Procedures

Check In/Check Out and Breaks

Official Check In

Students must arrive on campus and move into their assigned residence hall space at the time/date communicated to their official email address prior to the semester. If a student is unable to do this for any reason, the student must notify the Office of Residence Life before this date to ensure that the assigned housing space is held. Failure to report at the assigned time/date without prior arrangements may result in the space being assigned to another student.

Early Check-in/Late Check-out

In accordance with residence life policies, students typically check-in to the residence hall one day before the RH Contract begins and check-out one day after the Contract ends. In unusual circumstances a student may request an early check-in or late check-out. A fee of $25 per night will be assessed to cover additional costs incurred. Contact to request early check-in or late check-out.  

Note:  This is a request as an early check-in or late check-out that cannot be guaranteed at all times.

Winter Break

Students residing on campus must turn in keys to Residence Hall Staff when leaving for winter break at the end of fall semester. Failure to do so will result in an assessment of $55.00 key charge to the student’s account per key.

Spring Break

Students are not required to turn in keys when leaving for spring break.

Official Check Out

Student is not officially checked out of the residence hall until all of the following occur:

  • Student has removed all personal property from the premises.
  • The room/apartment has been cleaned.
  • The proper check-out forms have been signed, and keys have been returned to Residence Hall Staff.

Failure to complete the checkout process will result in a $150 fine being applied to the student’s account. Failure to return apartment and/or mailbox keys will result in additional replacement charges.

Community Courtesy Hours

  • Courtesy hours are in effect 24 hours a day. However, established quiet hours are 9:00 p.m. - 11:00 a.m. every day. Good neighbors respect the rights and privileges of others and recognize that apartment living requires each resident to be aware of how behavior in one apartment affects residents in other apartments. It is the mission of the Office of Housing & Residence Life to maintain an atmosphere conducive to collegiality and academic success. Loud noise including, but not limited to, excessive volume of radio, musical instruments, televisions, stereos, other amplified sound equipment, voices, etc., are prohibited. Residents are expected to respect the rights of others by preserving the quiet and peaceful atmosphere of the residence hall environment.

Guests and Visitors

A guest is considered to be any person who is not an assigned resident of that particular apartment/suite. Residents are not to host a visitor that has been previously criminally trespassed from the University. One (1) escorted guest per resident student are allowed in the apartment/suite, under the following guidelines: Guests (regardless of gender) are only allowed during the following times:  

Sunday-Thursday

  • Apartments/Suites: 10:00 a.m. – 12:00 a.m.
  • Community Amenities: 10:00 a.m. – 12:00 a.m. (University Pointe Clubhouse)

Friday & Saturday

  • Apartments/Suites: 10:00 a.m. – 2:00 a.m.
  • Community Amenities: 10:00 a.m. – 12:00 a.m. (University Pointe Clubhouse)

Unescorted guests are not allowed in the apartments/suites at any time (i.e., lobbies, resident's suites, snack areas, breezeways, etc.). Children (anyone under 18 years of age) may only visit between the hours of 8:00 a.m. - 5:00 p.m. Children may enter the apartment/suite after 5:00 p.m. only if under the supervision of a parent/guardian who does not reside in the apartment/suite. At no time are children allowed to stay overnight in the residence hall. Babysitting in the residence halls is prohibited.

No guests are permitted during the final exams schedule.

Residents assume financial and behavioral responsibility for their guests. All members of the Housing & Residence life community have some responsibility to help secure the community’s welfare by communicating to visitors the expectations established through these policies and procedures. The host resident is responsible for the behavior of guests at all times. A resident must escort his/her guests at all times. Failure to be escorted will result in the guest not being allowed to return.

Guests, Overnight 

Residents assume financial and behavioral responsibility for their guest. Guest may stay free of charge, but their stay is limited to two consecutive days/nights and no more than four days/nights in a month with the advance approval of the Residence Life Coordinator. This includes, but is not limited to, parents, siblings, spouses, friends and significant others.

Residents that plan to have overnight guests are required to obtain an Overnight Guest Form from the Residence Life Coordinator. The consent of the apartment mate(s) is necessary for all overnight guests. The Overnight Guest Form must be turned in at least 24 hours prior to the arrival of the guest(s). Residents may not host a guest that has been previously criminally trespassed from the University. The Residence Hall Staff must check in all overnight guests before they can enter. No guests are permitted during final exams.

Lock Outs

Residents who accidently get locked out of their apartment/suite during regular business hours should contact a member of the residence hall staff. After hours the RA on-call should be contacted. There is a $25.00 fee for all lock-out services, which will be applied to the student’s account. In order to provide access, the Housing & Residence life staff member will need to confirm the resident’s identity. Students should carry their ID card on their person at all times.

Maintenance Needs/After-Hours Concerns

For maintenance needs in an apartment/suite during regular business hours the Residence Life Coordinator should be contacted. In cases of emergency after normal business hours, the resident should contact a member of the residence hall staff or campus police in Eastman and Cochran at 478-934-3002, in Macon at 478-747-0155.

Suitemate Conflicts

Initially, residents are encouraged to meet with their RA and/or Residence Life Coordinator to resolve minor personal conflicts. Apartment and suite assignment changes may be made beginning the second week of classes, as approved by the Office of Housing & Residence Life and based on space availability.  Students may request to move to a new assignment within their current residence hall or move to a different residence hall. The steps below must be followed to complete a housing assignment change within a student's current residence hall: 

  1. The request must be made in person to the Residence Life Coordinator for the current assigned space.
  2. If the student’s request is approved, the student will be given a new inventory form to be presented to the Residence Life Coordinator for the new assignment space.

The steps below must be followed to complete a housing assignment change to a different residence hall:

  1. The request must be made in person at the Office of Housing & Residence Life.
  2. If the student’s request is approved, the student will be directed to check-out of their current assignment and check-in to their new assignment space.

Residents who are moving must be properly checked out of the current assigned space by an RA or Residence Life Coordinator and, with the appropriate paperwork, must be properly checked into the new assigned space by an RA or Residence Life Coordinator.

  1. The move must be completed within 24 hours of the request approval. Failure to do so will result in the revocation of the request approval.

Residence Hall/Room Reassignment Fee:

Students are assigned residence hall space based on selections made on the Residence Hall Application when submitted. During the second week of the semester, reassignment to a different room or residence hall is allowed based on available space. After this specified time, students may pay a $100 fee to be reassigned to a different room or residence hall based on available space. Exceptions to this policy may be made at the discretion of the Executive Director of Housing for Housing and Residence Life.