Policies and Community Living Expectations
| Living in a community requires each member of the community to take responsibility for their personal safety, the security of their belongings, and the safety and respect of others. Students residing in Otterbein College residence halls, theme houses and Commons apartments are expected to abide by all policies outlined in the Campus Life Handbook. Students are expected to make their guests aware of and assure they follow these policies. The following policies are taken from the Residence Life and On-Campus Housing section of the Campus life Handbook. | |
| Policies and Community Living Quicklinks | |
Alcohol and Drugs
Students are expected to refrain from consuming or possessing alcohol, illegal and/or illicit drugs. Students are expected to refrain from possessing any containers currently or formerly used for alcoholic beverages (i.e. beer cartons, wine bottles, etc.).
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Assignment Changes (Room Changes)
Residents experiencing difficulties with their roommates are encouraged to contact a Residence Life staff member. Roommates are expected to try to resolve conflicts before considering a room change. All persons involved in a room change must be in agreement and the residents moving must complete a Room Change Card and submit to the Student Affairs Office prior to beginning a move. Changes may occur two weeks after the start of fall term or after the first week of spring and winter terms. An administrative charge of $100.00 will be assessed to any student(s) participating in an unauthorized room change (moving prior to completing the Room Change Card).
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Bicycles
Students may store their bicycles on provided racks outside the residence halls. Any bikes chained to other locations (benches, trees, handrails, stairs, etc.) will be removed and confiscated by campus security.
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Community Living Expectations
Community Standards are agreed upon expectations between floor members outlining what they expect of each other. At the beginning of the year, each floor will develop an individual list of community standards which will outline resident's expectations of each other. Residents will decide everything from quiet hours to planning activities for the hall to deciding how they will care for their residence hall environment. As the year progresses, floors renegotiate the standards based on experiences. Often when a conflict occurs, residents use the standards to work out their problems.
Contracts
Room and Board contracts are legally binding documents signed for an entire academic year. Housing contracts terminate 24 hours after the student's last examination or when the residence halls close for the academic year (whichever comes first). A student is charged $20 per night for staying in the residence halls outside the contract period. Release from the contractual obligation without financial penalty is made only upon graduation or withdrawal from the College (prior to the term.) Release from the contract with financial penalty may be granted for extenuating circumstances provided a written petition is submitted to the Student Affairs Office at least ten (10) working days prior to the term for which the release is being sought. The petition must show just cause for a termination (major unforeseen circumstances) and provide information regarding where and with whom the student will live. Petitions are reviewed by the Housing & Meal Plan Subcommittee consisting of students and faculty/staff. The penalty fee is 50% of one (1) term's room rate.
Damage
The conditions of student rooms are assessed prior to the beginning of autumn term and again prior to the student moving out. Residents are expected to review the condition of their room immediately upon move-in to assure the room condition report is accurate. Residents are expected to maintain the condition of all items in their room and hold a collective responsibility for the condition of the common areas of the hall.
If student(s) are responsible for damaging an area of the hall, they are expected to notify staff of the damage and take full responsibility for the damage by paying for the replacement/repair of the item. If damage is not reported by students and is noticed by staff, students will be asked via email or letter to notify the Hall Director of the identity of responsible parties. When the student(s) responsible for damage are identified, the cost of repair will be equally divided and charged to their account. Residents are collectively responsible for identifying the student(s) responsible for damage(s). If the student(s) responsible for damage are not identified, repair costs within the student room will be distributed among roommates. Repair costs for common areas of the hall (lounges, stairwells) will be distributed among residents of the floor/building.
The Hall Director in conjunction with the Service Department will determine whether the repair is to be considered damage or normal wear and tear and, if necessary, who will share the costs. The Director of Residence Life will handle all appeals for assessments of damage. Any appeals must be made in writing within 48 hours of the notification of common area damage being emailed/delivered to student mailboxes/rooms. Any appeal for individual room damage must be done so within one (1) week of moving out of the room/hall.
Doors
All outside doors to the residence halls are locked 24 hours a day for the security of the residents. Entry to the halls is gained via a card reader located on one or more doors by use of the student's personal Cardinal Card. After entering or exiting a door, residents are responsible for checking to see if the door locks behind them. Only residents of the specific hall/complex will have access to the building. Students are expected to keep their Cardinal Card secure and not lend it to other students. Compromising the safety of the hall, such as propping open doors, lending others a Cardinal Card, is a serious violation of the Code of Conduct. Residents are expected to lock their individual room/bedroom door when they are sleeping or not in the room.
Electrical Appliances
Students are encouraged to exercise extreme care when selecting electrical appliances for their campus housing. Students should remember the space limitations of many areas and the number of outlets available to them. With this in mind, students may bring the following items into the residence halls, theme houses and Commons apartments: small stereo systems, TVs, DVD/VCRs, video game systems, computers, televisions, razors, clocks, fans, air purifiers, curling irons, hair dryers and hot air popcorn poppers, auto shut-off irons, refrigerators (under 4 cubic ft.) and compact microwaves (800 watts or less). Refrigerators and microwaves should be limited to one (1) per residence hall room. Commons apartments and theme houses may have one (1) microwave per house/apartment and may not bring additional refrigerators into the facility.
Due to the risk of fire when using the following electrical appliances, students are expected to refrain from possessing and/or using them in the residence halls, theme houses and Commons apartments: halogen lamps, heat or sun lamps, hot plates, space heaters, electric frying pans/griddles/devices, or other appliances with an open or closed coil. Ionic hair implements (dryers, curling irons, straighteners) are strongly discouraged as they may cause the fire alarms to activate.
Students in the Commons and theme houses ONLY may possess and use toasters, coffee makers and George Foreman grills with extreme caution in the kitchen area only.
Only students who have been granted a medical accommodation through the Disabilities Services Coordinator may use a portable air conditioner during fall and spring terms.
Escort Policy
Residents are expected to be responsible for any guest they invite into the building and remain with the guest for their entire stay in the hall. Residents are expected to meet their guests at the building entrance. Telephones on the exterior of the building are provided so guests can call the resident to meet them at the door. Anyone not living in the building is considered a guest, including other students, faculty, staff and parents. Residents are responsible for assuring their guest is fully aware of and follows all policies while in the building.
Any unescorted guest will be asked to leave the building immediately and held responsible for violating the Code of Conduct. Residents are encouraged to assure their safety by inquiring if someone does not appear to be a hall resident and reporting any unescorted guests to the hall staff and/or Security Department.
Fire Safety
Students are expected to make smart choices to assure their safety and the safety of others in the residence halls, theme houses and Commons apartments. The following guidelines will help students decrease the risk of a fire hazard in their living area:
- Avoid using extension cords and refrain from overloading electrical outlets.
- Use only surge protectors with a 14-gauge wire (heavy duty).
- Refrain from burning candles, incense or anything with an open flame.
- Empty wastebaskets on a regular basis in the dumpsters/trashcans provided outside, do not place wastebaskets in closets and use metal wastebaskets.
- Carefully dispose of cigarette butts and matches in appropriate containers.
- Refrain from playing pranks.
- Assure all items taped to walls are taped at all corners using removable tape/tabs.
- Refrain from hanging anything from the ceiling and/or over a light.
- Refrain from building lofted beds in halls where furniture is not meant to be lofted.
Furniture
Residents are expected to keep all furniture supplied to them in the room throughout the year, and may not store or remove furniture. Students in the theme houses, suites and Commons are expected to keep all College furniture in the same room as originally placed (i.e. sofas stay in living rooms, beds in bedrooms, etc.) Removal of furniture or other College property from residence hall lounges, rooms or common areas is viewed as theft and may be subject to criminal prosecution and referral to the campus judicial board.
All student rooms are furnished with a bed, mattress, desk, chair, and closet/drawer space for each student. Beds in the halls may be bunked, in a standard formation, to increase space. Beds in some halls are loftable and students may loft their beds in a standard formation with a stabilizer bar. Residents unsure if their beds are loftable should seek assistance from a Residence Life staff member. Residents are responsible for use and care of College property and are expected to pay for replacement/repair of any items they damage.
Housekeeping, Repairs and Maintenance
The College's Custodial Department cleans hall common restrooms and common areas (lounges, hallways, lobbies, etc.) on a daily basis. All students are responsible for cleaning their own rooms. Students in the Suites are responsible for cleaning their own restrooms. Students in the Commons and theme houses are responsible for cleaning their living areas. Repairs and maintenance in all College facilities are made by the Service Department. Residents are expected to report all needed repairs, maintenance or housekeeping concerns via the Service Department web page. Repairs will be made in the regular work schedule of the Service Department. See Damage section for more information on damages.
Inspections
Otterbein College reserves the right to enter a student's college residence for administrative, safety and regulatory purposes. The College exercises this right only under specific circumstances. Rooms in college residence halls, the Commons, or theme housing are considered to be private dwellings of those assigned to the room. This right of privacy carries with it the responsibility for students to conduct themselves within the general policies of the College.
Authorized College representatives shall have the right of inspection within student rooms for the following purposes: inspection for standard maintenance, reasonable grounds for believing the room is being used for an illegal purpose, and inspections in situations where the student's well-being appears to be threatened or in which a violation of College or civil regulations seems to have occurred/be occurring. Students are expected to comply with College personnel seeking entry. Failure to admit authorized College personnel will result in referral to the college's judicial council.
Keys
Students are issued a room key when checking into the residence halls. Students are expected to keep the key on their person at all times to assure others do not use it. Students are expected to refrain from lending the key to others and/or duplicating the key. Unauthorized possession, duplication or use of keys is a Level III violation of the Student Code of Conduct.
Students who lose their key may request a re-core of their room lock and new key from their hall director. A damage charge will be assessed for each lock re-core and added to the student's College bill if a student loses or fails to return their room key at the end of the year, or when they permanently leave the residence hall (whichever comes first).
Students in the theme houses and Commons apartments may receive a key to the house/apartment and another to their bedroom. Loss of two keys will result in a damage fee for re-coring each lock.
Laundry
Automatic coin-operated (quarters only) washers and dryers are furnished in all residence halls, theme houses and Commons apartment complexes. Students may add funds to their Cardinal Card vending account for use in the laundry machines. Refunds for lost funds may be obtained in the Student Affairs Office.
Painting
Residents are expected to refrain from painting their rooms in the residence halls, theme houses and Commons apartments.
Personal Items
Otterbein College is not responsible for stolen or damaged personal belongings. This includes items in residence hall rooms, study lounges, laundry rooms, etc. Residents are strongly encouraged to keep their room/apartment doors locked at all times. Students are encouraged to protect their belongings with insurance, either by checking their parents/guardians' homeowner's insurance or purchasing renter's insurance.
Pets
Residents may bring aquarium fish, hermit crabs, and small turtles as pets into the Otterbein College residence halls, theme houses and Commons apartments. Residents are expected to care for their pets and provide a clean, healthy living environment for them.
Quiet Hours, Courtesy Hours and Noise Awareness
Residents are expected to maintain environments conducive to studying and sleeping. Minimum Quiet Hours have been established in the residence halls, theme houses and Commons apartments as 10:00 p.m. to 8:00 a.m. daily. Hall Councils are welcome to extend Quiet Hours. Each Hall Council will establish 24-hour quiet hours during exam week, typically beginning the Sunday before exams begin. During Quiet Hours, residents are expected to keep all areas of the building as quiet as possible. Residents are expected to keep their room doors closed and assure noise from TV's, computers, stereos, and musical instruments are not heard in the hallway or other rooms. Consideration needs to be given to persons outside the residence hall if the window is open.
Courtesy Hours exist when Quiet Hours are not in effect. During Courtesy Hours, residents are expected to be courteous to other students and their need for quiet to sleep or study. Students needing another student to be quieter are expected to ask the student to quiet down. Residents asked by another to be quieter are expected to honor this request.
Residents are expected to be cognizant of the amount of noise they are creating and avoid any activities causing loud noises such as playing sports, yelling, running, etc.
Recycling
Recycling bins are provided in each residence hall, Commons complex and theme house. Students are expected to recycle all their paper, plastic, glass and aluminum by placing them in the appropriate receptacle. Trash should be not be placed in recycling bins. Inappropriate use of recycling containers will be treated as damage. Theme House residents are expected to use the recycling bin provided and follow the City of Westerville recycling guidelines and pick-up schedule.
Residency Expectations
As a residential campus, Otterbein College expects all single, traditionally admitted, undergraduate students enrolled for 12 or more credit hours to reside in College residential facilities (excluding Greek houses.) All students residing in the residence halls are expected to participate in a full board (meal) plan.
Students wishing to be granted an automatic exemption from College housing if they meet one (1) of the following criteria:
- Reside at the principal residence of their parent(s) and/or legal guardians within a 30 mile radius of Otterbein College;
- Will have completed at least 90 credit hours by the end of spring term of the current year and have not signed a housing contract for the following year;
- Will be 22 years of age prior to the first day of classes of autumn term;
- Legally married or single parent residing with their spouse or children within a 30 mile radius of Otterbein College;
- Have lived in Otterbein or other college/university residence halls for two full years (six (6) quarters or four (4) semesters, excluding summers);
- United States military veterans with 18 months or more of active military service.
Students applying for an automatic exemption should do so via completing the Entering Student Housing Information Form and/or writing a letter to the Office of Residence Life stating their reason(s) for being eligible for the exemption.
Restrooms/Showers
Restrooms and showers on residence hall floors are designated as either male or female. There are no designated co-ed shower facilities in the residence halls. Personal items (shampoo, soap, hairdryers, etc.) are not to be stored in group restrooms. (Commons, Theme Houses, Suites and rooms with private restrooms may have personal items stored in them.)
Smoking
Students are expected to refrain from smoking in, or near, any residence hall, theme house or Commons apartment to avoid smoke from entering any door, window or air vent of any facility. Students are encouraged to maintain a substantial distance between themselves and any College building if they choose to smoke to assure compliance with the State smoking law.
Sports
Athletic activities which normally take place outdoors (football, hacky sack, soccer, etc.) or in the gym (basketball) are prohibited in the residence halls. Students should use College sports fields and recreation areas for these activities.
Telephones/Voicemail
Students may make on-campus and local calls from their rooms. Students wishing to make long distance calls should use a calling card. Voicemail is available upon request for residential students. Phone issues and requests for voicemail should be reported to the Service Department via their online service request system.
Television/Premium Cable Channels
Every residence hall room, Commons apartment living room and bedroom, and theme house living room is equipped with a 67-channel cable TV hookup including WOCC, Otterbein College's own TV channel. Students need to provide their own coaxial cables to connect their equipment to the cable hook-up. Students with HD capable equipment and those wishing to purchase premium cable channels or pay-per-view may contact the campus cable provider, Time Warner Cable, to arrange for these services and their payment.
Trash
Students are expected to remove trash from their rooms/suites/apartment and place in the dumpsters provided outside. Theme house residents are expected to follow the trash pick-up schedule provided by the City of Westerville and use the trashcans provided. Students inappropriately disposing of trash or littering will be referred to the campus judicial board and may have damage charges assessed.
Types of Housing (non-Greek)
Traditional residence halls are arranged with student rooms on both sides of a hallway with one (1) or two communal restrooms located in a central location. Most rooms are doubles (two people sharing one (1) room) and a few are singles, triples or quads. Single sex group restrooms are located on every residence hall floor/wing in traditional halls.
Suite style residence halls offer more private bathroom facilities with either one (1) or two bedrooms sharing a full bathroom. Each student is provided with a bed, mattress, dresser/closet space, desk/writing table and desk chair.
Amenities in all halls include: cable, internet and phone connections in every room, study lounges, laundry facilities and staff offices in each hall/complex. Summer and break housing is available in one or more halls each year for an additional fee.
Theme Houses - Single sex groups of sophomore, junior and senior full-time traditional undergraduate students who share a common goal and seek a living environment to promote the purpose are invited to apply to live in one of the College's theme houses. Conveniences of theme houses include fully furnished houses with kitchens, living rooms, coin-operated laundry machines in each house and optional meal plans. Full year and academic year only leases are available.
Commons Apartments - Students with at least junior academic standing are invited to live in the Commons Apartments as a transition from traditional residence hall life to a more independent lifestyle while remaining on campus. Apartments are available to single sex groups and have two, three or four bedrooms. Conveniences include single bedrooms, fully furnished bedrooms, living rooms and dining rooms, all utilities included (water, heat, electricity, cable, phone, internet), on-campus parking, being within walking distance of everything on campus and optional meal plans. Full year and academic year only leases are available.
Vending Machines
Snack and drink vending machines are located in all the residence halls. Report any loss of funds to the Campus Center and a refund will be made. Residents are expected to report any malfunction or damage to the machines to the Hall Director immediately. Any machines subjected to abuse may be removed for the remainder of the quarter or year.
Visitation Hours
All hall lounges have a 24-hour visitation policy, unless the Hall Council chooses to reduce the hours. Hosts and guests are responsible for knowing the hours. Hall Council will post signs in the lounge if it does not have 24 hour visitation. Visitation is prohibited in all hall areas except lounges sleeping rooms, on sleeping floors, or in stairwells during non-visitation hours.
Residence halls, including the suites, may have guests of the opposite sex visit their rooms daily from 9 a.m. until 2 a.m.
Theme houses, fraternity and sorority house residents may have guests of the opposite sex visit their rooms daily from 9 a.m. until 2 a.m.
Commons apartment residents may have guests of the opposite sex visit their rooms 24 hours a day as long as all apartment residents agree.
Overnight Visitation - Overnight guests of resident students may reside with the student in his/her residence hall room, theme house or Commons apartment provided the roommate/house/apartment mates of the resident agree, the overnight guest agrees to follow all housing and campus policies and the resident registers his/her overnight guest with the hall director and/or Office of Residence Life. Residents are expected to take full responsibility for the actions of their guests including any violations of campus policies.
Residence hall residents may only have overnight guests of the same sex (except during Little Sibs Weekend when the policy is slightly adjusted). Guests may stay for a maximum of two (2) nights in a row with only the approval of their room/suite/house/apartment mates (guest must still be registered with the hall director). Special permission from the hall director is required for a guest staying up to four (4) nights. Guests staying longer than four nights must have permission from the Director of Residence Life for a stay up to seven (7) consecutive nights.
Guests may not stay longer than seven (7) nights in the residence halls, theme houses or Commons apartments at any one (1) period of time or stay for more than two periods of seven (7) consecutive nights during an academic year. Residents wishing to have a guest stay for more than 14 nights during an academic year shall request permission from the Director of Residence Life.
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