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Residence Life

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Res Life Policies

Terms of the Resident Agreement:

The terms of the Resident Agreement are binding, effective upon the University’s receipt of the signed Resident Agreement. Summer or other housing may be provided at an additional cost by separate agreement.  Residents who withdraw for the Fall 2027 semester but enroll at the University for the Spring 2028 semester must fulfill the terms of the Agreement for the spring semester and be assigned a space in the residence halls.

Residency Requirement:

As identified in the Student Code of Conduct, all full-time, unmarried students are required to live on campus unless they meet and are approved for an exception.  The requirement to participate in the Residence Life program continues unless and until the student applies for and is granted an exception to the residency requirement, per the Resident Agreement and the conditions and procedures outlined in the Residence Life section of the University’s website.  The student should not presume that the application to live off campus has been approved until formal notification of the decision is issued by the Director of Residence Life or designee.

Exceptions to the Residency Requirement:

If a Student has not signed or submitted a Resident Agreement, the student is eligible to live off campus for a Resident Agreement Occupancy time period if they apply to live off campus and they meet any of the eligibility criteria which includes:

  1. Have lived on campus for at least eight semesters,
  2. Serve as a caregiver to a dependent (such as parenting a child) or be married,
  3. Have successfully completed at least 90 credit hours,
  4. Are at least 21 years of age,
  5. Have completed at least one year of active military service

Cancellation of a SIGNED Resident Agreement:

Students may apply to cancel the Resident Agreement through the Good Living Portal AFTER it has been submitted for limited reasons which may include:

NOTE: Living in a location other than the parent’s or guardian’s primary residence within the commuting range does not qualify the student for an exception and room and meal charges may be added to the student’s account if this is found to be occurring.  The allotted commuting areas:

Important factors to note:

  1. Premature legal commitment by the student to housing off-campus does not constitute grounds for a release from this Resident Agreement or the University’s residency requirement. The student is responsible for completing a Resident Agreement cancellation application form on the Good Living Portal to initiate this request.
  2. The student should not presume that the application to cancel the Resident Agreement has been approved until formal notification of the decision is issued by the Director of Residence Life or designee.
  3. Some University’s enrollment discount programs require on campus residency for eligibility. For details, contact the Financial Aid Office at faoweb@shepherd.edu or call 304-876-5470.

Meal Plan Requirement:

All students who live in traditional and suite-style residence halls must participate in a University meal (board) plan. All new students with fewer than 30 credit hours must have the All-Access Gold Meal plan.  Students with fewer than 60 credit hours who live in Dunlop or Printz Halls are required to have a meal plan.

  1. Meal plans may only be reduced through the first two weeks of classes each semester for which a student is eligible.
  2. Meal plans may be added or increased at any time in the semester.

Occupancy Period:

  1. Each semester, students in traditional and suite-style residence halls will be required to vacate their rooms within 24 hours after their last final exam or by 10:00am on the day following the last day of final exams, whichever is earlier.
  2. Apartment-style residence halls will remain open during November, Winter, and Spring breaks. Students in apartment-style housing may occupy their assigned spaces during the Winter break only if they are returning to the University for the subsequent Spring semester, as evidenced by advance registration for University credit hours. Apartment residents not registered for Spring 2028 or who have been approved to live off campus during the Spring semester will not be eligible to occupy their assigned spaces during the Winter break. Additional daily fees will be charged if a student overstays the conclusion of any applicable occupancy period.
  3. At the end of the Spring semester, students in apartment-style residence halls are also required to vacate their rooms 24 hours after their last final exam or by 10:00am on the day following the last day of final exams, whichever is earlier.
  4. Limited exceptions to the occupancy period for students may be granted by the Director of Residence Life or designee for curricular or co-curricular reasons, and for international students, with supporting documentation. Additional fees may apply for extending the housing period.  Use of such extension may require move-out from the current room assignment and occupancy of an alternative room/building during the extension period.
  5. Requests for extended stays outside of the University’s stated occupancy period must be submitted to the Residence Life Office at least five business days before hall openings or closings. Additional charges will be assessed to those students who request after the stated deadline.
  6. Billing rates for housing are not based upon a per diem formula. University reserves the right to make reasonable adjustments to the occupancy period; no right to a refund accrues from such adjustments, but the University will evaluate any such situations equitably.
  7. University reserves the right to establish a dynamic schedule for move-in and for occupancy under exigent circumstances, which rarely may include a required preliminary visit to campus prior to regular occupancy.

Room Assignment:

  1. The student’s incompatibility with a roommate, suitemate, or apartment-mate or the Residence Life staff not granting the student’s preferences, as shown on the housing forms or otherwise, shall not void the Resident Agreement.
  2. Room assignments are not re-assignable by a student and occupancy by any person without prior authorization from Residence Life Office staff is not permitted.
  3. Residence Life Office staff has the right to assign, reassign, consolidate, and adjust room assignments and occupancies at any time, as deemed appropriate by Residence Life Office Director or designee to maintain order and safety, to make repairs to University property, or for other operational efficiencies.
  4. Residence Life staff will make a housing assignment if the student does not select a space on campus in a timely manner or if the student is non-compliant with the University’s residency requirement.
  5. When two or more vacancies exist among multiple rooms, students without roommates may be required to move together (consolidate), be assigned a new roommate, or may be given the opportunity to pay the single room rate for that building and occupy the room singularly at an additional cost.
  6. The student is responsible for any increase or decrease of housing and meal charges associated with the changed housing. Students who occupy a space in such a way as it prevents another student moving into the room may be billed for single occupancy room rates or be required to relocate at University’s discretion.

Damages and Facilities:

  1. Each student is responsible for cleaning their room, common area, and bathroom (if applicable).
  2. Each student agrees to use safety and security equipment within their assigned housing space and building appropriately; to report damages, interrupted service or need for repairs; and to assist the University in identifying individuals responsible for damage, theft, damage due to uncleanliness which includes spots and odors, or loss.
  3. Students identified as responsible for damage, theft, uncleanliness, or loss (including whether intentional or negligent) in their assigned space or in common areas of the housing and dining facilities will be charged the cost of repair, replacement, or restoration within or to the assigned space or building or public areas, and any necessary cleaning charges.
  4. When individual responsibility cannot be determined, students may be held collectively responsible at the University’s discretion for damage, theft or loss to the assigned space, to common areas, or to university fixtures, furnishings, or property within them.
  5. Students may not deface, damage, interfere with, or alter any floor, wall, ceiling, door, or any electrical, plumbing, safety, humidification, or mechanical equipment or systems in the building, as this can be dangerous or detrimental for all students in the building. Students will be charged the cost of repair, replacement, or restoration as noted above.
  6. Credits or reductions of housing fees will not be given to students when maintenance or pest control is being conducted in the student’s living area.

Discrimination:

In accordance with the basic policy of the University concerning civil rights, no discrimination in assignments or room changes are made on the basis of ability, age, beliefs, color, ethnicity, gender, gender expression, identity, life experiences, medical condition, national origin, race, religious creed, sex, sexual orientation, or other status protected by law.

Subleasing

The student may not sublease, convey, or re-assign their housing space in the Residence Life System, nor their financial obligations under the Resident Agreement to anyone. The student may not allow anyone other than the person on the Resident Agreement to live in the space; a guest is permitted not more than three nights per week, as defined in the Student Code of Conduct. The student who violates this policy will be liable for all costs incurred by the University including expenses related to the eviction of the third party.

Rights of Others

The student shall recognize and respect the authority of University staff in their roles, including Professional staff, Graduate Staff, Hall Directors, Resident Assistants, and Office Assistants, and comply with requests made by these staff made in performance of their duties.  To promote a more conducive living and learning environment, policies have been enacted (see Student Handbook online for more information) and include such things as visitation, guest responsibility, quiet hours, alcohol, prohibited items, pets, smoke-free and tobacco-free environments, etc.

The purpose of the license for the use of the residence hall room is expressly to facilitate the Student’s enrollment in courses at Shepherd University.  To avoid disruption to other students, the Student may not conduct commercial or financially gainful transactions with other persons in the assigned room or in the room of any other student, other than for entrepreneurial activities which are a component of a practicum activity for a class which has been approved in advance by the faculty member, or for a charitable purpose approved by the Director of Residence Life.

Check-In and Check-Out:

  1. A proper check-in includes arriving not sooner than the designated time and date, completing the electronic check-in process with Residence Life staff, and completing the Room Condition Report (RCR) within the designated time period.
  2. If the resident student does not complete the RCR within the designated time period, then the resident forfeits the right to make comments to the RCR about the room condition and the Residence Life staff’s description will be used for the assessment of damages or fees owed at check-out.
  3. A proper check-out includes removing all personal items from the space (including removal of all trash and discarded items), returning metal room key if applicable, and completing check-out documentation with Residence Life staff prior to departure.
  4. At check-out, each student will return the assigned space and its University furnishings in the same condition as they were received, less normal wear and tear.
  5. The Residence Life staff will assess the condition of the room after occupancy ends in order to determine whether cleaning or damage charges are appropriate.
  6. Billing and refunds, if appropriate, will be based on the approval date for a change in housing status, as well as when the student’s belongings are removed from the room and when proper check-out procedures are followed, whichever is later.

Resident Student Responsibility:

The student is responsible for compliance with all University and residence hall rules, regulations, policies, and procedures as outlined in the Student Handbook, University Catalog, Student Code of Conduct, Residence Life Policies, and all other University publications, documents, or online resources as well as local, state, and federal laws.

The student is also fully responsible for any such violations which occur in the room and as to which the student has knowledge and takes no action to prevent or remedy.  For example: tampering with a smoke alarm is misconduct.  Permitting or otherwise knowing that a roommate or any other person has tampered with the smoke alarm in the room of the Student is misconduct of the student, as well as of the person who directly tampers with the smoke alarm.

Housing Accommodations:

Residence Life Office staff partners with the Office of Accessibility Services on an individualized student basis for the review of requests related to medical conditions or similar accommodations. The Office of Accessibility Services provides reasonable accommodations to students with disabilities in accordance with the Americans with Disabilities Act and the Rehabilitation Act of 1973 and its amendments.  The student requesting such accommodations is responsible for contacting the staff in the Office of Accessibility Services, at 304-876-5122 or accessibility@shepherd.edu.

Approval from the Office of Accessibility Services must first be received by the Residence Life Office before any housing accommodation will be designated.  Service animals are permitted in the residence halls. University-approved Emotional Support Animals are permitted in the residence halls only after the Office of Accessibility Services has provided approval confirmation.   Service animal handlers and students approved for an Emotional Support Animal must abide by all policies and requirements as identified by the Office of Accessibility Services.  Accommodations which result in a change of housing or meal plan costs may be prorated to the date the approval is issued.  Accommodations may not be applied retroactively.

Animals in the Residence Halls:

Students may not have animals in the residence halls unless they are service animals, university-approved Emotional Support Animals (ESAs), or non-dangerous fish in 20 gallon tanks or less. Students who have a service animal or an approved ESA, or who otherwise bring any animal into a residence hall under any circumstances, assume whole liability for the conduct of the animal, the appropriate and sanitary care of it, and any damage or cleaning fees resulting from the animal’s presence in a building.  Any expense incurred by the University from such matters will become an added room charge.

Students must follow strict policies about the management of service animals or university-approved ESAs so that they do not become an unreasonable threat or nuisance; animal waste must be disposed of properly.  Having unapproved animals in any residence hall will result in the timely removal of the animal, Student Conduct action, and/or cleaning fees.

Occupancy:

Occupancy occurs upon the activation of a Rambler or Onity/electronic key card or the issuance of a key to the student for a specified room and does not require the actual physical presence by the student or their possessions.  The student may occupy assigned spaces only on the dates given by the Residence Life Office staff.  Occupancy is one student per space and multiple spaces may be present in a room. The student may not use an open space as a single room, nor may they occupy an unassigned room, unless authorized by the Director of Residence Life or designee.  Some rooms may be designated for expanded occupancy on a temporary basis

Abandoned Property:

Any property remaining after the student has vacated a space shall be considered to be abandoned and may be discarded at the University’s option. Any associated fees for removal, disposal, and storage will be assessed to the student’s account.

Utilities:

The housing costs charged under this Agreement include Internet service and all essential utilities, excluding telephone service. Failure of utility services will not render the University liable to students for damage to property, nor abatement of housing fee owed, nor relieve students of obligations under this Agreement.

Resident Agreement Termination (Student Removal) by the University:

Upon reasonable notice and for good cause, the University reserves the right to terminate this Agreement at any time. Should the Resident Agreement be terminated, the student will be required to vacate the residence hall within 24 hours unless special permission, in writing, has been obtained from the Director of Residence Life or designee.

Students shall remain liable for all charges assessed during the term of the Resident Agreement.  No refunds of room payment shall accrue by virtue of such termination; the University may provide a prorated refund for the meal plan and may refund the Housing Deposit minus any outstanding balance on the student’s University account.

 Examples of good cause may include, but are not limited to:

  1. Failure to make payment of required charges by announced deadlines,
  2. A change in student status including academic and/or student conduct suspension or other student conduct discipline action,
  3. Non-enrollment for course credits,
  4. Any circumstance under which the student causes, has caused, or poses an unreasonable health/safety risk to other students,
  5. Failure to occupy the assigned room prior to the second day of classes for any given semester or session,
  6. Abandonment of the space by the student.

Failure to comply with local, state, (West Virginia, regardless of the student’s permanent place of residence) or federal laws, the Student Handbook, University Catalog, Student Code of Conduct, and all other University publications, documents, online resources, or other regulations adopted by Shepherd University.

Exceptions to any Provision of the Resident Agreement:

The student may request an exception to any provision of this Agreement and/or may appeal any fee charged by Residence Life Office staff. All petitions must be submitted in writing by the student to the Director of Residence Life or designee for review and possible action. Exceptions are only granted for unusual good cause and only if not disruptive to other students or the Residence Life operations.

Students with a Current Concealed Handgun License (CHL)

Effective July 1, 2024, a Student who holds a CHL issued in West Virginia, including provisional CHLs, as well as out of state CHLs recognized for reciprocity will be exempted in defined ways from the general prohibition of any handgun on the university campus. The University has adopted Comprehensive Policies relating to the new WV Campus Self-defense Act of 2023 (as amended).  The comprehensive compendium of policies relating to CHLs in the Student Code of Conduct.

All student rooms and most other areas in residence halls will be restricted from CHL handguns, with limited exceptions. Violation of these restrictions is a violation of campus policy and a violation of State law.  This policy will be enforced strictly.   A secure storage facility will be provided on the ground floor of Moler Hall for safe storage of the CHL student’s handgun and a moderate volume of ammunition for it.  A modest fee is associated with this, and the room should be accessible on a 24-hr/day basis while the CHL student is actively occupying an on campus residence hall assigned room.  Display of the handgun to other persons while on the campus (with narrow exceptions described in the Comprehensive Policies), including areas where the campus policy permits the CHL handgun to be carried, is a violation of campus policy and State law.

Miscellaneous: