TERMS AND CONDITIONS
Housing and Dining Contract
Please read all provisions of this contract, as you are legally bound by these terms and conditions for the entire academic year.
1. Parties
This agreement (referred to as Contract) is made by and between
Any undergraduate student who is accepted at the University as a fulltime student may enter into this Contract subject to room availability. Room and board is available on a combined basis for residence hall students as mandated by the West Virginia University Board of Governors. This Contract may not be transferred or assigned. Note: All single first-year students (including transfer students with fewer than 29 transferable credit hours) are required to live in University housing. The following exceptions apply with verification:
- married students;
- students with children;
- students 21 years of age or older.
a) This Contract is binding for the entire academic year (fall and spring term) or that portion of the academic year remaining at the time of occupancy. Failure to claim a key and/or ID card does not release a student from his/her contractual agreement. This Contract cannot be terminated except as set forth in this Contract.
c) The Resident and the University agree that this Contract does not create a landlord-tenant relationship or otherwise grant to the Resident any interest in real property.
a) The University will provide a room accommodation to the Resident for a period of one academic year (fall and spring term) exclusive of vacation periods or any other period when the University is officially closed (“the regular Contract period”) unless the Resident has specially requested housing outside of the regular Contract period on the Application/Contract. An additional fee will be assessed for housing provided outside of the regular Contract period. Residence hall service, including access to the assigned hall and room, begins on the official Opening Day.
b) The University will provide residence hall staff in accordance with University policy to provide a living experience which complements the academic intent of the University.
c) The University will provide a reasonable amount of light, heat, and hot water. Student rooms shall be furnished by the University with a bed, mattress, drawer space, desk, and closet space.
Resident agrees to pay all fees specified, to observe all rules and regulations of the University, and to abide by the terms and conditions of this contract and other University publications such as Eyes & Eers and Student Handbook. Failure to fulfill the terms of this Contract may lead to termination of this Contract, removal from University-owned housing, and a review of the Resident’s status as a student at
a) A housing advance deposit of $200 (for new or retuning Residents) must be submitted along with the Application/Contract before any room assignment can be made. This advance payment will be credited to the applicable semester housing invoice. (When applicable, the deposit is partially refundable if written cancellation is received in the Assignments Office by May 1, pursuant to Section (9) of this contract.)
b) Room and board charges are payable prior to the beginning of each semester. Room assignments may be cancelled by the University if the balance is not paid by the stipulated due date or if alternate payment arrangements have not been approved by the University’s Office of Student Accounts.
c) No refunds will be made to a Resident who fails to return to an assigned hall/room unless the Resident has followed established Housing and University Apartments/Dining Services policies and has been officially released from this Contract. Failure of a Resident to satisfy the financial obligation stipulated under the Contract will result in a hold on registration and official records and/or eviction from University housing.
d) Room and board fees are refundable to a Resident withdrawing from the university according to established University and Housing and University Apartments guidelines. A Resident removed for disciplinary reasons will be held accountable to 100% of room costs and 100% of the board contract.
e) Although the Contact is for the entire academic year, invoices for payment are per term. Invoices will be mailed to the Resident’s permanent address or be available on STAR prior to the beginning of the academic year and in December for the spring term.
a) The University does not discriminate on the basis of race, sex, age, handicap, veteran status, religion, sexual orientation, color, or national origin in the administration of housing.
b) The University requires all first-year students to live in University housing with exceptions as stated under section (2) Eligibility as long as space is available. The University reserves the right to assign students to short-term or temporary housing according to applications and permanent space availability.
c) Room assignments for new students will be made in a rolling basis beginning in February and according to the date that the Application/Contract is received in the Assignments Office. All assignments are made on a space-available basis, and, when possible, in accordance with the preferences that the student requests. Failure to honor a preference will not void this contract.
d) The University reserves the right to consolidate vacancies by requiring Residents to move from single occupancy of double/triple rooms to double or triple accommodations. The right is also reserved to change room assignments for health, safety, or repair reasons, and disciplinary reasons caused by the Resident or for unresolved incompatibility of roommates.
It is University policy that all students residing in University residence halls participate in the dining program with Resident Dining Plan (see Meal Plans/Room Rates section of this booklet for meal descriptions and rates).
Please follow these guidelines:
- Your Mountaineer Card is for your use only. Lending it to someone else will result in the confiscation of your card.
- Do not remove dishes or utensils from the dining rooms.
- All meals are to be consumed within the dining room.
- Refrain from disruptive behavior.
- Return you trays and dishes to the tray stations as you leave.
a) This Contract for the full academic year may be cancelled and the housing advance deposit partially refunded ($100 is refundable) if the Resident provides a letter of cancellation on or before May 1. The advance fee of $200 will be forfeited after May 1 for the academic year. The May 1 deadline applies regardless of when the deposit is paid.
b) A Resident applying for housing for the spring term only must cancel in writing on or before December 1 to receive a partial refund of the $200 advance housing deposit. ($100 is refundable). The December 1 deadline applies regardless of when the deposit is paid.
c) Resident entering into this Contract will be held financially responsible for the Contract, unless the University determines in the best interest of the Resident and /or the university to cancel this obligation. Cancellations must be approved and confirmed in writing by a designated agent of Housing Administration.
If a resident officially withdraws from the University, having obtained and completed appropriate forms and procedures from the Office of Admissions and Records and Housing, the unused portion of the room and board will be refunded. The “unused portion” will be based on the date the Resident’s belongings are removed from the room and Mountaineer Card and room keys are returned.
Room changes generally will not be made until three weeks into the semester because occupancy is being finalized during this time. The University 'snondiscrimination policy applies to all of housing and is inclusive of room changes. (Refer to the Eyes & Eers for specific room change information ).
The University assumes no legal obligation for damage, theft, or loss of personal property. Residents are encouraged to obtain appropriate insurance.
a) Resident is expected to reasonably maintain his/her assigned living space relative to order, cleanliness, and safety. The Resident will be held financially accountable for the repair or replacement cost of any damage to his/her room or furnishings therein. When two or more Residents occupy the same room and responsibility cannot be ascertained, the damage charge will be assessed equally among the Residents.
b) Resident agrees not to modify or allow modifications of the permanent structure of the room or other part of the building.
c) Resident assumes responsibility for the daily care and cleaning of his/her room and its furnishings, and for maintaining acceptable sanitation and safety conditions. He/she also agrees to use all public areas in a mature and responsible manner and to help in assuming safety and cleanliness.
d) Resident agrees not to duplicate the room key and if the key is lost (or duplicated) to immediately notify the hall front desk. Resident shall be responsible for charges associated with key and lock core replacement.
e) Relative to public and common area damages, where costs are substantial and responsibility is not accepted by or identified as belonging to an individual or group, charges will be determined and divided among occupants or Residents of the residence hall.
a) If Resident will be checking in to a residence hall after the stated arrival period, he/she will notify the Assignments Office. The University is not obligated to hold an assigned room beyond 5:00 p.m. on the first day of classes.
b) Residents are required to vacate and remove all personal belongings from their assigned room upon termination of this Contract. This is expected to be completed within twenty-four hours of the Resident’s last examination or his /her withdrawal from the University. When a Resident moves from a residence hall or when a room change is made, keys must be returned directly to the hall front desk. Failure to return keys will result in a $25 charge, along with an administrative fee for replacing the lock and keys.
Residents needing to remain in University housing during holiday/semester breaks may have this option available at an additional room cost. Residents must indicate this need on their Application/Contract and will be accommodated on a first-come, first served basis as long as space is available. Due to space limitations, students entering in the Spring term may not be accommodated. It should be noted that Residents may be required to move to a different location.
The University reserves the right to enter and inspect rooms without notice for purposes of (1) repairs, maintenance, facility improvements; (2) recovery of University/state/local government-owned property not authorized for use in the assigned space; (3) fire, health, and safety inspections made periodically, as well as at hall closing/vacation periods; (4) when there is a reasonable basis for believing that an emergency exits (including but not limited to fire, accidents, sickness, or danger to the health and welfare of Residents); and (5) when there is a reasonable basis for believing that a University policy is being violated.
The residence hall policies of
b) Appliances: Personal electrical equipment authorized for use in the residence halls includes UL-approved lamps (no halogen lamps), hairdryers, computers, radios, stereo equipment, fans, and coffeemakers with a lighted on/off indicator. Use or possession of open flame and open element appliances including but not limited to toasters, hot plates, and hot pots in residence hall rooms or unauthorized areas is prohibited. Microwave ovens are not permitted in student rooms. (A microwave/refrigerator is available through a private vendor contracted by the University.) Mini-refrigerators (120 volts, 2 amps, 2.5 cubic feet) are permitted and must be UL approved, equipped with a three-prong rounded plug, and must be maintained in a safe and sanitary condition.
c) Computers/Date Connectivity: Residents who wish to use ResNet must first follow certain policies and procedures contained in the ResNet Policy (http://www.resnet.wvu.edu/policy/policy_idx.htm). Additional information concerning Res Net is available at http://www.resnet.wvu.edu. Residents are responsible for compliance with all WVU guidelines concerning computer use. Violations may result in disciplinary action including the termination of ResNet access.
d) Fire Safety: Arson or the setting of fire, tampering with or misuse of fire safety equipment (including automatic door closures, smoke detectors, sprinkler heads), fire-alarm systems, fire-fighting equipment, or building security systems is prohibited, extremely dangerous, and illegal. Immediate evacuation when an alarm sounds is mandatory, and reentry into a building before an alarm is silenced or staff authorization is given is prohibited. The burning of candles and incense is prohibited. Tapestries and other room decorations affixed or suspended from the ceiling, and the use of extension cords or multi-receptacle outlet, with the exception of UL listed power strips with surge protectors, are prohibited.
e) Firearms/Weapons: The possession of firearms, ammunition, and any weapons including but not limited to knives, hunting bows, guns, BB guns, slingshots, paintball guns, nunchakus, or launching devices is prohibited in the residence halls. This also extends to any projectile objects, firecrackers, gunpowder, and other explosive or similar and potentially dangerous objects.
f) Furniture: Misuse of University property, including possession of common area furniture in Resident rooms, is prohibited and will result in a minimal charge of $25 to return the property.
g) Gambling: Gambling in the residence halls is prohibited. The conducting of any business or commercial enterprise for personal profit is prohibited in University-owned facilities unless conducted by recognized student activities and student government or under the sanction of properly designated University personnel.
h) Harassment of Students and Staff: Physical or mental harassment, which may be verbal or written, or conduct that intimidates, threatens, or endangers the health or safety of self or others, is prohibited.
i) Identification/Failure to Comply: Residents are expected to provide proper identification when requested by a staff member or other University officials and comply with their directions in the performance of their official duties, Residents are further expected to comply with the terms and sanctions imposed as a result of disciplinary action.
j) Intervisitation: Guest intervisitation is defined as periods when members of the opposite sex are allowed in a student’s room. The intervisitation program is designed to afford opportunities for student growth and social development. On the other hand, policies and procedures are provided to ensure consideration of individual Resident, student, and community needs as well as the general safety and well-being for all concerned. As such, the University reserves the right to modify, restrict, or revoke the privilege of intervisitation as necessary.
Sunday—Thursday 10:00a.m.—midnight
Friday and Saturday 10:00a.m.—2:00a.m.
l) No Smoking: Smoking is prohibited in the residence halls and within the predesignated nonsmoking area outside the residence halls.
m) Pets: Pets and animals of any kind (with the exception of fish kept in a maximum 10-gallon aquarium) are prohibited for health, safety, and sanitation reasons.
n) Water-Filled Furniture: Water-filled furniture is not permitted due to the potential problems of water damage.
o) Quiet Hours: Residents must observe reasonable quiet hours at all times, both inside and outside the residence halls. Even when quiet hours are not in effect, the noise level must not interfere with the rights of Residents who want and need to study at that time. Quiet hours are established by individual halls/floors, and minimally will be in effect from 9:00 p.m. until 8:00 a.m. the following day, Sunday through Thursday. Twenty-four hour quiet hours are in effect during the last week of classes and during finals week of each semester.
p) Roofs, Ledges: Unauthorized presence on rooftops, ledges, or areas marked for restricted access in any residence hall facility is prohibited.
q) Security: Residence hall security is a shared responsibility of the University staff and students. The front (main) door of each hall will be secured at 9:00 p.m., with side doors locked no later than 6:30 p.m. Visitors to residence halls must enter only through the main entrance to the hall. Residents who leave by locked exterior doors are responsible for leaving the doors in a locked position. (For reasons of safety and security, it is important that Residents do not engage in leaving rooms doors unlocked, lending keys, “propping” of doors, etc.) Residents should always carry their Mountaineer Card and will be required to present this identification to the night staff to gain access to the residence hall.
r) Solicitation: Door-to-door solicitation and operating a business within the residence halls is prohibited. See the Eyes & Eers for further details.
s) Telephone: No collect telephone calls may be accepted or toll calls placed by a Resident, student or guest in the residence halls. All roommates will be held accountable for equal portions of unauthorized telephone charges. Note: An administrative tracking fee will be assessed on any unauthorized long-distance bill traced to a residence hall room. Deliberate use of an unauthorized TID (Long Distance Authorization Code) or PSC (Personal Security Code) number constitutes fraud and may be grounds for prosecution and/or suspension from the University in addition to the assessment of an administrative fee.
t) Theft: Theft or possession of stolen goods, including the illegal possession of or damage to University property or property of a person in residence halls, is prohibited.
u) Weight-Lifting Equipment: Weight-lifting is not permitted in individual rooms because of noise and potential damage to floors.
v) Windows, Screens, and Objects from Windows: Window screens are not be removed under any circumstances for safety reasons. Dropping, throwing, or projecting solid or liquid objects out a window is prohibited.
Note: This Contract, along with the student’s housing Application/Contract, serves as a legally binding commitment to University Housing and WVU Dining Services. This contractual obligation extends to policies, procedures, and regulations included in such University publications as the Eyes & Eers (the Resource Guide to Residence hall Life), the Student Handbook, and other sources.