University of Houston
Residential Life & Housing
4361 Wheeler St.
Oberholtzer Hall
Houston, Texas 77004
713.743.6000
Check In Procedure
CHECK IN/OUT PROCEDURE
1. Check in or check out at the designated desk.
2. Complete Room Condition Report stating the condition of the room and an emergency card during check-in.
3. A new Room Condition Report is required each time a student changes rooms.
4. At checkout, the student must obtain a clearance slip from an RLH staff member.
5. The room key must be turned in at the designated area or office.
6. Mailing address changes must be submitted at checkout. If proper change of address card is filled out at checkout, first class mail will be forwarded for one semester. Each resident is responsible for notifying all correspondents and the postal service of an address change.
7. Residents will be responsible for returning their room to the original condition at checkout (i.e., floors mopped, dusted or vacuumed, furniture back in place and dusted and trash removed). Residents will be responsible for damages and will be assessed charges, as applicable.
8. Residents who vacate the halls are responsible for removing from the building and premises any property which they own or used during their occupancy. Failure to remove excess property will result in improper checkout charges, plus time-and-effort charges for removal by the university. In addition to regular cleaning charges which are assessed for a dirty room at checkout, removal charges will be assessed for property such as tables, chairs, sofas, refrigerators, street signs, bricks, lumber and similar items that by their nature cannot be disposed of through the normal university trash disposal system and/or require extra effort to remove.
9. Failure to check out properly will result in charges accruing as though the student is still there. In addition failure to check out properly (obtain a clearance slip) will result in an improper checkout fine.
ROOMMATE MEDIATION PROCEDURE
Conflicts often occur due to a lack of communication between people and a resistance to compromise. Most of the issues that occur can be easily resolved if residents dialogue about the issues at hand. Here are a few easy steps to take if you are in a conflict:
1. Complainant discusses problem with the RA, who then gives options on how to deal with the situation.
2. Complainant addresses concern(s) directly with the individuals involved.
3. RA follows up with complainant. If problem remains, a mediation meeting is held with the parties involved and the RA. A roommate/suitemate contract may be formulated to help negotiate a compromise.
4. Staff will follow up on situation and revise roommate/suitemate contract us needed.
Only after a staff member feels that the mediation process has been worked through may changes in room or apartment assignment be considered. Failure to get along with a roommate/suitemate is not grounds for termination of Room and Board Agreement. There are certain rights one should be able to count on when living with others. When these rights are not respected, conflict may arise. We encourage you to talk with your roommate/suitemate at the beginning of the semester to explore issues of potential conflict.
Some things to discuss with your roommate/suitemate:
• What study environment do you prefer?
• Are you messy or neat?
• Are you a morning or night person?
• How do you feel about visitors in the room?
• May we borrow each other’s belongings?
• What is your schedule?
These are just a few examples of some of the issues to discuss to help you coexist with your roommate/suitemate.
ROOMMATE BILL OF RIGHTS
Each roommate has the right:
• To make mistakes.
• To have personal privacy.
• To refuse requests without feeling guilty or selfish.
• To feel safe to express ideas, opinions, and grievances.
• To have personal belongings off-limits.
• To hove one’s opinions given respect and consideration.
• To study and read in one’s room.
• To be treated considerately and thoughtfully.
• To have one’s needs considered important.
• To have one’s race, color, gender, religion, nationality, age, disability, veteran status, or sexual orientation respected.
• To sleep with as little disturbance as possible.
• To have guests, providing they respect the rights of the roommate (s)/suitemate (s)/residence hall community.
• To be independent.
• To have a clean environment in which to live.
ROOM TRANSFER PROCEDURE
This is a procedure in which a student moves from one room to another. This may include moving within the same building, within the some area, or to another area. Students are permitted to request one transfer per academic year without incurring a fee. If the student requests additional transfers, a cost of $25 per transfer is charged to the student’s fee bill. Should the Residence Life staff deem that moving a student is necessary as part of a disciplinary situation or other administratively motivated decision, there is no fee attached even if it would be the second or subsequent transfer. Students who do not properly complete their transfers or transfer paperwork, who move without permission, or otherwise violate the room transfer policies end procedures are subject to a $50 illegal transfer charge at the discretion of the Area Coordinator’s Office. A student wishing a room transfer should go to his or her Area Coordinator’s (AC’s) Office for the Transfer Request Form. When a request is honored, the AC Office will contact the student. After notification, students should pack and box all personal belongings. Students then have the following options:
Option I
If your room is empty and clean and you are ready to turn in your key:
1. Go to the AC’s Office where you currently live.
2. Tell them you are ready to check out. Staff will check your room for damages.
3. Turn in your key and pick up your transfer papers.
4. Go to the AC Office of your new area.
5. Complete paperwork and pick up new key.
Option 2
If you need to keep things in your room while you transfer and you are NOT ready to turn in your key:
1. Go to the AC’s Office where you currently live.
2. Pick up your transfer papers.
3. Go to the AC Office of your new location.
4. Complete paperwork and pick up new key.
5. Move all your belongings out of old room into new room IMMEDIATELY.
6. Return to your old AC Office to check out. Staff will check your room for damages.
7. Turn in your old key.
(If the request is honored, specific details on how to make a proper transfer will be provided by the AC Office.)
ROOM INSPECTION PROCEDURE
1. University officials, including residence hall staff, housekeeping and maintenance personnel, may enter rooms to fulfill their daily duties, in cases of emergencies, or in cases of reasonable suspicion of activity endangering the individual or community, or in cases where there is suspicion of policy violation.
2. Monthly health and safety checks are announced with a posted flyer at least 24 hours in advance.
3. Unannounced fire safety checks as mandated by the Fire Marshall may take place at any time.
4. Rooms are inspected for cleanliness, damage to property and fire hazards.
ROOM CONSOLIDATION PROCEDURE
1. This procedure will be instituted by housing administration (based on need for space) within the first four weeks. After the first four weeks, consolidation will only be utilized in extreme need as determined by housing administration.
2. Students in rooms without roommates or on sparsely populated floors will be notified of the consolidation process.
3. Depending on the situation (i.e., consolidating floors or rooms), students will be instructed to choose from the following possibilities:
a. Move to another room with a roommate (a list would be available) and/or possibly move to another floor.
b. Pay for the room as a super single (this option may not always be available).
LOST ROOM KEY & BUILDING ACCESS PROCEDURE
1. It is the responsibility of each resident to secure a building access card and key to his or her roam and keep them on his or her person at all times.
2. There is a lock change charge for lock replacement or card reissue when a key or card is not returned or when lost or stolen.
3. Duplication of keys or cards is PROHIBITED.
4. If you are locked out of your room or building:
a. You may sign out a key from the Area Coordinator’s office during regular business hours, and return it within two days. After two days, the lock will be changed at your expense.
b. During non-business hours (after hours, weekends and holidays) go to the service desk in your area and notify them that you are locked out. They will notify the on-call staff to come and let your room. The first lock out (per academic year) will be free of charge.
c. After the first free lock out, you will be charged $5 to $10 depending on the day and time (after midnight, weekends and holidays will be charged at the higher rate). After three charged lock outs, a mandatory lock change and/or disciplinary actions may be applied.
5. Any transfer or loan of a key to another person will result in disciplinary action.
VISITATION PROCEDURE
Visitation is a privilege, not a right. Abuse of this privilege impedes the rights of others’ privacy and safety, and may result in loss of visitation privileges.
1. The resident host is responsible for the conduct of his or her guest.
2. The right of your roommates/suitemates to use the room and have their privacy takes precedence over the privilege of visitation.
3. Visitors of the apposite sex must use only the restroom facility on a floor of the same sex (Towers only).
4. The resident host/hostess must sign in all nonresidents at the desk each time they enter (Towers only).
5. Guests of residents must be accompanied at all times.
OVERNIGHT GUEST PROCEDURE
1. Overnight guests are allowed, but you must have the acknowledgement and approval of your roommate/suitemate(s).
2. Overnight guest stay is limited to two nights per week.
3. Guests of residents must be accompanied at all times.
4. Visitation procedures must be followed at all times. Failure to follow this procedure can result in nightly charges being levied, loss of visitation privileges, and/or further judicial action.
VACATE/REMOVAL PROCEDURE
This procedure applies to situations in which a resident is required to vacate or be removed for nonpayment of room, health, discipline, or other administrative reasons.
1. Residential Life and Housing staff will contact the resident in no attempt to resolve the difficulty. If no contact or on mutually agreeable arrangement can be reached within 72 hours, an administrator will prepare and issue a notice to vacate.
2. If, at the end of this period, the resident has not responded, the administrator prepares a “Notice To Vacate for Breach of Agreement and Demand for Possession.” A residence hall staff person will deliver the notice (delivery will be attempted in person, but failing that, placement upon the resident’s bed will serve to effect notice). The resident will be given 72 hours from the date of delivery to vacate. Residents removed from the halls pursuant to a notice to vacate will be charged a $400 contract break fee. After the notice to vacate has been served, should the resident’s behavior disrupt community standards, the resident’s departure may be accelerated.
3. If, at the end of the 72 hours, the resident has not complied, he or she will be locked out of the space and charged expenses incurred by the University.
4. If the former resident’s personal belongings are not claimed during normal business hours within three days after the lock-out the items will be removed at the former resident’s expense so that the space may be reassigned. If the space requires cleaning, additional charges will be assessed.
5. The former resident is given the opportunity to claim his or her personal belongings within a 30-day period during normal business hours. After 30 days, these items are considered abandoned and disposal will result. This process does not limit the Department of Residential Life and Housing from implementing no Interim Suspension which will result in the immediate removal of a resident who is considered to be an imminent threat to him or herself or others, pending an expedited hearing.
SUMMARY OF DAMAGE CHARGES
The following is a summary of charges most frequently levied in the residence halls. The partnership properties have their own summary of charges specific to the community. This list is not intended to be comprehensive or exclusive, and also may involve other disciplinary actions. Other or unusual charges are computed on a time and materials basis. Appeals may be filed with the appropriate Area Coordinator Office within 30 days of checkout.
• Damage to property: Varies (materials, labor, and overhead costs)
• Abuse of checked-out equipment (not returned or returned late) (plus replacement costs, if applicable): $25
• Illegal transfer of residence hall furniture: $50
• Illegal transfer from one room to another: $50
• Window (opened, causing broken seal), Towers or Quad: $25
• Window (opened with A/C or heater on), Cougar Place: $10
• Blockage of air conditioning/heating vents: $25
• Removal of bicycle required from undesignated area: $20
• Tampering with fire alarms, smoke detectors, spring door hinges or hanging pipes in student rooms and hallways or maintaining flammable materials including candles: $100 -$500
• Tampering with or abuse of entrance doors (plus repair costs): $100-$250
• Locking/unlocking doors (depending on time of day and how often): $5-$10
• Lost key resulting in a lock change: $61.50
• Retrieval of keys or other possessions from Tower's elevator pits: $100
• Unauthorized stay-over charge (per night): $25
• Improper checkout (failure to schedule and complete check-out with staff): $50
• Unclean room at check-out: $40 (minimum)
• Unclean room or bathroom requiring housekeeping services: $40 (minimum)
Minimum charges quoted are based on average time and materials.
Actual charges will be based on real time and material costs. Damage charges or fines do not limit our ability to pursue other remedial steps, up to and including removal from housing.
