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Residential Life Expectations, Rights & Responsibilities

For a PDF version of the Residence Hall Handbook please click here.

Living on campus can be a truly rewarding part of your Emporia experience. Our goal as a department is to work with residents to create an environment for growth and fun where residents learn to take responsibility for themselves and the community. We have worked to put many of our expectations into policy language so you understand the behaviors that support your success and the success of others. In addition to policies stated in our Residence Hall Handbook we have developed the philosophy statements below to add context to your rights and responsibilities while living on campus.  These statements, as well as policies and procedures, are aimed at helping you develop skills, be successful at Emporia State, and become a part of an enriching, on-campus community. If you have any questions about this handbook please contact the Assistant Director of Residential Life, Paul Jacobson-Miller at pmiller8@emporia.edu.

Philosophy of Your Rights & Responsibilities

  • You have the right to know what is expected of you within the residence halls. You have the responsibility to read and understand the information provided to you by the University, including the Residence Hall Handbook, Student Handbook and all other University policies and procedures.
  • You have the right to make your own choices. With that comes the responsibility to ensure those choices do not infringe upon the rights of others or violate University policies. These policies support the educational mission of the University and foster a safe and comfortable on-campus environment.
  • You have the right to be treated with dignity and respect. You have the responsibility to acknowledge the value of others and to learn from others in an atmosphere of positive engagement and mutual respect.
  • You have the right to be able to sleep and study in a reasonably peaceful and quiet space. You have the responsibility to allow others the same right by observing quiet hours and 24-hour courtesy hours.
  • You have the right to privacy, equitable use of your room in terms of space and time and freedom from unwanted guests. With that comes the responsibility to let your roommate(s) know your preferences through the roommate agreement and to work through differences in a cooperative manner.
  • You have the right to confront others’ behavior in an appropriate manner if that behavior infringes upon your rights. You have the responsibility to examine your own behavior if confronted by others and work towards resolving conflict.
  • You have the right to seek assistance from Residential Life, Police & Safety, or any other University staff with concerns regarding your living environment. You have the responsibility to keep your building and room secure and to prevent strangers from accessing the building.  You have the responsibility to notify staff in a timely manner when a problem exists and to cooperate while they partner with you.

We encourage you to reflect on these rights and responsibilities, talk about them with your peers and with staff, and make them part of your educational, on-campus experience.


As students living in the residence halls you have a unique opportunity to connect with your fellow students and with the greater campus community. As responsible members of our educational community you will need to read through and understand what is expected of you. In addition to the University policies we have our Residence Hall Policies. Please read through this document and let us know if you have any questions. Please note that these polices may be updated and changed throughout the year.

Abandoned Property

The Department of Residential Life will not be liable for property left in the building after a student vacates his/her housing assignment. Residents must remove all personal property and possessions from the residence halls within 48 hours of withdrawing from the University, upon termination of his/her contract, or after their last final exam of the semester.  The student grants the Department of Residential Life the right to dispose of any property left by the student after the date when the student vacates or is expected to vacate the premises as allowed by law. Storage and/or disposal charges may apply.

 Responsibilities

Procedures

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Alcohol Policy and Procedures

Emporia State University is committed to maintaining an environment that is conducive to academic achievement and personal growth. Recognizing that the misuse of alcohol does not enhance or contribute to the academic success or growth of students, the following policies have been set forth.

Policy

Responsibilities

Procedures

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Assault, Harassment, Intimidation, Bullying and Defamation

The Department of Residential Life seeks to create a safe and inclusive atmosphere that recognizes and protects the rights of all residential students. Intolerance, bigotry, and bullying are contrary to the values of Residential Life. Therefore, the Department of Residential Life takes a strong stance against perpetrators of assault, harassment, intimidation, hate speech, bullying, or defamation of any nature.

Policy

Any of the following acts, even if communicative in nature, are prohibited and could lead to removal from the residential community.

Responsibilities

Procedures

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Bed Lofting & Bunking

The Department of Residential Life is committed to providing you with a safe and comfortable living environment, and lofts pose many safety problems. Given this, personally constructed lofts, raised platforms, or other physical space alterations are not allowed within residential facilities.

All beds within each residential facility have the ability to be bunked. Bed furniture provided by Residential Life in North and South Towers can be lofted with provided loft kits. The lofting of beds is to be executed by Residential Life personnel. Students, parents and guest should not attempt this process on their own. Requests for lofting or bunking may be made prior to move-in by contacting the Department of Residential Life. Requests for lofting or bunking may also be made throughout the year at the Reception Center.

Requests for bunking bed must be agreed upon by both roommates.

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Bicycle Storage & Removal

Bicycles are to be kept in the bicycle racks outside the residence halls or inside the student’s room. Students should NOT secure bicycles to building signs, trees, or any other area that is not solely intended for bicycle storage. 

Bicycle use and storage is not permitted in the hallways, lounges, stairwells, entrances, or exits. The University will assume no liability for lost, stolen, or damaged bicycles.

Bicycles that appear to be abandoned at the end of the academic year will considered abandoned property and removed.

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Break Housing

Winter Break

At this time, the Department of Residential Life does not provide housing options during Winter Break. Residents are responsible for making off-campus accommodations during this time.

Summer Housing

Residential Life provides housing for students taking summer classes. Contracts for summer housing are typically available near the end of April. Housing is charged at a nightly rate and is billed to student accounts.

Fall Break, Thanksgiving Break & Spring Break Housing

All residence halls remain open during this time. Dining services offers limited dining options during breaks; student meal plans are not active during this time. 

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Complicity

Your presence in a location where a violation of the Student Code of Conduct or Residential Life policy is occurring may indicate acceptance of the alleged behavior.  Failure to remove yourself from the situation or make a reasonable effort to stop violations of policy is indicative of bystander behavior and may constitute a violation of the policy.

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Conduct Process

In most cases, when a student is observed potentially violating a residence hall or University policy, a residence hall staff member will identify him/herself: communicate which regulation may have been violated and request identification. Should this occur, be aware of the following:

Residential Life staff will typically inform residents that the situation will be "documented”. This means that an incident report will be submitted to Residential Life professional staff. All people involved in an incident, as well as witnesses, are typically included within an incident report.

 When Residential Life staff receives an Incident Report, one or both of the following may happen:

Conduct Meetings before a Hearing Officer

A Complex Coordinator, the Assistant Director or the Director of Residential Life will serve as the Hearing Officer.  The conduct meeting, before a hearing officer, will typically take place after the initial filing of an incident report and within 5-10 class days. Correspondence with the student will primarily be delivered through the University email account.

The purpose of the initial hearing is to assemble all evidence and discuss policy violations with the student in order to make a determination concerning the validity of the allegations.  As part of that process, the hearing officer will:

The aim of the initial hearing is to resolve the situation at the lowest level.

The student will be sent a decision letter (typically within 5-10 class days) with the results of the conduct hearing and will list any sanctions placed upon him/her.  Determination of responsibility and the assignment of sanctions will be decided even if/when a student refuses to attend the conduct hearing. 

Sanctions

The primary purpose of a sanction is to educate the resident by bringing awareness to the possible consequences of their conduct, exploring the impact on their conduct on the community and learning to take responsibility for one’s actions.  In some instances, however, the community's need outweighs the University's ability to educate an individual.  In such cases sanctions must be imposed, including a room change, probation or suspension from the residence halls.

The following sanctions may be imposed for conduct violations. This is NOT a complete list:

Appeals

A student may appeal the hearing officer’s judgment and assignment of sanctions to the Director of Residential Life within five (5) class days of the notice of decision.  Such appeals must be in writing and shall be delivered to the Department of Residential Life (South Morse Hall, Room 308). For conduct cases where the Director of Residential Life serves as the hearing officer, appeals will be submitted to the Dean of Students (Memorial Union, Room 260).

A student may not appeal a decision solely on their dissatisfaction with the results of the initial hearing. The request for an appeal must cite at least one of the criteria listed below and provide supporting argument(s). All documentation and information for consideration of an appeal must be included with the student’s request. 

1) The student believes the initial hearing was not conducted fairly in accordance with the policy and/or procedures violated and information presented. 

2) The student believes the sanctions assigned are unreasonable or are not appropriate for the policy violated.

3) The student has new information or facts that are relevant to the case and/or were not available at the time of the initial hearing.

The request for appeal will be reviewed and either granted or denied.  If denied, the results of the initial hearing become final. 

The appeal of relocation, restriction of entry, residence hall suspension or removal from the residence halls does not delay the sanction. In these cases the student must abide by the sanction(s) while their appeal is being processed.

 Failure to Complete Sanctions

If a student fails to complete the sanction(s) or does not complete to the level of expectation, the Hearing Officer will meet with the student again and lengthen the deadline for sanction completion and/or assign additional sanctions.  Students who fail to complete their sanctions on time may also be charged with violating the "Failure to Comply" policy.  Students who do not complete sanctions may ultimately be removed from the residence halls and a hold may be placed on the student's account. 

Confidentiality and Privacy

Emporia State University affords students their full rights in conformity with the Family Educational Rights and Privacy Act of 1974, its amendments and implementing regulations. All records concerning Residential Life judicial actions are confidential. These records are only accessible to Emporia State University staff with a legitimate need to know. In order to comply with the Clery Act and other required reporting, aggregate conduct data is shared with various agencies.

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Confiscation Policy

The Department of Residential Life reserves the right to confiscate property identified as a policy violation in this handbook and in the residence hall contract. Items that are not illegal to possess but are a violation of Residential Life policy (e.g. hot plates and candles), or that are used to violate residence hall policy (e.g. stereo equipment) may be confiscated by Residential Life staff.  These items will be held by the Complex Coordinator. It is the responsibility of the student to schedule a time with the Complex Coordinator to retrieve confiscated item(s) and remove from the building.

Weapons and illegal items will be reported to and confiscated by Police and Safety.

Student Responsibility

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Contract Cancellation*

Prior to Move-In Date

Students who wish to cancel their housing/meal contract prior to move-in are subject to the terms and conditions on the housing and meal contract. Please note that the prepayment of $145.00 will be forfeited at the time of contract cancellation.

After Move-In Date

Residents requesting a contract cancellation after the predetermined move-in date should meet with the Complex Coordinator of his/her assigned residence hall. Residents approved for contract cancellation and who remain enrolled as an Emporia State University student, will be responsible for a cancellation fee of 40% of the remaining balance of their existing contract. Please keep in mind that this fee includes both housing and meal costs (see Meal Plans).

Exemptions to Cancellation Fees

Students may be released from a contract without fees for the following reasons:

Cancellation Procedure

A student who is approved to move off campus must meet with their Complex Coordinator to complete contract cancellation paperwork. The student must also complete a proper check out and return their room key.  If a student fails to return the key and/or damages the room or furniture, charges will be added to their student account.

Please adhere to the following procedures for cancellation requests:

Upper-class Students

First-Year Student’s Withdrawing from University

First-Year Student Requesting Seeking Off-Campus Housing

Cancelling a Contract and Keeping the Meal Plan

A student who is moving off campus may elect to keep their meal plan when canceling their contract. Please visit the Dining Services webpage to learn more about Commuter Meal Plan options.

* First-Year students requesting a contract cancellation must first submit a Housing Waiver Request Form or they must have withdrawn from all classes before the cancellation will be processed.

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Cooking and Community Kitchens

The Morse Complex is equipped with a community kitchen that is available for use by Morse residents. A key to the kitchen may be checked out from the Reception Center. Residents who wish to use the kitchen should take note of the following guidelines:

Residents who wish to prepare food in their rooms may do so using approved electrical appliances (e.g. microwaves).

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Disruptive Conduct

A student shall not impair, interfere with, or obstruct the orderly conduct, process, or function of Residential Life or any of its residents, staff members, University officials, guests or the surrounding community. 

Prohibited Activities

Specific violations of this standard include, but are not limited to:

  1. Interfering with the freedom of movement of others;
  2. Interfering others’ ability to study or fulfill the academic mission of the University;
  3. Invading the privacy of another person;
  4. Interfering with the right of a resident to appropriately use any residential building, facility, property, service, resource, or activity; 
  5. Interfering with a Residential Life or University official in the performance of his or her duty;
  6. Interfering with the freedoms of speech, religion, or association of another;
  7. Trespassing or the unauthorized access of any residential building, facility, property, service, resource, or activity;
  8. Making, exhibiting, or producing any inappropriate, loud, or disruptive noise or behavior;
  9. Acting recklessly or in a manner that causes a disruption to the orderly function or operation of residential life;
  10. Exhibiting public nudity or lewd behavior; or

Eliminating bodily waste in any area of residential buildings, facilities, or property other than restrooms.

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Drugs and Drug Paraphernalia

The possession, sale of, and/or use of illegal drugs or drug paraphernalia on campus are strictly forbidden. Possession or sale of drugs may result in removal from the residence halls. Residents removed for disciplinary reasons will be held responsible for all contract cancellation charges.

Responsibilities

Procedures

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Early Arrivals

The Department of Residential Life works to accommodate the early arrival of students who are involved with athletics and other student organizations. Coaches and advisors work with the Housing Coordinator to make arrangements for students requiring an earlier move in date. Individual students may also request permission for an earlier move-in date; however, approval is not guaranteed. All policies will be in place and enforced from the time of arrival.

Billing for early arrivals is charged at a nightly rate. Billing for University sponsored groups will be invoiced to specific offices and/or organizations. Charges for individual students will post to the student’s account.

All requests for early arrival should be directed to the Department of Residential Life.  Students who have not made prior arrangements to move in early may not be permitted to move in.

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Electrical Appliances

Residents are permitted to have electrical appliances in their rooms provided the electrical appliances are safety labeled by Underwriter Laboratories (UL) or Factory Mutual (FM).

All heat producing appliances must have non-exposed heating elements. Both the appliance and any cord used in connection with it must have a UL or FM approved label.

See “Prohibited Items” for a list of items not allowed in the residence halls.

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Elevators

Elevators are for the convenience of all residents; to prevent malfunction, residents should avoid rocking, jumping, or overloading elevators. Vandalizing elevators is prohibited and may result in a referral through the conduct system.

In the event that an elevator stops moving while occupied, press the red elevator alarm button and wait for assistance. Furthermore, if you happen to have a cell phone, it is advisable to call Emporia State University Police & Safety (620-341-5337). Do not attempt to force doors elevator doors open.

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Entry into the Opposite Sex Restroom

Restrooms are designated for specific gender (biological sex) use. Residents or guests should only use the restroom designated for their gender. Residents should direct guests to a restroom designated for guest gender or to a gender-inclusive restroom (where applicable)

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Exterior Door Access

All exterior doors of all residence halls remain locked 24-hours a day, seven days a week. Designated exterior doors are equipped with swipe card readers. Residents must use their Hornet Card to access these doors.  To ensure the safety of all residents, no exterior door is to be propped open at any time.

Access to exterior doors is specific to a resident’s assigned hall and will not provide access to any other University facility. Access to the residence halls is not available until the designated move in date. Access to the residence halls is disabled during winter break while the halls are closed; residents will not be able to use their Hornet Card to access the halls during this time.

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External Fire Escapes

Both North and South Towers are equipped with external fire stairwells, which are intended as emergency exits in the event of fire. These fire escapes are intended as exits only.

Students should not use these fire escapes for any purpose other than emergency exit from the building. Prohibited use of fire stairwells includes but is not limited to:

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Failure to Comply

University students are expected to adhere to reasonable verbal, written, or published instruction by University staff when working within the appropriate performance of their duties. Abusive language or other behavior which is threatening and directed toward University staff, including student staff, is prohibited and subject to disciplinary action.

Failure to comply can indicate, but is not limited to:

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Fire Safety

The Department of Residential Life takes fire safety seriously and all residents are expected to cooperate with fire safety protocol.  For this reason, the following activities are forbidden, and those engaging in them may be subject to judicial sanctions and/or criminal charges:

Activating a fire alarm system without proper cause endangers the safety of all residents, as well as the security of the greater community and the fire department. A false alarm is not a prank; it is a criminal offense that endangers the safety of others. A student, who, without reasonable cause, activates a fire alarm system or tampers with fire safety equipment, may face removal  from the residence halls and be referred for criminal prosecution.

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First-Year Residency Requirement

As a residential campus committed to the education of the whole person, the residential experience is considered an integral part of a student’s education and the University experience. The on-campus experience provides each student a supportive living environment, proximity to academic resources, convenient access to organized student activities, and social interactions.  In short, the on-campus experience provides a unique climate for personal growth opportunities, which are an integral and intentional component of the university education. Given this, Emporia State University requires full-time, first-year students to reside in the residence halls.

This first-year residency requirement applies to a student with freshman academic status and international students in their first year of studies at Emporia State University.

Conscious that a small number of students may be interested in pursuing their educational goals without this residential experience, Emporia State University allows for students who meet the following criteria to live off-campus.

Domestic Students

Students who meet the requirements below may apply for a waiver to the on-campus requirement by completing the Housing Waiver Request Form (For more information, see First-Year Housing Waiver).

International Students

First-year international students who meet the requirements below are eligible for an automatic waiver from the on-campus living requirement.  These students do not need to complete a Housing Waiver Request Form

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Furnishings

All furniture purchased for the use of residents living in University residence halls and designated for the common areas or lounges shall remain in the common areas. The furniture is not to be moved to student rooms for personal use. Removal of community furniture from designated spaces may be considered theft.

Each residence hall room is equipped with an extra-long twin size bed, desk, desk chair, and clothing storage. Exact furniture varies depending upon room type. Your Room Condition Report (RCR) is intended to provide accurate records of the furniture in each room. All furniture must remain in your room at all times. Residential Life does not remove furniture from individual rooms due to lack of storage space. Charges may be assessed for furniture that is damaged or removed from a student’s room.

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Gambling

Any gambling-related activity that is a violation of the law is prohibited within the residence halls, including within individual residence hall rooms. Students may choose to play games in which invaluable objects (i.e. poker chips) are traded. However, any game in which money or valuables are won, traded, or gambled is prohibited. Students may not gain or lose anything of value while playing these games.

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Guests

The right to live in reasonable privacy takes precedence over the right to entertain guests within residential facilities. In determining when guests should be invited to the room, common courtesy and mutual respect should prevail.

In situations where non-students violate University and Department of Residential Life rules, regulations, and policies, these non-students may be denied visitation privileges to the residence halls.

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Hall Sports Policy

Due to the potential of damage to facilities, personal injury, and disruption to the community, the playing of sports outside of designated areas within the residence halls is prohibited. This includes but is not limited to throwing, kicking, or hitting any object.

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Liability & Property Loss

The University does not assume responsibility for, nor have any legal obligation for, any damage or loss of a resident’s personal property. Residents are encouraged to obtain personal property insurance on their belongings.  Many times, parents’ homeowners insurance policy can have a rider covering their property while at school, or the resident can purchase his/her own renter’s policy.

If personal property of resident is damaged due to actions on the part of University personnel acting within their job responsibilities, residents may initiate a claim in writing to the Director of Residential Life.  Submitting a claim does not guarantee acceptance or reimbursement.

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Local, State and Federal Laws and Ordinances

Residents living in the Residence Halls are members of the Emporia Community and must obey all local, state and federal laws and ordinances. Violation of these laws may constitute violation of Residence Hall Policies and sanctions may be assigned separate from any legal proceedings. While studying abroad residents must obey the applicable laws to their current location.

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Lock-outs, Lost Keys and Lock Changes

Lock-outs and lost keys are not an uncommon occurrence within the residence halls and Residential Life works to assist students who are unable to access their room. Residents who are locked out may receive assistance during regular Reception Center hours. Residents should contact the Resident Assistant on duty (this information is provided at the Reception Center) at times when the Reception Centers is closed.

If you are locked out of your room or if your room key has been lost, you need to be aware of the following policies and procedures:

Lock-outs

Lost Keys

Lock Changes

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Medical Emergencies and Transport to Hospital

The Department of Residential Life and its employees are not professional health care providers and will not be responsible for providing medical care for residents, or their guests, who are experiencing a life-threatening injury or illness defined as:

A situation that has compromised the individual’s personal health and safety, demonstrated in part by an overall weakened condition (physical or mental) and/or the inability to walk, talk, or understand and follow directions.

In the event of an individual in one of the Residence Halls is determined to be in a life-threatening condition Residence Hall staff will:

  1. Contact emergency medical personnel
  2. Retrieve the appropriate Emergency Contact Card and bring it to the scene.
  3. Inform individual that the person listed as emergency contact is being contacted by Residence Life staff.  If Emergency Medical Technicians recommend transport to hospital, the emergency contact will be made aware of that recommendation.
  4. In the case of a medical emergency, when the individual refuses transport to the hospital after such recommendation is made by emergency medical personnel, the emergency contact individual will be asked to make the decision on behalf of the individual.

If the emergency contact supports the decision of the individual involved in the medical emergency to not accept transport to the hospital, then the contact and the individual will be made aware of the following:

  1. We leave emergency medical care to trained professionals.  Residential Life professional and student staff are not able to provide medical care.  Beyond routine duty rounds, staff will not be allowed or required to observe, care for or provide medical assistance.
  2. Roommates and friends are not trained or required to be “on watch” for an individual who has refused transport and is remaining in his/her room immediately after a medical emergency has been evaluated by Emergency Medical Technicians.

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Meningococcal Vaccine

In accordance with the Board of Regents of the State of Kansas policy related to meningococcal vaccinations, Residential Life requires that all incoming students residing in the residence halls be vaccinated for meningitis or sign a waiver refusing the meningitis vaccine.

Every student must submit a meningococcal vaccine documentation form regardless if you receive the vaccine or not.

Follow the steps below to access and submit the on-line, meningitis waiver form:

  1. Follow this link: https://studentwellness.emporia.edu/login_directory.aspx  
  2. Log in and enter any verification information requested.
  3. Click on the link "Required Forms" on the left
  4. Click on the link to “Meningococcal Waiver Form".
  5. Read the information, check the box, and click "Submit Final".

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Missing Person

A faculty, staff, student, or community member who is concerned that a resident of on-campus housing may be missing should notify Residential Life (or Police and Safety outside normal business hours).  This notification will initiate departmental missing person procedures.

When students move into the residence halls they are required to complete an Emergency Contact card.  The information included on the Emergency Contact card will remain confidential.  The card will allow residents to designate a Missing Persons Contact who will be communicated with if the resident is reported to be missing.  If a resident does not provide contact information, the emergency contact listed within the University’s student information database will be used. 

If contact cannot be made with a resident within 24 hours after the resident is reported to be missing for at least 24 hours, Residential Life staff will notify Police and Safety. This will lead to the completion of an official missing person report.  At this point, the resident’s Missing Persons Contact will be communicated with. 

Any resident under the age of 18, who is not an emancipated individual, will provide contact information for a custodial parent or legal guardian.  This custodial parent or legal guardian will be contacted within 24 hours of the determination that the resident is reported to be missing for 24 hours.

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Pest Control & Health/Safety Inspections

The residence halls are routinely sprayed for pest control. Notices will be posted no less than 48 hours in advance. The spraying is done in cooperation with the maintenance staff and the residence hall staff.

In addition, it is the practice of Residential Life to perform health and safety inspections in conjunction with pest control. These inspections are for preventative and corrective action. If a room does not meet environmental standards, residents are given 24 hours to correct the problem.

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Pets

Pets are not permitted in any student housing with the exception of non-carnivorous fish in 10 gallon tanks or smaller. No other pets or animals are permitted in student residences at any time, even for a brief visit.

Students who, because of a disability, seek approval for a service animal must request a reasonable accommodation through Disability Support Services. This process requires appropriate supporting documentation and subsequent discussions related to the specific needs of the student.

Students must not bring the service animal to campus until they have received approval from Disabilities Services and Residential Life.  Any student who has an animal in residence prior to approval is subject to judicial action through the Residential Life conduct system.

Please contact Disabilities Services for policies regarding service animals.

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Posting Flyers and Signs

All students and student organization should utilize #HornetLife to advertise campus events. Permission to post signage related to non-campus and campus related activities must be approved by a professional member of Residential Life staff.

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Prohibited Items

The following items are prohibited within the residence halls. All of the items found below are subject to confiscation by residential life staff. This list is not meant to be comprehensive and may be subject to change at the discretion of Residential Life staff.

Weapons (see weapons policy)

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Quiet Hours and Noise

All members of the University Community have a right to reasonable peace and quiet during normal hours of rest. Undue noises or disturbances that violate the rights of community members to reasonable peace and quiet are prohibited. During designated quiet hours, particular courtesy should be shown to enable others to concentrate on their studies and get sufficient sleep. Even an isolated outburst of excessive noise can wake someone from a much needed nap or disrupt one's concentration during a study session.

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Recycling & Waste Removal

Recycling

For the convenience of our residents, each residence hall provides recycling receptacles for paper, plastic, and aluminum.

Trash Removal

Residents should use designated receptacles for the disposal of trash. Lobby trash cans should not be used to dispose of room trash. Furthermore, residents should not place glass or large items such as cardboard boxes within the trash chutes; these items clog the trash chutes.

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Residence Hall Closing

Winter Break Closing

All residents are expected to vacate the residence halls 24 hours after their last final or by 12:00pm on the Saturday after finals, or whichever comes first.  For the safety of students, the buildings are locked during winter break and students do not have access to their room or possessions within their room.

The following actions are required prior to student’s departure:

End of the Year Closing

All residents are expected to vacate the residence halls by 12:00pm on the Saturday after finals. Students should ensure that they have made proper arrangements to move all belongings and complete the check-list below. All students must schedule a check-out time with their Resident Assistant before leaving.

*Please note that staff members walk through each room to determine room condition and check for damages.  Students may be assessed damage charges.

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Residence Hall Damages

All residents of a room will be held responsible for all damage or vandalism that is beyond the expected normal wear of the facility and its furnishings.  Damages to student rooms and their furnishings will be assessed to the occupant(s) responsible.  Floor damages which cannot be attributed to an individual will be pro-rated among floor members.  The student is responsible for routine cleaning of his/her room.

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Room Change Procedures

Note: Often times, it is helpful to determine a plan of action before meeting with the Complex Coordinator. That is, the Complex Coordinator will work to find the best fit, but cannot guarantee satisfaction with your new living situation. Consider seeking out a new living situation on your own before your meeting.

In the event of an emergency or if you feel unsafe in your current room situation please contact your Resident Assistant or Complex Coordinator immediately.

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Room Decorations

The Department of Residential Life encourages the personalization of student rooms; however, care should be taken when hanging room décor. Please note the following guidelines as they relate to room decorations.

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Room Entry

The Department of Residential Life respects the personal privacy of its residents and does not make it a practice to enter resident rooms without prior notice or authorization. The University reserves the right for authorized personnel to enter student rooms under the following conditions:

Entering a room requires the utmost care and sensitivity to ensure privacy for the students in a residence hall setting. When appropriate, a note will be left for the occupant with the staff member's name and explanation as to why they entered the room. With the exception of periods when the halls are closed, no room will be entered without knocking.

If at any time a resident has concerns with room entry or feels that proper procedure was not followed, he/she should contact the Complex Coordinator of the assigned building

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Roommate Consolidation

The Department of Residential Life may consolidate rooms to full capacity when vacancies occur and may move students to another room when necessary. Students who have not contracted for a designated single occupancy room and who do not have a roommate may be asked to perform one of the following actions:

The roommate consolidation procedure is as follows:

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Roommate Responsibilities

Residents must establish and maintain a reasonable level of respect with roommate(s) and suitemates as determined by Residential Life staff.  Residents must participate in setting, adjusting and upholding expectations established in the roommate agreement. 

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Severe Weather

The threat of severe weather, including tornadoes, is a reality in Kansas.  The Emporia State University department of Police and Safety is designated as a warning center and, as such, will coordinate severe weather and warning communications with Residential Life. In addition, the city of Emporia is equipped with severe weather warning systems (e.g. tornado sirens). However, these sirens are typically designed to warn members of the community who are outside of their residence. Given this, students should tune in to local weather forecasts and be prepared to take shelter when severe weather is approaching. It is the responsibility of the student to take appropriate action. Tornado shelters are available and posted throughout campus.

Should severe weather become a threat, residents should know where to take shelter.  The following are lists of shelter areas in the residence halls:

 Morse Complex:

 Towers/Trusler/Singular Complex:

Residents should avoid going outside and/or standing near windows when severe weather is imminent.

All students are encouraged to carry appropriate insurance.  The University will not be liable for loss or damage to any property of the student including, but not limited to, loss from fire, flood, wind or acts of God. 

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Sexual Misconduct

All sexual misconduct cases that are being brought through the University conduct system will be assigned to a hearing officer, who is a Title IX official. The survivor may choose to request a hearing officer of a specific gender. The Title IX official will investigate sexual assault cases by meeting separately with the survivor, alleged perpetrator and witnesses.

If the parties involved live within the residence halls, a no-contact order will be issued and a “safe space” will be designated while the case is being heard. If necessary, for the duration of the investigation, the alleged perpetrator will be temporarily moved within or removed from the residence halls without the assignment of additional fees. 

Any alleged policy violations including alcohol or drug use will be granted amnesty for the survivor of the sexual assault case. The alleged perpetrator may face additional charges for these or other policy violations.

Sanctioning is done on a case-by-case basis and may include:

Sexual Misconduct Case Process

  1. When Emporia State University staff members are made aware of alleged sexual misconduct, the University is obligated by Federal regulations to complete an investigation. 
  2. A University Title IX official will serve as a hearing officer (unless a hearing officer of a certain gender is requested) and will initiate contact with the survivor, alleged perpetrator and witnesses. The hearing officer will inform all parties of the proceedings and provide written notification for no-contact orders and safe space designations for the duration of the process.
  3. The hearing officer will meet individually with the survivor followed by a meeting with the alleged perpetrator to explain the process, ask questions, gather information and ultimately determine if the alleged perpetrator is responsible. The hearing officer may schedule follow-up meetings as necessary.
  4. If the alleged perpetrator is found responsible, a meeting will be held in order to provide written notification and assign sanctions. Within the same timeframe, the hearing officer will also meet with the survivor, share the decision and explain sanctions assigned.  The hearing officer will only notify the survivor of sanctions related to contact, safe spaces, room changes or suspension from the halls.
  5. If the hearing officer determines that the alleged perpetrator is not responsible they will notify both parties in person and provide the alleged perpetrator with written notification of the decision. Both the alleged perpetrator and survivor will have the option to move to a different room if they are on the same floor. The hearing officer may decide to keep safe spaces and no contact orders in place even with a finding of not responsible.
  6. Appeals may be taken to the Dean of Students (Memorial Union, Room 260) and can be submitted by either party (the survivor or alleged perpetrator). 

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Smoking

In the promotion of a healthy and sanitary environment, and in compliance with state law and University policy, smoking is prohibited within the residence halls and within 30 feet of the residence halls.

Smoking includes but is not limited to: cigarettes, hookahs, pipes and electronic cigarettes.

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Solicitation

Unauthorized solicitation for business, charity, political, or religious purposes is prohibited within the residence halls. Off campus groups are not permitted to sell products or provide services in the residence halls.

Solicitation includes, but is not limited to, the direct sale of items, requests for charitable donations, and door-to-door distribution of coupons, business mailings, and political/religious material.

Approval for Promotions or Advertising

Student organizations should utilize #HornetLife as their main source for recruiting and event marketing. The Department of Residential Life is happy to partner with student organizations under the following provisions:

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Theft Prevention

The Department of Residential Life takes the security of its residence very seriously and provides measures to ensure the security of personal property. Despite these efforts, theft may occur within the halls and residents should take measures to prevent property loss.

The following tips may help reduce the likelihood of theft occurring:

Should you suspect that you have become a victim of theft, contact Emporia State University Police and Safety as well as a member of Residential Life.

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Weapons & Weapon Storage

In order to protect residents from accidental injury, the University has prohibited the use or possession of weapons and munitions in the residence halls.

Weapons include, but are not limited to:

  1. Any object or device which will, is designed to, or may be readily converted to expel a bullet, shot or shell by the action of an explosive or other propellant;
  2. any handgun, pistol, revolver, rifle, shotgun or other firearm of any nature, including concealed weapons licensed pursuant to the Personal and Family Protection Act, and amendments thereto;
  3. any BB gun, pellet gun, air/C'O2 gun, stun gun or blow gun;
  4. any explosive, incendiary or poison gas (A) bomb, (B) mine, (C) grenade, (D) rocket having a propellant charge of more than four ounces, or (E) missile having an explosive or incendiary charge of more than ¼ ounce;
  5. any incendiary or explosive material, liquid, solid or mixture equipped with a fuse, wick or other detonating device;
  6. any tear gas bomb or smoke bomb; however, personal self-defense items containing mace or pepper spray shall not be deemed to be a weapon for the purposes of this policy;
  7. any knife, commonly referred to as a switch-blade, which has a blade that opens automatically by hand pressure applied to a button, spring or other device in the handle of the knife, or any knife having a blade that opens or falls or is ejected into position by the force of gravity or by an outward, downward or centrifugal thrust or movement;
  8. any straight-blade knife of four inches or more such as a dagger, dirk, dangerous knife or stiletto; except that an ordinary pocket knife or culinary knife designed for and used solely in the preparation or service of food shall not be construed to be a weapon for the purposes of this policy;
  9. any martial arts weapon such as nun chucks or throwing stars; or
  10. any longbow, crossbow and arrows or other projectile that could cause serious harm to any person.

Weapon Storage

Residents who own weapons may make arrangements for a storage locker with the Emporia State University Police & Safety. Storage lockers are free of charge, however, lockers are limited and residents must provide their own padlock.

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Window Screens, Ledges and Roof Access

Window screens are to remain in place at all times. Any person or object moving past the screen of residence hall window is strictly prohibited. This includes, but is not limited to throwing and/or dropping items from the building, sitting on window ledges or entering/exiting through windows. No resident will be permitted on the roof of any residence hall building for any reason.

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