged all room and meal plan fees.
e. Not change rooms without prior authorization from the Office of Residence Life or the Hall/Community Director.
f. Accept a room consolidation, if his/her roommate does not arrive or moves out mid-semester, by being prepared to receive a roommate at any time and by keeping half of the room unoccupied, or by moving in with a new roommate.
g. Care for the physical facilities of the residence units. Damage to the student's room and furnishings shall be the financial responsibility of the occupants of the room. If damage beyond normal wear and tear occurs to floor public areas of the facility, and it is not possible to determine the responsible person, residents of the floor/suite/wing or building will share the financial responsibility for such damage.
h. Use the residential rooms, the building, its facilities and adjacent grounds solely for residential purposes. Commercial for-profit businesses will not be permitted to operate from or on residential premises owned or operated by The University of Toledo.
PAYMENT OF FEES
All fees, including but not limited to room and meal plan charges, tuition, and other associated fees, are due and payable as may be required by the University. Should the resident default in complying with any payment dates for any of resident’s financial obligations, the University may seek any remedy in law or in equity, including specific performance of the resident’s obligations or seek money damages. The resident agrees to pay all reasonable costs, attorney fees and expenses that are incurred by the University in enforcing this provision.
RESERVED RIGHTS OF THE UNIVERSITY
The University reserves the right to:
a. Reassign residents at any time in order to make the most efficient and beneficial use of available accommodations.
b. Check student rooms for the purpose of assessing and repairing the physical facilities and to ensure maintenance of health and safety standards.
c. Enter and search a resident's room and to seize matter possessed in violation of University policy or state law. Such search and seizure will be conducted when there is reasonable cause to believe that a violation has occurred and in the presence of the occupant(s) of the room, unless an emergency necessitates an immediate entry. Emergencies that necessitate an immediate entry are limited to times when 1) a person may be physically harmed and/or endangered, 2) when University property is being damaged or is reasonably in danger of being damaged, and 3) when Residence Life staff deem it necessary for policy enforcement.
d. Change the room and/or meal plan rates at the beginning of the next semester if such a change is necessitated by economic conditions during the period of this agreement.
e. Assume no responsibility for loss or damage to a resident's personal property. We highly encourage residents to get renters insurance.
f. Reassign a resident at the University's or the Department of Health's discretion due to illness or disease and in the best interest of the individual student's and the public's safety.
CONTRACTUAL OBLIGATIONS
a. If a room assigned to a student is not available and the University cannot provide an alternate room, the room and meal plan requirement shall be terminated. All rights and liabilities of the parties involved shall cease, and the student shall be entitled to a prorated refund of room and meal plan fees.
b. A student’s contract is in effect for the entire academic year, (August through May), beginning with the first day of classes or the day a student is assigned to a space if classes have already begun, and as long as the student is enrolled for classes during the academic year. It is expressly understood that breaks between semesters are not included in the basic academic year contract. Students remaining in the residential facilities during periods not covered by the contract will be assessed an additional fee per day. Students must receive permission from the Office of Residence Life to remain in the facility during certain break periods.
c. Room and meal plan privileges are non-transferable.
d. Duplication and loaning of University-issued keys or ID cards or accommodation of unauthorized guests is prohibited.
CONTRACT TERMINATION
a. The Office of Residence Life may terminate the On-Campus Housing and Dining Service contract for:
· violation of laws
· violation of University or residence hall regulations or policies
· conduct or existence of such conditions that would reasonably affect the health, safety and welfare of the student or others
· revocation of resident status, or
· non-payment of room and meal plan fees.
b. In issues related to termination of the housing contract, the student would have the opportunity to respond to the charges at a hearing conducted by the Director of Residence Life or his/her designee. A determination of the student’s housing status would then be made.
c. When a contract is terminated for violation of policies or laws, the student forfeits any unused portion of room rental fee for the semester, but is eligible for a refund of meal plan fees according to the refund schedule.
d. Students who are graduating or withdrawing from the University will be released from their contract upon submitting a contract release request form and supporting documents.
e. Students requesting release from the contract for other reasons other than those listed above must submit a contract release request form no less than 14 days prior to the end of the semester to receive priority consideration. Requests will be reviewed and if approved, releases will be in effect upon issuance of a decision by the Office of Residence Life.
Frequently Called Numbers
Academic House Information Desk 3946
Athletic Ticket Office 2239
Bursar’s Office 5755
Campus Card Office 5842
Campus Information 4636
Campus Police 2600
Carter Hall Information Desk 2496
Commuter and Off-Campus Services 8521
Computer Services 3644
Counseling Center 2426
Crossings Information Desk 1700
Dean of Students Office 2256
Finance Office 5510
Financial Aid 8700
Horton International House Information Desk 1600
Quad Information Desk 4970
McComas Village 1360
Ottawa House East Information Desk 8774
Ottawa House West Information Desk 8775
Parks Tower Information Desk 4381
Resident Student Association (RSA) 4190
Residence Life Office 2941
Student Conduct 4944
Student Medical Center 3451
Student Recreation Center 3700
Telecommunications 7998
University Dining Services (AVI) 2903
University Dining Services (Catering Office) 2670
Hall Directors Office Phone Numbers
Academic House - 3919
Carter Hall -7106
The Crossings -1345
Horton International House-1605
Quad (Dowd/Nash/White) -4349
McComas Village -1369
Ottawa East - 5882
Ottawa West -5882
Parks Tower -7062
Safety, Security, and Emergency Information
UT POLICE (Call 419.530.2600 not 911)
University of Toledo Police Department (UTPD), housed on campus, responds to all emergency situations in the residence halls. Do Not Call 911 for emergencies occurring inside the residence halls, call 2600 (or 419-530-2600 if using a cell phone). You may also use the blue emergency phones located by sidewalks around campus to reach UTPD. For non-life threatening emergencies inside the residence halls, simply contact your information desk (open 24-7).
SAFETY AND SECURITY
All residents should assume responsibility for ensuring safety and security within University residence facilities. For your safety and security please follow all Residence Life policies, university policies and federal and state laws
RESIDENCE HALL ACCESS
Access to the residence halls is restricted to residents, escorted guests, and authorized University personnel. All guests must register at the information desk and be escorted by residents of the building at all times. Residents must carry their Rocket ID at all times in order to be able to enter their assigned residence hall. Residents have access only to their assigned residence hall.
PROPPING DOORS
Residents may not prop any residence hall entrance/exit doors which are intended to remain closed and/or locked for safety and security reasons. Students who are found propping doors will be subject to judicial action as defined in the Student Handbook.
FIRE SAFETY
When the fire alarm is activated, all residents and guests must immediately leave the building using the nearest stairs and exits. Do not use the elevators. Follow the directions of the residence hall staff, Police or fire department personnel. Rooms may be checked in order to confirm evacuation of all occupants. The University of Toledo reserves the right to conduct fire drills in the residence halls during the academic year at a reasonable time of day. Failure to evacuate the building during a fire alarm will result in disciplinary action including a $50 fine.
FIRE SAFETY EQUIPMENT
Fire safety equipment (including pull stations, smoke detectors, sprinkler systems, exit signs, fire extinguishers, and fire hoses) is provided for the safety of building occupants. Fire safety equipment should only be used to alert occupants to a real fire or to extinguish a real fire. Residents are expected to avoid careless and inappropriate behavior near fire safety equipment that could activate the fire alarm system.
Anyone who intentionally activates the fire alarm system when there is no fire is subject to prosecution through the criminal court system and/or disciplinary action through the University judicial system. The expected sanction for such a violation is suspension from the University for a minimum of one semester and remuneration of costs incurred.
Anyone who tampers with fire safety equipment or removes it from its proper location, other than for proper use, is subject to disciplinary action. The minimum University sanction for a first time violation is a $50 fine and may result in termination of the resident’s housing contract.
FIRE EVACUATION
When the fire alarm is activated, all residents and guests must evacuate the building. Everyone must wait outside away from the building until a staff member indicates they may return. Failure to evacuate during a fire alarm is a serious violation of University policy and results in disciplinary action and a $50 fine.
WINDOW AND SCREEN SAFETY REGULATIONS
For safety purposes, window screens must not be removed or opened, nor should any attempt be made to open windows that are permanently closed. Do not drop or throw anything out of a residence hall window or enter or exit any building through a window. There is a $10 screen reinstallation charge. Repair and/or replacement can cost up to $40 per screen.
TORNADO SAFETY
In the event of a tornado, all residents and their guests are expected to follow the established tornado warning guidelines of each residence hall and/or directions from the staff. Generally, the designated tornado safety areas are located on the lower levels of the residence halls.
DANGEROUS MATERIALS
Residents may not possess or use dangerous materials such as explosives, firecrackers, ammunition, smoke bombs, flammable chemicals including, but not limited to, gasoline, propane, and/or other combustibles. These items are not permitted inside the residence halls, nor should they be delivered to your residence hall address.
No student shall intentionally ignite or threaten to ignite substances in or near the residence halls or apartment buildings including the parking lots.
ENVIRONMENTAL SAFETY
Residents must adhere to Federal, State, and University regulations regarding environmental safety. Residents are responsible for the proper disposal of personal, room and/or suite waste into appropriate waste containers. Intentionally, negligently or recklessly exposing someone to hazardous waste as determined by the law or University policy is strictly prohibited. Violations of the environmental safety policy include, but are not limited to the following:
1. Inappropriate use, storage, and or disposal of chemicals, paints, etc.
2. Inappropriate disposal of sharp objects (e.g. needles, syringes, broken glass, razor blades, fluorescent bulbs, etc.).
3. Inappropriate disposal of or exposure to blood born pathogens, bodily fluids, biological waste etc. (e.g. public urination, defecation or regurgitation)
WEAPONS
The display, possession, use, or intent to use firearms, ammunitions, bows, arrows, swords, knives, with the exception of culinary knives used solely in kitchenette areas for cooking purposes, or other weapons (BB guns, pellet guns, air/CO2 guns, paint or blowguns, martial art weapons, toy guns, squirt guns, etc.) is strictly prohibited. None of these items should be shipped or delivered to your residence hall address.
INCENSE & CANDLES
Burning items such as incense, scented oil, candles with open flames or embers and/or natural fuel (oil, kerosene, gasoline, propane and charcoal) are prohibited in the residence hall rooms/suites or public areas, including the surrounding parking lots.
HEALTH HAZARDS
Items such as soiled clothing, rotten or expired food, dirty bathroom facilities (dirt, mold, mildew, etc) and the noxious odors emanating from such, pose serious health hazards to the community and are prohibited. Residents living in suite-style housing must clean their showers and bathrooms regularly. Cleaning supplies for the shower and bathroom are located at the front desk. All residents are expected to clean their rooms, refrigerators/microwaves and empty their trash. Spoilt or expired food should be discarded immediately. Cleaning supplies are located at the information desk in suite style residence halls. All information desks have brooms, dust pans and vacuum cleaners.
NIGHT WATCH (SAFETY ESCORT SERVICE)
Students traveling on-campus during the evening hours can utilize the night watch staff. Trained escort teams comprised of two-person teams who carry two-way radios that keep them in contact with the University Police Department as they accompany students across campus. To request an escort, students should call 419.530.3024 (On-campus 3024).
CAMPUS SAFETY PROGRAMS
Professional staff members provide programming to inform residents about safety issues. Programs include self-defense demonstrations, common sense precautions, and information regarding the location and use of emergency phones around campus.