RLL Community Handbook

FERPA

FERPA is the Family Educational Rights and Privacy Act of 1974. The essence of FERPA is to give a student the right to inspect his or her education records and to protect the privacy of these records. The statute applies to any educational agency or institution that receives funding under any program administered by the Secretary of Education.

Resident Rights and Responsibilities

As a resident within the Department of Residential Living and Learning's residential communities, the staff works hard to ensure that the following rights are afforded to everyone and accountability exists for the following responsibilities:

• Sleep: We believe that each resident should be able to sleep safely within their assigned space, particularly during hall quiet hours. Residents have a responsibility to show each other respect in terms of noise levels and requests to lower noise levels.
• Ability to Study: We believe in creating an environment that will provide residents the ability to study within their assigned halls and/or room. Residents have a responsibility to show each other respect in terms of noise levels and requests to lower noise levels if they are hindering studying.
• Personal Belongings: We believe that you should have the ability to keep your personal belongings within your assigned space, and you have a responsibility to secure belongings in your space and secure all doors within your space and within the building to ensure the safety of residents and resident belongings.
• Access: We believe that you should be able to access your assigned space without any hindrances, and you have a responsibility to maintain possession of your key/ keycard at all times. Additionally, you are responsible for any guests you bring into your building/community.
• Clean Environment: We will work hard to ensure that all common spaces are kept up and clean, and we will conduct Health and Safety Inspections to ensure personal responsibility related to maintaining a clean and healthy environment within individual rooms.
• Express Concerns: As a staff we are here to listen to any and all of your concerns and will work hard to ensure that we are addressing your concerns to the best of our ability. You have a responsibility to bring concerns to your RA and/ or Community Director.
• Sustainability: As a staff, we will ensure our practices and our facilities are as sustainable and environmentally friendly as possible. As a resident and member of our community, you have a responsibility to engage around the topic of sustainability and participate in residential community initiatives such as recycling, using water bottle refilling stations and reducing waste of resources such as water and electricity.
• Open and Inclusive Environment: As a staff we will work hard to ensure that we are creating an environment that is welcoming, and residents have a responsibility as community members to do the same. Abuse (written or verbal), threats and/ or intimidation will not be tolerated.
• Conduct: If you are documented by staff as involved in an incident, you will be invited to a meeting to discuss the incident from your perspective. As a resident, it is your responsibility to abide by all Residential Living and Learning Community Standards, the University Code of Conduct, and all directives provided by University employees.

The Residential Living and Learning (RLL) conduct process is designed to encourage students to take responsibility for their actions and ensure that the rights of all members of the residence community are respected. The RLL conduct process includes administrative action and typically involves the following:

• Residents suspected of Community Standards violations are documented by Residential Living and Learning staff, and an incident report is submitted to the professional Residential Living and Learning Staff (Community Director).
• Cases of repeat Community Standards violations or incidents involving a potential safety risk to the resident or community may be referred directly to the Assistant Directors or Associate Director of Residence Education.
• Notification is sent via e-mail to the resident(s) myLeo account of those alleged or witnessed as involved in the violation of the Community Standards.
• During a conduct meeting, the resident(s) will meet with the Assistant Community Director, Community Director, Assistant Director and/or the Associate Director of Residence Education. The resident’s findings of responsible or not responsible in the alleged Community Standards violation is typically decided during or after the conduct meeting. Once a decision has been made, the resident is provided with a decision letter via e-mail outlining the findings and applicable sanctions.
• If the resident is found responsible for a Community Standards violation, sanctions consistent with the Community Standards violation(s) are assigned. Sanctions are typically educational assignments or tasks used to increase self-awareness and encourage appropriate behavior consistent with community living.
• Following receipt of the decision letter, the resident may submit an appeal via the link included in their letter. Appeals must be submitted within five (5) business days from the date of the decision. (Refer to Appeal Process for more information).

Failure to participate in the Residential Living and Learning conduct process will result in further administrative actions including a registration hold on their student account and up to cancellation of housing contract. The Residential Living and Learning conduct process is separate from the Office of Student Rights & Responsibilities.

Students are responsible for what occurs in their room. As a result, they may be held responsible for the violation occurring in their assigned room or suite, even if they are not present when the violation occurred. For conduct purposes, the decision on whether a violation occurred is based upon a preponderance of information and more likely than not, the alleged violation occurred. Preponderance is based on the more convincing evidence/information and its probable truth or accuracy and not on the amount of evidence/information.

Accepting Responsibility for Your Actions

During the conduct meeting, the Residential Living & Learning professional staff member will review the student's rights, alleged violation (s) and incident report with the resident to determine responsibility. Our conduct process is intended to be educational in nature as to allow the student to learn from their mistakes. Residents may be found responsible or not responsible for violations, and these decisions are communicated via email to residents' A&M-Commerce email in a decision letter. A finding of not responsible requires no further action from the resident. A finding of responsible generally requires a change in action or behavior, sometimes called a sanction. Whether a resident accepts responsibility for a Community Standards violation or is found responsible for violation(s) by Residential Living and Learning staff, sanctions assigned are intended to provide the resident with an educational opportunity. Sanctions are designed to provide opportunities for self-reflection, increased self-awareness and a deeper understanding of the impact of their behaviors on themselves and others in their community.

Residence Hall Removal

Residential Living and Learning reserves the right to remove any resident from the residence halls due to safety considerations, contract cancellation, or situations where current medical knowledge and/or the best available objective information demonstrates that the resident poses an actual risk to the health or safety of themselves or others.

Any decision to summarily remove a resident from the residence halls may be appealed via the Appeals Process described below.

Residential Living and Learning is not responsible for making alternative housing arrangements or for payment or reimbursement of any costs any resident may incur as a result of being removed from the residence halls.

Appeal Process

Following receipt of the decision letter, the Resident may submit a written appeal within five (5) business days from the date of the decision. In most cases, the assigned sanctions will not be initiated until completion of the appeal process.

The appeal process exists to review the appropriateness of the initial findings of responsibility and/or sanctions imposed. Beyond not liking the original decision or sanctions assigned, those appealing should have a defined rationale and articulate that clearly. Appeals can be submitted by completing the appeal form found at the link located in the decision letter and uploading an appeal document. The uploaded appeal document should include the following information:

• First and Last Name
• Phone Number
• TAMUC Email Address
• TAMUC ID Number (Student ID)
• Conduct Case Number
• Grounds for Appeal

The appeal must specify one or more of the following grounds:

• That the Residential Living and Learning Conduct Procedures were not followed. Deviations from designated procedures will not be a basis for sustaining a challenge unless the procedural error substantially impacted the finding or sanction
• There is new information or other relevant facts not available at the time of the decision that is potentially sufficient to alter the findings
• That the sanction(s) assigned is/are substantially disproportionate to the severity of the violation

The appeal and all relevant information pertaining to the case will be forwarded to the appropriate administrator. Following a review, the administrator may uphold the initial decision, modify the sanction(s), remand for a full or partial review, or dismiss the case.

Should a resident intending to appeal believe they have been given inadequate time to prepare an appeal, a written request for an extension of time may be submitted to [email protected]. This request must be submitted in writing within the five (5) business day appeal period and must include a proposed submittal date and a rationale for requesting an extension.

Students submitting an appeal will receive email notice of the administrator's appeal decision within ten (10) business days upon receipt of the written appeal. The decision of the administrator is final.

Special Administrative Actions

The following are special administrative actions which may be taken in addition to and apart from the conduct process.

The Director of Residential Living and Learning or designee may initiate action against a resident pending the initiation of the conduct process whenever there is information that a resident poses a threat to the safety or well-being of Housing Community members and/or University property or poses a continuing threat of disruption or interference to typical community life or functioning of the Housing Community.

A resident subject to special administrative actions will be given prompt written notice of the allegations and the opportunity for a prompt conduct meeting. These actions include, but are not limited to:

RELOCATION

The Director of Residential Living and Learning or designee may require residents to move to another room or suite or move to another residence hall/suite. Reasonable notice under the circumstances shall be given.

INTERIM EXCLUSION AND AREA RESTRICTION

The Director of Residential Living and Learning or designee may exclude any resident from University owned, operated or leased housing before final determination of an alleged violation. The resident may be restricted only to the minimum extent necessary when there is reasonable cause to believe that the Resident's residence or presence in a specified area of University Housing will lead to physical abuse, threats of violence, conduct that threatens the health or safety of any person, or cause disruptive activity incompatible with the orderly operation of University Housing.

CONTRACT SUSPENSION

The Director of Residential Living and Learning or designee may prevent re-contract of a resident pending the final determination of an alleged violation(s).

Break Housing

Break housing is available on a limited basis to residents during winter and Spring Break. Residential Living and Learning reserves the right to consolidate residents during break periods as the need arises. Residents are not required to move all of their possessions out while away on breaks. However, the University does not accept responsibility for the loss or damage to personal property that is left within rooms during these periods. Break housing applications and any associated fees will be made available through the Housing portal within the student's myLeo account. Residents who are staying over the break will need to complete this application within the specified time to be guaranteed break housing. Residents who leave items in their room over the Winter Break and do not return for the full Spring term will be charged the full break fee. No guests are permitted during winter break aside from fellow residents approved to stay over break assigned to the same hall.

Check-In

All residents are provided with a move-in date and time via myLeo housing portal. Please follow that schedule to assist in traffic flow. Any early arrivals will need special permission in advance from the Assistant Director of Occupancy Management. Approved early arrivals will be charged an additional fee.

Check-Out

All residents should check out of their assigned space within 24 hours of their last exam or by 8:00 pm on the last day of Finals week. The residence halls close at 5pm on the last day of Exam week. At that time, all residents are required to be out of the building. All extenuating circumstances must be cleared through the individual Community Director. If approved to stay late, residents will be charged a fee.

Consolidation

The Department of Residential Living and Learning reserves the right to consolidate single occupants of rooms that are not assigned as private rooms. Consolidation permits staff to make room for students housed in temporary assignments, facilitate cleaning and maintenance to rooms and to support the private room policy. If a resident does not have a roommate, they are required to keep the other half of the room available to move a student into that space at any time. If a resident is found to have violated this policy, the resident will be charged the private room rate or consolidated into another room.

Housing Requirement

To be eligible to be housed on campus, students must be enrolled full-time, or approved by the Director of Residential Living and Learning. Full-time attendance for undergraduate students is defined as being enrolled in a minimum of 12 credit hours in the fall and spring semester; and six credit hours in the fall and spring for graduate students. To be eligible for summer housing, both undergraduate and graduate students must be enrolled in a minimum of three credit hours each term. Any exceptions to these requirements must be approved by emailing: [email protected].

Reassignment

The Department of Residential Living and Learning reserves the right to reassign students to other apartments, rooms or halls, when determined to be in the best interest of individuals and/or groups of students, availability of spaces, or to address student conduct concerns. Residents are able to confirm their housing assignment and roommate information by reviewing their Housing portal under myLeo.

Reapplication Process

The reapplication process affords residents the opportunity to reapply for a hall assignment for the upcoming academic year. Reapplication information is made available on at Residential Living and Learning, as well as publicized within the halls and through the student’s myLeo account.

Removal from Housing

If a student receives notification of a removal from housing, they will have 48 hours to vacate their assigned space. Failure to do so may result in being criminally trespassed from campus.

Room Changes/Waitlist

During the application process, there are times when desired halls or spaces are filled prior to your assigned application time. If this is the case, you are able to sign up on the waitlist for that desired hall or space. Residential Living and Learning staff will do their best to work through the waitlist and to honor all requests. For more information pertaining to the waitlist please visit Residential Living and Learning.

A student may submit a room change request through the Room Change/Waitlist request in the myLeo housing portal. Please note that room changes will not be approved until Residential Living and Learning Staff has been able to ensure that all residents have arrived and residents located in temporary housing have been placed in their permanent assignments. Residents are encouraged to speak to their Resident Assistant or Community Director if they have concerns with their room assignment.

Room Charges

Room charges are assessed to the student’s myLeo account prior to the beginning of each semester. These charges are payable to the University according to published deadlines. Failure to pay room fees or tuition may result in a loss of your housing contract. To avoid this, please contact the University to set up payment or enroll in a payment plan.

Room Condition Report (RCR)

Prior to arrival upon campus, each room is inspected by the Residential Living and Learning (RLL) staff. During this inspection, the Resident Assistants (RAs) document damages and/ or issues within the room and will place work orders to address any concerns. Upon arrival to their assigned room, students will inspect the room and complete the Room Condition Form via their Roompact account (Roompact.com). Students have 72 hours after check-in to submit their Room Condition Form.

Summer School Housing

Limited housing is available for students taking classes over the summer. Residents must be registered for a minimum of three credit hours for the term in which they are seeking housing or receive permission to stay. Information regarding summer housing will be sent out to the student's myLeo account and is available on the webpage.

Withdrawal

Students withdrawing from the university must first notify the university Registrar's office to receive withdrawal forms and provide them to RLL to be released from the contract. A student must check out of the residence hall within 48 hours of withdrawing.

In addition to the Code of Student Conduct, residents are required to abide by the Department of Residential Living and Learning Community Standards. Any violations of the following policies and those outlined in the Code of Student Conduct may result in the student being referred to the student conduct process.

Alcohol

In accordance with System Police 34.03, Alcoholic Beverages- alcohol is permitted in “University Apartments and Residence Hall room (individuals 21 years or older).” Alcohol is strictly prohibited in the assigned spaces of residents under 21 years of age. Residents who are at least 21 years of age are permitted to have alcohol in their assigned bedroom (this does not include common areas) in accordance with Texas law. Texas law requires individuals must be at least 21 years of age to purchase, possess, or consume alcoholic beverages. In addition to this, all residents are held to the following standards:

1. Residents are prohibited from being in possession of empty alcohol containers, including decoration.
2. Residents are prohibited from being in possession of items that can be used for rapid consumption, examples include but are not limited to: shot glasses (if under 21), funnels, ice-luges and kegs.
3. Residents less than 21 years of age may not knowingly be in the presence of alcohol or under the influence of alcohol.
4. Residents will not possess, share, sell or use kegs, beer bongs, beer balls or other common-source containers of alcohol, nor will they possess a large quantity of alcohol or alcohol containers intended for or used by a group rather than an individual.
5. Residents may not be visibly intoxicated.
6. Residents will not manufacture or sell alcohol either directly or indirectly.
7. Residents may not display advertisements of alcohol that are visible outside of their assigned residence hall/apartment.
8. Residents will not provide or serve alcohol to anyone less than 21 years of age, nor will they host or promote an event where alcohol is present and any guest who is less than 21 years of age is in attendance.
9. Residents will not possess or consume alcohol in public places, including, but not limited to, lounges, study rooms, hallways, entryways, elevators, stairwells, balconies, terraces and decks. If the door of the residence hall room/apartment is open, the space is considered a public place.
10. Residents guest's, regardless of age, are not permitted to consume alcohol.

Arson

Starting a fire, no matter the size, within a residence hall or within the immediate surroundings outside a residence hall is strictly prohibited. Violations of this rule, which may also be considered a violation of state law, include setting fire to items on a door, bulletin board or any other flammable material within the residence hall. Grilling is only permitted within designated grill areas.

Assistance or Service Animals

Requests for assistance animals must be approved in writing before the resident brings the animal on campus and residents approved for an assistance animal must abide by guidelines set by the Office of Student Disability Services and Residential Living and Learning in order to maintain approval to have the animal in the residential community. Assistance Animals (as defined by the Fair Housing Act) must reside in the resident's assigned space, must not be taken into any other resident's assigned space and must be with the resident and under the resident's control any time they are outside the resident's assigned space. Residents must also remember to pick up after any approved animal. Not picking up after an approved animal's waste will likely result the host student/ resident going through the student conduct process.

Bicycles

Bicycles may not be secured in any way to permanent fixtures such as trees and railings. Bicycles may only be secured to a designated bike rack. Bicycles secured to permanent fixtures in a residence hall or community will be removed at owner's expense. Residents are encouraged to register their bicycle with the University Police Department.

Business/Private Enterprise

Using your physical or Internet address to conduct private entrepreneurial ventures by you, your family or visitors from your apartment is prohibited.

Cooking

Cooking in the residence halls is allowed with approved cooking appliances only (see unapproved appliances and household items policy for more information). Residents are responsible for ensuring that proper sanitation, ventilation and fire safety precautions are taken. Cooking is not permitted within residence hall rooms, unless utilizing a microwave. Community Kitchens must be kept clean at all times (dishes clean, food stored properly, etc.). Any damages resulting from improper use of kitchens or food disposal will be billed to the individual(s) responsible.

Cooperation with Residential Living and Learning Staff

Your Residential Living and Learning Staff members are University officials. Residents are expected to comply with any reasonable request by Residential Living and Learning Staff when they are doing their jobs. Verbal and/or physical abuse directed toward any Residential Living and Learning staff member is prohibited.

Damage to Residential Living and Learning Property

Damage to or littering on Residential Living and Learning property is not permitted. This includes but is not limited to failure to take personal trash to the dumpster, negligence/ failure to notify RLL of maintenance issues that worsen over time, such as leaks and/or mold and disorderly conduct or defacing (intentionally or unintentionally) of any internal or external residence hall spaces. If a specific person cannot be identified or there is reason to believe community members are responsible, the entire floor/ wing/ community may be billed for damages to the area.

Door Propping/Pulling

Propping or forceful pulling open of any residence hall door is strictly prohibited, this includes laundry room doors.

Drugs and Drug Paraphernalia

In accordance with the Code of Student Conduct, possession, consumption, sales and/ or manufacturing of illegal drugs are prohibited by Texas State Law. Additionally, items that could be considered drug paraphernalia, including but not limited to: vaporizers, tobacco wrapping paper and “bongs” are prohibited.

Fire Safety

All residence halls are equipped with fire safety equipment. This includes but is not limited to, smoke detectors, fire extinguishers, pull stations, fire and evacuation signs and fire exit doors. Residents and their guests are required to abide by the following polices and guidelines:

1. Residents are not permitted to tamper with or destroy fire safety equipment. Please see the Code of Conduct.
2. Residents are required to exit the building during all fire alarms.
3. Residents are not permitted to be in possession of any items with an open flame, whether they are lit or not, such as candles.
4. Residents are permitted one UL-approved power strip per wall outlet and are prohibited from plugging one power strip into another. All major appliances (refrigerators and microwaves) must be plugged directly into the wall outlet. Extension cords, including light strings are prohibited.
5. Residents are prohibited from pulling on or propping any Fire Exit or Exterior Building Door.
6. Emergency exits are to be used for emergency evacuations. The misuse of emergency exits will be documented and handled judicially, which could result in a fine and/or disciplinary action.
7. Paths to the exit door, windows, hallways and safety equipment should be kept clear at all times.
8. Fireworks, Smoke Bombs and Explosives of any kind are not permitted within the entire campus community.
9. Only 20% of each side of room doors may be decorated.
10. Tampering with the electrical/wiring system, painting and installation of any additional property is prohibited.

Furniture

Each student room is provided with the proper RLL furniture. Residents are to abide by the following:

1. Residents are prohibited from placing furniture as to block access to windows, air vents, air conditioning and heating units.
2. Residents are prohibited from placing furniture provided by Residential Living and Learning outdoors, including on patios.
3. Residents are required to return all furniture to its original position and location within their assigned space at the conclusion of their contract.
4. Residents are required to report any damage to furniture/missing furniture during the term of their contract. Intentional damage or damage due to negligence/a failure to follow Community Standards will likely result in fines and/or fees for repair or replacement.
5. Residents are prohibited from removing University furniture from their space/room.
6. Residents are prohibited from utilizing a waterbed within their room.
7. Residents are prohibited from utilizing additional furniture within their room without approval from their Community Director.

Gambling

The State of Texas prohibits gambling, whether it be for money or not, from occurring on the University premises. Residents are prohibited from participating in gambling activities.

Guests/Visitation

Guests are any person(s) who is a non-student, student, or resident of a different residential community space than your own. Each resident may host up to two (2) guests at any given time. However, a resident must check in any guests they choose to host via the front desk of their hall or the online check-in form via Roompact. All unapproved guests will be asked to depart the residential community immediately. Additionally, when hosting guest, residents must adhere to the following:

• The resident(s) is not permitted to have more than the max number of individuals in their assigned room/suite/apartment at a time.
  • Max Guests for Entire Unit
    • PR & P2 = 4 (+2 occupants) = 6 individuals
    • P3 = 4 (+2 occupants) = 6 individuals
    • P3 Single = 2 (+1 occupant) = 3 individuals
    • WH Single = 2 (+1 occupant) = 3 individuals
    • PC/NP 2/2 = 4 (+2 occupants) = 6 individuals
    • PC/NP 4/2 = 2 (+4 occupants) = 6 individuals
    • PC 1-bed = 2 (+1 occupant) = 3 individuals
• Resident(s) planning to have overnight guests must receive permission from any roommates/apartment-mates/suitemates at least 24 hours in advance and must check their guest in via the guest check-in system. Overnight guests may not stay more than 48 hours unless the host has been granted permission by their respective Community Director (CD).
• Resident(s) are responsible for accompanying any guest while the guest is in the residential community (i.e., do not leave a guest in your space while you go to class, do not let your guest go to other floors without you, etc.).
• No guests are permitted during winter break aside from fellow residents approved to stay over break assigned to the same hall.
• The resident(s) is responsible for the behavior of their guest, including the guest complying with the directive of any University employee.
• Cohabitation in the residence halls is a violation of the contract between the Department of Residential Living and Learning and the resident. Cohabitation is defined as hosting any visitor (resident or non-resident) exceeding 48 hours within a given week without permission from the Community Director (CD).

Guns/Firearms

In accordance with university and state law regulations for firearms on campus, the possession of guns/firearms without a license is prohibited. The open carrying of handguns is prohibited on campus with or without a license (see Texas Government Code Section 411.2031 and Texas A&M University system policy 34.06.02R1). Any resident of campus housing who has a handgun license and wants to store a handgun in his/her assigned room must provide their own safe, intended and manufactured for handgun storage. The resident may not provide access to their safe to any other individual. Failure to comply with this rule may result in removal from campus housing and will be referred to the Office of Student Rights and Responsibilities. For additional information regarding guns/firearms on campus please visit the Handguns on Campus.

Hall Games

Residents are prohibited from engaging in any sports or “sport-related” activities within the residence hall rooms, lounges, hallways, or stairwells. This includes but is not limited to throwing footballs or kicking soccer balls down hallways.

Health and Safety Inspections (HSIs)

Residential Living and Learning Staff will conduct Health and Safety Inspections four to six times a year. Residents are required to make sure their assigned space is in compliance with Residential Living and Learning policies, procedures and Community Standards.

Identification/Keys

Residents are provided a University identification card, which in some cases serves as the residents' room key. For other residents, access to their space is provided via a physical key, which is checked out to them during move-in. For the safety of our community, keys are only issued to a resident for access to the assigned room/apartment. Student ID cards are encoded with the ability to grant access to the appropriate doors designated with card readers. The student ID card will only function for the assigned community of residence (for example, in New Pride, you have a physical key to your space but your student ID allows access to the laundry facilities within New Pride).

Residents are required to abide by the following requirements regarding Identification and Keys:

1. Lion Cards and physical keys are property of A&M-Commerce and are non-transferable. Possession of a Lion Card or physical key by anyone other than the owner is a violation of University regulations. Use of a Lion Card or physical key by anyone other than the owner will result in the resident going through the conduct process and is subject to criminal prosecution.
2. Residents and their guests are required to provide identification (preferably a Lion Card) to Front Desk staff upon entry to any residential community and/ or when requested by Residential Living and Learning staff. Failure to provide identification may result in being escorted from the building, criminal prosecution and/ or going through the conduct process.
3. To control the inventory of the keys, duplication of University keys is prohibited.

Noise/Courtesy Hours

Quiet hours are in effect every day from 10:00 pm-10:00am. Residents and their guests are expected to be considerate of roommates and neighbors 24 hours a day. This includes noise heard from surrounding apartments or rooms, residential facilities (lobbies, kitchens, etc.) and residential parking lots/garages.

Twenty-four-hour quiet hours will begin the week prior to exam week of each semester and be in effect until the conclusion of the exam period.

Pets

Fish are the only pets permitted in the residence halls and may only utilize one tank no more than 10 gallons in size. Any pet or proof of pet, including stray animals, found in or around a resident's room will need to be removed immediately and will result in a fine of $100.00 + $25/day until removal. Residential Living and Learning and/ or SSC staff will inspect the resident's living space upon confirmation the animal has been removed to assess any damage. Residents may be assessed additional charges for additional cleaning/disinfecting/ damage, as well as a $25 per day charge for any pet and pet items that were not immediately removed. If you are aware of any stray animals in the area, please contact UPD at (903) 886-5868 to request removal. For information about Assistance Animals, see Assistance Animals policy.

Prohibited Items

Due to safety and security concerns, the following items are strictly prohibited within the residence halls. Electrical balance/hover boards/scooters/skateboards, sun lamps/tanning beds, shopping carts, string lights, scented plug-ins, warmers, multiple socket boxes, electric blankets, gasoline cans, candles, incense, oil lamps, extension cords and space heaters. This list is not all-inclusive; any item that poses health and safety risks to the community poses a risk of damaging University property and/ or negatively impacts building function and operations are prohibited.

Restricted Areas

All residents and their guests must abide by the following policies regarding restricted areas:

1. No student shall make unauthorized entry into any residential building, office, attic, roof, or other restricted area within the residential community.
2. Students who have been trespassed from a residence hall floor, building or area are required to abide by the stipulations of that agreement.

Room Modifications/Decoration

Residence Hall rooms are equipped with items that have been deemed to be fire-preventative and safe. Residents are required to abide by the following policies regarding room modifications/decoration:

1. Residents are required to leave their room in the same condition as found on their room condition report
2. Residents are prohibited from painting their rooms
3. Residents are prohibited from using command strips or other materials to hang items. These items remove paint from walls. Failure to abide by this policy will result in a fee being assessed to the student's account.
4. Residents may use industrial pushpins and small picture-hanging nails to hang items.
5. Students who place items in windows that the University determines to be offensive and/or obscene will be asked to remove the items immediately and are subject to the conduct process
6. No additional lock mechanisms may be installed in room doors
7. Residents will assume responsibility for any damage beyond normal wear and tear to residential facilities
8. Residents are not permitted to use double-sided tape on any surface as it will cause excessive damage

Room Occupancy

Residential Living and Learning reserves the right to limit the number of individuals in an apartment or residence hall room or at a university apartment or residence hall event in cases where the safety of occupants may be a concern or where the noise level in the room violates either the quiet hours or courtesy hour rules.

Solicitation

Residential Living and Learning does not allow solicitation by students, outside groups, student organizations or companies in the residence halls without prior approval from the Director of RLL or designee.

Smoking/Tobacco

Smoking of any substance, including e-cigarettes, is prohibited in all campus facilities; this includes porches, balconies, stairwells, sidewalks and enclosed inner courtyards. The smell of smoke, ashes, tobacco and/ or illegal substances is prohibited. Possession of smoking devices such as pipes and hookahs within the residential community is also prohibited.

Tampering with Locks

Residents are encouraged to make sure their assigned space is secure at all times and locks are always in working order. Tampering with locks is strictly prohibited, including disabling locks, breaking locks, etc.

Theft

In accordance with the Student Code of Conduct, theft of any kind, including seizing, receiving or concealing property with knowledge that it has been stolen, is prohibited. Sale, possession, or misappropriation of any property or services without the owner's permission is also prohibited.

Traffic Signs

Residents may not remove, store, or be in possession (including having their assigned living space) of traffic signs. In accordance with the State of Texas Transportation Code Section 544.005 the State of Texas prohibits the possession of any traffic sign, including but not limited to: state, city, directional and informational signs.

Unapproved Appliances and Household Items

To assist in providing a safe environment for all residents, all items that are brought into the residence hall must be approved for use. Any and all items that have an open heating source or pose a threat to fire safety are not permitted within any residence hall. This includes but is not limited to: Halogen lamps/bulbs, hot plates, rice cookers, Crock pots, coffee pots, deep fryers, broilers and toaster ovens.

Unoccupied Room/Bed Spaces

Residents may not occupy or otherwise make use of rooms or bed spaces that they are not assigned to, including for storage of items or hosting guests.

Weapons

In accordance with TAMUC System Policy 34.06.02, weapons are not allowed in the residential community or in vehicles on Residential Living and Learning property without proper authorization. Due to safety and security concerns, the following items are strictly prohibited within the residence halls: Weapons that may cause damage to the building or to other students including, but not limited to paintball guns, airsoft guns, nerf-type guns, ammunition, pellet or BB guns, slingshots, arrows, axes, machetes, brass knuckles, nun chucks, throwing stars, Tasers, knives and guns/ firearms (without a license to carry). See Guns/Firearms policy for guidance on legal possession of firearms on/ around campus.

Windows and Window Screens

Windows, including the screens, may not be removed or altered in any way. In instances where windows have been permanently locked due to safety concerns, residents may not alter, unscrew or unlock them. No articles may be thrown or hung from windows. The threshold of all windows and balconies may not be crossed at any time for any reason.

Wireless Routers

Apogee, an outside contractor, provides wireless for the residential communities. Residents are not allowed to have routers. Use of a router in the residential communities is a policy violation.

Blue Emergency Phones

There are many emergency phones located throughout campus. These phones can be identified by a blue light on top of the phone. Some phones are mounted to buildings and others are on a pedestal. All phones say “Emergency” on the side and are a direct link to UPD's emergency dispatchers.

Door Access System

Residential Living and Learning has placed security access doors on many hall doors. Residents are prohibited from propping these doors as it may cause permanent damage to the system and to the individual door, as well as permitting entry to non-university affiliated individuals within the halls. If you see a door propped or broken, please inform your Residential Living and Learning Staff immediately so that this may be addressed.

Fire Alarm System

Each building is equipped with a fire alarm system. Residents are required to evacuate the building during the sounding of all alarms unless told otherwise by a member of the building staff and/or the University Police Department. Residents are prohibited from tampering with these systems, including but not limited to: pulling fire alarms when no fire or threat of fire is present, playing with fire extinguishers, covering smoke detectors and hanging items on or playing with sprinkler system within the building. Failure to adhere to this policy could result in a fine up to $500. (See Policy and Procedures for evacuation plans.)

When an alarm sounds, residents should do the following:

1. Immediately close windows;
   1. Grab keys, phone and University ID card; Wake roommate and inform them of the alarm; Put on shoes and grab a jacket (if during night and/or colder months)Check the door or doorknob. If it is cool, open and proceed toward the closest emergency exit to the assigned meeting location. If it is hot, do not open, place a towel under the door if smoke is either seen or smelled, call 911 and inform them of your location. Leave the door closed and walk to the exit. If smoke is encountered, stay low for air. Do not use an elevator.
   1. Do not re-enter the building under any circumstance until cleared by UPD or Residential Living and Learning Staff member.

Lion Safe App

The University Police Department along with Campus Operations and Safety has created the Lion Safe App. This app contains valuable safety instructions along with a mobile blue light phone, a friend walk app, an up-to-date weather app and much more. This app can be found in the Google Play Store and the Apple Store and is provided at no charge.

Outdoor Warning System (OWS)

The Outdoor Warning Systems are known by many as “tornado sirens” or just “sirens.” However, it is important to understand that the Outdoor Warning System is designed for all hazards. As the name implies, the system is designed for people that are outdoors. Those that are indoors may not be able to hear the OWS for various reasons (radio or television is on, vacuum cleaner going, etc.). The OWS should only be used as a supplemental warning tool for individuals. OWS can be used to alert citizens of tornadoes, hail, hazardous material incidents, civil emergencies and any other impending hazard that could adversely affect the lives and property in the general vicinity.

Pride Alert Warning System (PAWS)

The Pride Alert Warning System (PAWS) is a mass notification system used to inform students, faculty and staff of school closings and emergency situations. If you wish to participate, sign up on myLeo under apps. In the event of severe weather, school closing, or any other emergency, you will be contacted via phone call, text messages and email.

Smoke Detectors

Each residence hall room is equipped with a smoke detector. Smoke detectors in rooms are inspected annually by the Department of Campus Operations and Safety. If at any time the smoke detector starts beeping periodically, it may mean the batter needs replacing. Submit a work order for the battery to be replaced. Do not remove the smoke detector; this is a direct violation of RLL Policy notifying UPD to respond to your residence.

Sprinkler System

In addition to the fire alarm system, sprinklers have been installed in many of the residential communities. These are for the safety and protection of the residents, their belongings and University property. According to the NFPA 2018, nothing can be stacked, stored or constructed within 18 inches of a sprinkler head (Non sprinkler Halls are 24” from the ceiling). Hanging objects from sprinkler heads is strictly prohibited. Report any damages to the sprinkler system to the Hall desk immediately.

Ways to protect yourself and your property

With a large number of residents living on campus, the University Police Department believes that security is everyone's business and they solicit residents' assistance in protecting their own and others property. The University cannot assume responsibility for accidents, loss, stolen, or damage personal property. The following tips, if properly and consistently employed, will help prevent the most common losses sustained by residents:

1. Keep rooms locked at all times. Residents should not loan their keys to anyone. Promptly report the loss of a room key to a Residential Living and Learning staff member;
2. To lessen personal losses, carry renter's insurance on valuable items and keep a record of all serial numbers on the property. UPD offers a free service of engraving and logging serial numbers;
3. Keep cars/motorcycles locked. Store valuables out of sight;
4. Register Bicycles with UPD upon arrival on campus and keep them locked at all times when not in use. Bicycle racks are provided within all residential areas and adjacent to many academic buildings;
5. Be aware of your surroundings. Promptly report any suspicious persons or activities to UPD by calling 903.568.5868
6. Property/Renters Insurance: Residents residing within a residence hall are sometimes covered under their parent/legal guardians' current homeowners or renters insurance. The Department highly encourages you to purchase a renters insurance policy offered through many insurance companies. These policies will be effective in such incidents as fire, theft, flood and other casualties which may cause damage to a residents' property.

Duty Phone Numbers

Each building/ complex has student and professional staff on duty from 5 pm until 8 am Monday through Friday and 24 hours a day on weekends as well as when the campus is closed (such as holidays) to respond to resident needs in their area. See below under “Residential Community Contact Information” for the duty staff phone number for your building/area. The student staff available at the duty number listed below are all staff that live in the building, change nightly, and are all trained to provide assistance. They can assist with lockouts, lower level community, facility and personal issues, and can connect you to professional staff for more emergent issues. It is important to note if you have a medical or other emergency, always call 911 first.

Front Desks

Each building/complex has a front desk that is responsible for serving that area. Each traditional hall front desk (Phase 2, Phase 3, Pride Rock, Smith and Whitley) is staffed by a team of Desk Assistants 24 hours a day, 7 days a week unless otherwise noted (such as during holidays or break periods). Apartment community front desks (New Pride, Family, & West Halls and Prairie Crossing & F Halls) is staffed by Desk Assistants from 10am-10pm. Desk Assistants are student staff who are there to assist in answering general questions and refer you to the appropriate resources when needed. The Front Desk provides access to the community kitchens, gaming equipment such as pool sticks and can assist with temporary keys for your assigned space. To check out anything from the Front Desk, you must be a resident of that particular building and provide your Lion Card.

Laundry

All residence halls are equipped with free laundry facilities within the building/complex. Only residents of each hall or area will have card access to these facilities. Allowing non-residents to gain access to these facilities is a violation of hall policy. Please report any mechanical difficulties to your hall desk or building staff immediately.

Vending Machines

A variety of vending machines offering access to drinks and snacks are available within the residence halls. While not all of them are capable, some have the ability to accept Lions Cash, Cash and/or Credit Card. For refunds and/or other concerns regarding the vending machines, please contact Ms. Jennifer Perry at [email protected]

Within the Department of Residential Living and Learning, there are several opportunities to become involved and gain valuable experiences that will truly impact your collegiate career and enhance your overall residential experience. Below are a few of the opportunities that we provide.

Become a Student Staff Member

Being a student staff member is a great opportunity and an excellent professional development experience. Our student staff members are comprised of Desk Assistants (DAs) and Resident Assistants (RAs). The hiring processes for these positions traditionally begin toward the end of the fall semester. If you are interested in joining our student staff team, please contact [email protected] for more information. All RLL student staff positions are listed on Hirealion when open.

Hall Programming

Your building staff, in conjunction with your HC, hosts various programs throughout the academic year. The goal of these programs is to provide opportunities for residents to cultivate relationships with others in their buildings, as well as be connected to their campus resources. Examples of traditional programs include; Welcome Back Bar-B-Ques; Halloween in d'Skies, which is a Halloween party hosted in the Prairie Crossing garage. If you are interested in assisting or have ideas for programming, please contact your RA or HC.

Hall Senators

Each residential community will engage in a recruitment process to designate Hall Senators to serve as an advocate for that community and represent that community at Residence Hall Association meetings and functions. Senators will attend Residence Hall Association (RHA) general assembly meetings, participate on RHA committees and participate in planning/ implementation of RHA initiatives.

Residence Hall Association (RHA)

The Residence Hall Association (RHA) serves as the overall representative organization for all students who reside on campus. They play an active role in the experiences of all residents by providing opportunities for service projects, educational and social programming, as well as leadership experiences. RHA is affiliated with the National Association of College and University Residence Halls (NACURH) and the Southwest Affiliate of College and University Halls (SWACURH), which provides a great support system for a wide variety of programming and professional development opportunities.

Custodial and Maintenance (operated by SSC, a 3rd party contractor)

The custodians within the buildings are responsible for regular cleaning duties in public areas for example: community bathrooms, lounges, laundry rooms, etc. Residents are responsible for any supplies needed and the cleaning of their rooms/apartments, bathrooms, and kitchens. Full-time maintenance staff is responsible for making repairs within the residence hall. All maintenance concerns should be reported through the work order process via the housing portal in your myLeo account. Residents are not permitted to make their own repairs to spaces.

If you have any maintenance issues with your room, bathroom, common area, grounds, lounge, etc. please submit a work order. For emergencies that occur after business hours and on weekends, please contact the RA on Duty for your assigned residence hall. An emergency can include, but is not limited to: an active water leak; a broken window or door that would prohibit the unit from being secured; no working toilet in a unit that only has one bathroom; no hot water. In case of smoke or fire, call 911.

Dining

Each resident has the opportunity to purchase a meal plan through the Department (freshmen are required to obtain a 19+ $750 Flex or 17+ $750 Flex meal plan). Dining is offered through Sodexo and provides many locations to dine across campus. These locations include the Lions Mane Cafeteria, Lion's Lockers and Chick-fil-A located within the Rayburn Student Center, Starbucks within Gee Library and Jimmy Johns located in Nursing Health Sciences. Review the variety of meal plan options and to learn more about our dining options on campus at Campus Dining Services. For special dietary needs, please contact Student Disability Services via email at [email protected] or 903-886-5150.

Mail Services

Individual residence halls are not permitted to receive mail. Students wanting to receive mail/packages can do so by purchasing a PO Box from the A&M-Commerce Post Office located across from the Music Building and Memorial Stadium. The post office will perform a visual verification of residency by one of two ways: you will login to the housing portal to show your current booking information under “My Housing information” or show the confirmation email received with your signed housing contracts. The cost is $84 per year or $42 for 6 months.

Residents are also able to receive packages through the package locker system located at Whitley Hall (next to the main residential front entrance).

How it works: You can receive packages to be picked up in Whitley Hall by following the steps below. Have your package shipped to:

Texas A&M University – Commerce

Student's Full Name: First or Preferred (no nicknames) and Last

Student's Residence Hall Name (Example: Phase 3)

2600 South Neal Street

Commerce, TX 75428

**Note: Failure to include the above information will result in the package being lost, delayed or returned. Packages will be returned if the 2600 Neal Street address is not used.

When the package arrives, the receiving staff will place the package in a locker. The resident will receive an email from [email protected] with a locker assignment, QR code and numerical code to access the specific locker. Once the QR code is scanned or numerical code is entered at the kiosk, the locker will automatically open for the resident to receive their package. Packages received on the weekend will be processed and delivered the next business day.

Hours of operation (package lockers only): you may pick up your package 24 hours a day, 7 days a week

If you have questions regarding this new service, feel free to email [email protected].

Lion Card Access Office

As a resident on campus, you are required to carry your Lion Card with you at all times. Your Lion card provides you access to your buildings and within Phase 2, Phase 3 and Pride Rock provides access to your individual rooms. If this card is lost, you are required to purchase a replacement card for $10. If after business hours, please contact your front office who will be able to assist you in obtaining a temporary card. If the temporary card is lost, there will be a fine of $10.

Residents are also able to set up their Lion Card credentials on their mobile device for door access, meal payment, Lion Cash and more.

University Police Department (UPD)

The TAMUC University Police Department (UPD) is here to assist in the overall safety and security of the University and all residence halls. Our UPD officers are very visible within the residential community and even conduct rounds of the individual buildings. They also manage the many security cameras located around campus to ensure the safety of our community. They are here to assist you with any of your safety concerns. They also provide a list of services such as: assisting with jump-starting a car, or assisting with lock-outs. For a complete list of all of the services provided please visit the University Police Department or visit the UPD office in Henderson Hall for more information.