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.
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.
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.
Any of the following acts, even if communicative in nature, are prohibited and could lead to removal from the residential community.
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.
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.
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.
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.
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.
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.
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:
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.
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.
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:
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:
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.
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).
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.
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.
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.
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.
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.
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:
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:
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.
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.
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).
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
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.
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.
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.
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.
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.
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.
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:
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:
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:
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:
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.
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.
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.
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.
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)
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.
For the convenience of our residents, each residence hall provides recycling receptacles for paper, plastic, and aluminum.
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.
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.
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.
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:
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.
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.
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
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:
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.
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
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.
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:
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.
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:
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.
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.