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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 conditions and procedures outlined.  For returning residents, an application for an exception from the policy and/or relief from a current Resident Agreement must be received in via email or physical letter in the Residence Life Office by November 1 for the following Spring semester and by April 1 for the following Fall semester.  Late applications for an exception may not be considered until the following review period.

For Fall 2020-Spring 2021: Requests related to COVID-19 and its impact will be considered on a case-by-case basis. In your application of exception, simply include your circumstances and submit normally.

Exceptions to the Residency Requirement

Exceptions BEFORE Completing a Housing Application

  • Have lived on campus for at least eight semesters,
  • Serve as a caregiver to a dependent (such as parenting a child) or be married,
  • Have successfully completed at least 90 credit hours,
  • Be at least 21 years of age,
  • Be enrolled for fewer than 12 credit hours in a semester,
  • Have completed at least one year of active military service,
  • Be enrolled in an internship, student teaching, study abroad, or similar academic programs as to which on-campus residence would amount to a substantial and unreasonable hardship,
  • Have a properly documented Americans with Disabilities Act (ADA) or other authorized accommodation that has been approved through Shepherd’s Accessibility Services office, or
  • Commute within the allotted commuting distance from a parent or legal guardian’s primary home. The parent or legal guardian’s home must be the primary residence of the parent or guardian and must be the exclusive domicile of the student, and it must be located within one of the following counties: Berkeley or Jefferson county, West Virginia; or in Frederick or Washington county, Maryland. 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.

Exceptions AFTER Submitting a Housing Application

Students may apply to cancel the Resident Agreement after it has been submitted for limited reasons. The student should assume their exception application is NOT approved until formal notification is issued by the Director of Residence Life or designee.  Note:  premature commitment to housing off-campus does not constitute grounds for a release from this Resident Agreement.  The primary reasons why the resident student may be approved to terminate the Resident Agreement for a specific time period after it has been submitted to the Residence Life Office include:

  • Serve as a caregiver to a dependent (such as parenting a child ) or be married,
  • Be enrolled for fewer than 12 credit hours in a semester,
  • Be enrolled in an internship, student teaching, study abroad, or similar academic programs as to which on-campus residence would amount to a substantial and unreasonable hardship,
  • Have a properly documented Americans with Disabilities Act (ADA) or other authorized accommodation that has been approved through Shepherd’s Accessibility Services office, or
  • Commute within the allotted commuting distance from a parent or legal guardian’s primary home. The parent or legal guardian’s home must be the primary residence of the parent or guardian and must be the exclusive domicile of the student, and be located within one of the following counties: Berkeley or Jefferson county, West Virginia; or in Frederick or Washington county, Maryland. NOTE: Living in a location other than the parent’s/guardian’s primary residence within the commuting range does not qualify the student for an exception and room and meal plan charges may be added to the student’s account.

Important factors to note:

  • Current residents must petition for an exemption from continuing in on-campus housing and the University Residency requirement by November 1 for the following Spring semester and by April 1 for the following Fall semester.
  • Petitions to terminate a Resident Agreement must be received via email or physical letter in the Residence Life Office and submitted by the student.
  • Approval for a termination of the Resident Agreement will result in forfeiture of the $100 Housing Deposit.
  • Approval for a termination of the Resident Agreement after occupancy will result in no refund from any room charges and a prorated refund of the meal plan based on a Friday to Thursday increment. Prorated meal plan refunds will be based on meal plan enrollment at the close of business each Thursday; partial weeks of enrollment will be calculated as a full week for calculating meal plan charges and refunds.

Contact Us

Residence Life Office, Miller Hall Lower Level
Office Hours: 8 a.m.-4:30 p.m. Monday-Friday
304-876-5172
residencelife@shepherd.edu