All Hartwick College residential students are an integral part of the campus community, and as such there are community standards and responsibilities that make the community successful.
The Residential Life and Housing policies are meant to provide a safe, comfortable and respectful residential experience with a focus on academic, personal, and social growth through shared experiences.
NOTICE: Once notice is received from any source (victim, RA, third party, online, etc.), Hartwick College may proceed with a preliminary investigation and/or may schedule an educational conference with the student(s) involved to explain the student conduct process and gather information about an alleged policy violation.
For more information about Hartwick College policies, please refer to the Student Handbook.
Hartwick College is a residential liberal arts and sciences college. The Office of Residential Life and Housing offers our residential students a variety of experiential learning opportunities to support their academic, social, and personal success.
We believe a Hartwick education is the result of curricular and co-curricular experiences in class, on campus, and in the residence halls. As such, all students are required to live on campus through their junior year.
Hartwick College will provide housing for all students that are eligible for housing, as space allows. Submitting appropriate applications, forms, and documentation before associated deadlines will greatly improve the ability to obtain housing.
Only students currently enrolled and registered (see “part-time students” and “full-time students” below) are permitted to occupy College residences. Under no circumstances may a student on a leave of absence or suspended from the College reside in on-campus facilities. Should a suspended student or student on leave need to conduct official College business, they must contact the Office of Residential Life and Housing to make arrangements for an on-campus visit during normal business hours (Monday to Friday, 9 a.m. to 5 p.m.).
Part-time students are not eligible to live in Hartwick College residence halls. In some cases, students in their final semester of their senior year may be eligible for an exception to this policy, depending on the situation. These students must have the express written permission of the Director of Residential Life and Housing to live in on-campus College housing.
A part-time student is:
- a student enrolled for seven credits or fewer during the fall semester;
- a student enrolled for less than three credits during the January term; or
- a student enrolled for seven credits or fewer during the spring semester.
Any student who falls to part-time student status, except for those with written permission from the Director of Residential Life and Housing, will be removed from their on-campus residence.
- All full-time students are required to live in college housing through their junior year.
- Three-Year Degree Program students are required to live on campus for their first two years.
Exemptions to the Residency Requirements
Students seeking exemption from the college’s residency requirement must complete and submit the Off-Campus Application.
You are exempt from the college’s Residency Policy if you can show that you are:
- A senior, as determined by the Anticipated Completion Date (ACD). Rising seniors who wish to reside off campus must submit appropriate documentation by the due date on the Off-Campus Application.
- A recognized fraternity/sorority member living at the recognized fraternity/sorority house (requires Fraternity/Sorority Housing Application signed by fraternity/sorority President). Fraternity/Sorority members who wish to reside at the recognized fraternity/sorority house must submit appropriate documentation by the due date on the Off-Campus Application.
- An approved commuter (must live within a 60-mile radius of the campus at parent or guardian’s home). Commuters must submit appropriate documentation by the due date on the Off-Campus Application. Students listed as a commuter and later found living in off-campus quarters will be assigned a room and meal plan on campus and charged accordingly.
- Married (requires marriage certificate and the Off-Campus Application). Hartwick College does not offer married/family housing.
- In a domestic partnership or civil union (requires document recognized by state where partnership/union is established and the Off-Campus Application. Hartwick College does not offer married/family housing.
- Supporting dependent children (requires dependent birth certificates and the Off-Campus Application. Hartwick College does not offer married/family housing.
- 23 years of age or older (requires birth certificate and the Off-Campus Application).
- Any student that has received written approval to live off-campus from the Office of Residential Life and Housing (Off-Campus Application)
Students are strongly encouraged not to sign a lease until written approval is provided. Hartwick College students are billed for room and board until they have submitted all necessary paperwork and received written approval from the Office of Residential Life to live off campus.
Students should contact the Financial Aid Office to discuss the impact of their decision to live off campus on their financial aid award. Students receiving financial aid may have their award reduced once permission is granted for them to live off campus.
The deadline to move off campus the succeeding fall semester is January 1. The Off-Campus Application must be submitted through Hartlink by the stated deadline(s) to Residential Life and Housing.
Once off-campus housing permission has been granted, a student wishing to move back to on-campus College housing during the academic year must notify the Residential Life and Housing Office of his or her desire to live in College housing. College housing will be provided in such cases as space becomes available after students required to live on campus have been housed.
Only eligible members of the fraternity/sorority, enrolled at Hartwick College, may reside in any fraternity/sorority house unless granted permission by the Vice President for Student Affairs. Fraternity/sorority students wishing to move from a residence hall to a fraternity or sorority house must fulfill the stipulations for fraternity and sorority housing and follow the procedures outlined under Policies Related to Student Organizations and Greek Life in the Student Handbook.
Fraternity/sorority students with permission to live in Greek housing who later wish to move into private housing must follow the procedure outlined under Off-Campus Housing. They must also secure written permission to move out of their Greek house from the organization president.
Fraternity/sorority students with permission to reside in Greek housing but wishing to return to College housing must apply for and receive permission from the Office of Residential Life and Housing to do so. Housing will be provided in such cases as space allows.
In order to be considered a commuter:
- A student must live at their parent’s or guardian’s home.
- That home must be within a 60-mile radius of the campus.
- A student must submit the Off-Campus Application by the appropriate deadlines.
Students listed as a commuter and later found living in off-campus quarters will be assigned a room and meal plan on campus and charged accordingly.
Special Housing Accommodations
In order to best meet the needs of students, protocols have been established to review individual requests for special on-campus accommodations such as a single room, a specific residence hall, or an exemption to the on-campus requirement.
The following is an outline of potential reasons for review, resources available, and steps necessary to initiate a review. It should be noted that all reasonable efforts will be made to accommodate requests so that students will remain in on-campus accommodations.
- Financial: In extreme circumstances, a student’s financial status may necessitate an approval for special consideration. Any request of this nature must have documented support from the director of financial aid.
- Physical/Learning Disabilities: On occasion it may be determined that a student’s academic success will be best served by approving a special request. The student must provide up-to-date supporting documentation, have regularly used existing institutional supports and compiled their recommendation, and have exhausted all other avenues of support. Requests of this nature should be submitted to the Director of AccessAbility Services.
- Medical: Student health issues may warrant review related to this policy. In order to warrant action the, College Wellness Center must have notice of the relevant conditions and receive comprehensive physicians’ reports documenting those conditions. Further, the student must have an ongoing relationship with the Wellness Center and have exhausted other relevant avenues. Requests of this nature should be submitted to the Director of the Health Center.
- Mental Health: A student’s mental health and overall success may be supported by a special accommodation related to housing. In this case the student must submit a request to the Director of Counseling Services and must have maintained an ongoing relationship with the staff of the Counseling Center. Additionally, the Counseling Center must have up-to-date information and correspondence with any off-campus treatment providers, and all other alternatives should have been exhausted.
Procedure for submitting a special accommodations request:
- Meet with the appropriate office to discuss the special accommodations request.
- Complete and return the special accommodation request form, available at the appropriate office.
- Provide all pertinent documentation.
- The Director of the appropriate office will than take all pertinent information and documentation and decide if the request is supported or not supported by the appropriate office.
- The request is then forwarded to the Director of Residential Life and Housing for final approval.
- Final decision is then shared with student.
All Special Accommodation requests must be made prior to February 1 for the next academic year.
Once a student is approved, they have the approval for the remainder of their time at Hartwick College.
All returning students residing in a College residence must submit a Housing Agreement by April 1st to be eligible for the housing selection process for the next academic year. Students that do not submit the Housing Agreement by this deadline will only be eligible to select housing after the selection process is completed and submission of this form.
New students residing in a College residence must submit the Housing and Roommate Preference Questionnaire, which includes the Housing Agreement, by July 15th. Students that do not submit the Housing and Roommate Preference Questionnaire by this deadline will be placed in housing after the other students have been housed.
Failure to submit the Housing Agreement or the Housing and Roommate Preference Questionnaire may result in cancellation of a students registration at Hartwick, or may result in Student Conduct action.
Room Inventory Forms
A room inventory form is provided to each student by a Residential Life staff member. This form is used to indicate the condition of the room upon check-in/check-out.
Students residing in a residence hall must check in with a Residential Life Staff Member. During check in, a student will be provided with their room key and a Room Inventory Form. Each student occupying a room must complete the check-in section of the Room Inventory Form at the beginning of occupancy. This form is completed by the student to indicate the condition of the room and its furnishings, (ceiling, walls, floor, windows, etc.). Students should fill out this form carefully, as it has been designed to protect both the student and Hartwick College property. Students will be billed for damages and for not adhering to established procedures.
During check out, the student will return their room key and complete the checkout portion of the Room Inventory Form with a Residential Life Staff Member. The student and the staff member will compare the current room condition with the original inventory form. Students will be held responsible for the condition and cleanliness of their room and furnishings, and any loss or damage other than normal wear that occurs during their occupancy. Furniture and other items may not be left in hallways, utility rooms, or public areas. Any such items left will be removed by College staff and residents will be held accountable for appropriate replacement costs. This form is not the final billing statement. Any student failing to check out of their room properly will be billed $50 for failure to check out, in addition to any charges for damages and may result in Student Conduct action.
“EXPRESS Check-Out,” is the ability to check out of your room without scheduling a traditional check-out appointment with a Residential Life staff member. An EXPRESS check-out agreement entails cleaning and preparing your room according to the check-out checklist. You will be responsible for any damages that are documented and you will not be able to appeal them.
- Remove your belongings and clean your room.
- Pick up the waiver at the RA’s office.
- Sign the waiver, take it to the key dropbox at the RA’s office.
- Place the waiver and key inside the envelope provided at mailbox.
- Drop envelope inside key dropbox.
- Depart campus.
- Staff will inspect your room after you leave.
If you have questions, contact the Office of Residential Life and Housing at firstname.lastname@example.org
Right to Assign/Relocate
The Residential Life and Housing Office reserves the right to assign any vacancy in College-owned housing at any time and/or to reassign any student at any time.
Students wishing to change rooms within residence halls should speak with their Residential Life Professional Staff Member. In all cases, when a student expresses the desire to change his/her living environment, Residential Life staff will assist the student in exploring the reasons for the request and the options that may be available. Consideration will be given to the student’s overall development.
If a change is recommended by the Office of Residential Life and Housing, students must follow the appropriate steps, as determined by the Residential Life staff, to change their room assignment. Once these steps have been completed, the Residential Life staff member will submit the room change form to make the room change official and have a student’s ID card assigned to the new residence hall.
- The Office of Residential Life and Housing will not approve room changes solely on the basis of differences in race, religion, sexual orientation, physical ability, national origin, or age.
- No room changes will be granted during the first two or last two weeks of any term.
- Students changing rooms without approval will be required to move back to their original room and may be subject to Student Conduct action.
- In the event that a vacancy in a double or triple room cannot be filled, students in doubles or triples without roommates may be consolidated.
- The ability to change rooms may be limited by the space available.
- Any student who wishes to change rooms must submit a Waitlist Application.
Students can submit a Waitlist Application for a room change at any time. Students will be added to the waitlist in the order they are submitted, with the exception of the week of and the week following Housing Selection in April. During this time, waitlist applicants will be placed on the list in the same ranking of their selection time.
As rooms become available, they will be allocated to students based on the order of the waitlist. A student is not required to accept the offer of a room change from the waitlist if it is offered. Students should understand that if they assume occupancy in a room and there is a cost difference, their contract will be amended and the room rate charges will be adjusted accordingly.
Early Arrivals, Breaks, and Closing
The only students permitted to arrive prior to the check-in date at the beginning of each semester are those students whom college departments have requested to be on campus. These may include student athletes for practice, students working on campus, or students on campus for training purposes.
Any violation of institutional policy during the early arrival period will subject the student to immediate removal from College housing until the start of the semester, as well as Student Conduct action.
Any student approved to be on the Early Arrival list will be sent home if:
- They violate college policy;
- They allow their roommate to move in before they are approved to do so;
- They are no longer part of the group/team/reason for arriving early; or
- They are no longer part of office/team/group that invited the student to campus early.
Early Arrival Fee
Students who arrive prior to their check-in day will be charged $250 per day.
All residence halls will remain open during scheduled breaks, with the exception of the end of fall semester. At this time all residence halls will close for the period between the end of fall semester and the start of January Term.
Students must notify and obtain approval from the Office of Residential Life and Housing at least one week in advance of the scheduled break of their intent to remain in any College-approved housing during a College recess (other than between fall semester and January Term). Failure to do so may result in loss of privilege to reside in residence halls, or other College-approved housing, during breaks.
The following vacating schedule must be followed to allow proper cleaning and maintenance of rooms between residents:
- Any residents terminating occupancy at the end of any term must vacate their room within 24 hours after their last exam and no later than noon of the day following the end of the term.
- All summer residents must vacate their rooms by the last day of the program.
- Any student leaving on leave of absence, extended medical leave, or withdrawal must vacate his or her room within 24 hours of the effective date of leave (or withdrawal).
- Students may be required to leave their College residence immediately if found to be in violation of the Student Code of Conduct and Campus Policies and/or considered a threat to themselves or others.
- Students will incur a cleaning charge for any room left in unacceptable condition. Personal belongings remaining in a room will be removed by the College and may be discarded; students will be billed for their removal.
End of Academic Year
- Students whose last final exam is on Monday, Tuesday, or Wednesday of finals week must check out within 24 hours of their last exam.
- Students whose last final exam is on Thursday of finals week must check out by 5:00 pm on the Friday of final exam week.
Graduating students, Commencement volunteers and Summer Housing students
Students that meet one of the following criteria are required to check out of their on-campus housing by 8 p.m. on the day of Commencement:
- A senior who will be walking in the Commencement ceremony;
- A student who has been pre-approved to volunteer at Commencement through the Office of Campus Activities (e.g. marshals, ushers, volunteers, musical ensemble);
- A student who has submitted and been approved by the Residential Life and Housing office to stay on campus for the summer for classes, research, Orientation training or summer employment. These students will move from their current residence hall to their summer room on the Sunday following Commencement. Moves must be completed by noon; or
- An approved exception by the Office of Residential Life and Housing.
Students who need to stay past the 8 p.m. deadline must submit the Commencement Weekend Check-Out Extension Application by the deadline date on application (late applications will not be accepted) and receive approval from the Office of Residential Life and Housing.
Students approved for the extension must check out by 11 a.m. the Sunday following Commencement.
Accepted extension forms will be based on the following criteria:
- International travel is necessary to return home;
- Flight accommodations cannot be made based on the end time of the Commencement ceremony, at approximately 2:30 p.m.; or
- Student will be traveling more than six hours to their home by car following the ceremony.
Students will be fined $500 for the following violations:
- Any student who has not checked out of their on-campus housing by the appropriate time.
- Any student approved for the extension who allows a non-approved student to stay in on-campus housing.
Summer storage areas are not available. All personal items left in residence hall rooms, storage rooms, or public areas after the end of spring semester will be disposed of and students will be billed for the removal.
The only exception to the summer storage policy is for international students. Due to the great distances that our international students travel, the Office of Global Education and Service Learning will make arrangements for international students to store their belongings in College storage during the summer break.
Fire Safety and Health Policies
Health and Safety Checks
Health and Safety Checks are required in all Residence Halls, Suites, Townhouses, and Pine Lake residences. These checks are conducted to increase safety within our residential buildings by timely identification and removal of prohibited appliances and other violations from student rooms. These checks also allow our staff an opportunity to educate residents through positive, personal contact.
During the check, Resident Advisors (RAs) conduct a “plain sight” scan of the room. They do not open drawers, refrigerators, or closets, but may move (or ask the resident to move) items blocking outlets.
During the Holiday Break in December and January, inspections are conducted by Residential Life staff in all residential spaces on campus and at Pine Lake. During this inspection, student’s refrigerators will be checked and opened to insure that they are empty and unplugged.
The New York State Office of Fire Prevention and Control (OFPC) routinely inspects all Hartwick College facilities’ common areas and some randomly selected rooms, suites, and townhouses for fire code violations. Hartwick College works with OFPC to make changes as identified during these inspections.
The safety of every student is of paramount importance to the College. As such, residence halls have been equipped with various emergency systems and equipment to help ensure student safety.
Fire Safety Tips
If you detect a fire in a campus building or residence hall, the best advice is to stay calm and:
- Exit the building, and on the way out, and if you are able without putting yourself in danger:
- Alert occupants
- Pull the fire alarm
- Call the switchboard (ext. 4111)
If you are caught in a fire:
- If door is hot, do not open it.
- Close doors behind you as you exit.
- Crawl if you are caught in a smoke-filled hallway. (Stay Low and Go)
- If confined to a room, hang a towel or sheet out the window.
- If your clothing catches fire, STOP, DROP and ROLL.
Additional fire safety tips:
- Never tamper with or obstruct a smoke detector or other fire safety equipment.
- Know your fire exits.
- Do not smoke in buildings.
- Do not use candles, incense, or other sources of open flames. They are prohibited.
- Do not use halogen lights.
- No curtains are allowed.
- Report those responsible for activating false alarms or tampering with fire safety equipment.
- Report missing or discharged fire extinguishers.
- Evacuate the building for all fire alarms and do not re-enter until cleared to do so by Campus Safety or Residence Life staff.
Fire drills are held periodically, as prescribed by New York State law, under the supervision of the Director of Campus Safety. All residents must comply with these drills by vacating the premises and reporting to designated areas. Some drills may involve room checks to ensure that the building has been properly vacated. Students failing to vacate a building during a drill will be subject to disciplinary action.
It is crucial that all members of the Hartwick College community take fire drills seriously; participate when they are conducted, and follow the instructions and directions of the person in charge.
All members of the college community must become familiar with the emergency exit routes from residence halls and buildings.
No open fires are permitted on campus at any time. Persons deemed responsible for fires that result in damages to College or personal property will be liable for the cost of the repairs and the loss of property.
Hibachis, other open fire grills, charcoal, and gas/propane grills are not permitted on campus, including in or around residence halls and townhouses.
Candles and Incense
The burning of candles and incense is not permitted.
Open Flame Appliances
Oil lamps, lanterns, and other devices and appliances with an open flame create a safety hazard and are not permitted in residence halls.
Fire alarms, fire detectors and emergency equipment systems are located in all residence halls. Fire extinguishers are strategically placed throughout all residence halls. Tampering with fire alarms, fire suppression systems (sprinklers and extinguishers), and detection systems (including false alarms) is a violation of New York State law and local ordinances. .
Appliances and Electronics
The use of electrical equipment and appliances in the residence halls can pose serious safety hazards. Failing to follow these detailed guidelines can easily overload electrical outlets or damage the distribution system, and result in a serious electrical fire.
- Electrical appliances should be Underwriters’ Laboratory (UL) approved and in good operating condition.
- The use of personal appliances should be limited to a radio, stereo, electric razor, small portable television (not larger than 37 inches), personal computer, clock, hair dryer, DVD/Blu-Ray player, irons (equipped with an automatic shut-off), and a small fan. Electric hair curlers, hair dryers, flat irons and hot combs should be used with caution (only one plugged in at a time).
- Residence hall rooms are not designed or permitted to be used as kitchens, as electric appliances used to prepare food present extreme fire safety hazards. Coffee makers and coffee pots equipped with automatic shutoffs and micro-fridges are the only food appliances allowed in residential rooms.
- Refrigerators and micro-fridges must be adequately ventilated, 5.0 cu. ft. or less in size, and plugged directly into a wall socket or into a surge protected power strip; must have a maximum amperage at “start-up” of 3.2 amps and a normal operating amperage of 1.7 amps or less; and may not be placed in closets or use sulfur dioxide, ammonia, or propane.
- According to New York State fire codes, extension cords and plug adapters are prohibited in residence hall rooms and apartments. Only UL-approved, multi-plug power strips that are equipped with a surge protector, a grounded, three-prong plug, and 12- or 14-gauge wire cord can be used.
- Plugging a power strip of any type into another (“piggy-backing”) is prohibited.
- Dimmer switches and similar devices are prohibited.
- Electric blankets, space heaters, and sun or heat lamps are prohibited.
- The electrical amplification of a musical instrument (as well as the use of drums) is prohibited in all residence halls. These may be stored, but not played.
- Microwaves are not permitted in the residence halls, except for the Townhouse units and on-campus apartments.
- Micro-fridge units (refrigerator/microwave combination) that operate under a single power cord directly attached to the unit are permitted in residence halls.
- Halogen lamps are not permitted.
- Air conditioners are not permitted, unless documented through Perrella Health Center.
- Use appropriate wattage light bulbs in lamps.
- The use of personal wireless routers is prohibited.
- Any appliance not mentioned above may be removed by a Residential Life staff member as deemed necessary for safety reasons.
- Smoking is not permitted in any building on campus.
- Smoking is not permitted within 25 feet of any doorway or window. For more information on the Hartwick College Smoking Policy, please refer to the Student Code of Conduct and Campus Policies.
- All fixed furnishings and accessories, such as built-in closets and storage units, lights, and other permanent structures, may not be removed or altered by residents.
- All furniture (bed, mattress, desk, chair, wardrobes, and dressers) that is in the room at the time of check-in must remain in the room. Only the Director of Residential Life can give permission to remove furniture from the room.
- Students may not use the common area, kitchen, or lounge furniture for their personal rooms.
- Beds in the student’s rooms may be bunked by the students. Pins are available at each RA office. Lofting is not permitted.
- College mattresses are to remain on bed frames and may not be placed on the floor.
- Waterbeds are not allowed in any campus residence.
- Personal furniture must be approved by a Residential Life Professional Staff member before furniture can be moved in/used. (ex. futons, chairs, couches etc.).
- Any violation of these policies may result in Student Conduct action and/or restitution.
- Offensive material on doors, windows, whiteboards or otherwise displayed publicly is not permitted. This will be determined at the discretion of the Residential Life Staff.
- Door surfaces cannot be covered with contact, construction, or tissue papers or any flammable materials. Door painting is not permitted. Only whiteboards and name tags are permitted (one per resident).
- Students are not permitted to panel, barn-side, paint, wallpaper or otherwise place material on their room walls beyond what is allowed by State Fire code.
- No shelving or other construction is permitted unless it is free-standing.
- No holes may be made in the walls, ceiling, windows, or door frame.
- No bars are permitted to be installed in any on-campus housing unit.
- State fire codes require that only 20% of the wall space can be covered with posters or pictures, for fire safety. Only paper-made posters, pictures, or decorations may be placed on the walls of the residence hall rooms.
- Any fabric decorations (flags, jerseys, tapestries, etc.) must be sealed inside of a frame.
- Rooms and Halls with Block Walls – Students wishing to decorate walls may use regular scotch tape only. Double stick tape, duct tape, electrician’s’ tape, masking tape and other brands of tape are extremely difficult to remove and may cause peeling and cracking. Students will be billed for this type of adhesive removal and wall/ceiling repair.
- Rooms and Halls with Plaster/Sheetrock Walls – Students wishing to decorate walls may use thumbtacks only. Nails or tape of any kind should not be used. When removing tacks, they should be twisted to minimize damage to the walls. Students using nails or tape on sheet rock walls will be billed for plastering and painting.
- Any violation of these policies may result in Student Conduct action and/or restitution.
- Open Windows: Throwing, dropping, hanging, or passing objects in or out of an open window is strictly prohibited.
- String lights are not permitted in residence halls rooms, hallways, or houses.
- Only power strips can be used for outlets. Extension cords and outlet expansion units are not permitted.
- Curtains are not permitted in the Residence Halls. Window blinds are provided for each room window.
- Any violation of these policies may result in Student Conduct action and/or restitution.
Animals, with the exception of fish contained in a fishbowl and animals that provide assistance, are not permitted in campus buildings except as permitted by law. This excludes approved service and/or emotional support animals:
- Fish that are kept in containers that do not require a filter, heater, or light are permitted in residence halls.
- Service Animal: A service animal is one that has received significant training (18 months to three years of training) to perform specific tasks to assist those that cannot do so for themselves (Guiding Eye dogs), and is entitled to open access except in private homes. Any place which is open to the public is to allow a service animal (with the exception of churches and Indian reservations as they are considered sovereign nations). Only dogs and miniature horses can be service animals.
- Emotional Support Animal: Can be almost any animal within reason. No specific training is needed. These are pets that provide a relief to people with documented mental health or psychiatric diagnosis in housing (that the owner is renting or leasing) with a policy against pets or restrictions on pets. These pets are allowed in housing only, no place else. Public places that are posted “Service Dogs Only” or “Service Animals Only” are not open to Emotional Support Animals or Therapy Dogs.
* Documentation and approval of an Emotional Support Animal must be done by the Director of AccessAbility Services.
* If pets are on campus grounds, they should be leashed at all times. Pet waste should be disposed of immediately and in appropriate refuse receptacles.
Guest and Visitation Policy
A residence hall guest – is any person not affiliated with Hartwick College who is staying overnight. A guest must have a host who is a member of the College community residing in a residence hall.
A residence hall visitor – is any Hartwick College Student not assigned to the room in which they are staying overnight.
- In order to ensure safety and security:
- All overnight guests and visitors must be registered with a Residential Life staff member in the building. The guest must carry a Guest Pass, which must be obtained from a Residential Life staff member, at all times. All visitors must carry and present their Wickit Card upon request.
- Visitors and guests must have proper photo identification and be prepared to produce it upon request.
- All guests and visitors must sign in with the night host on duty if they are entering the building from 11p.m. to 2 a.m. Sunday through Wednesday; 11 p.m. to 3 a.m. Thursday; and midnight to 4 a.m. on Friday and Saturday.
- The ultimate responsibility for such registration and compliance with all College policies lies with the host.
- All guests must be at least 18 years old with the exception of College-recruited visitors.
- Students may not have more than two guests at the same time.
- Students should respect their roommate/suitemates when hosting visitors and guests.
- Any guest parking a motor vehicle on the campus overnight must obtain a Temporary Guest Parking Permit from the Office of Campus Safety.
- Individual guests may be hosted in Hartwick College housing no more than three nights total in any month, whether with the same host or different hosts.
- No guests are permitted during exam periods, the week preceding an exam period, or during any College recess.
- Sleeping in student lounges and other public spaces is prohibited.
- Any Hartwick College Student on leave may not visit unless special permission is granted by The Office of Residential Life and Housing.
- Any violation of the guest policy may result in Student Conduct action.
Offices wishing to have college recruits stay on campus must adhere to the following policies:
- The Office of Residential Life and Housing must be notified at least 24 hours in advance of any individual visitors (up to four at any one time) planning to stay overnight in the residence halls. The office coordinating this visit will send the name of the visitor(s), the name of host/hostess, the room number, and hall to the Office of Residential Life and Housing and the Office of Campus Safety not less than 24 hours in advance of the visit.
- The Office of Residential Life and Housing must be notified one week in advance of any group (a group is defined as five or more visitors at once) planning to stay overnight in the residence halls.
- Coordinating offices hosting groups of five or more must provide the Office of Residential Life and Housing, Office of Campus Safety, Perrella Wellness Center, and switchboard with a list of names of all visitors; the names of each host/hostess; and identify the hall and rooms they will be occupying at least 24 hours before their visit to the campus.
- Groups of 20 or more guests will not be scheduled for overnight visits on campus in residence facilities.
- The Office of Residential Life and Housing will provide the Crisis Intervention Team with rosters of guests and hosts. The Crisis Intervention Team includes representatives from health services, residential life, campus safety, and switchboard.
- Coordinating offices will have minor (under 18) visitors and their parents (when present) sign the Overnight Guest Policy Form that informs them of the College’s emergency medical procedures and requests they provide the College with any emergency medical information necessary for treatment.
- There will be three groups of hosts on campus; each will be highly selective. The Admissions Department, Athletics Department, and Student Affairs division will each set criteria that guides them in selecting a highly responsible group of students who will act as hosts throughout the year. Other departments wishing to schedule groups or individual visitors into residence facilities for the purpose of recruitment must use these student hosts.
- Hosts will be trained by student affairs staff as to their responsibilities. These will include (but are not limited to) adhering, and ensuring that visitors for whom they are responsible adhere, to all College policies, and local, state and federal laws. Student hosts who violate this policy will be subject to removal from the approved host list and/or disciplinary action.
- The Office of Admissions and Athletics Office will notify all appropriate officials of any last-minute changes in host or visitor assignments as they occur.
- Organizations having overnight guests with special needs (guide dogs, etc.) must register these special needs with the Office of Residential Life and Housing at least three weeks prior to the visit.
- If there is a change in guests, hosts, room assignments, size of group, etc., it is the responsibility of the coordinating office to notify the Office of Residential Life and Housing prior to the arrival of guests.
- The Office of Residential Life and Housing reserves the right to deny these visitations on the basis of safety or security or if the organizing group has not followed appropriate procedures.
Recycling and Trash
- All garbage must be removed, by the student, to the garbage side of the dumpster outside of each residence hall.
- All recyclable material must be removed, by the student, to the recycling side of the dumpster, located at each residence hall. Items to be recycled include:
- cereal boxes
- juice boxes
- shoe boxes
- tissue boxes
- paper egg cartons
- dry food cartons
- junk mail
- magazines and inserts
- plastic containers, numbers 1-7
- glass, bottles, and containers (any color)
- Metal, aluminum cans, foil, food and beverage cans (labels are recyclable materials)
Under no circumstances should any personal garbage or recyclable materials be discarded in lounges, kitchens, or bathrooms in the residence halls.
Quiet Hours, Courtesy Hours and Hall Sports
Quiet hours for all residence halls are Sunday to Thursday, 9 p.m. to 7 a.m., and Friday to Saturday, midnight to 9 a.m.
Quiet hours shall be characterized by the following conditions:
Whenever sound is being generated within a room, whether by stereo, television, conversation, or other means or devices, the door to that room shall be closed.
Any sound being generated from within a room shall be held down to such levels that with the room door closed the sound may not be heard by fellow residents in their rooms with their room doors closed, nor shall that sound reach such levels as to be a nuisance to occupants of adjoining rooms.
Creation of noise disturbances in the corridors, bathrooms, lounges, and other public areas (i.e., loud conversations, yelling, slamming doors, rowdy behavior) is unacceptable.
Courtesy Hours are to be adhered to during all other times not specified for Quiet Hours
Sound levels, are at all times, to be kept at a minimum. And at no time reach an unreasonable level that will disturb roommates, other residents, or members of the community.
Residents should always comply with requests from their neighbors to cease bothersome noise or activity.
Sports and physical games are not allowed in the residence halls; this includes common areas and individual student rooms. Balls, pucks, bats, and other sporting equipment may do serious damage to walls, ceilings, and floors and may cause a noise disruption to other students. People who need to walk down the hall should not worry about getting hit or hurt while walking in a public space. Any damage that occurs will be charged to the resident responsible.
Safety and Security of Residence Halls
The safety and security of all Hartwick College students is of utmost importance to all of us in the Office of Residential Life and Housing. For everyone’s safety, students are expected to adhere to the following policies:
- Students may not prop open doors to residence hall buildings.
- No one is permitted on the roof of any building on campus at any time.
- Sitting in or hanging out of open residence hall windows is not permitted.
- Activities producing odors considered offensive to members of the residence hall community must be curtailed upon request.
- Sport activities are not permitted in common areas (lounges, hallways, bathrooms, stairwells, laundry rooms) of the residence halls.
At check-in, you will receive and sign for your room key. It is your responsibility to always lock your room, suite, and townhouse doors when you are not there – even for a short period of time. This helps ensure the safety of our residents and their personal property. You should keep your room key with you to prevent being locked out.
If a student loses a key or it has been stolen, they should inform their Resident Advisor (RA) or the Residential Life professional staff member immediately and go to the Residential Life and Housing Office for a replacement key. Students may also request to have the door core changed. Students will be billed $50 for a replacement key and $25 for a core change.
A student locked out of their room should:
- If it is between the hours of 8 a.m. and midnight, students should first try to contact residential life staff to request entry into their room. If the student is unable to contact a residential life staff member, then the switchboard should be contacted to request assistance from Campus Safety.
- If it is between the hours of midnight and 8 a.m. students must contact the Dispatch Desk, at (607) 431-4000, to request assistance from Campus Safety.
- The response by Campus Safety will be subject to other responsibilities that campus safety staff may have at that time. Students must give their name and show their College ID to the campus safety officer when their rooms are being unlocked.
The Card Access System controls entry to our Residence Halls 24 hours a day. Exit doors are locked at all times to prevent non-residents from entering, but are never locked from the inside.
To enter your Residence Hall, you simply need to swipe or tap your Hartwick College Wickit ID Card through the card reader mounted by the door. If you have access privileges for that building, you will gain immediate entry. According to Hartwick College policy, you should carry your Hartwick College Wickit ID Card at all times. If your ID card doesn’t grant you access, contact the Office of Residential Life and Housing. If you lose your Wickit you will need to purchase a new one in The Commons.
The Hartwick College Residence Halls are open to all currently registered students from 8 a.m. to 8 p.m. From 8 p.m. to 8 a.m. only students who reside in the residence hall will have access to that building through the main entrance. All other card swipe entry points are locked from use from 8 p.m. to 8 a.m.
An alarm will activate if you attempt to gain entry with an invalid card, force or prop a door open, or tamper with components of the system. A “horn” will also sound if an exit door is propped or forced.
Tampering with or vandalizing Card Access equipment is a very serious offense. If you notice damage, or see someone vandalizing the equipment, immediately contact the Office of Campus Safety or a Residential Life staff member.
Students who prop open entrance doors, disable locking mechanisms, or by any means allow non-residents access to a residence hall other than as his or her guest compromise the effectiveness of the security system. Any of these acts will result in judicial action.
Theft and Damage
The College is not responsible for personal property lost, stolen, or damaged. It is advisable to protect your belongings with insurance through your family homeowner’s policy. Students should note that most burglary insurance is collectible only when access to a room is by forcible entry, but most thefts occur from rooms that are left unlocked by residents.
If a theft, or suspicion of one, should occur, it is important to immediately report it to the professional Residential Life staff of your hall and to Campus Safety. Reporting the loss to Campus Safety may be necessary if you will be making a claim for the article with your insurance company.
If an item is reported stolen and is later recovered, Campus Safety should be notified of its recovery.
During spring semester, students will receive information regarding check-out procedures (including how to avoid end-of-year cleanup charges). The College will bill students for personal furniture removal, damages, and excessive cleanup. These charges will be applied to the end of year bill.
Appeals of end of year damage assessments may be made, in writing, to the Director of Residential Life and Housing by June 30. Failure to appeal within this period forfeits all rights for future appeal.
Each student will be held responsible for any damage she or he causes. An occupant of a residence hall is responsible for all damage to his or her room. “Room” refers to the interior (walls, ceiling, and floor) all furnishings (including built-in dressers and closets), door locks, windows, and doors. Damage to property during the year can result in charges for damage and/or disciplinary action.
In common areas (these may include, but are not limited to, lounges, hallways, laundry rooms, kitchens, restrooms, etc.) when individual responsibility can be determined, the charges will be made to the responsible individual(s). Students are not billed for items that have been affected by normal wear and tear. Incidents involving deliberate damage may also be subject to disciplinary action.
In common areas (these may include, but are not limited to, lounges, hallways, laundry rooms, kitchens, restrooms, etc.), when individual responsibility for damage cannot be determined, staff will investigate and attempt to identify person(s) responsible. Students, as members of their residence hall community, are encouraged to report damage and provide information to aid in appropriate identification of person(s) responsible. After a thorough investigation, if individual responsibility cannot be determined, the charges will be assessed to hall residents on a prorated basis. Repeated acts of unidentifiable vandalism may result in fines in addition to the cost of labor and repair.
In the event of breakage or damage in a student room or common areas in a residence hall, the Supervisor of Custodial Services will make arrangements for the necessary repairs and report the cost to the Director of Residential Life and Housing for billing.
Board (Meal Plan Requirements)
All students living in College residence halls (except for townhouses, on campus apartments, and at Pine Lake) are required to contract for meals at The Commons.
Changes to the Fall Meal Plan must be made by Friday of the first week of classes, and changes to the Spring Meal Plan must be made by the last day of classes of the fall term.
Exemptions from the board requirement may be authorized by the Director of Residential Life and Housing, after consultation with the Director of Dining Services and/or the Director of the Wellness Center. Exemptions may require that the student move off campus because of the lack of cooking facilities in the residence halls.
Students must present their College ID card each time they enter The Commons. Admittance to The Commons as a boarding student is restricted to the individual identified on a photo Hartwick College ID card. The use of a College ID card by anyone other than its owner or other unauthorized access to The Commons is considered theft of service and is a violation of Hartwick College Code of Student Conduct. If you lose your Hartwick College ID card, ask the director of dining services to assist you in securing a replacement. There is a replacement charge of $16.25.
Guests of boarding students are welcome to any regular meals served in The Commons upon payment to the cashier.
Shirts and shoes are required at all times. Inappropriate conduct or behavior deemed offensive should be brought to the attention of The Commons manager and may result in ejection and/or Student Conduct action.