Summer Conferences Housing Policies
The following policies and procedures are applicable to guests, camps, and conferences residing in the residence halls and/or apartments. Listed below, in alphabetical order, are key areas that may apply to individuals and/or groups alike. If you have any questions regarding these policies, please contact our Summer Conference Housing Office at 859-257-2042 x230.
Accident, Injury & Illness
- For medical emergencies, please call 9-1-1.
Alcohol & Drugs
- Alcoholic Beverages are strictly prohibited on campus and in University Housing.
- The use of non-prescription drugs in the residence halls and any campus facility or grounds is strictly prohibited. This includes marijuana.
Appliances
Prohibited Items:
Because the University takes very seriously the safety of everyone in the undergraduate housing facilities, we cannot allow guests to bring certain items into their room or into the building. During fire and safety inspections, university officials will require the removal of prohibited appliances or materials including but not limited to:
- Appliances with exposed burners or heating elements, such as hot plates, toasters, etc.
- Portable heaters
- Deep fryer
- Electric skillet
- Wok
- Immersion coils for heating water
- Ovens or stoves
- Combustible liquids and other materials
- Candles
- Incense and incense burners
- Halogen lamps and lights
- Power tools
- Camping stoves
- Crock pots
- Bacon fryers
- Grills (such as George Foreman Grills or charcoal grills)
- Sunlamps
- Bicycles
- Lamps with plastic shades
- Air-conditioners
- Items used to loft a bed
Approved Items:
All electrical appliances permitted in the residence halls must be UL-listed for their intended use.
- Coffee pots, electric blankets, fans, computer equipment, televisions, VCRs, stereo equipment, hairdryers, refrigerators and microwave ovens are permitted.
- Appliances such as clothing irons, electric rollers, curling irons, etc., must be turned OFF before leaving the room.
- Appliance cords serving appliances must be in good condition.
- Hazardous conditions arising from defective, or improperly used appliances must be corrected immediately.
- Microwaves are provided for student use in approved areas in each residence hall.
- Microwaves must be plugged directly into a wall outlet.
- Surge protectors are permitted for sensitive equipment.
- Surge protectors may not be plugged into another surge protector.
Bathroom Facilities
- Bathroom facilities in each residence hall are designated by gender.
Bicycles
- Bicycles may not be kept in hallways, stairwells, public areas, or private rooms in the residence halls. A limited number of bicycle racks are available outside each residence hall. Additionally, mopeds, motorcycles, and other such equipment may not be kept in the residence halls, except for authorized use by disabled guests.
Candles
- Burning candles and incense are strictly prohibited in rooms and in public areas of university housing.
Damages to Public Areas
Public areas of the residence halls (the lounges, hallways, kitchens, elevators, stairwells, lobbies, etc.) are designed for the use and enjoyment of all summer guests.
- When the individual(s) responsible for damages can be identified, that individual will be held financially responsible for the cost of repairs.
- When the individual(s) responsible for damages cannot be identified, the camp and/or conference will be held financially responsible for the cost of repairs.
- When damages are extreme or repetitive, the camp and/or conference will be assessed charges for the damages, and/or be asked to leave the facility.
Damages to Guest Rooms
Guest rooms and furnishing must be returned to their original condition at the end of their stay. Each residence hall and all rooms will be inspected prior to arrival and at departure. If a room requires restoration or repair before it can be assigned to another camp or conference, the cost for this work will be billed to the immediate past camp or conference. The work may include painting, repair to walls and ceilings, and the repair or replacement of furnishings.
Decorations
- Painted surfaces must not be damaged by nails or double stick tape. Non-removable decals should not be applied to any surface. Decorative materials must not present a safety or public hazard. Nothing can be attached to the ceilings.
- Decorations must NOT obstruct exits, emergency lighting, exit signs, or corridors. Exterior decorations, other than lights, must NOT be attached to the building. All decorations must be removed prior to departure.
Doors
- Doors should be kept locked at all times. For safety and security reasons, please, do not prop the doors open.
Fire Safety
Safety is a primary concern in the residence halls and requires a cooperative effort from all those who live and work in the halls. The following rules must be observed in all university residence halls, apartments, and Greek houses:
- General Safety
- Stairwell fire doors and corridor doors must be maintained in an operable condition and must be self-closing and self-latching.
- Smoke alarms, emergency lighting, and exit signs must NOT be damaged or tampered with in any manner.
- Stairwells, corridors, and passageways must NOT be obstructed.
- Flammable liquids, such as gasoline, paint thinner, charcoal lighter fluid, propane gase, etc., are NOT permitted inside of buildings.
- Cooking is only permitted in kitchens and NOT in guests rooms.
- Electrical Issues
- Electrical equipment must be maintained and used in a safe manner.
- Regular extension cords (flexible cords) must NOT be used.
- Surge protectors that are grounded and have a built-in 15-amp circuit protection may be used.
- Surge protectors may not have a cord longer than 6 feet and may not be plugged into other surge protectors.
- The cord must NOT be run under the carpet, through walls, under doors, or any other place that would subject it to physical damage.
- Damaged cords must be discarded.
- Multi-plug adapters must NOT be used
- Evacuation Plan
Each room in the residence hall has an evacuation plan in the event of a fire. Please consult the back of the room door for the nearest exit from your room. You may not use the elevators during a fire or fire drill. Fire drills, false alarms, and genuine fire alarms are indistinguishable. You must evacuate the building whenever the alarm sounds and you may not reenter until the all-clear is given.
Furniture
- All furniture must be set in the same arrangement and be in the same condition when the guests leave.
Identification
- Many groups are required by the group organizer or sponsor to wear their ID name badges to gain access to meetings and dining facilities.
Keys
- The room key issued when checked-in must be returned when checking out.
- Lost keys should be reported to the front desk. There is a $30 lock change charge for lost or unreturned keys.
- Keys may not be duplicated
Kitchens
All residence halls have a kitchen, which has a sink, refrigerator and stove. Guests are encouraged to use care not to leave food unattended, and to clean up after each use.
Lost and Found Items
- Conference Housing is not responsible for any items left in the rooms. If items are found and turned in, we will hold the item(s) for a period of 10 days.
- If identification is found with lost item(s), our office will contact the camp coordinator or the conference sponsor and the individual, camp coordinator, or conference sponsor must make arrangements for the item(s) return.
Mail Service
All mail services (pick-up, deliveries, and dispatching of mail items) will take place at Conference Housing's point of operation (Blanding or Kirwan Tower).
Parking
- All parking during the Summer Conference operational period is permitted in any R & C Lots, Parking Structure #7, and Commonwealth Stadium.
Pest Control
- All rooms are sprayed periodically for insect control by Housing personnel. Guest should notify the front desk if there is a problem with insects.
Pets
- Animals, except for fish in water tanks, are NOT permitted in residence halls or undergraduate apartment. An additional cleaning charge will be assessed if found with a pet in residential rooms. Violators will be asked to check-out immediately.
Quiet & Courtesy Hours
- In order to provide an atmosphere conducive to learning and sleeping, it is important that guests respect the rights of others when listening to music and socializing.
Room Entry Policy
Authorized university personnel may enter a guest's residence hall room without permission for the following reasons:
- To provide routine maintenance.
- To provide routine inspections to ensure that guests are following health, fire, and safety regulations.
- To respond to emergency situations; e.g., situations which threaten the health and/or safety of guests, and situations which require immediate maintenance to prevent property damage or immediate action to correct the health, fire, and/or safety risk.
- When there is reason to believe that a violation of university policy is taking place in the room and guests in the room do not open the door when requested to do so.
Authorization to enter a guest's room under this policy does not constitute authorization to conduct a search of the room. Authorized university personnel indicated above include:
- Full-time members of the Housing staff, including maintenance and custodial personnel.
- Director of Auxiliary Services, Director of Housing, Assistant Dir. Of Conference Housing, Conference Housing Manager, and the managerial staff of Conference Housing:
- In non-emergence situations, prior authorization must be received from the Conference Housing Manager.
- Unless circumstances prohibit, two staff members should be present when using the master key to enter a guest's room.
- University Police.
- University Fire Marshal.
Protocol for using the master key to enter a guest's room:
- No guest room should be entered without knocking, regardless of whether the door is locked, unlock, or open. The only situations in which staff are not required to knock are emergencies.
- Before using the master key, university personnel attempting to enter a guest room should identify themselves and state the reason for entry. In addition, they should request that the door be opened.
- If the door is not opened and authorized university personnel deem it necessary, the master key will be used to enter the guest's room for one or more of the reasons listed above.
Safety/Security
The security of our guests is of the utmost concern:
- Make sure any valuable items, such as laptop computers, credit cards, etc., are kept in a secure location away from the view of those who might walk off with them.
- If moving about on campus during the hours of darkness, please travel in pairs or more.
- University Police will conduct foot patrols as well as vehicle patrols 24/7.
- Do not, under any circumstances, prop outside/exteriors doors open.
- Carry your room key at all times and keep your door locked.
Smoking
- Smoking is NOT permitted in any residence hall.
Television
- Basic Cable Television service is provided to guests living in residence halls.
Vending
- Vending machines dispensing snacks and soft drinks are available in residence halls.