Residing in the residence halls is considered part of the student’s educational support program and is considered a privilege and is not a right. Therefore, such residency is only a license to occupy and use the residence space assigned to the student for limited purposes; it is not a lease of University property. This document aims to establish the terms and conditions of the room and board contract with the University of Arkansas at Pine Bluff’s Department of Residential Life, referred to hereafter as the “Department,” and to contract with the student for housing and food services. A student cannot contract for housing without contracting for board. If there are special dietary needs, the student should contact the Department to make special arrangements. The student’s signature on the housing contract means that he/she has read, understood, and agrees to all the terms and conditions of this contract and further agrees to abide by its provisions.
I. Eligibility for Residence
To be eligible for residence, a student must be enrolled and attend the University of Arkansas at Pine Bluff. The Department reserves the right not to extend an offer to students who have demonstrated a disregard for the terms and conditions of the contract and the rules and regulations of the University.
II. Housing Assignment
At the end of May for Academic Year students and mid-December for Spring Semester students, the Department will begin forwarding an official housing assignment designating the residence hall to which the student has been assigned. Housing assignments are non-transferable. The University reserves the right to make assignments to halls other than those requested and to change hall assignments. The Department accepts requests for hall/room changes after August 28th but no later than August 31st. All assignments become permanent after August 31st. Hall/Room change requests must be in writing and signed by the student.
All rooms are designed for double occupancy; therefore, room consolidation is part of the Department’s policy. Students can occupy double rooms as singles if space is available and if they pay the higher single rate.
When only one student occupies a room, the Department may move the student to another room, assign the student a roommate, or assess the student a higher rate for single-room occupancy.
III. Period of Assignment
All housing assignments are for one full academic year or spring semester only for those students who remain at the university and are eligible to reside in student housing. Summer housing is under a separate contract:
- The academic year with reference to the residence halls is defined as beginning one day before the start of registration during the fall semester and ending at 5:00 pm on the day of the last final examination at the end of the fall and spring semesters. All graduating seniors must be properly checked out of the residence halls on Sunday at 12:00 pm after May and December commencements. The residence halls are closed during Christmas and Spring Breaks, and rooms may not be occupied. Students who require special accommodation during these breaks must submit a request in advance to the Office of Residential Life at (870) 575-7256. If approved, students will be required to pay the conference rate for the residence halls that will be provided.
- Students who wish to occupy their assigned rooms before the official opening of the residence halls at the beginning of each semester will be charged a fee of $25.00 per night, payable in advance. The fee can be paid at the Cashier’s Office, or students may complete a form at the residence hall desk to have the fee charged to their student account. If paid to the cashier’s office, the receipt must be presented to the Resident Hall Specialist in the residence hall before being allowed to occupy the Room.
- If students fail to occupy their assigned rooms on or before the second day of classes by 12:00 pm without giving the department notice, the room may be assigned to another student. Should the student desire a new assignment, efforts will be made to provide other space if such is available, but it is not guaranteed.
IV. Cancellation of Contract
A. Once a student is assigned housing, this contract becomes binding except under the following conditions:
- Student becomes physically/mentally incapacitated and must separate from the University;
2. Student receives a directed teaching assignment that prevents residing on campus;
3. Student is called to active military duty;
4. Student marries and presents the signed marriage certificate as proof;
5. Students who fail to enroll at the University or with extenuating circumstances not listed above may contact the Director for Residential Life regarding their specific needs.
B. Students desiring to have the contract canceled and apply for another academic period must state their desire in writing and file a new contract with a new application fee. Cancellation must be received no later than August 1 for the Fall Semester, December 1 for Spring Semester, and May 1 for the summer. The application fee of $100.00 consists of $75.00, which serves as a deposit and is refundable if written notice of cancellation is received by the aforementioned dates. If notice is received after the aforementioned dates, the $75.00 deposit is forfeited. The deposit is also refundable upon notification of graduation or withdrawal from the University. However, if a balance is owed to the University, the deposit is credited to that account. The remaining $25.00 of the application fee is an administrative processing fee and is not refundable or transferable under any circumstances.
The Department may terminate this contract by (1) giving the student 30 days written notice in advance of the University’s desire to have the student vacate; (2) giving the student three days written notice in advance for (a) failure to pay rent separation from the University (b)separate from the University (c) conduct on the part of the student that violates the provisions of the residence hall or University rules and regulations including those contained in THE ROAR (UAPB’s Student handbook) and The Guide to University/Residential Living or immediately for conduct which threatens life or property. Students whose contracts are canceled by the Department for disciplinary reasons will not be refunded any portion of the Room, and board charges will be prorated.
C. The University reserves the right to modify or terminate this contract due to a health or safety emergency or otherwise due to circumstances beyond the reasonable control of the University. In the event the University terminates the Housing Contract and University housing is closed due to occurrences including, but not limited to, natural disasters, floods, fires, tornadoes, riots, epidemics, pandemics, quarantine, an outbreak of infectious disease, or other reasons to safeguard individuals or the campus community, students will be liable only for room and board charges incurred through the end date of termination of the contract by the University or the date the student officially checks out of University housing, whichever is later, on a prorated basis. Students who have already made payment of room and/or board charges will receive a prorated credit based on the unused days remaining in the original contract term, to be applied within the same academic or calendar year, whichever occurs first. The amount of credit will be reduced by up to 35% to cover a portion of fixed administrative and overhead expenses. The University reserves the discretion to restrict the use of any credits issued to University housing and dining services only.
V. Charges
A. The University reserves the right to assess charges for damage or loss of University property in student rooms and public areas. Public area charges will be assessed to individuals on a prorated basis. Charges may be assessed for damages found in student rooms during a period of seven (7) days after check out, provided that the Room was not reoccupied during the elapsed time. Students have 30 days from the billing date to dispute charges. All charges become final after 30 days.
B. The right is reserved to assess a fee of $100.00 for failure to comply with administrative checkout procedures when vacating assigned accommodations and for failure to adhere to residence hall policy.
C. Full payment of all room and board charges is expected at registration.
VII. Rules and Regulations
- The student shall comply with all rules and regulations of the University including those set forth in THE ROAR (UAPB’s student handbook) and The Guide to Residential Living; with all published rules and regulations, rules of the student government association in the hall in which the student reside and assignment materials. The University of Arkansas at Pine Bluff considers the general well-being of its students its major priority. In view of various health and safety reasons, the following are not permitted in the residence halls: heaters, pets, fireworks, firearms and weapons, possession and/or use of illegal drugs, possessions and/or use of alcoholic beverages and coffee pots. Cooking in the room is prohibited. All appliances used for food preparation (i.e. hot plates, hot pots, toaster ovens, microwaves, popcorn poppers, electric skillets, etc.) are prohibited and possession or use of these appliances will result in disciplinary action and assessment of fees.
- Residents are guaranteed reasonable privacy in their rooms and belongings. Rooms may be entered by any University officials or staff in the case of emergency, for maintenance and safety inspection requirements, pest control, and when behavioral concerns appear to violate any laws or University regulations or policies. The Resident is totally responsible for the cleanliness of his/her room and the conduct of all visitors. The resident room may be inspected at any time as determined by the University. I am aware that my housing privileges may be suspended for misbehavior, unsafe or unsanitary conditions. My roommate and I will share equally in payment for any damage caused by us or our visitors. I further acknowledge that loud music, cooking, and the use of items with open heating elements such as hot plates and fryers are strictly prohibited. Any and all tampering with fire equipment is considered a criminal offense and guilty person (s) are subject to criminal charges, disciplinary action, or expulsion.
- The University prohibits soliciting, canvassing, or use of residence hall rooms for business purposes.
- Through its hall government, each residence hall is responsible for policies pertaining to the behavior of students living in that hall within the limits prescribed by the University.
- Babysitting or keeping of children is not allowed in the residence halls. Children under the age of 12 are not allowed beyond the lobby or common area of any Residence Halls.
ALCOHOL AND DRUG POLICY STATEMENT
Recognizing that consumption of alcoholic beverages and other drugs leads to serious problems in the residence hall community, the residence hall has been declared “DRUG-FREE ZONES.” Any student found in possession of any alcoholic beverage or any illegal drug will face disciplinary action by University officials, and charges may be brought by federal and state authorities.
EXCULPATORY CLAUSE
All reasonable efforts are made to protect the residence halls and students from fire, theft, and hazards, but the University is not responsible.
