Policies and Procedures

Director: Lanny Cram
Ext. 3056

I. CAMPUS HOUSING

All students living in campus housing are subject to the following policies and procedures from Housing Services, in addition to the Residence Life expectations for community living, and the Student Standards of Conduct.

1.0 Resident students, residents’ guests, and nonresidential students visiting the living areas are subject to the following policies and procedures:

1.1 Payment policy: All residents are responsible for payment of all housing fees; nonpayment may result in eviction proceedings against the resident.

1.2 Housing Contract: Each year, students who wish to live in campus housing must sign a contract which financially binds them to APU for the entire academic year.

*Note: Unless a student notifies the Office of Housing Services in writing, contact information will be released to future roommate(s).

1.3 Deposit: A $250 damage deposit must be on file for each student living in campus housing. This deposit is fully refundable if a Housing Deposit Request Form is completed and submitted to the Office of Housing Services within one year of the student's check-out from housing. Forms may be obtained from the Office of Housing Services. The $250 will only be returned under the conditions stated in the Housing Contract, and when a student properly checks out of his/her housing assignment, does not intend to live on campus in the future, and has given written notice to the Office of Housing Services. Any damages or other housing charges (e.g., lost keys, improper check-out, etc.) that are unpaid when the housing deposit is requested will be deducted from the $250. If a student leaves the university owing any money on his/her account, the housing deposit will be applied toward the unpaid balance. Requests for a deposit must be made in writing through the Office of Housing Services.

1.4 Furniture: Each student’s room or apartment comes furnished with beds, dressers, desks, and chairs, according to the capacity of the room/apartment. Rooms/apartments that house fewer than their maximum capacity of students will not have the excess furniture removed. University furniture may not be moved in or out of rooms or apartments. This includes using it as outside patio and lawn furniture, exchanging it with another residence, placing it in an off-campus storage area, etc. There will be a fine for removal even if the item is returned at a later date. In addition, residents with lobby/lounge area furnishings in their possession will be subject to a fine and possible judicial action. This furniture is to remain in the lobby/lounge area for everyone to enjoy. However, any students with damaged or missing furniture may request a work order. Furniture Work orders can be called in to the work order desk at (626) 815-6000, Ext. 3527 or submitted via Cougars’ Den. Students will be liable and charged in the event that they are found to be responsible for any damaged or missing furniture.

1.5 Keys: In living areas with key-locking doors, the Office of Housing Services will issue each resident a key to the room or apartment to which they have been assigned. Residents are responsible for their own keys as well as any issued laundry, pool, or gate keys/transmitters. Under no circumstances are they to be duplicated or loaned to another individual. Failure to return originally issued keys at check-out will automatically result in a charge for the amount it costs to re-core the door and provide new keys. This is to ensure each resident's safety.

* In living areas with card-access locks, residents will not receive keys, as their student ID cards will serve as their key. There is a charge for a lost card-key through the Felix Event Center ticket office.

1.6 Residents of Adams, Trinity, Smith, and Engstrom halls are not permitted to cook in their rooms. Popcorn poppers and small coffee pots are allowed, but no other appliances are permitted, including microwaves, toaster ovens, and hot skillets.

Electrical Appliances

Because of the limitations of electrical circuits and for a variety of safety reasons, electrical appliance usage must be limited. Acceptable electric appliances with proper care within student rooms are:

Reading lamps
Hot-air popcorn poppers
Thermostatic hot pots
Small refrigerators (2'x2'x2')
Sewing machines
Clocks
Lighted make-up mirrors
Small hair dryers
Heating pads
Electric blankets
Curling irons/curlers
Typewriters
Televisions
Computers
Fans
VCRs/DVD players
Surge protectors/power strips
Coffee makers
CD players/stereos

Each of these electrical appliances must be U/L approved and must not be left unattended when in use.

The following list of items has not been approved for use in the residence halls because of potential fire hazard to property. All of the items listed below will be confiscated if found.

Air conditioners/ceiling fans
Broiler ovens
Electric saucepans
Electric skillets
Extension cords
Microwaves
Four-way or “cheater blocks”
Hot plates
Oil popcorn poppers
Space heaters
Toaster
Any appliance not clearly marked as U/L approved
Any appliance with an exposed heating element

Before usage, the residence director must approve any appliance not included in these lists. Any use of an electric appliance requires that the owner monitor the placement of the electric cords (e.g., do not let cords lie on or next to heating units).

Kitchen

Facilities for cooking are available in most residential units. It is the responsibility of the persons using the area to return it to proper order. Cooking is permitted in student rooms within the following guidelines:

Use only a thermostatically controlled hot pot
Never leave unattended when appliances are in use
Be considerate of roommates and residents by promptly cleaning up and controlling food odors

1.7 Smoke alarms: As a safety measure, each room or apartment is equipped with a functioning smoke alarm. These smoke alarms must not be tampered with in any way (e.g., removing the batteries, disconnecting, etc.). Any resident found doing so will be subject to disciplinary action in accordance with the student standards of conduct, which forbids tampering with safety equipment.

1.8 Flammables: At no time may any flammable items be stored in or around living areas. Open flame/combustibles: candles incense, and potpourri pots may not be burned in any residential unit. This also includes “uncandles”, oil-burning lamps, etc. Fuel-driven engines such as motorcycles, mopeds, etc. may not be stored in student housing. Safety concerns prohibit live wreaths, Christmas trees, and boughs as well as large decorative Christmas lights in living areas. Fire safety reasons also prohibit posters, tapestries, etc., to be hung or placed on ceilings, or covering entryway doors.

1.9 Pets: Residents are not allowed to keep pets of any kind (except fish in a clean, odor-free aquarium) on campus. No birds. No reptiles. No rodents. Feeding and temporarily keeping animals in or around living areas is also prohibited. Residents who do so will be subject to a fine, cleaning and fumigation fees, as well as possible disciplinary action.

1.10 Christmas vacation: Adams, Smith, Engstrom, and Trinity Halls will be closed during Christmas Vacation. Meals will not be served during this time, and residents are not permitted to stay in their rooms. Shire Mods, Bowles, Alosta Place, and University Park will remain open. This ensures better security during these times.

1.11 Parking: Visitors who have a car on campus must obtain a temporary parking sticker (no charge) from the Department of Campus Safety. These stickers are not valid in the Alosta Place condos. Visitors of Alosta Place Residents should park on the street.

1.12 Vehicle Code: All students are responsible for information outlined in the Vehicle Code. The manual is available in the Department of Campus Safety, located in Adams Hall. Campus Safety can clarify any procedures and parking issues/questions that may be unique to students’ living areas.

1.13 Bicycles: Improper storage of bicycles can be dangerous. Stairwells and entryways are fire exits, and bicycles may not be left there. Campus Safety will remove any bicycles left in the stairwells. Therefore, bicycles should be placed in outside racks or stored in residents’rooms/apartments and locked when stored or parked on campus. Although the university cannot accept responsibility for the safekeeping of bicycles, all bikes must be registered with the Department of Campus Safety. Bicycles may not be placed on the balcony or patio in Alosta Place due to Homeowners Association (HOA) guidelines.

1.14 Subletting: The Housing Contract and the right of occupancy are not transferable or reassignable. Transference of assignment to siblings, children, extended family, or others is not permitted and shall result in contract termination, fines, and/or disciplinary action deemed appropriate by the director of housing services.

1.15 Outdoor balcony/patio areas: Entryway and patio areas must be kept neat and clean. Therefore, porches and patio areas located in University Park, Alosta Place, and Shire living areas cannot be used for storage. They must be kept clear of large and indoor furniture (e.g., couches), boxes, and refuse. University-owned furniture is not to be placed on patios, balconies, or porches at any time.

1.16 Liability for personal property: The university assumes no responsibility or liability for the personal property (including vehicles) of students. This includes damage or loss due to fire, theft, flooding, etc., during the entire term of the room contract, including all university vacation periods during the year. The university recommends that students not leave valuables in their rooms during vacation periods. Students are strongly encouraged to consider carrying some form of personal insurance if their family’s policy does not cover personal property in the living areas.

1.17 Utilities: Students living in Bowles, Alosta Place, and University Park are responsible for payment of utilities, which includes electricity and gas. Students can arrange by mail to have their electricity turned on for the fall semester and by phone to turn on the gas. If students do not make prior arrangements, they must go to the city of Azusa's utilities office, (626) 812-5208, for electricity, where they must pay a deposit and transfer the account into their name. For gas, students must call Southern California Gas Company at (800) 427-2200 and arrange for service to be transferred into their name. The university is not responsible for uncollected charges.

1.18 Telephone: All residents are pre-wired for telephone service. In the apartment living areas, it is the resident’s responsibility to make arrangements with the telephone company. In Adams, Smith, Trinity, and Engstrom Halls, the student should contact APU's Office of Telecommunications for phone service. Telecommunications is open Monday-Friday from 8:30 a.m.-5 p.m. at (626) 815-5050, or email the support desk at support@apu.edu. Students living in Shire Mods, Bowles, Alosta Place, and University Park must contact Verizon at (866) 606-8252 to set up service. The resident who opens the account is responsible for all charges incurred, including line maintenance. The university is not responsible for uncollected charges.

1.19 Prohibited Phones and Wireless Devices: There are several types of devices that operate at a frequency that conflicts with the All-Access wireless network. Therefore, use of these wireless devices is strictly prohibited in all student living areas. Failure to comply with this restriction will result in removal of the device from the living area and subject the residents to possible disciplinary action. Visit http://reznet.apu.edu/information/devices for a list of the devices that are prohibited in All-Access wireless networked student living areas.

1.20 Washers and dryers: Personal laundry may be done in the coin-operated automatic washers and dryers in the laundry rooms located in Trinity, Smith, Engstrom, Adams, Shire, University Park, Alosta Place, and Bowles. Inoperable machines should be reported to the Felix Event Center office at (626) 815-5495. Refunds of any money lost in machines will also be coordinated through the Felix Event Center office. In other areas, follow instructions located in close proximity and contact the management if instructed to do so.

1.21 Storage: No storage is available on campus.

1.22 Mailboxes: Mail service is not provided to individual living areas. Student mailboxes are located next to the ASB office. Each student is assigned a mailbox for the entire time that he/she is enrolled at APU. On-and-off-campus material can be mailed through the student mailroom, located next to the ASB office. For any questions regarding mail and the student mailroom, call (626) 815-6000, Ext. 3030.

1.23 Room care: Living in residence implies joint maintenance of a clean, safe, and sanitary living area (inside the room, bathroom, and surrounding areas) with roommate(s) assigned to that room/apartment; and the student must leave it in a clean and orderly condition at the termination of the contract. The Housing Services and Facilities Management staffs reserve the right to enter university property to ensure that the unit is being maintained properly and that no damages have occurred. Extra cleaning and additional check-out fees may be assessed for failure to comply with proper procedures. Please be aware that the university is unable to provide vacuums for student use. Also, in order to provide the safest environment for residents, regular health and safety inspections will be made to ensure that all buildings and rooms comply with local, state, and federal regulations.

Window screens: Some windows in student rooms have screens for safety and comfort. Those screens must remain securely fastened at all times. A fine will be incurred for any screen that is removed, missing, and/or damaged regardless of whether or not the screen is later replaced. The use of windows as entrances or exits or as a means to pass objects is strictly prohibited except in emergency situations. Students who throw any objects out their windows will be referred to the disciplinary system. Objects or window coverings deemed inappropriate by staff cannot be displayed in or from windows (e.g., alcoholic containers, posters, signs, aluminum foil, newspapers, etc.).

1.24 General repairs: Any maintenance concerns should be addressed by first calling the work order desk at (626) 815-6000 Ext. 3527 or by submitting a work order via the Cougars' Den Portal. If there are still concerns after a work order is placed, contact the Office of Facilities Management at (626) 812-3002. The plumbing and drainage systems are not equipped to handle garbage, food, potting soil, etc. Items such as coffee grounds, potato peels, eggshells, etc. can cause blockage and should not be placed in garbage disposals.

1.25 Extermination: When there is a bug, flea, or roach problem in the student's room or apartment, it must be reported to Facilities Management immediately. APU has contracted with professional exterminators to spray rooms and apartments.

1.26 Check-ins: Residents may not move into campus housing before the posted date and must vacate their rooms/apartments on the date posted by the Office of Housing Services. Any exceptions must be cleared with the Office of Housing Services. Failure to abide by check-in and check-out procedures will result in a $150 Improper Check-out Fee.

Residents who are checking in at a time other than the designated day or who need to bring their housing deposits up to date must go to the Office of Housing Services. Check-in procedures are as follows:

Fill out and sign a Room Condition Inventory (RCI) with a housing staff member.
You will receive a goldenrod copy of the RCI from the Office of Housing Services to verify the pre-existing damages to your new residence. If there is nothing to add or change, the process is complete.
If you find any corrections to make to the RCI, do so on the goldenrod copy and turn it back to the Office of Housing Services within seven days of signing it.
The Office of Housing Services will issue you a key at the time of signing the RCI. Lost keys will result in a $50 re-core and re-keying charge. University Park and Trinity Hall students will use their student ID card as their key. If an ID key card is lost, a student must pay to get it replaced at the Felix Event Center ticket office.

1.27 Check-outs: In order for students to check out properly, they must make an appointment 24 hours in advance with their RA or use Express Check-out. Proper check-out also includes leaving the room/apartment clean and free of damage, obtaining proper check-out forms, and turning in keys to the Office of Housing Services. Gate clickers, Alosta Place permits, and Alosta Place door openers must also be returned to the Office of Housing Services. Any damages and other housing charges will be assessed and charged to each student accordingly. Students with assessed charges will receive a description of the charges from the Office of Housing Services.

There are two methods of check-out:
RA Appointment and Express Check-out.

RA appointment:

To check out properly with an RA, make an appointment to do a walkthrough. Your RA will have your Room Condition Inventory (RCI) to complete and assess any charges. The university reserves the right to assess charges at a later time if other damages are found. The RA is responsible for turning in the paperwork, but the student remains responsible for turning in his/her key. Envelopes will be provided to return keys in to the Smith Hall Lounge drop box after hours. During office hours students can turn keys in to the Office of Housing Services. If the resident wishes to check out after RAs go off contract (petition/extension), he/she must use Express Check-out.

Express Check-out:

To check out properly using the express method, simply obtain an Express Check-out envelope and fill out all the information on the front. Any information left blank can result in an Improper Check-out Fee. After completing the envelope, place the key in it and drop it off in the Smith Hall Lounge drop box. This will eliminate the need to be present for your walk-through and gives the university staff the right to walk through without you at a later time. Rooms/apartments must be completely vacated once your Express Check-out envelope is turned in.

*Note: Failure to check out properly by the given date at the end of a semester, summer term, or three days after withdrawing from the residence, and/or the university, will result in a fine and possible forfeiture of housing privileges as well as the housing deposit, which must be paid again before reserving a room/apartment for the next year.

1.28 Room changes: Room changes are allowed only by approval from the the residence director of the specific living areas involved. Students must meet with their RD to initiate the process. If a student refuses to accept an assigned roommate or attempts to force a roommate out of the room, that student may lose his/her housing privilege and face disciplinary action.

1.29 Summer housing: Summer housing is limited and available primarily for summer school students. Applications are considered on an individual basis and must be made with the Office of Housing Services. Financial responsibility must be cleared with the Office of Student Financial Services before assignments are made. The Office of Housing Services, through the chapel bulletin and letters, will make specific information available to all residents. Summer residents must check out of their apartments on the day posted by the Office of Housing Services (usually one day after the last day of the summer session) so that appropriate cleaning and renovation can take place before fall residents move in. All summer housing residents must check in and check out according to standard policies.

1.30 Damages: The resident is liable for loss or damage to the assigned residence and its furnishings. Residents agree to pay for damages, lost property, or unnecessary service costs caused by their actions, intentional or accidental. A student who fails to pay for damages as required will not be permitted to register, graduate, or be issued an official transcript until such damages are paid. When responsibility is not taken or the student cannot be found, damage costs will be incurred by all community members of that property (i.e. all members of a room, wing, floor, or building if deemed necessary by the Residence Director and/or the Office of Housing Services).

1.31 Room alterations/decorations: Residents may not make any substantive changes to their room or apartment area, including but not limited to: rewiring, installing ceiling fans, painting, installing outside antennas/dishes for television, or building shelves for lofts (lofts are permitted and considered only by petitioning to the Office of Housing Services who considers such petitions in conjunction with Facilities Management). A few small nail holes are permitted (except in Engstrom), but glow-in-the-dark paint and stickers, as well as double-sided adhesive tape may not be used on doors and walls.

1.32 Apartment/room entry: The Office of Housing Services, and Facilities Management reserve the right to enter students' rooms to fulfill maintenance requests and ensure community safety.

1.33 Disciplinary action: Residents who are subject to judicial action may have their contract terminated by the university and/or be subject to fines. Residents asked to leave the residential life area will be responsible for any damages and cleaning fees incurred.

1.34 Student studying abroad: Residents who are taking a semester to study in a foreign country or in another state must arrange for a proxy to assist with their future campus housing arrangements. A petition may be obtained in the Office of Housing Services for the resident to document his/her intentions. Special arrangements should be discussed with the coordinator for Housing Services to ensure a smooth transition when the resident returns to campus.