The following policies exist to enhance the safety and comfort of all students living in campus housing. Housing and Residence Life policies constitute part of the Student Conduct Code. Failure to adhere to Housing and Residence Life policies may result in administrative address by the Office of Housing and Residence Life (including, but not limited to, fines, restriction of privileges, and/or change in housing assignment) and/or address through student disciplinary procedures (see “Honor and Student Conduct Codes and Regulations'').
The University of Lynchburg reserves the right to change policies, procedures, resources, calendar dates, fees, and any statements in The Hornet at any time. If the University of Lynchburg amends the Honor and Student Conduct Codes and Regulations during the period when this 2023-24 edition of The Hornet is effective, the amendment will be announced on the student handbook webpage, lynchburg.edu/hornet. The amendment will become effective 15 days after such announcement, unless the University deems that circumstances warrant immediate implementation, such as a change in law impacting University policy, a medical or public health issue, or other urgent situation.
- Alcohol — Possession of alcohol by anyone under age 21 is prohibited everywhere on campus, including in all residential facilities. Students and guests who are age 21 or older may possess and consume alcohol in residential facilities only in accordance with the Student Conduct Code and any policies established by the Office of Housing and Residence Life.
Possession and consumption of alcohol are prohibited in the following residential areas regardless of the possessor’s age:
- In any individual residential room and in the entirety of any University house, townhouse, or apartment where all assigned residents are under age 21
- Montgomery Hall, Tate Hall, and other facilities designated as alcohol-free
- Indoor common areas, including lounges, stairwells, and hallways
- Outdoor areas around residential facilities, including porches, yards, sidewalks, parking lots, and streets
Possession of an open container of alcohol in public is prohibited by both University policies and Lynchburg city laws. This prohibition applies to alcohol in any form or container, including, but not limited to, bottles, cans, cups, and sports bottles.
For anyone under age 21, possession of empty alcoholic beverage containers or alcohol packaging is prohibited in all residential facilities. Regardless of one’s age, possession of empty alcoholic beverage containers or alcohol packaging is prohibited in Montgomery Hall and Tate Hall.
Housing and Residence Life and security staff members may ask to see the contents of backpacks, bags, and other packages suspected to contain alcohol. Unauthorized kegs on campus and related taps are confiscated, regardless of whether they contain alcohol, and are not returned to the owner. Kegs may not be repurposed as furniture, decorations, or for other uses on campus.
Intoxication, public drunkenness, and disorderly conduct are prohibited by University policies and Lynchburg city laws. Disorderly conduct includes, but is not limited to, cursing profanely in public. Neither presence on campus nor residence in University housing shields a student from obligation to adhere to University alcohol policies and alcohol laws.
For more information about policies regarding alcohol, see the Student Conduct Code, including “Alcohol and Other Drugs.”
- Alcohol-Related Collections and Displays — Alcohol-related containers, packaging, and paraphernalia may not be collected or displayed in any residential area (indoors or outdoors) in a manner deemed to promote alcohol use or abuse. Examples of prohibited paraphernalia, collections, and displays include but are not limited to drinking game tables, bars, beer can pyramids, empty liquor bottle decorations, beer cartons posted on walls, and accumulated empty alcohol containers not removed to appropriate trash or recycling receptacles.
- Animals — Animals, other than service dogs and University-approved emotional support animals (ESAs), are not permitted inside University buildings (including all residential facilities) at any time. Students living in University housing may have only fish in their assigned residences. The maximum water capacity for a fish tank in campus housing cannot exceed 10 gallons.
Prohibited animals include dangerous or poisonous species of fish and “tank animals,” such as frogs, hermit crabs, lizards, and snakes. Individuals with unauthorized animals will be subject to adjudication and instructed to remove the animals immediately (within 24 hours). Failure to do so within the allotted time will result in additional disciplinary action.
An undergraduate student residing in a townhouse, apartment, or University house who allows an unauthorized animal inside a residence for any length of time will immediately be relocated to a residence hall. Similarly, an undergraduate student living in a residence hall who allows an unauthorized animal inside a residence for any length of time forfeits eligibility to live in a University townhouse or apartment during the following year.
A residential student with a service animal must complete a Service Animal Agreement pertaining to the animal’s presence in University housing. Special arrangement is not necessary for a service animal to be in other areas of campus. Service animals are expected to meet Assistance Dogs International (ADI) Minimum Standards and Ethics for Service Dogs. A residential student with an emotional support animal (ESA) must obtain approval before bringing the animal into the student’s assigned University residence. An authorized ESA is permitted only in the owner’s residence (assigned room) and is not permitted in public residential areas or other campus buildings. Individuals seeking approval of an ESA should complete the process as soon as practicably possible before moving into University housing. ESAs and their owners are expected to follow the University’s Emotional Support Animal Policy at all times.
To complete a service animal agreement or to request approval of an emotional support animal, contact the Center for Accessibility and Disability Resources. The ESA Review Panel meets five times per year to consider requests for approval.
Visitors on campus are prohibited from bringing their emotional support animals inside University buildings (including all residential facilities) at any time.
Service animals in training are prohibited in all residential facilities at the University of Lynchburg.
For more information about policies regarding animals, see “Animals on Campus” in The Hornet student handbook and the webpage “Animal Policies and Accommodations” on the University’s website, lynchburg.edu.
- Balconies and Roofs — Students may not be on any balcony or roof with the exception of Hundley Hall’s second-floor balcony, located off the lounge, and designated balconies in Westover Hall. The Office of Housing and Residence Life reserves the right to revoke this privilege at any time.
- Basements and Attics — Students may not enter or use basements, crawl spaces, or attics in campus houses for any reason, including storage and gatherings.
- Bicycles — Bikes may be stored only in individual rooms or in bike racks provided. Bikes may not be stored in hallways, stairwells, lounges, bathrooms, or other areas so designated by the Office of Housing and Residence Life. A student who violates this policy will be instructed to remove the bicycle promptly and assessed a fine and/or other consequences.
- Candles — Candles are prohibited in all University residential facilities, regardless of whether the wick has been burned. A student who violates this policy will be instructed to remove the candle promptly and assessed a fine and/or other consequences. Candles observed by University staff during facility walkthroughs, closing procedures conducted at academic breaks, and similar inspections may be confiscated for disposal.
- Check-In Policy — Students are permitted to move into their assigned residences as determined by the University check-in calendar and as communicated by the Office of Housing and Residence Life. Students are not permitted to arrive early without prior approval from the Office of Housing and Residence Life. Students who are unauthorized to be on campus will be assessed a $75 charge per night and will be instructed to depart campus immediately. Students approved to return to campus early will be assessed a daily rate determined by the University.
- Checkout Policy — All residents checking out of a University residence at any time must do so through a Housing and Residence Life staff member or by using an Express Checkout envelope available at Campus Safety and Security (first floor, Hall Campus Center). Failure to do so will result in substantial fines.
- Cooking — Coffee makers, popcorn poppers, and approved Microfridge microwave ovens are the only cooking appliances permitted in residence hall rooms. All other cooking appliances, including other microwave ovens, toaster ovens, slow cookers, Instant Pots, air fryers, hot plates, toasters, deep fryers, and grilling machines, are prohibited in residence hall rooms. A student who possesses an unauthorized cooking appliance will be instructed to remove it promptly and assessed a fine and/or other consequences.
In residence hall kitchens, students may use the appliances provided for simple heating and baking. Due to local fire regulations, frying, grilling, and rotisserie cooking are strictly prohibited in residence hall kitchens.
Students using the community kitchens in the residence halls are required to monitor equipment while cooking. Also, students are required to be present for the duration of cooking their meal(s). Additionally, after completing cooking, students are required to clean up the kitchen. The University of Lynchburg is not liable for any food items stored in common-area refrigerators. Students are encouraged to label all food items stored in common-area refrigerators.
For information about use of gas and charcoal grills, see “Fire Hazards.”
- Damage Policy — In any community living environment, materials in a building break or must be replaced periodically due to normal wear and tear. The University of Lynchburg’s housing fees are designed to cover such routine maintenance expenses. However, damages are sometimes caused by accident, horseplay, or misuse of facilities. An individual who causes accidental damage should report it to a Housing and Residence Life staff member within 24 hours after the damage occurrs. In such cases, the individual is held accountable for the cost of the needed repair(s). Multiple or repeated incidents of damages may result in disciplinary outcomes.
When damage occurs but no one takes responsibility, an investigation is conducted to identify the responsible individual(s). If the responsible individual is identified, that individual is subject to replacement costs, fines, and other outcomes as deemed appropriate. If the responsible individual(s) cannot be identified, the residents of the wing, floor, or building may be assessed common-area damage charges.
Any appeal of damage charges or common-area damage charges must be submitted in writing to the Office of Housing and Residence Life within 30 days of the billing date.
Damage to residential furniture results in charges sufficient to replace the damaged item(s). All incidents of damage are subject to review through Housing and Residence Life and disciplinary processes, which may result in additional fines and/or other outcomes.
- Decorations — Students are permitted to display personal belongings inside their assigned rooms in a manner that does not damage walls, doors, or other University property. However, decorations, furniture, and other items may not impede fire safety, entrance or egress, ventilation, or view of a room.
Only the following methods are permitted for affixing decorations to the specific wall material present in a student’s residential assignment:
- Concrete or cinder block walls — Use only Command Strips. When vacating the room, leave Command Strips in place for University Facilities staff to remove.
- Drywall or plaster walls — Use only thumbtacks. Remove all thumbtacks when vacating the room.
Other methods of affixing decorations, such as tape and poster putty, are prohibited due to the likelihood of wall damage and may result in repair fees.
Hanging of LED or fluorescent strip lights is prohibited in all residential rooms and common spaces.
Deviation from this expectation may result in a fine and damage fees.
Display of symbols that are historically associated with hate, repression, intimidation, or subjugation of specific human groups is prohibited. Examples include, but are not limited to, Confederate flags, Nazi swastikas, Ku Klux Klan images, nooses, and other vestiges of prior eras of slavery or persecution based on personal characteristics including race and religion.
Decorations and other personal belongings that are visible in the common areas of University residential facilities (e.g., hallways, lounges, bathrooms, stairways) must be consistent with University values and policies. The Director of Housing and Residence Life (or designee) may remove decorations visible in residential common areas that are determined to be inconsistent with University values and policies, followed by notification of the student who displayed the posting (if identifiable) of the removal.
Alcohol-related containers, packaging, and paraphernalia may not be collected or displayed in any residential space, including residential rooms and common spaces, in a manner deemed to promote alcohol use or abuse (see “Alcohol-Related Collections and Displays”).
Decorations and other student belongings may not be displayed in a manner that affects the exterior appearance of University facilities. Nothing may be displayed or posted in or on windows, on the exterior of any University of Lynchburg student residences, or in outdoor areas around residential facilities. Exceptions for items visible in windows or outside University residential facilities may be granted by the Office of Housing and Residence Life. Exceptions for banners advertising authorized campus events may be approved in accordance with the Posting Policy (see “Posting Policy”).
To decrease fire hazards, decorations or other items may not be placed over lights or fire safety equipment. Lamps, holiday lights, and other electric decorations must be University of Lynchburg approved.
Only artificial trees are allowed in residential facilities. All holiday decorations must be removed in a timely manner and prior to departure for scheduled breaks.
Possession of a street, traffic, or municipal sign is prohibited. Such signs are confiscated by Campus Safety and Security and not returned, regardless of how the signs were obtained by the resident(s). Kegs may not be repurposed as furniture, decorations, or for other uses on campus.
Students are not permitted to paint walls in individual rooms or in common areas. Proposals for wall murals for residence hall common areas may be submitted to the Office of Housing and Residence Life for approval. Subsequent approval by three-fourths of all floor residents must follow.
- Fire Alarm Evacuation — All students must vacate a residential facility when the fire alarm sounds, moving immediately to the location(s) communicated by the Office of Housing and Residence Life and/or Campus Safety and Security. Students are not permitted to re-enter the facility until permission is granted by authorized personnel.
- Fire Hazards — The following items are prohibited in all University of Lynchburg housing facilities for students:
- Candles (unlit or lit)
- Extension cords and multi-plug adapters
- Fireworks (may not be possessed or used anywhere on campus)
- Gas canisters (including propane tanks for grills)
- Halogen lamps and other lamps deemed unsafe by the Office of Housing and Residence Life
- Hookahs (may not be possessed or used anywhere on campus)
- Lighters or torches with gas or liquid fuel that can be left in the “on” position
- Space heaters with exposed heating elements
- Any appliances that make an open flame or have exposed heating elements, other than stoves provided by the University.
Coffee makers, popcorn poppers, and approved Microfridge microwave ovens are the only cooking appliances permitted in residence hall rooms. All other cooking appliances are prohibited in residence hall rooms, including other microwave ovens, slow cookers, Instant Pots, air fryers, grilling machines, hot plates, toasters, deep fryers, and toaster ovens.
Small, newer-model electric space heaters without exposed heating elements and carrying the Underwriter’s Laboratory (UL) label may be used in residential facilities. Only one space heater may be used per room.
Extension cords and multi-plug adapters may not be used in residential facilities. Grounded or polarized relocatable power taps, commonly known as “power strips” and “surge protector strips,” may be used temporarily in residential facilities if plugged directly into permanently installed electrical outlets.
Fires are not permitted inside or outside any University residential facility, except for outdoor use of gas and charcoal grills for cooking and of University-provided fire pits in approved locations. Grills, including related gas canisters, must be stored outdoors. Grills may not be chained to, or otherwise affixed to, any residential structure. When in use, grills must be at least 10 feet from all parts of a structure, including decks and porches. Also, appropriate safety precautions must be taken (e.g., distance from dry brush and other flammable materials, absence of wind hazards, extinguished coals, and disposal of cold coals in trash receptacles). Damage caused by use of a grill will result in repair fees and/or disciplinary outcomes.
- Furniture — Possession of any type of University property in a campus residence other than the standard room furniture provided is prohibited. Likewise, University furniture may not be removed from individual rooms in any campus housing. In residence halls, lounge furniture may not be removed from its designated location for any purpose or for any length of time.
Upholstered furniture is not permitted on porches, decks, balconies, and other areas outside University houses, townhouses, apartments, and residential buildings. All furniture outside residential facilities must be manufactured for outdoor use.
Kegs may not be repurposed as furniture, decorations, or for other uses on campus.
A resident who has unauthorized furniture in a residential location or unauthorized furniture outside will be instructed to return the furniture promptly to its proper place and assessed a fine.
Command Strips may not be affixed to University furniture, due to damage caused by removal. Deviation from this expectation may result in a fine and damage fees.
- Keys — Residential keys are issued to students at the time of check-in. Once a key is issued, it becomes the responsibility of the student. Students may not lend residential keys to anyone for any reason. Similarly, students may not use another’s residential keys. Additionally, students may not lend their University ID cards to anyone for any reason, including to access a residential facility.
Students should secure their rooms at all times and are responsible and liable for any actions of nonassigned students or guests in their rooms. Furthermore, students failing to secure their rooms or to obtain or carry room keys will assume all responsibility for theft or damage of any personal belongings in their room.
A student who is locked out of their assigned campus residence should wait for their roommate to return to unlock the door. A resident needing more immediate access to their assigned campus living area for emergency reasons may elect to contact Campus Safety and Security or their community assistant to request a let-in. A let-in fee of $10 is charged to the student’s University account each time let-in assistance is provided by Campus Safety and Security. Let-in assistance is not provided to another person’s residence, even if the requesting student’s belongings are locked in the other person’s residence.
When a residential key is lost, the following procedures must be followed:
- Report the loss of a residential key to the Office of Housing and Residence Life by completing the online Key Replacement Form, which is located on the housing portal under “Helpful Links.” A lost-key report will be made and sent to Campus Safety and Security for proper action.
- The student is responsible for payment of costs associated with core change and key replacement: $75 for a lost room key (includes creation of two new keys) and $150 for a lost common-space exterior door key (includes creation of a new key for each occupant). All lock-change fees are assessed to the student’s account.
- Failure to report lost or stolen keys or possession of a duplicate or unauthorized key will result in appropriate disciplinary action.
When a student vacates campus housing at any point, keys must be returned to Campus Safety and Security (first floor, Hall Campus Center) prior to departure. Failure to return one or more residential keys upon vacating University housing results in a $150 charge per key.
For more information about policies regarding keys, see “University ID Cards and Keys.”
- Liability for Loss — Students are encouraged to purchase insurance that will cover losses and/or theft or to verify sufficient coverage under the homeowner’s or renter’s insurance policy applicable to their off-campus home. The University of Lynchburg is not liable for loss of or damage to personal property. Neither the University of Lynchburg nor its insurance company covers or will reimburse for personal property that is lost, stolen, or damaged.
- Lofts — Only University of Lynchburg lofts are permitted in campus housing. Only one loft kit may be used per bed, and total height may not exceed one added loft kit. Students may contact their community assistant or the Office of Housing and Residence Life to request a loft kit.
- Networking Equipment — Personal networking equipment, including wireless routers and access points, are prohibited in residential facilities. Issues with network access or connectivity should be reported to the University’s Information Technology Help Desk (email@example.com).
- Noise — Living in a campus residence in close proximity to many other students can create noise disturbances. Because noise travels easily, all residents must be considerate of neighbors when playing stereos or TVs or simply talking. Generally, quiet hours should be observed from 11 p.m. to 11 a.m. Sunday-Thursday and midnight to 11 a.m. on Friday and Saturday nights. Courtesy hours are in effect 24 hours per day. Repeated disruptions by individuals at any hour will result in loss of privileges and/or other outcomes.
Each semester, 24-hour quiet hours are in effect from the last day of classes through the closing of University housing. At the end of the spring semester, 24-hour quiet hours are in effect from the last day of classes through the closing of University housing on the day following Commencement.
- Parties and Other Gatherings — Students living in University houses, townhouses, and apartments may host parties and other gatherings in their assigned residences in accordance with University policies. Occupancy in an individual residence is limited to no more than five guests per resident present and not to exceed the maximum occupancy designated for that specific residential location. Alcohol may be consumed only by individuals age 21 or older and only in accordance with all University alcohol policies.
Residents who host parties or other gatherings are held directly responsible for conduct occurring at their residence, including outside areas, and for their visitors’ behavior.
Failure to adhere to this policy may result in administrative action by the Office of Housing and Residence Life and/or disciplinary outcomes. These responses may include suspension of party privileges, and/or removal from the residence. See “Southside Residential Area for Undergraduate Students” for additional information.
- Pest Control — If residents have a pest problem (insects or rodents) in their room, they should notify their respective community assistant (CA) to submit a work order.
Residents are responsible for practicing good housekeeping in their rooms and in the residence halls to help deter pests (e.g., proper food storage, clean bedding, prompt cleaning of dirty dishes/utensils and dirty laundry, and regular trash removal from the room, including pizza boxes, etc.). Residents who promote pest/vermin infestation will be responsible for the cost of extermination.
- Recreational Equipment — The following types and uses of recreational equipment are prohibited on campus, including residential facilities:
- Slip ’N Slides (purchased or made), pools, sprinklers, and similar water amusements
- Use of water hoses or other methods to produce a waterfall or flooding
- Inflatable amusements, except as approved and contracted by authorized University officials
- Use of wheeled recreational conveyances or vehicles, other than bicycles and roller blades
- Use of skateboards, longboards, and the like
- Possession, storage, or use in any fashion of hoverboards or motorized scooters
- Hammocks installed or affixed to the exterior of University facilities, and hammocks used inside University facilities
- Use of fog machines in residential facilities. For more information about policies regarding use of recreational equipment on campus, see “Recreational Equipment Policy.”
- Repairs/Alterations — If a repair is needed in a residential facility, students should report the concern to their community assistant (CA) or to the Office of Housing and Residence Life (434.544.8320). Repairs may not be made by anyone other than authorized University personnel. Similarly, alterations — such as adding air-conditioning units or adding or removing doors or other structures — may not be made.
- Residential Access — All residence halls are locked 24 hours per day. Residential students and other authorized individuals gain entrance into the residence halls by using their University ID cards. Students should not allow nonresidents to gain access to any residence hall. Propping of exterior doors is strictly prohibited. Students aware of trespassers, unsecured doors, or other problems related to security in any campus residence should immediately contact a community assistant or Campus Safety and Security (emergency number 434.544.5555).
- Residential Breaks — All residential facilities for undergraduate students close for fall break, Thanksgiving, winter break (between semesters), and spring break vacations. Undergraduate students may not be in residential facilities during University breaks without receiving advance permission from the Office of Housing and Residence Life. Specific dates and times of closings and openings are listed on the Housing and Residence Life website.
During exam periods, all undergraduate students must vacate their campus residence within 24 hours after their last exam. Students who are not authorized by the Office of Housing and Residence Life to be in residential facilities will be assessed a $75 charge per night and will be instructed to vacate their residence immediately. Students approved to remain in their residence during a break will be assessed a daily rate determined by the University.
The Office of Housing and Residence Life conducts safety walk-throughs during academic break periods. Unauthorized items, including but not limited to candles, alcohol, University-provided common-area furniture in student rooms, and street or traffic signs, observed by University staff during facility walk-throughs, closing procedures conducted at academic breaks, and similar inspections may be confiscated for disposal or return to the appropriate location.
- Room Assignments and Changes — All room assignments are final unless the Office of Housing and Residence Life authorizes a room change. A student who wishes to make a room change should contact the Office of Housing and Residence Life to ensure adherence to proper room change procedures. Students may not request a room change during the first three weeks of classes each semester or after Thanksgiving break (fall semester) or spring break (spring semester). During room change periods, students must fully complete an online Room Change Request form, which is located on the student housing portal under “Applications.” If a room change request is granted, students are notified of instructions for completing the move, including the time period during which the move must be made.
All students sharing a room, suite, or Southside residence should complete a living agreement at the start of each semester. In the case of roommate, suitemate, or housemate conflicts, roommates must meet with their community assistant and engage in a facilitated dialogue unless the Director of Housing and Residence Life determines that in the best interest of the roommates, suitemates, or housemates that a room switch be made in lieu of a facilitated dialogue. If a living agreement has been completed, a roommate violating the agreement may be administratively relocated. In some instances, and at the discretion of the Director of Housing and Residence Life, both roommates may be relocated.
In the event of a disruption to the residential community, community members will be invited to engage in a facilitated dialogue with their community assistant and/or staff in the Office of Housing and Residence Life to discuss concerns and identify an action plan moving forward. This is to occur prior to any formal or permanent decisions being made based on administrative relocation of one or more community members. Students should discuss roommate concerns with their community assistant (CA) and/or staff in the Office of Housing and Residence Life prior to making a room change. If a resident requests a room change without first attempting a roommate mediation, the room change request may not be approved.
A resident who makes a room change without authorization from the Office of Housing and Residence Life may be assessed a $75 fee. Students who move without permission may also be required to move back to their assigned rooms. Students who make more than one unauthorized move are subject to a $100 fee per subsequent violation.
Students who are eligible to commute from home or to reside off campus but elect to reside in University housing may not move off campus during the academic year in which their Residential Living Agreement applies unless they have prior approval from the Office of Housing and Residence Life, and they may be subject to a housing cancellation fee of $250.
Due to limited space, the Office of Housing and Residence Life is unable to hold a specific housing assignment for a student who is not residing in campus facilities for a semester due to study abroad, a leave of absence, or any other reason. While efforts will be made to match roommates when students return to campus housing, a specific assignment cannot be held.
If a space in a residential facility becomes available, the resident(s) will have 14 days to fill the vacancy. If the remaining resident(s) is unsuccessful in filling the vacancy within that time, the Office of Housing and Residence Life will fill the space administratively as needed.
- Room Consolidation — To use residential space effectively and in a fair, consistent manner, the University conducts room consolidation beginning the fifth week of each semester. Consolidation affects only those students who do not have a roommate or an approved single room. A resident whose roommate leaves the University (e.g., withdraws, studies abroad, or does not return after a residential break) is encouraged to notify the Office of Housing and Residence Life and to participate in the consolidation process.
All residents without roommates or approved singles are expected to take an active role in the consolidation process, assisting in the identification of suitable roommates. Through active participation, students increase the likelihood of satisfaction with their new roommate assignments. Students who must participate in the consolidation process are given a list of all other students needing roommates. Using this list, residents can identify a roommate with whom they are compatible and then notify the Office of Housing and Residence Life about the roommate selection, enabling the room change process to begin. Students who do not select a roommate from those participating in the consolidation process will be consolidated with a new roommate through administrative assignment. Students who delay the process or otherwise prevent consolidation may be assessed a fee.
Students residing in rooms not assigned at full occupancy must ensure that the unassigned space(s) in the residence remain vacant for student placement. Students found to be occupying unassigned space(s) within their residence will be assessed a fine of $250, which is applied to their student accounts.
- Room Entry — The University of Lynchburg reserves the right to enter any University-managed room, suite, apartment, townhouse, or house intended for or assigned as student housing. Prior to entering an assigned residential space, University staff knock and announce themselves. In the absence of a response from the occupant(s), University staff may enter the residential space as they deem appropriate in circumstances such as:
- Potential or confirmed health or safety emergency
- Belief that someone may be in danger
- Facility or maintenance need, such as upkeep, repair, or improvement
- Health or safety inspection
- Closing inspection at academic breaks
- Activation of a fire or gas warning system, including fire drills
- To control rooms in the event of a medical or public health issue
- Other purposes in accordance with University policies
Such room entry and inspection does not constitute a search of a residential space. When making room entry, University staff attempt to minimize inconvenience to residents.
Facility inspections are not undertaken to discover prohibited conduct. However, when potential policy violations are found in open sight within a residential area, they may be addressed in accordance with the University's Honor and Student Conduct Codes and Regulations. Also, University staff may request authorization to search any or all areas of a University residence and its contents when policy violations are suspected (see “Searches”).
Approximately every 45 days, Housing and Residence Life and Facilities Management staff members enter each assigned University-managed room, suite, apartment, townhouse, or house to conduct a health and safety inspection. While in a residential area, staff members identify maintenance, safety, and cleanliness concerns, which they note and report for repair or other remedy. Staff members also document observed violations of University policies, including, but not limited to, the presence of candles, unauthorized animals, damages, fire hazards, and unauthorized possession of University property. Staff members may confiscate items believed to be in violation of University policy. Additionally, suspected violations of University policies may be addressed through administrative, disciplinary, or alternate resolution processes.
To prevent pests and as a safety precaution, students are expected to maintain a general level of cleanliness in their assigned residential areas. If this standard is not met, the assigned resident(s) are instructed to clean the space.
- Single Rooms — Single rooms within the residence halls may be available on a limited basis. Students seeking to “buy out” a double room to use as a single room will be assessed an additional fee of $600 per semester (prorated if the move occurs during the semester). Students wishing to request housing accommodations for medical, physical, mental health, or cognitive disabilities should contact the Center for Accessibility and Disability Resources. Reasonable documentation completed by a licensed professional is required.
- Smoke Detectors — Smoke detectors are provided in each residence hall room and in all other University housing for the safety of all residents in the facility. Students may not remove, cover, or disable a detector for any reason. Tampering with a smoke detector constitutes a violation of the Student Conduct Code and results in disciplinary action.
If a smoke detector does not function properly, students should immediately contact Campus Safety and Security (emergency number 434.544.5555) so proper repair can be made.
- Smoking — All residential facilities are smoke-free buildings, therefore, smoking may not occur within any part of these facilities. Smoking includes, but is not limited to, use of cigarettes, cigars, pipes, electronic cigarettes, and personal vaporizers or other devices associated with “vaping.” See “Smoking, Tobacco, and Nicotine Products” in the Honor and Student Conduct Codes and Regulations for related campuswide policy.
Possession or use of marijuana or of a hookah is prohibited in all areas of the University of Lynchburg, both inside and outside. Lighters or torches with gas or liquid fuel that can be left in the “on” position are prohibited in all University of Lynchburg housing facilities for students.
- Spring Semester Closing — All undergraduate students residing in University housing must vacate their campus residence within 24 hours after their last exam or by 10 a.m. on the Wednesday prior to Commencement, whichever is sooner. Undergraduate students may not be in residential facilities after their departure deadline without receiving advance permission from the Office of Housing and Residence Life. Students approved to remain in University housing after residential facilities close will be assessed a daily rate determined by the University. Violation of University policies after receipt of permission to remain may result in immediate removal from campus housing. Students who do not receive prior approval from the Office of Housing and Residence Life to be in University housing will be assessed a $75 charge per night and will be instructed to depart campus immediately.
Students must follow all checkout procedures provided by the Office of Housing and Residence Life. When a student vacates campus housing, keys must be returned to Campus Safety and Security (first floor, Hall Campus Center) prior to departure to avoid a $150 charge per key.
- Storage — University of Lynchburg does not provide storage. Any and all items left on University property after departure from a residential facility may be handled, removed, and disposed of at the risk and expense of the resident. Any items left after a semester’s completion will be held for one week and then discarded. For personal items left behind after residential closing, students will be assessed a fee reflecting labor costs related to item removal and landfill fees.
- Term of Residence — Room fees for the academic year cover the period from the day of official University check-in through 10 a.m. of the day after the completion of exams (for non-graduating students) or 10 a.m. on the day following Commencement (for graduating seniors). The day of official University check-in for first-year students, transfer students, and other participants in Hornet Days will be designated by Student Development.
Room fees and the housing agreement do not provide for occupancy of University housing during fall break, Thanksgiving break, winter break, spring break, or other periods for which due notice is given. Undergraduate students must vacate during these periods and may not be in residential facilities without receiving advance permission from the Office of Housing and Residence Life. Approved students requiring housing during part or all of these periods may be subject to a daily rate.
- Trash — Residents in residence halls are responsible for depositing trash from their rooms in proper receptacles located in the building’s common areas. These community receptacles are emptied each day.
To dispose of trash at University houses, residents must place all trash in black garbage bags and deposit the bags in provided outdoor bins. All recyclables must be placed in clear bags and placed next to the trash bins. Similarly, townhouse and apartment residents are responsible for placing trash and recyclables in the appropriate bags and depositing the bags in designated outdoor trash collection areas. Trash is typically collected from University houses, townhouses, and apartments on Mondays and Fridays.
A student or housing unit that does not properly dispose of trash will be instructed to do so promptly and assessed a fine and/or other consequences.
- Visitation Policy — Students may be visited in their campus residence by University of Lynchburg students and other visitors in accordance with visitation and guest registration requirements. A “visitor” or “guest” is an individual (student or nonstudent) who is not assigned to reside in a specific residential room/unit. For example, a student assigned to reside in Tate Hall Room A is considered a visitor when present in Tate Hall Room B or in any area of a different residential building.
Visitation on campus is a privilege, not a right, and must be respected to maintain order in the community. The privilege of visitation in University housing does not supersede a roommate’s/housemate’s right to privacy, study time, and sleep. These rights and the safety and security of the campus community are absolute and fundamental principles of the Visitation Policy.
A student residing in University housing may be visited in their assigned residence at any time in accordance with the following requirements:
- Roommate/Housemate Rights
A roommate/housemate will not be deprived of the right to privacy, study time, or sleep due to the presence of a guest (student or nonstudent).
- Room Occupancy
Only the students assigned to a residence may live in that residence. Guests (student or nonstudent) may visit but are not permitted to live in the residence.
- Guest Registration
All visitors who are not University of Lynchburg students and who stay on campus after midnight on any day must be registered by their host before midnight of that day. Guest registration is completed on MyLynchburg (use tabs “Personal” and “My Visitor”). If the guest brings a vehicle onto campus, the guest must obtain a valid visitor’s parking pass from Campus Safety and Security (first floor, Hall Campus Center).
- Escorting Guests
- Nonstudent Guests — Guests who are not University of Lynchburg students must be escorted at all times.
- Student and Nonstudent Guests in a Residence Hall — All residence halls are locked 24 hours per day. From 10 a.m. to midnight, residential students and other authorized individuals may gain entrance to the residence halls by using their University ID cards. After midnight, only residents of a particular building may access that building using their ID cards. A visitor (student or nonstudent) who is not a resident of the building must be admitted and escorted by a resident of the building.
- Responsibility for Guests’ Conduct
All guests are expected to abide by University of Lynchburg policies at all times. Students are held directly responsible for conduct occurring in their rooms and for their visitors’ behavior. Students living in University houses, townhouses, and apartments are held directly responsible for conduct occurring at their residences, including outside areas, and for their visitors’ behavior.