Appendix A: Housing and Residential Life Policies

These policies complement the Code of Student Rights and Responsibilities and the Housing and Residence Life Contractual Terms and Conditions by clarifying and expanding on important information regarding living on campus. Understanding and complying with these documents is the expectation and responsibility of all students living on campus. These policies are designed for any student who resides on campus and any of their guests. Violations of these policies or policies contained in the aforementioned documents may result in disciplinary actions including sanctions, fines, contract cancellation, or removal from the college.

ALCOHOLIC BEVERAGES

Alcohol is not permitted in Le Fer, the Lake House and Les Bois residential spaces regardless of a person’s age. SMWC is an alcohol-free campus.

CLEANING

Students are expected to maintain the room in an orderly and sanitary condition. Students are responsible for cleaning private and semi-private bathroom spaces. If Student Affairs becomes aware of unsanitary conditions resulting from students failing to maintain the room, Housekeeping will clean the room and the resident(s) will be assessed a charge to their student accounts.

COMMUNITY LIVING

Students are expected to conduct themselves in a manner that is conducive to community living. This includes demonstrating respect for people of all genders, races, religious preferences, sexual orientations, and ethnic groups. Any act or threat that submits a member of the College community to physical, mental, or emotional pain is prohibited.

Common area furniture is not to be placed in individual student rooms. Should common area furniture be found in a student room, all the occupants of the room will be charged under the policy stated on the reverse side of the housing contract.

Sullivan Lounge is located on the main floor of Le Fer Hall. It has casual furniture, tables, chairs, and a large screen TV. This lounge is a student lounge and cannot be rented for non-SMWC events during the academic year. All students are free to gather for meals and meetings as well as hold events in Sullivan Lounge.

The Oakley Student Center (OSC), located on the ground floor of Le Fer, is equipped with tables and chairs, vending machines, ice machines, recreational tables, and two televisions connected to cable.

Personal items are prohibited from being left in common areas. This pertains but is not limited to blankets, pillows, clothes, or garbage of any kind.

SMWC is not responsible for lost or stolen items. The college will only store student items for 30 days, after that the items are donated to a local charity.

DAMAGES

The student shall use the premises and personal property and furnishings of the College carefully and properly. Students are responsible for the condition of their room and its contents as well as common areas. Students will be charged for individual or group damage that occurs. When deliberate or accidental damage is not assigned to an individual or group, all residents of that living space (room, wing, floor, etc.) will share equal responsibility for the repair costs, and damage charges will be assessed to those student(s).

Throwing or dropping any items out of windows or from stairs is prohibited. Throwing items at windows or campus property is also prohibited. Taking college-owned property (flags on the Avenue, college signs, barricades, safety cones, etc.) is prohibited.

Students are responsible for their belongings when on campus. The college is not responsible for damages to or the theft of students’ personal property. Exceptions may be made for acts of God such as fire, flood, tornado, etc., or when college equipment is to blame.

DRUGS AND ILLEGAL SUBSTANCES

Drugs and other illegal substances are not permitted in Le Fer and Les Bois Residence halls.

ELECTRICAL FIXTURES

Students may not remove or alter electrical fixtures or hardware.

The use of double and multi-socket extension cords is strictly prohibited. Power strips that are UL (Underwriters Laboratories) approved and have a circuit breaker button in addition to an on/off switch may be used.

Service & Emotional Support Animals

Student Affairs is committed to reasonably accommodating persons who require the assistance of an emotional support animal. However, Student Affairs is also mindful of the health and safety concerns of the college community.

To request approval of an emotional support animal, students should contact the Director of Learning Resource Center, ADA Advisor. See Appendix B for more information about Service and Emotional Support Animals.

FAILURE TO COMPLY

All residents are required to comply with the directions of Student Affairs Staff members acting by performing their duties.

All residents are required to comply with meeting requests from any member of the Student Affairs Staff. Conduct meetings are mandatory, failure to appear will result in a fine.

Failure to comply may result in disciplinary actions including sanctions, fines, contract cancellation, or removal from the College.

KEYS

Each student is issued the appropriate keys when they check in. Keys are the responsibility of the student and are not to be given to others for use. A student is required to return all keys issued to them. A charge will be assessed for any key needing to be replaced.

When a lost key necessitates changing one or more room locks, the student will be responsible for the cost of the lock and key replacement.

It is a violation of state law and College policy to duplicate keys to any lock on college property.

PAINTING

Students are not permitted to paint their rooms nor alter the walls of their rooms or the hallways including doors.

LIVING SPACE MODIFICATION

Students may not make any modifications to their living spaces unless approved by the Director of Residential Life and Student Conduct and Facilities departments. This includes but is not limited to:

Painting
Television wall fixtures
Permanent yard work
Carpeting
Hanging permanent shelving
Removing furniture from a room or common space

MEAL PLAN

The meal plan consists of two types of prepaid declining balance currency: Campus Credits and Pomeroy Points. Both Credits and Pomeroy Points for the entire semester are posted to an individual’s account at the beginning of each semester. All Credits and Pomeroy Points left at the end of the Fall semester will roll over into the Spring semester. Money that is not spent at the end of the Spring semester will be forfeited.

Special Diets

A student with special dietary requirements (religious, medical, etc.) that cannot be fulfilled by individual selection from the menu choices provided should contact the Associate Vice President for Student Affairs for meal plan options.

Removing Food or Unauthorized Entry into Dining Halls

When eating in the all-you-can-eat location, it is required that meals be eaten in the dining facility unless participating in established take-out dining options. Dining-in and to-go at the same time are not permitted. Students are permitted one piece of fruit and one ice cream. Removing additional food or beverages, dishes, or silverware from the dining hall or entering the dining hall without paying for the meal will be considered theft. Theft in the dining hall is a serious issue that will result in a disciplinary referral to Student Affairs. Further repercussions may include the cancellation of the Housing and dining contract.

Acts of horseplay, food fights, and inline skates are prohibited.

MEDICAL ACCOMMODATIONS

If a student feels they have a significant chronic physical or emotional condition that may impact their housing assignment, they must contact the Associate Director of Academic Access and Student Support Services, ADA Adviser, and complete the necessary documentation to receive consideration for housing accommodation.

If accommodation documentation is received after the deadline date, housing preferences and/or roommates will be reviewed, but only taken into consideration as space permits.

PETS

Authorized Pets:

Several problems are associated with pets staying in any college-owned unit. Among them are odor, noise, mess, and health issues. Additionally, some pet foods may attract insects or rodents. For these reasons, the only pets that can be kept in a residence hall or other college-approved housing are tropical fish (up to a five-gallon tank). Each resident may only have one five-gallon or smaller tank. All residents of a residence hall room must consent to the presence of the pet. This consent can be withdrawn at any time, if consent is withdrawn the pet must be removed. At any time, Residential Life staff reserves the right to remove an authorized pet for odor, noise, property damages, health issues, or other reasons.

Unauthorized Pets:

Snakes, insects, mammals, birds, and any fish, reptiles, or amphibians that are poisonous or venomous are not allowed. Examples of unauthorized pets include, but are not limited to cats, dogs, ferrets, gerbils, guinea pigs, hamsters, hedgehogs, iguanas, mice, rats, rabbits, birds, snakes, spiders, scorpions, and insects. Stray animals should be taken to the Terre Haute Humane Society (www.thhs.org). The pet must be removed from the college housing unit immediately. Students may be subject to the student conduct process. Further, the room will be billed at the end of the school year for any damages/odors left by the pet. This charge will be at the discretion of the Facilities Department. This fee could range between $500 and $5000 depending on the extent of the damages.

Exceptions to this rule are certified service animals for the disabled and College approved emotional support animals. Information about service and emotional support animals can be found in the Service and Emotional Support Animal Policy and Procedures.

Students found in violation of the Service and Emotional Support Animal Policy and/or the terms of the Emotional Support Animal Agreement may be found in violation of the pet policy and subject to the student conduct process and appropriate sanctions.

PHYSICAL VIOLENCE OR HARASSMENT

Harassment of or violence toward any individual or group is prohibited. Please refer to additional information located in the Code of Student Rights and Responsibilities.

PROHIBITED ITEMS

The following personal items are prohibited in the Residence Halls:

Alcoholic Beverages.
Illegal drugs; prescription medication must be in a pharmacy-type container with the patient’s name on the container. Possession of another person’s prescription medication is a violation.
Personal window air conditioner units.
Appliances with exposed heating elements including hot plates, plate-style candle warmers, toasters and toaster ovens, space heaters, George Foreman grills, Instapots, Fondu pot, Air Fryers, toasters, mini waffle makers, griddles, etc.
Candles, incense, or oil lamps (lit or with burnt wick).
Extension Cords that are not UL approved.
Lava lamps.
Halogen lamps unless they are equipped with a protective screen.
Microwaves (except for SMWC installed units un Les Bois).
Hazardous Materials -Materials that are hazardous to the health and safety of residents are not permitted in Residence Halls.These include, but are not limited to, chemicals, gasoline, kerosene, tiki torch oil, propane tanks, as well as containers that have been used for storing these substances.
Any explosives, such as bombs, grenades, blasting caps, fireworks, ammunition, etc.
Knives with blades longer than three inches. The only exception is kitchen knives. However, any kitchen knife being used for purposes other than cooking may be confiscated.
Any type of Tobacco products.
Firearms, such as handguns, shotguns, rifles, tasers, electronic stun guns, airsoft, BB, pellet, paintball guns, or items using compressed air or other types of propellants.
Metal knuckles, tear gas, chemical substances, throwing stars, daggers, swords, switchblades, and similar items (including replica, simulated, or toy) that could be or have been used to cause harm or the fear of harm/intimidation.

RESTROOM FACILITIES

All restroom facilities are designated by gender. Designated restrooms or shower facilities are not to be used by members of the opposite gender.

College Facilities staff will need to close restrooms periodically to perform cleaning duties or maintenance. At this time, students may not use the facilities.

Students are expected to keep the restrooms of shared bathrooms or suites clean. Failure to do so may result in sanctions including fines.

ROOM AND/OR ROOMMATE CHANGES

Students must work with their Resident Assistant (RA) if a room or roommate change is desired. Room changes will be made only if no other reasonable alternatives are available. Final approval for all changes is given by the Director of Residential Life and Student Conduct. As of 2023, a maximum of one room change per semester may be approved for each student, as space allows, and at the discretion of the Campus Life Department. No switches are allowed within the first two weeks of each semester, barring building damage issues as confirmed by the Facilities Department. Students who move without going through proper channels will be fined and must return to their original room immediately. Students understand that the decisions made during Housing Lottery are not indefinitely binding and that Campus Life reserves the right to make executive decisions on housing changes at the discretion of the Associate Vice President of Student Affairs.

ROOM FURNISHING AND DECORATIONS

Appliances students are allowed to bring refrigerators within the specified sizes contained in the “What to Bring” brochure available online.

Room Decorations

Students are not permitted to put any holes in Residence Hall room surfaces, including walls, doors, and furniture. This includes the use of nails, pins, thumbtacks, etc. If a student uses any adhesive material, they are expected to remove any residue completely before checking out. It is recommended to use Command Strips in Le Fer. It is recommended to use Blue Scotch Painters tape in Les Bois. Please be aware that products may damage painted, or wood surfaces and the responsible student will be charged for any such damage that occurs. LED adhesive strip lighting and foam tape are prohibited.

Christmas Lights

Christmas lights may be used for decorative purposes in student rooms. Lights are limited to the indoor style and are to be kept to a minimum. Please exercise caution and care by not using extension cords and turning off lights when you depart your room.

Christmas Trees & Pumpkins

Students may decorate with artificial trees only. Real trees are not permitted. Trees are not permitted in common areas or hallways. Real pumpkins are permitted, but must be kept on plates (plastic or ceramic) to avoid mold on residential hall carpets.

Room Furnishings

Most rooms are double occupancy and contain two (2) sets of furniture. Both sets must be kept in the Residence Hall rooms. All other items must be provided by the student. Misappropriated or stolen items of any kind (including hall and lounge furniture) found in student rooms subject the student to disciplinary action by the College and/or civil authorities.

ROOM INSPECTIONS

To ensure the health and safety of all residents, health and safety inspections are completed at least once per semester. Resident Assistants or other authorized College personnel conduct these inspections and check for general cleanliness, unauthorized appliances, policy violations, safety concerns, and missing and/or damaged furnishings. During the inspection, all appliances (personal and college-owned) will be opened and inspected for cleanliness. To maintain healthy living environment residents are asked to keep their living space clean which will minimize the possibility of pests.

Health and Safety Inspection Process:

Residents will be notified of scheduled inspections a minimum of 24 hours in advance when possible.
Inspections of each room/suite will be conducted by two Resident Assistants or Student Affairs Staff who will complete the Health and Safety Inspection Form.
If conditions are found that require attention, residents will be required to take corrective action within 48 hours of notification, after which time a second inspection will be undertaken. Additional time may be requested by residents depending on the items that need attention.
If the same or similar condition(s) exist during the second inspection, the residents may be assessed fees for cleaning and/or to correct any other damage/violation that may have occurred in the room.
Upon request, a student must remove (within 48 hours) furniture, or any other item deemed to be a housekeeping/fire hazard/banned item. If college staff must remove such furnishings, the student will be billed for their services.
Repeated violations of health or safety standards may result in disciplinary action.

What are we looking for during Health and Safety Inspections?

Clean rooms (lived in, but not filthy and/or dirty)
Clean bathrooms (sink, shower, floors, toilet)
Clean kitchens (sink, counter, floor, etc.)
Clean appliances (microwave, refrigerator, etc.)
Trash/recycling has been taken out (it is not overflowing in the container)
No halogen lamps, air fryers, toasters, hot plates, toaster ovens, grills, pets, etc.
No holes in walls
Too many things plugged into outlets, extension cords, etc.
Open food (pest control)
Screens - In the windows and good condition
No non-standard room issue College furniture in the room (a.k.a. lounge furniture, street cones, etc.)
Note – If policy violations are found during the inspection, they will also be handled at this time (i.e., alcohol, tobacco, illegal drugs, weapons, etc.)

SAFETY AND SECURITY

Fire Equipment

Tampering with fire safety equipment is a federal offense that may result in criminal charges, fines, and disciplinary action. All students are expected to evacuate college housing during a fire alarm or drill. Failure to do may result in college sanctions. Please see the Code of Student Rights and Responsibilities for further details.

Smoke Detectors

Tampering with the smoke detectors in residential rooms or common areas is prohibited. This includes the removal of the detector or battery.

Security

To provide your safety and protection the outside doors to Le Fer Hall are locked at midnight each night and remain locked until approximately six in the morning. It is expected that students do not permit access to living areas to non-residents without an escort. All overnight guests (must be over the age of 18) must be signed in at the front desk and are the responsibility of the host student. Opposite gender guests are not permitted as overnight guests in any residential Hall (Le Fer, Les Bois, or the Lake House).

Unauthorized Areas

Students are prohibited from accessing any unauthorized area of the Residence Hall, including but not limited to, the roof, any Facilities area, garages of college-owned houses, and storage areas.

Students are urged to report any suspicious activity to Public Safety by calling 812-535-6400.

TOBACCO POLICY

Smoking and the use of tobacco products on campus are prohibited.

SPORTS

Engaging in any sports activity is not allowed in the residence halls.

Biking, rollerblading, skating, and the use of scooters or skateboards are prohibited inside any of the College buildings. These items may be stored in resident rooms but must be carried and not rolled into the building.

SOLICITATION

No door-to-door solicitation or canvassing is permitted in the Residence Halls. Recognized student organizations may request permission from the Associate Vice President for Student Affairs to host a table in the common spaces of the Residence Hall.

Students may not operate any commercial enterprise from their residential rooms or any other space within the residence halls. This includes hosting parties for commercial purposes.

TRASH REMOVAL

Students are responsible for the proper disposal of their trash. A trash closet is located on each residential floor of Le Fer and Les Bois student’s responsible to take their room trash to the designated trash room. Individual students or floors will be charged for trash left in hallways and common areas.

The College utilizes single-stream recycling through which all recyclable items may go into one receptacle except food waste, glass, and styrofoam. The cardboard should be broken down before placing it in the receptacle.

Visitation and Guest Policy

Non-Residents Entering the Saint Mary-of-the-Woods College Residence Halls

Residents of SMWC must escort all non-resident guests, always, while they are in the residence halls.

Any visitor of the same or another gender is allowed in the building daily unless otherwise specified in a roommate agreement. The resident is responsible for always escorting their guest(s) while they are in the Residence Halls. At no point should a non-resident have possession of a resident’s keys or ID card. All violations of this policy will result in disciplinary action. SMWC and Campus Life is not responsible for any injury, illness, or personal accident sustained or caused by residents or resident guests. SMWC and Campus Life staff have the right to ban and bar any guest from the campus if deemed necessary. The resident is liable for any damages caused by their guest.

Guest Visitation Hours

Sunday through Thursday Friday/Saturday/Holidays

8 a.m. to 11:59 p.m. 8 a.m. to 1:59 a.m.

Overnight Guests

Residents are allowed to have overnight guests for no more than two consecutive nights in a row per week. Students may not have any more than two overnight guests at a time. Guests in the residence halls are responsible for abiding by all policies and procedures outlined in the Housing and Residential Life Policies and any roommate agreements. The resident is responsible for always escorting their guest(s) while they are in the residence halls. All violations will result in disciplinary action. SMWC and Campus Life is not responsible for any injury, illness, or personal accident sustained or caused by residents or guests of residents.

All overnight guests must be signed in through the Overnight Guest QR Form, available on every floor.

Cohabitation

Only the individual(s), as assigned by the College, may reside in a college-operated residence. An excessive number of visits, even if they last no more than two consecutive nights in a week may be considered a violation of the cohabitation policy. Excessive frequency and/or duration of a guest’s stay may also be considered a policy violation. Guests may not prolong their visit by moving to another room. A guest may not occupy a room while the host and roommate(s)/suitemates are absent. A host may not leave a guest with their roommate/suitemate without seeking the consent of the roommate/suitemate first. The roommate/suitemate must understand that if they consent, they are taking responsibility for their roommate’s guest.

DANGEROUS ARTICLES

Weapons, firearms, and dangerous articles and substances are prohibited on campus. See the Code of Student Rights and Responsibilities for the weapons policy.

SAFETY, SECURITY, AND EMERGENCY SITUATIONS

RESIDENT RESPONSIBILITY FOR SAFETY

Students should not allow strangers to enter the residence hall with them.

Students should not prop open any residence hall private door.

Students should notify Public Safety if someone has insisted upon entering the hall with them. The student should try to get a good description of the offender and observe the direction in which the offender moves.

Students should keep their rooms always locked, even when they are sleeping, and especially when they are leaving the room and/or building.

A malfunctioning card access reader or door should be reported to Public Safety.

Students should not lend their ID cards or room key to others at any time.

Lost or stolen keys or ID cards should be reported immediately to Student Affairs.

Students play a critical role in maintaining a safe and secure environment. No matter how many security personnel we employ or how sophisticated a mechanical system we install, the safety and security of the residents can be compromised by careless resident behavior.

Emergency Situations

Tornadoes or Weather Emergencies

In the event of severe weather, Student Affairs Staff will try if there is time available, to post weather-related information by the elevators on each floor and at the front desk. A watch means that conditions are right/favorable for an emergency weather event. A warning means that a weather event is imminent. In a weather warning, please quietly follow the directions of Campus Life Staff. In the event of a tornado please move to the lower levels to a space with few or no windows and await further instructions from Student Affairs Staff. Student Affairs Staff cannot guarantee the ability to notify residents of a weather emergency. It is strongly suggested that student’s sign-up for or receive local weather notifications offered by local third parties.

Restricted Access

In the event of an emergency event on campus (active shooter, campus threat, campus emergency), the residence hall may go into restricted access. During restricted access, students will need to show ID to enter their residence hall. No guests are permitted in the building during a restricted access period. Students should follow the directions of Student Affairs Staff during restricted access emergencies.

Building Lockdowns

In the event of an emergency on campus (active shooter, campus threat, campus emergency), the residence hall may go into building lockdown. In a building lockdown, no one will be permitted to enter or leave the buildings. Students will be encouraged to go into their rooms and lock their doors and stay away from their windows until further notice. Student Affairs Staff and/or Security will provide updated information as soon as it is received.