Residential Life Policies and Procedures

Unless otherwise noted below, all Union College fire alarm systems within residential buildings contain smoke detection in each sleeping area, hallway, and common area. These devices are tied into a central fire alarm panel within the building and transmitted to a central monitoring station that is manned 24 hours a day by Union College Campus Safety.

As per New York State Fire Code, Union College notifies the local Fire Department upon receiving a general building fire alarm. In addition to our 911 link, Union College has direct radio communication abilities with the Schenectady Fire Department.

Campus Fire Safety Act reporting data as required by Federal Law

This data complies with New York State Law A.5715-A/S.4180-B; Kerry Rose Fire Sprinkler Notification Act 2013.

Fire Alarm & Sprinkler Coverage Coverage

Fire Alarm Inspection Date: August 2021

Sprinkler System Inspection Date: June 2021

Sprinkler System Definitions

• Full:
  • Coverage includes all egress areas as well as common and sleeping areas
• Partial
  • Coverage is limited to stairwell protection and means of egress
• Exposure
  • Coverage provides exposure protection to window areas in stairwells

Any personal property left in the residence halls 24 hours after checkout will become property of the College. Students will be held responsible for the labor costs to remove abandoned property from the residence halls, as well as any fines or fees for improper checkout. The fine for an improper checkout is $50.

Residents are issued a picture identification card that also serves as their meal card, food debit card, and access card to the front door of their residence hall. Residents are also issued one or two keys (depending on where they live), which opens their room door.

Giving or loaning a key or ID card to another person is not permitted because it jeopardizes the safety of the entire residence hall or house.

Students who loan their key or card, or students who are found in possession of keys or cards other than their own are subject to fines or disciplinary action.

The duplication of room keys is not permitted.

Students receive their first lock-out at no charge. For each subsequent lock out, students will be charged $5. The cost of a lock change for lost keys is $50. A lost ID card may be replaced at the Campus Safety Desk in College Park Hall at a cost of $25.

The use of key box, key lock, or other mechanism for storing a College-issued room, suite, or house key is prohibited.

Union is primarily a community of underage students, and experience teaches that the abuse of alcohol can often interfere with the productive pursuit of a College education. Students who are under the age of 21 may not possess or consume alcohol anywhere on campus including the residential spaces. Residential spaces are defined as all College-owned and administered living units. The following actions relating to alcohol are prohibited:

• Possessing, consuming or distributing alcoholic beverages by student under the age of 21 years.
• Furnishing or selling any alcohol beverages to any person under 21 years of age.
• Possessing or consuming alcohol in any public area outside the residence halls.
• Possessing or consuming alcohol outside individual bedrooms or suites within the residence halls.
• Collecting, displaying or storing empty alcohol containers.
• Being incapacitated by alcohol or drugs whether under or over the age of 21 years.
• Possessing or consuming alcohol from common sources including, but not limited to kegs, beer balls, wine boxes, and punch bowls.
• Possessing or using a tap system or “regulator.”
• Possessing any binge-drinking device including, but not limited to, funnels or beer pong tables.
• Participating in flip cup, beer pong or water pong, or any other organized games intended for rapid personal consumption.

Students over the age of 21 are allowed alcohol in their residence. The amount of alcohol allowed for students over the age of 21 is listed as follows:

• One 12-pack (twelve 12 oz. bottles/cans) of beer, hard cider or seltzer OR,
• Two 750 ml bottles of wine OR,
• One 750 ml bottle of hard alcohol.

Bicycles must be stored in designated areas or in the student’s room. Bicycle racks are available outside many of the residence halls. Hallways, stairwells, and lounges, or other common spaces are not designated storage areas for bikes. Motorbikes and motor scooters are not permitted inside the residence halls.

Cans and/or bottles that contain or formerly contained alcohol may not be stored, collected, or used as decorations in student rooms, suites, or apartments regardless of resident age. The first violation of this housing policy will result in a warning and subsequent violations will result in conduct charges.

Cooking is permitted ONLY in those areas equipped with kitchenettes or microwaves. Students must be mindful of fire safety concerns while using the facilities. In apartments with kitchens, residents must clean the kitchen thoroughly before the end of each term. If the kitchen is not cleaned to acceptable standards, Facilities Services will clean the kitchen at the residents’ expense.

As part of community living at Union College, students must respect the safety and security of all College property, including property found in individual rooms and public areas. Students must also encourage their fellow residents to be respectful in ensuring that property is not damaged or stolen, and must report any knowledge they have of someone responsible for damages to College property. Students aware of any person responsible for specific damages are expected to contact a member of Residential Life or Campus Safety.

Individual Charges

Students will be held responsible for any damage, misuse, or misappropriation of any College-owned property in their rooms. Occupants are required to pay any costs associated with replacement or repair of the furnishings (including labor, materials, and overhead costs). Where two or more students occupy the same room or suite, and where determination of specific responsibility for the damage or losses cannot be determined, an assessment will be made against both or all equally.

Individuals responsible for damages within the common area of the residence halls will be assessed a bill to repair the damage and will also receive an additional fine of $100 for vandalism along with facing possible conduct charges for violating the Student Conduct Code.

Group Charges

When damage, misuse, or theft of College-owned property occurs within common areas of buildings and the responsible person(s) cannot be determined or the property is not returned, appropriate costs and/or fines will be assessed to a group of students. In such cases, a minimum of $5 will be charged to each student within the group.

Students are not permitted to arrive to campus prior to the date set for either first year or upper-class student move-in unless participating in an administratively sanctioned event (fall sports, orientation leaders, RAs, etc.) All students moving in early must obtain permission from the Office of Residential Life. Students with extenuating circumstances who must arrive early who do not have a sanctioned reason to be on campus must submit an early arrival application (available through Residential Life) and/or pay a fee of $100 per day for each day prior to the actual move-in date.

All College-owned furniture assigned to a room or suite must remain in that room or suite. Exit paths from the room or suite must remain clear and unobstructed at all times. Occupants will be billed for the replacement of any missing furniture. Furniture assigned to lounges or common area spaces is not allowed in individual student rooms.

Students who violate this policy may receive a fine and possible conduct charges for possession of common area furniture.

Students may have no more than two overnight guests/visitors in their rooms for no more than two consecutive nights and only if they obtain approval of all roommates. Guests/visitors may not sleep in lounges or hallways and are expected to follow all the rules and regulations of the College.

The host assumes all responsibility for the guest/visitor’s conduct, both in the halls and/or on campus. Any conduct violation for which the guest/visitor is documented will result in the identical conduct change being brought against the host.

Guests are defined as individuals, invited or not invited, who are not currently enrolled Union College students.

Visitors are defined as currently enrolled Union College students who are not assigned to the room, suite, apartment, theme house, Minerva, residence hall, or Fraternity/Sorority house that they are visiting.

Sports are not permitted in common areas or hallways of the residence halls due to the potential for injury and damage. This includes, but is not limited to, activities such as rollerblading, throwing/hitting/bouncing balls or pucks, throwing Frisbees, wrestling, etc.

Washers and dryers are located in each residence hall and are free to operate to students living on-campus. A $20 laundry fee will be assessed to a student’s term bill each term they are on campus. Any problems with washers or dryers should be reported to the Facilities Services office. They can also be reached at (518) 388-6181.

Lofted beds are essentially a bunk bed without the bottom bunk. Lofts allow students more floor space by allowing for furnishings to be placed under the bed. Loft kits are available through Union College facilities for all buildings EXCEPT Garnet Commons, Minerva Houses and College Park Hall. Students who want to loft a bed should contact facilities or submit a request form through Residential Life. Visit Residential Life and look for the loft request form under the quick links section.

Students are responsible for cleaning their rooms and for cleaning floors and lounges after programs. Any maintenance emergency should be directed immediately to Facilities (or to Campus Safety Monday - Friday after 5:00 PM and on weekends). If these areas are found unkempt, students will be charged for excessive cleaning. Students requiring repairs in their room can notify their Resident Advisor, Residence Director, House Coordinator, House Manager, or contact Facilities Services via their website, or directly at (518) 388-6181.

Any maintenance emergency should be directed immediately to Facilities (or to Campus Safety Monday - Friday after 5:00 PM and on weekends).

All students are required to live on campus for their entire time at Union College, if space is available. When space is unavailable, a lottery will occur in the winter term for rising senior students wishing to be released from campus. Only a limited number of students will be released from campus and that number will change each year based on class size and on-campus beds available. If the number of rising seniors wishing to be released is not high enough, the process will be opened up to members of the rising junior class. Students are discouraged from signing a lease with a landlord off-campus until they are giving explicit permission to be released.

In particular instances, non-traditional aged students may petition to live off-campus at the discretion of the Director of Residential Life.

Painting is not permitted in any residential, common area or hallway without permission to do so.

Any residents found to have painted a residential area without permission will be subject to costs for repair and possible disciplinary action.

All animals, including those used as lab specimens, are strictly prohibited inside or outside residential facilities, except as allowed under the Service Animal Policy. Visitors may not bring pets inside the residential facilities. Fish are permitted; however, tank size may not exceed 10 gallons.

If an unauthorized pet is found in a residence hall, the student(s) will be charged a fine of $50 plus $10 per day until the pet is removed.

Some apartments, theme, and Greek houses on campus have front and back porch space, in addition to lawn space, that residents can utilize. All of these spaces are considered open spaces on campus property and all college policies must be abided by. Open container policies will be enforced and residents may face judicial action for excess and/or dangerous occupancy of porch spaces. Residents are not allowed to install fire pits, swimming pools, or any other open element hazard. Residents are allowed to have and use grills, as long as the grills are 25 feet away from the property while in use.

Quiet hours are established to ensure the rights of students to study and sleep in the residence halls. Quiet hours are defined as those hours when noise, including music, must be contained within the room or suite with the door closed. Quiet hours are 10:00 PM - 8:00 AM. Sunday through Thursday and 1:00 AM - 10:00 AM. Friday and Saturday. Residents may collectively agree to extend or adjust the hours on their floor or building, but may not reduce the hours. Even though quiet hours begin in the late evening, courtesy is always expected by all students to maintain a living environment conducive to academic success.

All students are required to live on campus during the course of their undergraduate years, provided housing is available. All students must reside in their assigned rooms, and are prohibited from switching rooms, taking a roommate, or permitting any part of the room to be shared by persons not assigned by the Director of Residential Life or their designee. Students experiencing problems with a living situation should first consult with their Resident Advisor. Room changes are not permitted during the first or last two (2) weeks of any term, unless it is an emergency situation. All room changes (including those within a suite) must be authorized through the Office of Residential Life before any moves take place. The Director of Residential Life may relocate a student for disruptive behavior whether or not disciplinary action has been taken or completed.

The fine for an unauthorized room change is $100 and the student may be required to return to their assigned room and may be subject to disciplinary action.

Residents may not intimidate or discourage potential or newly assigned occupants from living in a residence hall space. The intentional discouraging of a potential roommate through any means is a violation of our student conduct code and will not be tolerated.

Students are responsible for checking out of their rooms when they leave campus for a term away, summer break, academic dismissal, leave of absence, room change, etc. Students need to be checked out of their rooms by a Residential Life staff member, or complete an “Express Checkout” form at the Office of Residential Life. Failure to check out via one of these two methods will result in a $50 charge for improper checkout. A student who uses the express check-out method waives their right to appeal any room damages. Rooms must be left clean with all the furniture intact, and the room key returned. The Residential Life staff will inspect rooms and assess appropriate charges and fines based on the comparison of the check-in and check-out Room Condition Report.

Residents must vacate their room and check out properly within 24 hours after their last final exam or withdrawing from the College.

The College reserves the right to inspect and/or search rooms for the purpose of furthering the educational mission of Union College or for safety, health, security and maintenance purposes. In all cases where the health, safety, or welfare of a person may be in danger or in cases where College property is in jeopardy, a College official may enter a suite or room immediately and without notice to, or consent from, the student. A room search can be conducted by a College Official at any time regardless of whether or not the student is present.

The roofs of all residence halls, theme houses, apartments, and Greek houses are unprotected areas and are not designed for recreational use. Students must not climb onto a roof or congregate on any roof for any purpose.

Students found to be in violation of this may be subject to disciplinary action.

The College does not provide storage for students’ personal belongings at any point throughout the year, including break periods. Students wishing to store belongings some place other than their room may wish to contact a local storage company to make arrangements. All College provided furnishings must remain in the room. Students interested in storage for the summer may contact the Office of Residential Life for information about storage companies in the area.

Soliciting in the residence halls is prohibited. Students are advised to contact Campus Safety or notify a Resident Advisor/Residence Director/Office of Residential Life if there are solicitors in the building.

Summer Housing space is very limited, and is not guaranteed. In order to be considered for summer housing, students must be affiliated with the College for the summer. Preference will be given to students involved in research with professors and those attending summer session classes offered at the College. All requests for summer housing must be made to the Office of Residential Life by the posted deadline during spring term. Students are billed a designated rate per week during the summer for the number of weeks they reside in the halls.

Each residential area is provided with phone, internet, and cable connections. If you have questions regarding your phone line, please contact Telecommunications at (518) 388-6411. If you have questions regarding your internet connection, please contact Information Technology Services at (518) 388-6293. If you have questions regarding cable, please contact Time Warner at (518) 640-8621 or www.twalbany.com.

Waterbeds are not permitted in residence halls because of excessive weight and potential for water damage.

Windows must remain unobstructed. Furniture, bedding, fans, lights, etc. must not block windows. Items may not be hung from or in residence hall windows.

It is strictly prohibited to hang, drop or throw items out of residence hall/house windows. Students must not remove the screens in the windows at any time.

Students who are granted on-campus housing and then decide to withdraw from the College must notify the Dean of Students Office to process an official withdrawal. The student will be held responsible for payment of their room charges in accordance with the refund schedule published in the Academic Register.

Students who withdraw from the College, are dismissed by the College, or are officially released from their residence contract, must vacate their residential area within 24 hours.

(Inappropriate appliance/furniture/loft, smoking, halogen/lava lamps, octopus cords, multi-plug adapters, excessive electrical cords, candles/incense, decorative string lighting)

• First Offense - Warning
• Further Offenses - $100 fine and possible judicial action

(Possession of flammable materials or fireworks, removal of life safety devices, tampering with life safety devices, discharging a fire extinguisher inappropriately, failure to evacuate during fire alarm, negligent actions which cause activation of the fire alarm system)

• Any Offense - $200 fine and possible judicial action

Malicious activation of fire alarm system, arson, false reporting of a fire or other life safety condition

• Any Offense - $750 fine and possible judicial action and/or arrest by police

The Director of Residential Life is available to listen if a student wishes to challenge a housing or life safety violation. If the decision by the professional staff member appears inaccurate based upon evidence and College policy, you may appeal the decision in writing to the Director of Residential Life within 10 days of notification of the violation. The Director will determine whether or not to reverse the charge.

The following appliances ARE NOT allowed in residence hall rooms: non-approved microwaves, non-approved air conditioners, electric heaters, toaster ovens, toasters, “George Foreman”-style grills, waffle irons, sandwich makers, or any other heat-producing electrical devices or appliances.

Students may use coffee pots, hot pots, and popcorn makers in their rooms as long as there are no exposed heating elements or coils and they are used responsibly.

Electric blankets with an automatic shutoff are allowed.

Students found in possession of unauthorized appliances will be charged a Life Safety fine in addition to the confiscation of the item.

For information about renting a Microfridge, please see the Refrigerators section.

Air conditioners are not permitted in residence halls due to excessive energy demand caused by large numbers of such appliances. Students with severe medical conditions that may require an air conditioner may request a Special Accommodations Form from the Residential Life Office. If approved, it must be installed by Facilities Services. Arrangements for installation must be made by the students. Contact Facilities Services through their website or at (518) 388-6181.

In compliance with the building and fire codes, all beds and lofts must remain in designated bedrooms only and not in the common rooms of residence hall/apartment suites.

Candles, incense, and any other open-flame items (burned or unburned) are prohibited in student residences. Only one type of incense is allowed on campus in the residence halls. These incense are electric, slow fragrance-warmers that do not result in heat emission. This type of incense can be found in the College Bookstore.

Be advised that in accordance with New York State Law, all candles, lit or unlit, will be confiscated and destroyed.

Tapestries (flags, cloth banners, and all other cloth decoration) are not permitted in any residential area. Other decorations and posters may not be hung over the smoke detectors, heat detectors, fire sprinkler heads, alarm notification devices, overhead lights. Decorations must not cover more than 10% of each wall space.

All residence hall entry doors must be locked and secure at all times. Propping doors for any reason is not permitted.

It is the responsibility of all residents to maintain a healthy living space for both themselves and fellow students. Additionally, it is the expectation that all residential students practice proper hygiene. Students with excessive trash or garbage in their living space are creating both health and fire hazards and may be subject to student conduct violations as well as life safety fines.

Evacuation compliance is mandatory for all students whenever fire alarms are activated, regardless of cause. Campus Safety and residence hall staff may check every room to ensure that all residents evacuate the building.

Tampering with fire safety equipment, including fire doors, exit signs, fire extinguishers, smoke detectors, heat detectors, or fire alarms is prohibited. The act of covering a smoke detector is considered tampering with fire safety equipment. Fire safety equipment that is malfunctioning should be reported to Campus Safety immediately.

Do not dismantle, remove, or attempt to repair any fire equipment.

Fireworks and other explosives (in their many and varied forms) are prohibited in and around all College-owned housing.

Halogen lamps, paper lanterns, string lighting, and lava lamps are not permitted in the residence halls due to their proven fire hazard potential.

The use of extension cords beyond their recommended use and the use of multiple outlet plug adapters, “octopus cords,” are prohibited.

UL approved power strips that contain both surge and circuit protection may be used instead of adapter plugs and extension cords. The power strip must have a circuit reset button.

Activities producing odors considered offensive to members of the residence hall community must be curtailed upon request. In the event of such odors, a Residential Life or Campus Safety staff member may check common areas and individual rooms for the source.

Each room is only allowed one refrigerator or Microfridge unit, and each suite is allowed only a total of two units. Small refrigerators measuring five cubic feet or less and drawing three amps or less to start, or one and one half amps or less to run, may be used. Students may rent the Microfridge unit, a combination refrigerator/freezer/microwave unit, from a vendor who will contract directly with the student. The Refrigerator Leasing Company, Inc. can be reached at (607) 431-9525 or www.refrigeratorleasing.com.

First floor windows have been provided with a security screen designed to prevent theft and inappropriate access to first floor rooms and common areas. The security screens must remain closed at all times. Tampering with the security screens is prohibited.

Effective July 1, 2016, the Union College campus was officially designated tobacco/smoke free. Individuals needing to smoke must go off campus property to the public sidewalks or streets. This policy includes e-cigarettes and vaporizers of any kind.

In an effort to maintain a healthy environment for all its students, faculty, staff and visitors, Union College is a tobacco/smoke-free environment. The initiative, which bans tobacco use within the buildings and/or on the ground owned or leased by the College, is the product of a combined student, faculty and staff task force.

Union College recognizes that smoking, breathing second hand smoke, or using tobacco products constitutes a significant health, safety, and environmental hazard for students, employees, visitors and campus facilities. The College is committed to promoting health, wellness, and prevention within its community, as well as providing a healthy learning and working environment for administration, faculty, staff, students, visitors, contractors, and vendors.

All areas of the College campus, all campus properties, and all campus vehicles are designated as smoke/tobacco free.

For the purpose of this policy, smoking and tobacco use is defined as using any type of tobacco product including, but not limited to, cigarettes (commercial, handmade, or electronic), cigars, cigarillos, pipes, hookahs, vape pens, oral tobacco (spit and spitless, smokeless, chew, snuff), or any other similar smoking material or delivery device including anything that simulates smoking.

The Smoke/Tobacco Free Policy strictly prohibits:

1. Smoking or the use of any other tobacco product in all College campus buildings, on the College grounds, and on properties owned, leased, or rented by the College.
2. Smoking and the use of any tobacco product in all College owned, leased, or rented vehicles.
3. The sale of tobacco products on campus.
4. The free distribution of tobacco products on campus.
5. Tobacco advertisements in College-produced (run) publications.

Organizers and attendees at events, such as conferences, meetings, public lectures, social and sporting events, using College facilities, will be required to abide by the College’s Smoke/Tobacco Free Policy. Organizers of such events are responsible for communicating and enforcing this policy.