Residence Life Guide Book
2012-2013 GEORGE WILLIAMS COLLEGE RESIDENCE LIFE GUIDEBOOK
Let me be the first to say WELCOME HOME!
This guidebook serves to familiarize all residential students at George Williams College of Aurora University with housing policies and procedures which are designed to promote fairness and respect within our campus community. Each resident is responsible for knowing and abiding by all of our policies and procedures within the A-Book, George Williams College Edition and this Guidebook.
Living on campus allows you the opportunity to meet many people and create lifelong friendships, participate in a wide variety of academic, educational and social events, and learn to live in a culturally diverse environment. The George Williams College of Aurora University educational community is dedicated to a learning centered living environment. Living our campus contributes significantly to your complete educational growth. Community living influences your development by exposing you to a variety of experiences and opinions. The Student Life staff will create intentional educational and recreational opportunities to support your academic and career success.
George Williams College of Aurora University desires that you will enjoy your experience living the in the residence halls. Throughout the year, you will be provided the opportunity to share your feedback on your living experience. The future of our residential program will be shaped by your comments and suggestions. Please share your interests and thoughts on how we can improve with the Graduate Assistant living in the halls and me.
So, get involved, try something new, share your story, meet new friends, and enjoy 2012-2013 at George Williams College.
Jared D. Leifeld
Director of Student Community and Engagement
(262) 245 – 8534
RESIDENCE LIFE: YOUR HOME AWAY FROM HOME
OFFICE OF STUDENT LIFE STAFF
Our residence halls are staffed by a Graduate Assistant for Student Engagement and Academic Success. Their responsibilities include developing community, maintaining order, planning social and educational activities to meet students' needs, and providing resource assistance. The Office of Student Life is additionally staffed by the Director of Student Community and Engagement.
The primary goal of each Student Life staff member is to aid students in every phase of their adjustment to College life.
CONTACTING RESIDENCE LIFE STAFF
The Office of Student Life in Winston Paul Educational Center suite 105
Director of Student Community and Engagement (262) 245 – 8534
Administrative Assistant Registrar/Advising/Student Life (262) 245 – 8591
Graduate Assistant (Located in Oak Lodge)
You also can e-mail the Residence Life at GWCreslife@aurora.edu or access us on the web at http://www.gwc.aurora.edu/student-life/index.html.
The Office of Student Life is open during normal University business hours.
Each evening, a Director is on duty. Should you need assistance, first contact the Grad Assistant (GA). If you are unable to locate the GA, please contact the Campus Public Safety (262) 245 – 8509. The Director on duty can be reached via the Campus Public Safety staff.
IMPORTANT HOUSING CONTRACT INFORMATION
ELIGIBILITY FOR ON-CAMPUS HOUSING
George Williams College of Aurora University offers on-campus housing in six residence halls. In the interest of providing a residential experience that meets the needs of undergraduate students, housing will be provided for graduate students on a space-available basis only.
To be eligible to live within George Williams College of Aurora University on-campus housing, each applicant must, upon occupancy, be a full-time registered Aurora University student. The Director of Student Community and Engagement will hear and grant exceptions for students registered for less than full time on a case-by-case basis.
Students under the age of 18 are required to provide parental or legal guardian permission to live in the residence halls.
Aurora University reserves the right to deny housing to an otherwise eligible applicant if the University determines that the applicant’s presence in the residence halls would not be in his/her and/or the University’s best interest.
CONTRACT PERIOD 2012-2013
v Residence halls open for all student check-in on Saturday, August 25, 2012 between 10:00 AM-Noon;
v 0 PM;
v Residence halls close for the fall semester on Saturday, December 15, 2012 at Noon. Hall keys must be turned in, per established guidelines, before departure.
v Residence halls open for spring semester check-in on Saturday, January 5, 2013 at 10:00 AM.
v Residence halls close for spring break on Saturday, March 2, 2013 at Noon.
v Residence halls open after spring break on Saturday, March 9, 2013 at Noon.
v Residence halls close for the end of the year on Friday, May 3, 2013 at 5:00 PM. Proper check out procedures must be followed before departure.
EARLY MOVE-IN POLICY
Students wishing to move in to the residence halls prior to their scheduled arrival time must submit a request to GWCreslife@aurora.edu stating the specific need for arriving early. Permission will be granted for an early arrival on a case-by-case basis. Students checking in early will be billed at a rate of $50 per day, unless meeting the criteria below.
Participants in the following programs moving in on their program’s scheduled move-in date will not be charged individually for an early check-in; however, the sponsoring department (e.g. academic unit, etc.) is responsible for providing the Office of Student Life with the names of eligible students:
v Academic programs requiring an early start
v College student workers with a minimum of 15 hours
Upon check-in, students will be provided with access to the Residence Life Guidebook and the University A-Book George Williams College Edition via the George Williams College web page; students are responsible for following all rules and regulations as stated in these publications. Violations of University/College policy will result in disciplinary action.
INITIAL HOUSING DEPOSIT AND REFUND POLICY
Students assigned to the residence halls must sign a residence hall contract with George Williams College of Aurora University. Each student must leave a $100 security deposit on file with the University prior to receiving a room assignment. This deposit serves to reserve a room and acts as a contingency deposit in the event of damage to College property. The deposit is refundable after the first semester on campus once the student terminates occupancy and follows all checkout procedures, minus any damages that may be charged to him/her at that time, or in the event of an outstanding account balance.
For current residents, the security deposit is refundable upon completion of all formal check-out procedures with a Student Life staff member to include: scheduling a check-out time with the Student Life staff to complete a room inspection and room condition report (RCR); returning all keys to proper departments; and completing an exit survey in the Office of Student Life. All steps must be completed or the security deposit is forfeited and an improper check-out fee will be applied to the student’s account.
RETURNING RESIDENT ROOM RESERVATION DEPOSIT
Residents wishing to return to the halls for the next academic year will need to submit a $100 returning resident room reservation deposit early in spring semester, along with their housing contract. This $100 deposit indicates a resident’s intent to live in the residence halls and serves to reserve a space in the housing assignment process.
The returning resident room reservation deposit acts as a pre-payment of the student’s room and board charges and is allocated to the student’s account when fall charges have been assessed. This deposit is non-refundable, but is transferable to the following fall tuition charges, if written cancellation notice is received by the Office of Residence Life by June 1. Cash refunds will not be granted. Students canceling their housing after June 1 will forfeit this deposit.
RESIDENCE HALL AND ROOM ASSIGNMENT
The Office of Student Life reserves the right to place students in any appropriate halls, on a space-available basis, in the best interest of the students and the institution.
Upon checking in to a room in the residence halls, students will receive a room key and will be asked to complete an emergency contact card. Students must verify and sign a room condition report. All room deficiencies should be noted at this time. Any changes must be made within five (5) days of the receipt of the room condition report.
Room changes will be made only with the permission of the Director of Student Community and Engagement. During the first two weeks of each semester, Student Life implements a “room freeze.” This waiting period is in place to allow residents the opportunity to adjust to their new living situation. Beginning the third week of the term, residents may submit a roommate or room change request. Student Life will make every effort to accommodate these requests, but cannot guarantee that the change will happen.
Only the Graduate Assistant and Director of Student Community and Engagement may authorize a room change. Failure to comply with the rules regarding housing assignments may result in disciplinary action and will result in a $25 charge.
After the third week of the semester, the Office of Student Life reserves the right to begin a room consolidation process. The goal of this process is to, as much as possible, have residents adhere to the room type indicated on their student account. Students without roommates will be given an opportunity to choose a roommate. Should a student fail to indicate a roommate preference by the given deadline, a roommate will be assigned by the Office of Student Life. The consolidation process may require students to move to another room or residence hall.
The following is a checklist to be followed upon checking out of the halls:
- If you are permanently withdrawing from the halls, complete an exit survey with the Office of Student Life.
- All exit paperwork must be completed and returned to the Office of Student Life to be eligible for a refund.
- Schedule a time to check out with Student Life Staff.
- Move all belongings out of your residence hall room and ensure that your room is clean.
- Complete the checkout process with Student Life Staff.
- Turn in your room keys, as directed.
Failure to follow any of the above procedures will result in the forfeiture of your $100 security deposit, minus any charges for room damage and/or missing keys.
Please note: A final room inspection will be completed by the Physical Properties staff and a professional Student Life staff member once the rooms/halls are vacated to finalize damage reports. Final billing authority rests with the Director of Student Community and Engagement, not the Graduate Assistant.
You are liable for any damage, modification, or excess cleaning required in your residence hall room or done to any part of University housing. A room condition report will be completed by you and a residence hall staff member during check-in and check-out. By signing the housing contract and the room condition report, you agree to pay the cost of repair, replacement, or cleaning of any item or part of College housing that you damage, modify, or destroy. Replacement costs include the full, not depreciated, value for new materials and labor. If a damaged item feasibly can be repaired, you will be charged the cost of repairing, not replacing, this item. All repairs/replacement work will be initiated and completed by the College or its designee.
Roommates are jointly responsible for damages, and the associated charges will be divided equally among all contract holders of the assigned space, unless one person takes responsibility or the Director of Student Community and Engagement determines responsibility. Each student’s account will be charged for their portion of the associated costs. You also are responsible for any damage caused by your guests.
If you disagree with a damage charge assessed to you, you may submit an appeal, in writing, to the Director of Student Community and Engagement, by the posted deadline. If you are appealing a charge and the result is not known prior to the deadline, you are encouraged to pay the bill in order to avoid a late fee charge. Should your appeal be granted, the damage charge will be credited to your student account. The Office of Student Life cannot remove late fees assessed to your account. The results of the appeal are final.
PHILOSOPHY OF COMMUNITY DAMAGE
Community damage is defined as any damage within the common areas of a residence hall (hallways, lounges, bathrooms, etc.) for which the responsible individuals cannot be identified, either through self-reporting or through identification by other individuals. The purpose of the community damage concept is educational in nature. The policy introduces students to their greater responsibilities to the community in which they live. It is imperative that all students be concerned with the safety and treatment of all College property, including what is found in public areas of the floor and main areas of the residence hall.
When community damage is discovered, the Director of Student Community and Engagement will post signs informing residents of the damage and asking for any information. If responsibility for the damage is not taken within 5 business days of the posting, the floor or residence hall is charged for the damage. The community damage charge is assessed by taking the total cost of repair/replacement (parts & labor), and distributing the total equally among all residents of the floor or residence hall, including Resident Assistants.
How the community damage process works:
v The Director of Student Community and Engagement verifies and photographs the damage, if possible.
v An incident report is completed and filed.
v A work order or emergency work order is generated. The Director of Student Community and Engagement will indicate that it is common area damage.
v Signs describing the damage and asking for further information are posted throughout the community on the day the damage is documented.
v Residents are given 5 business days from the time of posting to take responsibility for the damage.
v If the individual who caused the damage is not found responsible, the community as a group is charged for the damages.
v If the community is held responsible for the damage, memos are sent via campus mail and e-mail, in addition to being posted throughout the community. This will notify the residents of the exact amount charged and the nature of the damage.
v Residents are billed each time damage occurs, not just once per semester or year.
v Community damage charges cannot be appealed.
PERSONAL PROPERTY LEFT IN RESIDENCE HALLS
Any personal property left at the end of the contract period will be removed from the room by Student Life staff. A certified letter will be sent to the address listed in the University system, notifying the student of the found property. If not claimed within 10 days, it will be considered abandoned and will be disposed of accordingly. During this 10-day period, George Williams College of Aurora University, its officers, employees, and agents will not be responsible for damage to or theft of the property.
Students who terminate occupancy within the first week of the semester are eligible for a 100% refund; second week = 90% refund; third week = 50%; after the third week, students are responsible for the full semester billing. As a freshmen or transfer student, Damage Deposits are nonrefundable during your first semester of housing.
BOARD (MEAL) PLANS
All students living in the residence halls are required to be on a board plan. The four board plan options are: 7 meals per week for graduate students or upper classman in an internship, 9 meals per week, 14 meals per week, and 19 meals per week. Students may use a “meal equivalency” at the College Inn. Information on the meal equivalency process will be available through Sodexo.
BOARD PLAN CHANGES
Students may change (increase/decrease) their board plan only within the first three weeks of the semester. Board plan change requests must be submitted in writing to the Office of Student Life. Simply e-mail GWCreslife@aurora.edu with your request.
BOARD PLAN REFUNDS
Students who cancel their meal plan and housing during the semester will have their meal plan prorated as of the Thursday following the last date of occupancy. If, however, a student uses a disproportionately high amount of meals and/or points, he/she also will be charged for this difference.
BREAK CHECK-OUT POLICY
Residential students are expected to check out of their room for break periods, unless contracted for this time (see below for information on break and summer housing).
FINALS WEEK CHECK-OUT POLICY
Residential students are expected to check-out of their room within 24 hours after their last scheduled final exam. Requests for exceptions must be submitted to GWCreslife@aurora.edu. Exceptions only will be granted by the Director of Student Community and Engagement or designee, and will be made on a case-by-case basis.
WINTER BREAK, SPRING BREAK, MAY TERM, AND SUMMER HOUSING
Winter break, May Term, and summer housing is available, dependent upon space availability. Contracts during these breaks are different than regular terms. The following conditions apply to break and summer housing contracts, and must be documented:
Winter Break Residency
Only residents who are working for George Williams College of Aurora University a minimum of 15 hours per week, and/or residents with academic obligations will be allowed to remain in the residence halls during winter break. All residents remaining in the halls during Winter Break must be registered for classes and contracted for housing for the upcoming spring semester. A break contract must be submitted by the posted deadline.
Spring Break Residency
Only residents who are working for George Williams College of Aurora University a minimum of 15 hours per week, and/or residents with academic obligations will be allowed to remain in the residence halls during spring break. A break contract must be submitted by the posted deadline.
May Term and Summer Session Residency
Housing assignments for May Term and summer sessions are made on a space-available basis. Only students enrolled in summer classes and/or residents who are working for George Williams College Aurora University a minimum of 15 hours per week will be eligible for summer residency. All summer residents must be registered for classes and contracted for housing for the following fall semester. Exceptions will be heard on a case-by-case basis by the Director of Student Community and Engagement.
The Office of Student Life reserves the right to make assignments as necessary; students will be asked for their preferences regarding room type and roommate. Completion of a May Term and/or summer contract does not guarantee a preferred room assignment. May term students should expect to be placed in a double-occupancy room. In order to facilitate Physical Properties repairs and cleaning of the residence halls in preparation for the following academic year, summer students should expect to be relocated at least once during their stay.
Eligible students living in on-campus housing during Spring Break and May Term will be allowed to stay at no cost. Summer session housing will be billed on a per term basis, rather than weekly. Students will be billed for the entire term and payment is due according to the student accounts schedule. Should a student vacate the housing assignment prior to the completion of a term, he/she may be eligible for a pro-rated weekly credit, upon completion of a proper check-out with the Office of Student Life and the return of keys.
Students must have a zero balance on their account in order to be eligible for residency during a break period. The zero balance may not be from projected financial aid; all financial aid must be processed. A member of the Student Accounts staff must sign the contract before the Office of Student Life will accept it. Students who do not pay according to these terms may have their class registration administratively cancelled and/or their room locks changed at their expense. All housing cancellations must be made in writing prior to the payment due date. Students found in the residence halls while not under contract will be billed for the entire term.
General Policy Information
Students are responsible for following all rules and regulations as stated in the University A-Book George Williams College Edition and the Residence Life Guidebook. Violations of University policy may result in termination of the break housing contract. During winter and spring breaks, guest privileges are suspended; no guests are allowed in the residence halls.
Students must comply with ALL University requests to ensure timely and thorough completion of all scheduled maintenance repairs. All students are solely responsible for all belongings in their room. George Williams College of Aurora University or contracted workers will not be held responsible for any items that are missing, stolen, or broken.
Meal plans are not available during Thanksgiving break, winter break, spring break, May Term, or summer sessions.
GENERAL HOUSING AND RESIDENCE LIFE POLICY INFORMATION
OFFICIAL UNIVERSITY COMMUNICATION
Your Aurora University e-mail account is your official electronic address while you are at AU. Not only is it the address that will be used by your instructors to contact you about your classes, but also AU and GWC administrative offices regularly send important information, including billing and grade information, exclusively to this address. The Office of Student Life also will send important housing information to your student e-mail address. It is your responsibility to check your account regularly. Email forwarding is available, if you prefer to read your mail from a different address. For more information, see www.aurora.edu/student-life/resources/its//tb/28mailtools.htm.
Additionally, the Office of Judicial Affairs will schedule disciplinary meetings via email. Post-hearing follow up letters also will be sent via email. You are responsible for checking your email regularly; failure to do so will not absolve you of responsibility for student disciplinary issues.
ROOM ACCESS AND ENTRY RIGHTS
Under the provisions of the housing contract, the College reserves the right to enter students’ rooms for routine maintenance or in case of emergency. When an occasion arises to enter the room for maintenance, the following procedures will be followed:
v The person entering the room will knock first and ask permission to enter.
v If the room is vacant, maintenance personnel will enter the room and take care of necessary repairs.
v All Physical Properties personnel can be identified by their identification badge.
v Physical Properties staff responding for repairs will place a placard on the door to inform the student of the repair status.
The Office of Student Life and/or the Office of Campus Public Safety reserves the right to enter rooms and vehicles for issues of safety, security, and suspected policy violations, given reasonable cause. The staff will seek permission to enter first; however, if entry is denied (by absence or failure to comply), the responding staff members will key into the room. Room searches will be cleared with the Director of Student Community and Engagement, unless unusual circumstances cause a delay.
Students must cooperate with any and all officials during a room/vehicle search. Policy violations encountered during a search are subject to disciplinary procedures.
HEALTH AND SAFETY INSPECTIONS
The Office of Student Life reserves the right to conduct health and safety inspections in each resident room at least once per semester, or as deemed necessary. These inspections are intended to check the life safety equipment provided in each room (i.e. smoke detectors) and to ensure that the living environment is safe for residency. Health and safety inspections will be conducted by the Director of Student Community and Engagement, Director of Campus Public Safety, and/or Director of Physical Properties or any of their designees may be included, if deemed appropriate. Students will be given prior notice (a minimum of 24 hours in advance) for scheduled health and safety inspections.
PERSONAL PROPERTY INSURANCE
It is suggested that resident students check to see if their property is covered by a homeowner's or renter's insurance policy, and if not, the possibility of getting such coverage should be investigated. The school is not liable for theft or damage of any personal belongings. Please keep your door locked at all times to avoid theft or security risks. We strongly recommend that students keep a record of serial numbers for valuable items, such as laptops, cell phones, iPods, etc.
The Office of Student Life does not provide storage for personal items. Please contract with a local company if you need storage space.
Personal belongings (i.e. bicycles, storage containers, furniture, etc.) may not be stored in common areas of the residence halls, including but not limited to: laundry rooms, lounges, bathrooms, hallways, etc. The Office of Student Life will not be responsible for items left in common areas.
FERPA (FAMILY EDUCATIONAL RIGHT TO PRIVACY ACT)
By law (FERPA), University staff are not able to release information about students to anyone, without the written consent of the student. This applies to student conduct situations, damage charges, academic standing, and financial information. Parents and students are encouraged to communicate openly with one another about life on campus. Should questions arise, the student will need to complete a release of information form with the Office of Student Life before any information is provided.
SHARED RESPONSIBILITY/RIGHTS OF ROOMMATES
All students assigned to a residence hall room share equal responsibilities and rights for that room, including room condition, visitation/overnight guest access, and policies.
DEALING WITH CONFLICT
As with any community, the potential for conflict exists within a residence hall setting. Roommates, neighbors, and hall members will not always agree. When conflicts arise, students are strongly encouraged to work through these on an individual basis. If a student finds him/herself unable to resolve an issue, the Residence Life staff is trained on conflict mediation and is available to assist with resolving the situation. The Graduate Assistant is the first staff member to contact if conflict arises.
RESIDENCE HALL FACILITIES, SERVICES, AND GENERAL INFORMATION
SAFETY AND SECURITY
For your safety, the residence halls are locked 24 hours a day. The student receives an exterior door key for their assigned residence hall. Students also are issued a room key and are responsible for this key. If a residence hall key is lost, the student will be charged for re-coring the door and a new key will be issued. For security reasons, students must notify the Office of Student Life immediately when a student ID is lost or stolen; the student will be required to obtain a new ID. The Office of Residence Life will not issue temporary ID cards.
Every night a Director is on duty, as well as area Campus Public Safety Officer. The duty of Campus Public Safety Officers is to conduct security rounds in the halls.
Campus Public Safety is staffed 24 hours a day. Campus Public Safety staff make rounds of campus and respond to issues and concerns in and out of the residence halls.
EMERGENCY CONTACT INFORMATION
Residential students are required to complete an emergency contact information card upon checking into their assigned residence hall. It is vital that this information be accurate and thorough. The Office of Student Life asks for an emergency contact phone number, as well as any existing medical conditions that the student may have. This information is kept confidential and is used only in cases of emergency. By completing this card, the student is providing the Office of Student Life permission to contact the named individuals in case of an emergency.
MISSING STUDENT NOTIFICATION
If a member of the George Williams College of Aurora University community is concerned about the whereabouts of a resident student and believes that student may be missing, the Office of Student Life and the Office of Campus Public Safety should be notified. All resident students will be provided with the option to register a confidential contact person to be notified in the case that the student is determined to be missing for 24 hours. Only authorized campus officials and law enforcement officers in furtherance of a missing person investigation may have access to this information. Regardless of whether or not a confidential contact person is provided, local law enforcement will be notified when an on-campus student has been determined to be missing for 24 hours. Parent(s) or guardian(s) of students less than 18 years of age and not emancipated also will be notified. This policy does not preclude implementing these procedures in less than 24 hours if circumstances warrant a faster implementation.
Residents are responsible for the use and control of their room key, exterior door key, as well as their student ID to their assigned residence hall. Lost keys and student IDs must be reported to the Director of Student Community and Engagement immediately. The minimum charge for a lock change and replacement keys is $110 (lock changes for suites will cost more).
If a student loses his/her key, a duplicate key can be checked out from the Office of Student Life. If the spare key is not returned within 72 hours or as directed by the Director of Student Community and Engagement, the lock will be changed and the student will be billed for the full amount of the lock change.
Students are issued a George Williams College of Aurora University photo identification card after registration. This card is required for the use of University and College facilities/services, and for free or reduced price admission to paid events on campus.
Damaged or lost ID cards must be replaced immediately.; the fee to replace a lost, damaged, or stolen ID currently is $25.
Students who are locked out of their residence hall and/or room should contact Campus Public Safety for access. The student’s name and ID number will be checked against the residence hall roster. Students will be charged $5 for their first lock-out; charges will increase in increments of $5 for each additional lock-out.
Students are responsible for keeping their own rooms clean and orderly. The College housekeeping staff maintains the residence hall public facilities, such as hallways, community bathrooms, and lounges.
Students should inform the Director of Student Community and Engagement or Graduate Assistant of repairs that need to be made to their room or other area within the residence hall community. Submission of a work order authorizes the Physical Properties staff to enter the room and make the necessary inspection and/or repair. Physical Properties will respond to all work orders as quickly as possible. If a student feels a work order has not been responded to in a timely fashion, they should contact the Director of Student Community and Engagement.
TELEPHONE & VOICEMAIL SERVICE
Students must provide their own single-line telephones. Ordinary single line telephones, such as used at home, are what should be used. Students are discouraged from using cordless phones, as the reception for these types of phones is limited. Emergency phones are located outside each hall.
Each residence hall room offers on-campus & local phone service as a part of the room rate. For long-distance calling, students are encouraged to purchase calling cards, available at the bookstore, or use their cell phones.
George Williams College of Aurora University is a private university with its own PBX (telephone switch) which allows us to collect information, much of which can be used to identify 911 users, fraudulent use, prank callers, harassment calls, etc. By signing the residence hall contract, you acknowledge Aurora University's ability and right to monitor calls for the above purposes, if necessary. Permission to monitor such calls may be obtained first, if possible.
All mail for residential students is handled through the mail room. Students will be provided a mail box key which will need to be returned to the mail room upon leaving the residence halls at the end of the academic year. Mail is delivered Monday through Friday (except holidays). To expedite delivery:
Mailing Address is
George Williams College
PO Box 210
Williams Bay, WI 53191-0210
Shipping Address is:
George Williams College
350 Constance Blvd.
Williams Bay, WI 53191-0210
Basic cable television is provided as part of the residence hall room rate. Students must bring their own TV and coaxial cable cord.
Students living in the residence halls have the opportunity to connect their personal computers directly to George Williams College of Aurora University's residence hall network. This connection will give them direct access to the Internet, their email account, library databases, and the Moodle online course management system. Please visit the website www.aurora.edu/student-life/resources/its/residence-halls.html for specific information about technical requirements and getting connected.
The University is not responsible for any damages incurred while doing laundry in the residence halls. The laundry room is located through the back entrance of Lewis Hall, off Ravina Dr.
GETTING INVOLVED IN YOUR COMMUNITY
Whether you were involved as a student in your high school or never were a member of an organization in your life, getting involved on campus is a great opportunity! A variety of outlets for involvement are available, and we encourage you to take advantage of these opportunities to make a positive difference in our community.
BENEFITS OF GETTING INVOLVED
Moving into the College setting may feel overwhelming at first. Getting involved on campus can lead to many other opportunities later in your college career and afterwards.
v You will be able to get to know a lot of people, similar to and different from you.
v You will have inside information on upcoming activities.
v You will develop leadership skills, which every employer is seeking.
v You will have the opportunity to influence the community environment of which you are part.
v You will have the chance to learn about some of the inner workings of a University campus.
v You will have the opportunity to be connected to the larger College.
v You will be able to have your volunteer involvement complement your academic program.
v You will be able to plan activities that you and your friends want to see happen.
v You will have the chance to show your school pride.
v You will be a part of a community and can make your mark.
Many leadership opportunities await you on the George Williams College of Aurora University campus. For more information, please contact any member of the Student Life staff.
SODEXO CAMPUS SERVICES
Sodexo Campus Services is committed to serving the students. Sodexo has designed a variety of meal plans to meet the ever-changing needs of the campus. Each of the plans offers various options in an effort to satisfy everyone’s diverse dietary requirements, personal tastes, and individual schedules. All plans allow students to eat at Beasley Dining Hall during normal hours of operation or to visit the College Inn during limited hours of operation where a "meal equivalency" may be used towards purchases.
MEAL EQUIVALENCY HOURS
Meal equivalency hours will be established and posted in order to allow students use of their meal plan at the College Inn, which gives the student the opportunity to purchase an entree, side, and drink for one meal punch.
USING THE MEAL PLAN
In order to use a meal, the meal card must be presented to the cashier for authorization at Beasley Dining Hall or the College Inn. A meal card will be placed in the student’s mailbox every Friday if a meal card is lost, please contact the Director of Student Community and Engagement.
DINING HALL REGULATIONS
v Meal cards must be presented for every meal.
v No food or drink may be taken out of Beasley Dining Hall, unless designated as “carry out.”
v No shirt, no shoes, no meal card = no service.
v Meal cards are not transferable.
v All silverware, china, and glassware must be returned to the dish room tray line before leaving the dining hall.
v Food throwing or other such incidents will result in immediate disciplinary action.
v Dependents/guests of students may purchase meals in Beasley Dining Hall.
RELEASE FROM RESIDENTIAL MEAL PLAN REQUIREMENT
All resident students are required to select a meal plan. The procedure used for considering and granting release from residential meal plans is:
v A student must present documentation from a medical professional that dietary restrictions are currently not being met by the meal plan. This documentation must be presented to the Director of Student Community and Engagement.
v The Director of Student Community and Engagement and the Sodexo General Manager will meet with the student to determine ways for the dietary restrictions to be met. As stated in the Sodexo Contract: 6.10 Special Diets. Sodexo shall supply any medically required special diets for resident dining patrons when prescribed and approved in writing by a medical professional.
v If Sodexo proves unable to accommodate these dietary restrictions and all parties (Sodexo, AU, and the student) agree, the student may be released from the meal plan requirement.
Please contact the Director of Student Community and Engagement for any questions about this procedure.
Bag lunches are available only for students who cannot make their meals due to work conflicts. Please contact the Sodexo General Manager at X8393 for information on this program.
Students may arrange for their roommate or friend to deliver food if they are ill and unable to eat in the dining hall. First, students contact the dinning services. Then, the sick student sends his/her meal card and the form with their friend and the friend will be provided with a "to go" container so they may bring a meal to the sick student.
HOURS OF OPERATION
Meal times and hours of operation for Beasley Dining Hall and the College Inn will be established and posted at the start of each semester.
STUDENT CODE OF CONDUCT
Please see the Aurora University A-Book: George Williams College Edition for further information on Student Code of Conduct, Sanctions, Disciplinary Hearing Process, Disciplinary Hearing Appeals, Disciplinary Files and Record, Clery Act, Sexual Assault Policy, Discrimination Zero Tolerance Policy, Computer Use Policy, Alcohol and Controlled Substance Policy, Alcohol Good Samaritan Policy, Threatening or Dangerous Behavior Policy, Publicity and Posting Policy, Online Communities Policy, Student Employment Policy, and Missing Student Notification Policy.
RESIDENCE LIFE POLICIES
Below are the current Residence Life policies. These serve as supplemental policies to the Student Code of Conduct that are defined in the A-Book: George Williams College Edition. Please note these are subject to change or modification. When changes are made, the College will provide notification to students.
Residents are permitted to store bicycles within their room. Any damage to the room caused by storage of a bicycle will be assessed to the resident. Bicycles cannot be mounted to the wall or ceiling. To ensure safety within the halls and to avoid damage to the carpet or hallway, bicycles are to be walked, not ridden, within the residence halls. Fire regulations prohibit storing bicycles in hallways, stairwells, or public areas.
DARTS AND DARTBOARDS
Because of the potential for personal injury and property damage, darts and dartboards are not permitted in student rooms.
Posters, pictures, and knick-knacks can make a resident feel more at home. Decorations are encouraged as long as they do not create health or fire hazards, or damage to the room. Use of temporary adhesive hooks is permitted, provided the student utilizes them properly, ensuring no paint is removed from the walls. The following items are prohibited in the residence halls:
- Candles, even if unburned or wicks are removed.
- Fabric, fabric-like, or plastic wall or ceiling coverings or adornments, including, but not limited to, tapestries, towels, or sheets.
- Building or possessing lofts.
- Making structural changes to a residence hall room.
- Offensive or inappropriate materials clearly visible from a public view.
- Fire safety regulations require that no more than 50% of your room door or walls be covered with material.
- Halogen lights, neon signs, etc.
- Live trees (such as Christmas trees) with lights.
- Room walls, ceilings, floors, or furniture are not allowed to be painted.
The following use of decorative lighting is deemed appropriate:
- Lights must be classified as indoor lights and be approved by UL’s safety requirements (UL printed on the cord).
- Lights must be plugged directly into a wall or surge protector.
- No crimping of cords may occur; cords may not be run under doorways.
- No more than three strings of lights may be connected together.
- Lights cannot touch anything flammable and must be kept away from water sources.
- Every room that wishes to display lights must have their lights checked and approved by Student Life staff.
The possession or use of hazardous electrical appliances is prohibited.
- Hazardous electrical appliances include, but are not limited to: any appliance with an open heating element, space heaters, electric blankets, halogen lamps, cooking appliances, George Foreman grills, toasters and toaster ovens, and waterbeds. Coffee pots are acceptable, provided they are utilized properly.
- Concealed extension cords and multiple outlet (octopus) adapters are prohibited. Multiple strip outlets, fused with at least a 14 gauge wire, grounded cord, are encouraged for powering electrical equipment.
- Refrigerators 4.0 cubic feet or smaller and microwave ovens using no more than 700 watts are allowed. No other major electrical appliances, including air conditioners, are permitted.
Visitation within the residence halls is a privilege for students, not an inherent right. Securing the safety of our students is a major responsibility of George Williams College of Aurora University and the Office of Student Life. Additionally, it is our responsibility to protect the right of privacy of students living in the residence halls. Guest privileges may be suspended should the environment of the residence hall be disrupted. The following points are considered provisions of the guest policy:
- A “guest” is defined as any person staying overnight (opposite or same gender) who is not assigned by the George Williams College of Aurora University Office of Student Life to live within that residence hall room, even if that person is an George Williams College of Aurora University student.
- In cases where roommates do not agree regarding guests, the right of a resident to occupy his or her room without the presence of a guest shall take precedence over the privilege of a roommate to host a guest.
- All guests to that residence hall room who will be present during quiet hours are required to be registered by midnight (see procedure, below).
- At the time of registration, both the host and guest will be asked for specific identifying information on a guest registration form. Guests and their host will be required to provide appropriate picture identification (e.g. student ID, state ID, or driver’s license).
- All guests must be registered one day prior. Unregistered guests after this time will be asked to leave campus and the host and guests will face student conduct action, as appropriate.
- Each guest will receive a pass that they must show upon request. Persons not complying will be asked to leave and the host and guests will face student conduct action. Unregistered guests who refuse to comply with the request to leave campus will be arrested for trespassing and the host will face student conduct action, as appropriate.
- Hosts who fail to register their guests will face student conduct action, including possible suspension of visitation privileges.
- Guest registration forms are completed with Campus Public Safety.
- Guests are the responsibility of their host and must be escorted in throughout the residence halls at all times. It is the responsibility of the host to make sure their guest understands and abides by all College policies and procedures. If a resident's guest is involved in any policy violation, the host will be subject to student conduct action. Guests will be held accountable for their actions, as appropriate.
- Guests who engage in behavior which violates GWC policy will be escorted out of the residence halls; non-GWC guests under the age of 18 will be escorted out of the residence halls and the parents/legal guardians may be contacted.
- It is not always possible to predict behavior of persons who are friends. If a host contacts Student Life staff, Campus Public Safety, or other administrators indicating that a guest is behaving inappropriately and asks for assistance, it may be interpreted that the host was acting responsibly, and disciplinary action for the host may not apply.
- Residents are allowed to have two guests stay overnight on campus a maximum of three nights per seven day period, provided that all other residents assigned to that room are consulted and provide permission.
- No guest is allowed to stay overnight in any residence hall room on campus, regardless of roommate permission, more than three nights per seven day period.
- Residents under the age of 18 must have parental/legal guardian consent to have overnight guests by the signing of a consent form when the resident completes his or her housing registration.
- Non-GWC guests under the age of 18 are not permitted to stay overnight in the halls.
- Babysitting is not allowed in GWC residence halls at ANY time.
Due to the likelihood of property damage and the potential for personal injury, ball playing, squirt guns, water fights, “horseplay,” etc. are not permitted inside the residence halls.
Residents must maintain community/room health and living standards, including minimum standards of cleanliness.
Public area furniture is provided for the use of all residents and may not be taken to student rooms. A charge may be assessed and/or student conduct action taken if public area furniture is found in student rooms.
Animals or pets are not permitted in the residence halls, except for approved certified service animals and/or fish/aquatic animals that must remain under water to survive, in aquariums 10 gallons or less. Unapproved animals or pets found in the residence halls must be removed within 24 hours.
In order to maintain an environment conducive to sleep and study, courtesy hours are in effect 24 hours a day. Any action that interferes with a student’s right to study is a violation of this standard and may be subject to student conduct action. Please observe requests from your neighbor or roommate if they ask you not to disrupt their study time, regardless of the time of day; you should expect them to observe similar requests from you.
Quiet hours are in place to promote an environment for academic success. Stereos, video games, televisions, and voices should be kept at a level which confines noise within that room. If you wish to turn up the volume, you should use headphones; failure to do so could result in student conduct action. If you are unsure about what is an acceptable level of noise, please see your Resident Assistant.
Quiet hours are in effect Sunday-Thursday, 11 PM to 10 AM and Friday-Saturday, 1 AM to 10 AM. Beginning the Saturday prior to final exams and continuing until the halls close for the semester, quiet hours are in effect 24 hours a day.
You are responsible for the condition of your room and for all University furniture within your assigned space. Each student room is provided with one desk, chair, dresser, bed, and mattress per student. Some rooms also are provided with wardrobe units. All furniture assigned to your room must remain in your room. Students will be held responsible financially for any damage to University property and/or missing furniture. Water beds are prohibited in student rooms.
SIGNS, PICTURES, AND POSTERS
Traffic or street signs are not permitted in the residence halls. Pictures and other material that may be considered objectionable should not be displayed in areas that may be visible outside the student room. Signs are not allowed as window displays.
SOLICITATION AND SELLING
For reasons of resident privacy, safety, and security, door-to-door solicitation of any type is prohibited. Report any solicitors to the Student Life staff or Campus Public Safety immediately.
If you have any questions about the interpretation or enforcement of these policies, please contact a Student Life staff member.
ABOUT THE STUDENT DISCIPLINE PROCESS
BREAKING THE MISCONCEPTIONS
ü A student’s name appearing on an incident report form (i.e. what some folks call “being written up”), does not automatically mean that the student is in trouble. It is an indication that they were present when the situation was observed.
ü A student does not have “three strikes” before losing housing, and, no, their name appearing on an incident report does not automatically count as a “strike.” We do not operate on a “strikes” system. We review each situation individually, and respond accordingly.
ABOUT INCIDENT REPORTS
- Somebody (a student, a staff member, a guest) notices something (a policy violation, an illness, a damage) that needs to be brought to the attention of the Office of Student Life.
- The individuals with information about the situation complete a “Report It!” form.
- The individuals completing the incident report are documenting their observations about the situation.
- The incident report is forwarded to the Director of Student Community and Engagement. Office of Campus Public Safety reports are forwarded to the Director of Student Community and Engagement and Dean of George Williams College.
- If the report is informational in nature (i.e. an illness or damage), the information is recorded and the report is filed. If the report is regarding alleged policy violations, the student discipline process is engaged.
ABOUT THE STUDENT DISCIPLINE PROCESS
Once an incident report enters the student discipline process, the following steps occur:
- The Director of Student Community and Engagement verifies if the students listed on the incident report have had prior student discipline interactions.
- The Director of Student Community and Engagement determines the most appropriate disciplinary hearing officer.
- Meetings are scheduled with everybody who was included on the incident report. The purpose of these meetings is to gather information that can help the disciplinary hearing officer or board ultimately determine if any policy violations took place and who is responsible for the violations. Information gathered during these conversations may prompt meetings with other individuals involved with the situation.
- After the meetings, letters are sent to everybody who met with the disciplinary hearing officer to let them know their status (i.e. not responsible or responsible for a policy violation). If the student is responsible for a policy violation, they are given sanctions to complete as a result of their actions.
WISCONSIN STATE STATUTES
WISCONSIN VACCINATION INFORMATION
2003 Wisconsin Act 61 requires college students to be informed about meningococcal disease and hepatitis B. College students, in particular those who live in residence halls, are at moderately increased risk for meningococcal disease as compared to individuals of the same age not attending college. The closed setting and behavior may put students at a greater risk of infection. Check with your physician or local health department on the availability of meningococcal and hepatitis B vaccine. (www.dhs.wisconsin.gov/immunization/studentmening.htm)