Policies

On-Campus Living Policies

Hendrix College, Student Affairs
Policy # 11270
Effective: Thursday, November 8, 2018
Purpose
Additional Authority
Scope
Responsible Party

1. Statement

Hendrix is a residential campus and as such all students are required to live on campus until they graduate. A limited number of students are approved each year to live off-campus through the Dean of Students Office.  Please see the section "Residence Requirement Exemption".

Residence Life policies and community expectations contained in this section reflect the belief that everyone living in College-owned facilities plays a role in maintaining a living environment conducive to academic and personal growth. Each Hendrix resident has the right to live in a safe, peaceful, and secure environment. With these rights come the inherent responsibilities to uphold and practice integrity, patience, and respectfulness which contribute to a healthy living and learning environment.

We encourage you to read the following policies and procedures so that you fully understand and appreciate your rights and responsibilities while living in College-owned and operated housing. Residential facilities refer to halls, houses, or apartments in any facility owned and operated by Hendrix College for which a student has contracted a space. Hendrix College reserves the right to update and/or change policies as deemed necessary.

2. Rights and Responsibilities

The following outlines your rights and responsibilities as a resident of Hendrix College's residential facilities. These rights and responsibilities have been created for all residents to enhance the community of their apartment complex, house or hall. Your ability to enjoy life in the residential facilities will depend on the thoughtful consideration that you demonstrate toward others.

Basic rights of a resident include:

  • The right to read, study, and relax free from undue interference in one's room due to unreasonable noise and other distractions.
  • The right to sleep without undue disturbance from guests of roommate(s) and/or other residents.
  • The right to expect that a roommate will respect others' personal belongings.
  • The right to a clean living environment.
  • The right to privacy.
  • The right to host guests with the expectation that guests are to respect the rights of the host's roommate(s) and other building residents.
  • The right to be free from fear of intimidation and physical and/or emotional harm.
  • The right to have free access to one's room and facilities without pressure from roommate(s) and other residents.

Basic responsibilities of a resident include:

  • The responsibility to address grievances in an appropriate and timely manner.
  • The responsibility to communicate concerns in the event of roommate or resident difficulties. First, address your concerns with the person(s) involved and try to resolve the problem. If unsuccessful, contact your RA and/or your Area Coordinator.
  • The responsibility to cooperate in a reasonable manner regarding the use of items shared within a living space.
  • The responsibility for the behavior of guest(s) as well as others within the living space.
  • The responsibility to act as a mature adult.

3. Cohabitation

Guest(s) may stay no more than three nights without the permission of the Office of Residence Life. It is a violation for guest(s) to stay 3 nights, leave and return for additional 3 nights without the permission of the Residence Life Office and the roommate(s).

4. Common Area Responsibilities

Common areas include but are not limited to: hallways, bathrooms, stairwells, lounges, parlors, study rooms, utility rooms, storage rooms, laundry rooms, TV rooms, kitchens, and patios. Furnishings in common areas are for use by all members of the community. Common areas are provided for the use and benefit of all residents, and should not be monopolized. Residents may not remove furniture from common areas. Students who move furniture from common areas are subject to a fine of $40 per item, per day.

Sleeping (overnight) in common areas is not permitted.

Spontaneous gatherings in common areas are allowed as long as members of the gathering do not outnumber the room capacity limit according to the Conway Fire Department and all College policies are being observed. The capacity differs from room to room, and can be located in each common area, posted on a red sign. All students must be mindful of their noise levels and are responsible for cleaning up after themselves.  Since common areas are in residential buildings, noise should be kept to a minimum. The area should be left better than it was found.  Damage(s) to common areas will be charged to all residents of a particular wing, floor or living area unless it can be determined who is specifically responsible for the damage(s).

Use of common areas for group activities or social events must be approved by an Area Coordinator or Director of Residence Life seven days prior to the event. Students in charge of the event are responsible for clean-up after the event.

No unapproved, loud, unruly and/or alcohol-related events are permitted in the residence halls. Any residential events, allowed only in designated areas, must have seven-day prior written approval from the Office of Residence Life. Students should register and seek approval of events through their Area Coordinator. Students will be required to close down any event that violates these policies. Students in charge of the event are responsible for clean-up after the event. As explained under the common area spontaneous gatherings in common areas are allowed as long as members of the gathering do not outnumber the room capacity limit according to the Conway Fire Department and all College policies are being observed.

These policies are not intended to define appropriate and inappropriate behaviors in exhaustive terms. In situations not covered by specific regulations, you are expected to use common sense and conduct yourself at all times as a mature, responsible adult.

Violation of Residence Life policies and community standards are grounds for conduct action. For more information, contact your building staff or the Residence Life Office.

5. Facilities Policies

Repairs and Maintenance. All repairs or maintenance problems should be reported to Facilities Management. On-line work order forms may be found at http://www.hendrix.edu/physicalplant/physicalplant.aspx?id=16490&ns1_mid=178.

Facilities Management can also be reached at (501) 450-1348. Repairs and maintenance must be performed by authorized personnel only. Residents must report maintenance concerns to Facilities Management in a timely manner. Failure to do so may result in charges being assessed to residents.

Residents may not modify locks, College-owned appliances, plumbing, electrical circuits, or other structural elements of their rooms/apartments or anywhere in the building.

Tapping into cables and College satellite dishes is prohibited.

Facilities Management personnel are permitted access to the living units in order to make repairs. When possible, notice of room entry and completion of work order will be left in room or on exterior door.

Laundry Facilities . Laundry facilities are available in most buildings. All campus residents have access to buildings with laundry facilities. If clothing or belongings are damaged due to machine malfunction or when a machine is inoperable, residents should call the telephone number listed on the laundry equipment. These machines are owned and serviced by an outside company. Residents must follow posted regulations in the laundry rooms. When the laundry cycle is complete, remove your clothes from the machine promptly so that others may have a turn.

Always use the minimum amount of HE detergent necessary for each load. Overuse of detergent causes over-sudsing, under-rinsing which results in wetter clothes at the end of the wash cycle. Then it will take the dryer two cycles to dry them and they may be crunchy. Also, don't overload the machines with too big of a load.

Laundry machines are coin-free during the academic year. During other times of the year, the machines are coin-operated.

When you are finished with the washing machines, please leave their doors open. These machines are air tight and will begin to smell if they are not allowed to "breathe" between loads.

Housekeeping. Although our housekeeping staff cleans all common areas during the week, residents are responsible for regularly cleaning their own rooms/apartments. Failure to maintain living quarters to the expected minimum standard of cleanliness is cause for conduct action and eviction from College-owned housing.

Under no circumstances are trash cans, trash bags or trash to be left in the hallways, outside student rooms/ apartments or in common areas.

A good rule to follow is to pick up after yourself and always leave spaces cleaner than you found them.

6. Vandalism

Each student is responsible for treating all areas of the residential facilities as a home and keeping them damage free. Vandalism is prohibited at Hendrix College. Thus, each student is responsible for any damage resulting from acts of vandalism committed by themselves and/or a guest(s). Residents are expected to report acts of vandalism to the Residence Life staff. Damage(s) to common areas will be charged to all residents of a particular wing, floor or living area unless it can be determined who is specifically responsible for the damage(s).

7. Windows

Window screens are to be fastened at all times. Removing or tampering with the screens is prohibited. Security screens must be kept fastened at all times. Residents are responsible for keeping their window screens in good condition. Screens that are found damaged or missing will be replaced. The cost for replacement will be charged to the occupants of the room or apartment. If screens or windows are vandalized, residents should immediately report the incident to Facilities Management and the building staff.

For safety and security reasons neither people nor are objects permitted to pass through windows in College-owned or operated residential facilities.

Residents may not install or place any objects, appliances or equipment in or on windows, sills, roofs or ledges. Prohibited objects/equipment include, but are not limited to satellite dishes, air conditioners, fans, lights, plants, containers of any type, shoes and clothing.

In order to prevent the growth of mold, windows must be kept closed when the room's air conditioning unit is turned on.

8. Guest Policies

You are responsible for all actions of your guest(s) at all times. Should your guest(s) violate Residence Life policies, you will be held accountable and your guest(s) may be asked to leave. You and your guest(s) are contractually responsible for emergency information and policies outlined in this handbook.

Students are responsible for any activity that occurs in their room whether or not they are present at the time. Do not allow others to use your room without your presence or supervision.

Escort Policy . Each year residence halls on campus will have the opportunity to choose its own escort policy. An escort policy is a program that requires that each non-Hendrix student guest be escorted by whomever they are visiting. The above described escort policy will be in effect during the first two weeks of the school year. After these two weeks, each hall will hold a meeting to explain to students, especially the new students, the possible escort policy options. The hall's president, senator, and Residence Hall Coordinator will lead the discussion at this meeting. Voting by secret ballot will take place the next day in each residence hall as outlined below. All residents of the hall are qualified to vote. A 3/4 majority of the eligible voters is required to pursue the option of an alternative to the escort policy in that residence hall. All votes not cast will be regarded as support for the continuance of the escort policy in that hall which was in place the first two weeks of the school year. If the vote from a hall has a 3/4 majority in favor of an alternative to the existing escort policy, the Hall Council must propose an alternative to the hall that will be voted on within one week of the original vote. A 3/4 majority of eligible voters is needed to approve the alternate policy. As stated above, all votes not cast by those eligible will be regarded as support for the continuance of the existing policy. If the proposed alternative policy does not receive the 3/4 majority required, the hall has the option to suggest a second alternative plan that is to be voted on in one week. If a second vote on an alternative visitation procedure does not produce the 3/4 majority required, the existing escort policy will be in effect for the residence hall. Regardless of votes in each residence hall, the existing policy from the previous year will not carry over to the following school year. Each residence hall must vote yearly on an alternative to the escort policy as stated above.

If an emergency situation arises during the school year that is a result, in part or totally, of the escort policy that is in effect, the Hall Council must seek the approval of the Dean of Students in order to amend the escort policy that is in effect. Another hall-wide vote (including all current residents) with a 3/4 majority of those eligible to vote for change will be required. If the Dean of Students concludes that an emergency situation exists that is a result of the escort policy in effect, he or she may determine that said policy may return to the default policy for a period of time equal to or less than the time remaining until the end of the school year. Some circumstances that involve information that cannot be revealed to the community as a whole may reveal such a move. The Vice President of Student Affairs and Dean of Students is not required to provide the reasons that prompted the changes under  these circumstances. The time of the suspension of the alternative escort policy may be shortened or lengthened by the Dean of Students, as he or she deems necessary.

9. Visitation Policy

Residents are responsible for their guests' actions. The residence hall visitation policy at Hendrix is one that promotes growth of the personal and social responsibilities of each student. By allowing the residents to determine the visitation arrangement best suited for the residence hall, the College recognizes an environment of responsible choice as a fundamental premise of College policy.

At the beginning of the fall semester, residents within each individual residence hall will have the option to adopt either a limited visitation policy or an open visitation policy. Adoption of a visitation policy must occur during the third week of school and will be administered by the Residence Life staff. A 3/4 majority vote of all residents is required to adopt the open visitation policy. Unless and until residents vote to adopt Option II, Option I will be in effect. A neutral (not directly connected to the hall) Residence Life staff member will be present to explain both options and discuss community standards involved with each option before the vote takes place. The decision to switch options may take place after the second floor meetings. A petition for reconsideration of the options must be signed by 1/4 of the hall's residents to call a vote. A 3/ 4 majority vote is necessary to change options. The detailed descriptions of visitation policy options are as follows:

Option I: Limited Visitation. The residence hall submits to the Office of Residence Life a proposal regarding its visitation hours. The hours requested in each proposal must fall within the following parameters: Sunday-Thursday, 11 a.m. to midnight and Friday and Saturday 11 a.m. to 2 a.m.

Option II: Open Visitation. Students under this option may entertain their guests with the ordinary freedom of private living. There will be no restrictions on the time within which this visitation option may be exercised. However, in order to stay more than three continuous nights, overnight guests must obtain permission from the Office of Residence Life; acts of inconsideration and cohabitation are violations of the visitation policy. Visitors will use the restroom facilities of the hall specifically set aside for guests.

A roommate's right to free access to the room at all times must not be restricted by visitation. A roommate must not be deprived of the right to privacy, study time, or sleep because of a guest. Thus, all students wishing to entertain a guest must always have the permission of their roommate(s). Such courtesy must always be extended to roommates. If a roommate feels his/her right to free access of the room is being violated, he/she should contact the appropriate Residence Life staff member as in any other roommate conflict situation.

10. Housing Processes

Consolidation of Empty Spaces

Room consolidation is required of any student with a vacancy in an under-assigned living unit. When a space becomes available in a room, that student has three options:

  1. move to another room with a vacancy
  2. accept a roommate who is also being required to consolidate
  3. buy out their vacant space from the Residence Life Office (See below for details)

If a student ignores or refuses attempted contacts for the purpose by the Residence Life Office, decisions about consolidation may be made at the discretion of the Residence Life Office. This may result in possible fines and conduct action.

If a student has a vacancy in his/her living unit, he or she may contract with the Residence Life Office for a double-as-single room rate at an additional cost of current room charges.

Priority for contracting for double-as-singles will be determined based on the waiting list of the Office, with consideration given to upperclassmen first.

Triples which are only occupied by two residents at the time of consolidation may be contracted as triples-as-doubles, provided that the space is available.

If a student ignores or refuses attempted contacts for this purpose by the Residence Life Office, decisions about consolidation may be made at the discretion of the Residence Life Office This may result in possible fines and conduct action.

Mid-year Assignments.   During the year it may become necessary to assign new students or to move current residents to different spaces. If the student has not purchased the double room as a single (or triple as a double), but has occupied it alone for an extended period of time, a roommate can be assigned to the space at any time during the semester and the room must be ready to accommodate them at a moment's notice.

11. Housing Contract

Students will sign housing contracts online via CampusWeb. Keys will only be issued after the housing contract is signed. By signing a housing contract students commit to on-campus housing for the entire academic year. The agreement is a contract between Hendrix College and the individual mentioned in this document and may not be transferred or assigned to another person. The space assigned may not be sublet. The academic year, with reference to housing, is defined as the day on which the residence halls open at the beginning of the fall semester, through the last day of final examinations at the end of the spring semester. Seniors and specially designated participants in the graduation exercises will be permitted to remain in their rooms until graduation day, at which time they must vacate the facilities.

Check-In During check-in, each resident is issued a room key and a Room Condition Report (RCR).  It is the resident's responsibility to thoroughly examine the room and its contents, indicating the room condition and the absence or presence of its furnishings. This form gives residents the opportunity to document the condition of their room/apartment at move-in and will be used when students move out note any damages incurred during your stay. Students must complete and sign this form when checking in to their new assignment. Otherwise, it will be assumed the room was in excellent condition at move-in and all damages at check-out will be assumed to be the responsibility of the resident(s). The signed form should be submitted to the staff of the assigned facility during the day of check-in. Failure to do so will result in a fine, and if applicable, an additional lock change and key replacement fee.

Whenever possible, a staff member will accompany the resident to the assigned space and assist the resident with any questions or concerns as the resident examines the space during the check-in process. No resident will be held responsible for conditions, damages, or shortages which existed prior to the time he/she assumed occupancy provided these items are noted on the RCR at the time of check-in. Failure to return the completed form may result in charges for room deficiencies for which the new occupant is not responsible.

All residents must sign a housing contract, and are responsible for all policies and procedures listed therein.

Check-Out:  Residents are responsible for the condition of their rooms/apartments, including the furnishings and equipment, and will have their room/apartment inspected at the time of check-out for damages that were not present at check-in. Final damage and inspection and charges will be conducted by a professional staff member. The proper checkout steps are listed below.

Vacate and clean your room completely. This includes cleaning the floor, removing trash from the building and returning the room to the condition it was in at check-in. There is a fee per person, per room left in unacceptable condition. Other charges may apply. Residents must remove all personal belongings from their living space, and thoroughly clean prior to their check-out appointment.

Return your key to the staff member responsible for checking you out. This staff member will check the room for damages or missing items. Charges for damages, missing items, and/or items remaining in the room/apartment/common area will be applied to the student's account. Students will be billed for any damages not due to normal wear and tear and for any cleaning or hauling of trash left in the room/apartment/common area.

In individual rooms and apartments, damage charges will be divided equally among all residents unless the person(s) responsible for the damage informs the Residence Life Office in writing that the roommates are not equally responsible for the damage. Damage charges will be assessed by a professional staff member during a room/apartment inspection after residents move out.

Improper Check-Out:  Failure to properly check-out will result in a fee. When permanently checking out of a room, residents must make an appointment for check-out at least 24 hours in advance. At the end of the year, you will receive instructions about how to sign up for a checkout time. You must sign up for a checkout time at least 24 hours in advance of your departure. If you do not check out with your RA, a fee of $75 will be charged to your student account. If a key is not returned, an additional fee will be charged for a key re-core of the room or apartment. Students who leave after scheduled closing times without permission from the Residence Life Office will be assessed a $75 fee.

Withdrawals and Leaves of Absence:   Students who withdraw, are dismissed from the College, or leave voluntarily are required to follow proper check-out procedures within 24 hours of their withdrawal, dismissal or leave. Exceptions are determined through the Dean of Students Office.

Abandonment of Personal Property : Personal property left in a living unit after you have moved out, whether by proper or improper check out, will be deemed to have been abandoned and will be removed at your expense. The College will not be responsible or liable for any losses of or damages to any abandoned property.

12. Storage

Due to limited space, the Office of Residence Life is not able to provide storage facilities for residents. Residents needing storage space should arrange for a privately owned storage unit in the community.

13. Residence Hall Government

Individuals who are elected to the offices of: Hall Council President, Vice President, Secretary, Treasurer, and Historian, and who submit their housing request forms by the deadline will be guaranteed housing in their residence hall. Hall Senators, Religious Life Representatives, Multicultural Development Committee Representatives, and Social Committee Representatives are also guaranteed housing. However, the list of Hall Officers must be submitted to the Residence Life Office prior to the room selection process if housing is going to be guaranteed.

14. Residency Requirement Excemptions

Hendrix is a residential college; therefore students are required to live in Hendrix-owned facilities. Residence Life is part of the College's educational program in the belief that a residential community provides a more effective context for the type of education to which Hendrix is devoted. Students desiring to live off-campus must request exemption status due to a documented disability, financial need or medical need; be married; have dependent children; or, be 23 years of age by the first day of classes. Students may also apply as a regular candidate and will be considered on a space available basis after other requests have been processed. It is the student's responsibility to provide sufficient documentation to justify exemption status. Students should not sign a lease until they are approved to reside off-campus. Unless they are approved, students are still responsible for all College Housing.

Exemptions will not be made after July 1st. Off-campus permission is valid for one academic year. Students must request permission on a yearly basis. For more information regarding residency requirement exemptions, please visit the Office of Residence Life.

15. Returning to Campus Housing

For Spring Semester Students who were not on campus during the fall semester but are scheduled to return in the spring will receive an email in late November to their Hendrix address with instructions for requesting housing preferences. Every effort is made to accommodate the requests of students as vacancies allow. The Residence Life Office reserves the right to assign students to any available spaces.

While there is not a way to predict an exact number of vacancies in the spring, spaces will open as students leave to go abroad or otherwise. Returning students will be placed on a spring housing list in the order that they reply with their housing preferences. If off-campus housing is preferred, please see the Residency Requirement Exemptions section.

For Fall Semester Students who were not on campus during the spring semester but are scheduled to return the following fall will receive an email to their Hendrix address before Housing Reapplication begins with instructions for gaining access to the reapplication system. Each returning student is responsible for reapplying for housing. Failure to do so will result in random placement. If off-campus housing is preferred, please see the Residency Requirement Exemptions section.

16. Room Changes

Room Change:  If you wish to change rooms within your current assigned building, you must receive authorization from your Area Coordinator (AC). Please follow the steps below:

  • Discuss the situation with you RA. They may be able to help you work out the situation. If not, then email your Area Coordinator.
  • Your AC must approve the room change before you move.
  • No room changes may be approved or done prior to the end of the second week of classes.
  • Race, national origin, or religion will not be considered in making roommate reassignments.
  • If you change rooms improperly, you will be assessed a charge and you may be required to return to your original room.
  • If space becomes available, you will be contacted via email and given instructions on how to properly complete your room change.

Building Change: All requests for change in residential facility will be handled through the Residence Life Office. If you wish to be placed on a waiting list for a room in a different building you may email your request to housing@hendrix.edu. The requests will be considered on a first-come, first-served basis depending on the building you have requested and the date and time your name is added to the waiting list. If space becomes available, you will be contacted via email.

Unauthorized room changes:  Students who wish to make room changes must have prior written approval from the Residence Life Office. Occupying any space other than the one you have been assigned is cause for conduct action, a minimum fine of $50 and you will also be moved back to your original room.

17. Room Selection Process

The Room Selection process for fall returning students' housing typically begins in late February when students receive an email stating that the instructions for the process have been posted to the website. The process is divided into three nights based on the year you arrived at Hendrix (your cohort ). Each student within each cohort is randomly assigned a draw number. On the whole super and rising seniors will attend the first night; rising juniors will attend the second night, and; rising sophomores will attend the third night. Students will select rooms on their night in draw number order. When it is your turn to select, you will have an opportunity to select any room that has not already been selected. This information will be available each year on the Residence Life website.

New students are assigned based on deposit date and housing application preferences well after returning students have been placed.

The Residence Life Office reserves the right to

  1. assign applicants to available spaces;
  2. alter any assignment at any time in instances of administrative or conduct action;
  3. deny the privilege of housing to any student who has demonstrated behavior which significantly disrupts the residential environment;
  4. alter any assignment of any student who has failed to meet the minimum GPA requirement.

The student housing reapplication process begins early in the spring semester when students who request special permission to live in specific on- or off-campus housing assignments make these special requests to the Residence Life Office.

18. Roommate Preference

If a student wishes to room with a specific student, both students must make mutual requests. Both must be received in the Residence Life Office before their respective deadlines. In most cases, returning students are paired with other returning students as roommates. Whenever possible, first year students will be assigned to a room with another first year student. Some transfer students may be assigned to an upperclassman.

19. Roommate Relations

Roommates who value and exercise mutual respect and consideration for one another, are much more likely to have a successful and lasting roommate relationship. An integral part of community living is learning to resolve concerns and issues in an appropriate and effective manner. Dealing with conflict as a student can be challenging, especially when the conflict is with someone you interact with each day. When trying to address a concern, or resolve a conflict, here are some things to keep in mind:

  • Get to know your roommate and neighbors. This will help you anticipate each other's individual needs and schedules, and encourage cooperative behaviors.
  • Become familiar with housing policies, procedures, and resources available to you within your hall.
  • Be respectful of others' personal belongings and space, and encourage the same respect towards your space and property.
  • When a conflict arises, talk with the other party regarding your concerns. Chances are they may not even know their behaviors are affecting you.
  • Try not to procrastinate from resolving the problem. Avoiding conflicts usually means they will escalate and become more difficult to address later.
  • Find a time and place when and where you will both be able to comfortably and openly discuss your concerns.

If you are uncomfortable speaking with your roommate regarding a conflict, contact someone neutral who can assist you.  Resident Assistants are trained in conflict mediation, and are willing to help with a roommate conflict, concern, or to discuss your options. In addition, the Counseling Center and the Residence Life Office can be of assistance.

Remember that it is your right and responsibility to be comfortable in your room and make your room a safe and secure environment. If you feel that you are not able to do this, it is your responsibility to speak up and address the issue with the offending parties.

New students and roommates that are new to each other as roommates are required to fill out and sign a roommate contract with their roommate(s). The contract will address standards and expectations for behavior towards one another in regard to sharing a room. The contracts will be distributed by your Resident Assistants, and can be revisited at any time to accommodate all roommates.

20. Keys and Lockouts

Room keys Each resident is issued one room key. The key is not transferable; the reproduction of keys to the halls and the unauthorized possession, loaning or distribution of any Hendrix College key is prohibited. When a room key is lost, you will be charged a fee, which will automatically cover the cost to change the room lock and key. If a new key is issued and the original key is found, no refunds will be made.

If you lock yourself out of your room, please follow these steps in the order they are listed.

  1. Call your roommate(s).
  2. Ask your RA to open your door.
  3. Ask another RA in the building. Between 9 p.m. and 8 a.m., ask the RA on duty.
  4. Ask your Area Coordinator. Between 8 a.m. and 5 p.m. on weekdays, you can stop by the Residence Life Office.
  5. Call Public Safety at 450-7711.

ID Cards. Your student ID card will allow you to access the exterior door of your residential building (except for College owned apartments, Language House or Eco-House). All residence halls have been wired with a keyless card reader entry system. Tampering with, disabling, or destroying the card readers, motion sensors, and door alarms is a serious issue that may impact the safety and well-being of students. Students found damaging or tampering with card readers or alarms will be subject to conduct action.

Students are required to carry their identification cards, which are issued free of charge when entering Hendrix College, at all times and to produce or surrender them when requested by College officials. Student ID cards are the property of Hendrix College and are a primary means of maintaining a secure campus environment. They may not be transferred to another person or possessed by another person.

When an ID card is lost, a new card will be issued for a fee of $25.00. ID cards which have broken will be replaced at no cost, provided the student is able to turn in the pieces of the original card.

21. Personal Property

Although many precautions are taken to maintain adequate security for you and your guests, you should not discount your role in security. Security must begin with YOU. You should be careful not to allow non-residents to follow you into your hall or house. You should remember to lock your room/apartment door whenever you are away from your room/apartment, even if for a minute. The College cannot be held responsible for articles that become lost, misplaced, stolen, damaged, or abandoned. The College and/or Residence Life Office assume no responsibility for loss or damage to personal property for any reason. The College and its insurance carrier do not assume responsibility for the loss or damage to articles and personal property that occurs in its buildings or on its grounds. Residents should seek coverage for their personal belongings through their parents' or guardians'  homeowner's policy or individual coverage from a company that offers this type of insurance.

22. Recreational Equpment

Vehicles, including, but not limited to skateboards, scooters, or skates may not be used in the interior of buildings, on balconies, catwalks, exterior corridors, or in any areas which may cause injury to individuals or damage to facilities.

This equipment may be stored in student rooms and other designated areas outside the residence halls. Stairwells and lobbies in the College residences are not to be used for the storage or holding of personal items. All personal items brought to campus are to be stored in student rooms or specifically designated areas (i.e., bike racks located outside of residential buildings).

No motorized vehicle or parts of a motorized vehicle may be stored or brought into a building.

For policies on bicycles, please see the Bicycle section.

23. Pets and Other Prohibited Items

In compliance with fire and safety codes, the following appliances are not approved for use in any residential facility:

  • Hoverboards
  • Halogen lamps
  • Cooking appliances with an exposed heating surface
  • College-provided stoves in apartments are the only exceptions.
  • Space heaters
  • Refrigerators larger than 5.4 cubic feet
    • A fridge with a very low electrical draw and a high energy star rating is recommended.
    • College-provided refrigerators in apartments are the only exception.
  • Microwave ovens larger than 1.5 cubic feet

Other materials that are prohibited from use in residential facilities include:

  • Flammable liquids and chemicals
  • Cut Christmas trees or boughs
  • Candles or other items with a wick, lit and unlit
  • Incense, lit or unlit
  • Halogen or quartz light bulbs and lamps
  • Extension cords without circuit breakers
  • Firearms and fireworks

Prohibited practices involving fire safety include: any modification of existing electrical equipment such as outlets, light fixtures, wiring, etc.; running electrical cords under carpeting; running electrical cords through a doorway or window; connecting high wattage appliances or other electronic equipment to outlets by extension cords that do not contain breaker switches; decorating a student room by hanging or placing items such as tapestries, flags, or posters on the ceiling or in a way which covers vents on appliances or electronic equipment; overloading an electrical outlet; any practice which constitutes a fire hazard (i.e., careless use of smoking materials, etc.).

Pets

For health and sanitation reasons, no animals, reptiles, or pets, including laboratory specimens, are permitted in College-owned residential facilities. This includes pets of guests or visitors who may be present in the building for a short time. This policy does not apply to fish in a tank of 20 gallons or less. Pets will be removed from the building and the owner(s) will be subjected to disciplinary action and a minimum fine of:

  • $50.00 per pet, per day
  • Current flea treatment charge
  • Cleaning/damage/replacement costs attributed to the presence of the pet        

Satellite Dishes

The installation of television satellite dishes to College-owned apartments is prohibited. All College-owned apartments are pre-wired for cable television, and students may obtain this service through the Conway Corporation, the city's cable TV provider. The installation of satellite dishes and coax and related equipment can cause damage to roofs, eaves and walls of apartments.

24. Quiet Hours in all College-Owned Facilities

An atmosphere conducive to normal living and studying must be maintained 24 hours a day in all living areas. As a courtesy, loud televisions, stereos and radios, as well as boisterous and excessively noisy activities such as of amplified musical instruments and drums are expressly forbidden at all times.

Hall Council members will conduct a quiet hours vote during the first week of fall opening with the minimum requirement of 70 hours per week. During quiet hours, radios, televisions, stereos, and the like will be turned to a low volume. Singing, loud talking, and other noisy activity will be expected to cease.

Prior to each building's elections, each residence facility will observe Quiet Hours from 10 p.m. until 8 a.m. on days preceding classes and from 1 a.m. until 8 a.m. on days not preceding classes. All residents must refrain from causing any noise or disruptions that could infringe on other students' rights to study or sleep during these times. The general guideline is that noise from one's room or apartment should neither be audible outside the door nor in adjacent rooms. At other times, all residents and guests must be sensitive to their neighbors, who may need quiet during times other than Quiet Hours.

During final exam week, 23 1/2-hour Quiet Hours will be enforced beginning at 8:00 PM on the last day of classes. Programs taking place in the residential buildings may only be scheduled during this break as long as the 23.5 Hours of Quiet policy is in effect. Any conduct at any time that is disruptive to normal order and disturbing to other residents is cause for conduct action. The first responsibility for enforcement/observation lies with individual residents. Residence Life staff will assist in the observance of regulations. Violators will be subject to the denial of certain privileges that may include the confiscation of certain equipment (stereos, etc.) and/or dismissal from the residence hall.

Quiet Hours during academic holidays are the same as above. The building staff will post quiet hours during breaks. Students attending College functions in facilities adjacent to housing facilities are expected to be courteous at all times.

25. Responsibility For Your Room

The College provides basic room furniture. No alterations are to be made to this furniture, and no structures are to be built on which furniture pieces will be placed. You may loft your furniture by means of the headboard/footboard pieces and bunking pins provided, but may not build or use any sort of platform or item with the intention of using it for this purpose. Beds may not be triple bunked. Mattresses must be on a bed frame - never resting directly on the floor.

As College-owned furnishings meet our safety standards, and storage space is non-existent, residents may not remove furniture from rooms/apartments or put it in the hallway. Furniture items that are damaged and/or missing from rooms at the end of the year will be charged to all occupants of the room at the replacement rate. Additional furniture brought into the room must be freestanding and clear of all existing fixtures, heaters/ air conditioners, windows, window screens, and mechanical equipment.

Closet doors must be left attached.

Residents may not paint any part of their room, apartment, furniture or equipment. Contact paper is also prohibited as it is difficult to remove and will cause damage. Residents may not add any flooring that will attach to the provided floor covering.

Students should be careful when removing anything adhered to any painted surface. Even though some products claim to remove safely and easily, they do not always live up to their word. Any paint damaged caused by the removal of any adhesive product will be charged to the student. Stickers and decals may not be applied to windows, furniture, walls or doors. Dartboards are prohibited. No decorations of any kind should be placed on or hung from the ceiling. Additionally, no decorations of any kind should be placed between the glass and blinds on windows.  Any curtains should be located on the side of the blinds facing the interior of the room. Items visible from a window that are inappropriate or offensive will be subject to removal. Also, no decorations of any kind may be placed across hallways or walk spaces. Residents may not use any object in such a manner which creates a hole, no matter the size, in any wall, ceiling or piece of furniture provided.

All decorations should reflect College standards and values and comply with College policy.

26. Right of Entry

The College respects an individual's right to privacy; however, authorized College personnel may enter student rooms/apartments without notice for the reasons listed below:

  • For normal maintenance of College property.
  • To inspect for or make necessary repairs to rooms/apartments and equipment.
  • To verify occupancy.
  • Where there is determined to be imminent danger to life, health, safety or property.
  • To ensure that health and safety standards are being met.
  • When breach of College policies is suspected.

The College reserves the right to search a student's room without notice when it is deemed necessary for the safety or the security of its residents. Any search of residence hall rooms conducted by the College will be carried out only with adequate cause and with authorization of the Dean of Students, Associate Dean of Students or his/her designee. Resident(s) of the room are allowed to be present at the time of the search, though they may be asked to stand in the hallway or another designated area to not hinder the search. Otherwise the students will be notified as soon as possible after the search is completed. The College also reserves the right to search a student's vehicle parked on campus when it is deemed necessary for the safety and security of the campus community.

Authorized personnel must carry appropriate College identification and show it upon student request.

Facilities Management Personnel Two uniformed, ID carrying, Facilities Management staff members may enter a student's room/apartment to make requested repairs. When possible, notification of the entry and work performed will be left in the room/apartment if entry is made when the resident is not present.

While fulfilling their administrative responsibility to enforce College regulations, members of the Office of Residence Life staff may enter student rooms at any time.

An inspection of residence hall rooms will be conducted at least once each semester to ensure the observance of basic safety, fire and health standards, and to recover College furniture not issued to the student rooms. A one-day notice will be given for this type of room inspection. If the resident is not present during the inspection, the Residence Life staff member will be accompanied by another member of the Residence Life.

In cases of emergencies, staff members may use a master key to enter the room/apartment. As a matter of courtesy, staff members will always knock on the door, announce who they are, and ask to enter the room/apartment. If there is no response or an unusual delay in opening the door, the staff member may use a master key to enter the room/apartment. The master key cannot be used to enter a student's room/apartment to retrieve personal property. College personnel will not grant access to student rooms/apartments to friends, relatives or other students without written request from the student.

Where vacancies exist in a room/apartment such vacancies may be shown to prospective occupants when accompanied by a member of the staff. Insofar as is reasonable, advance notification will be given.

27. Safety Policies

The policies in this section of the student handbook are specifically designed to increase safety and outline safe procedures for our students. Safety is always our first priority. Students who ignore safety guidelines or place other students in harm's way with their actions will be subject to strong disciplinary action.

Students who have concerns about their safety should contact our Public Safety office immediately. It is important that students understand that some individual actions have an impact on safety for the entire community. We need students to work with each other and with the extended Hendrix community to create a safe home for all. All crimes should be reported to Hendrix Public Safety at 501-450-7711.

Building Security

Security is primarily the responsibility of the student. Hendrix Public Safety Officers make regular rounds checking residential facilities' exterior doors. Tampering or disabling exterior door security/access systems will result in conduct action. For your safety and the safety of others, please follow these guidelines:

  • Do not prop or block exit doors or doors leading to fire exits and/or fire escapes.
  • Close any door that you find propped open. (After doors have been propped a certain amount of time, a loud alarm will sound.
  • Do not allow strangers to enter the residential facilities.
  • Escort guests at all times while in the residential facilities.
  • Report any unescorted nonresidents to Public Safety.
  • Report any security issues to the Residence Life staff and Public Safety.
  • Close and lock all doors when leaving your room/apartment and residential facility.

Fire Equipment Tampering Policy

Any misuse or tampering with fire extinguishers, alarms, or equipment jeopardizes residents' safety and should be reported immediately to Public Safety or a Residence Life staff member if event occurred in Hendrix College owned housing. Fire equipment includes, but is not limited to, room and hallway smoke detectors, exit signs, fire alarms, breaker panels, fire extinguishers, etc. Students are reminded that removing batteries from smoke detectors is a violation. Report any problems with fire equipment to Public Safety or a Residence Life staff member if in Hendrix College owned housing.

Tampering with fire safety equipment in a residence hall, such as covering a smoke detector, is cause to initiate a room search. The penalty for tampering with fire safety equipment is a fine up to $200 per resident in the space in which the safety equipment is located. If a smoke detector appears to be malfunctioning, the student should immediately submit a Facilities Work Order Request Form. When submitting the form, choose "smoke detector" as the issue. If the request is submitted after-hours (such as Monday through Friday after 5pm, on the weekends, or during holidays), then the student should also call Public Safety at 501-450-7711 to report the problem.

Fire Safety Equipment, Procedures, Prevention

Equipment It is a serious offense to tamper with fire safety equipment. Individuals who are found tampering with the fire alarms, extinguishers, smoke detectors or other fire prevention equipment or pulling the fire alarm under false pretenses will be subject to swift and decisive disciplinary action with eviction from College-owned housing being the most viable sanction. Do not tamper with the fire/life safety equipment.

Fire extinguishers are located throughout the residence halls and apartment buildings. They are to be used only in the event of a fire. They are considered fire equipment and are not to be disturbed. Do not tamper with the fire extinguishers or use them for anything other than to extinguish a fire.

Exit signs are located strategically throughout the buildings. Their purpose is to indicate exit routes, particularly in emergency situations. Do not remove or tamper with any of these signs

Evacuation Specific evacuation procedures for each building will be explained by the Residence Life Staff at the first floor meeting and are posted in the building. When the fire alarm sounds, the building must be thoroughly and immediately evacuated with no exceptions. Failure to do so may result in Conduct Action.

After the fire alarm sounds, Public Safety is automatically notified. Do not panic. Please familiarize yourself with the emergency procedures for your building as soon as you move in. Follow these simple instructions:

  1. Turn off room lights except for ceiling light. Leave blinds (and curtains) open.
  2. Close windows and lock door.
  3. Grab a coat, shoes and a towel to cover your face and head and leave in an orderly fashion as instructed in the evacuation procedures.
  4. Walk quickly and quietly and use the closest exits.
  5. Stand away from the building at the designated area. The Residence Life Staff will inform students when they may return to the building. Deliberately remaining in a building during an evacuation is a danger to yourself and to others who will enter the building to find you. This policy also applies to fire drills. Students found in buildings when a fire alarm is active may be subject to Conduct Action.
  6. The Residence Life Staff will check each room to make certain that everyone has evacuated (as the nature of the emergency permits).

If a fire is outside your room/apartment and it is unsafe to exit:

  1. Crack a window and remain near the opened window.
  2. Hang a bed sheet or any large light-colored cloth out the window. This will signal your location to emergency personnel.
  3. Keep close to the floor and near the outside wall. Remember, smoke rises.
  4. Do not panic. Remain calm and cooperate with the staff and emergency personnel during emergencies

Prevention The best fire safety starts with prevention. To prevent fires and accidents residents must use common sense and follow these simple guidelines:

  1. Smoking is prohibited in College-owned buildings and on campus. (See Hendrix Smoking Policy)
  2. Completely extinguish matches before discarding them.
  3. Use only UL-approved electrical appliances. Use caution when using these appliances. Do not leave electrical appliances unattended.
  4. Halogen lamps are not permitted in College-owned housing facilities.
  5. Make certain that materials used for decorating purposes are fireproof or fire retardant.

Open flames of any type, including candles, the burning of incense, coals, possession of combustible chemicals including propane and other fuels and the use of multiple ("octopus") electrical adapters, appliances with frayed wires and ungrounded electrical appliances are not permitted inside residential facilities.  For a complete list of items and practices prohibited in residential facilities under the fire code, please refer back to the Electrical Appliances section.

Prohibited practices involving fire safety include: any modification of existing electrical equipment such as outlets, light fixtures, wiring, etc.; running electrical cords under carpeting; running electrical cords through a doorway or window; connecting high wattage appliances or other electronic equipment to outlets by extension cords that do not contain breaker switches; decorating a student room by hanging or placing items such as tapestries, flags, or posters on the ceiling or in a way which covers vents on appliances or electronic equipment; overloading an electrical outlet; any practice which constitutes a fire hazard (i.e., careless use of smoking materials, etc.).

Residents are not permitted to leave belongings in the hallways, stairwells and/or common areas as this creates an obstacle to safe access to and from the building.

A fire drill is conducted at least once each semester for each residence hall and house. All persons in the building must participate in the drill and evacuate the building. The purpose of the fire drill is to acquaint residents with a rapid and orderly means of exit during an emergency. Participation in fire drills is mandatory. Residents who do not comply with this procedure are subject to conduct action. Residents are to follow evacuation procedures as listed above.

Fire Safety policies will be enforced through casual observation and announced periodic fire safety inspections of residential facilities by Residence Life staff. Materials and items prohibited from campus that are found in residence hall rooms will be confiscated, receipted, and held in a secure place until the owner safely removes them from campus at the time of check-out. Violations of this policy will be addressed through the College conduct process.

28. Inclement Weather

The route to your building's safety area is posted in each building. You should familiarize yourself with the location before bad weather sets in. It is advisable to prepare an emergency disaster kit that can be grabbed at a moment's notice.  In your kit include the following:

  • flashlight/batteries
  • extra set of clothing/shoes
  • bottled water
  • medication
  • blanket
  • poncho
  • protein bars/chocolate/ hard candy
  • battery powered radio

Keep in contact with your RA for special instructions as they occur. In case of high winds or hail, stay away from windows or glassed areas. Remain in the building until instructed to report to the evacuation site and keep your emergency kit with you.

If a tornado warning siren sounds, grab your kit, lock your door and go immediately to your designated safety area. Notify the person in charge of any special medical needs. Stay in the designated area until the "All Clear" siren has sounded, or you are notified of your safety by a member of the Residence Life Staff.

After the storm, check for damages, water leakage, etc. and report them immediately. Be extremely careful of flooded areas, contaminated water, fallen power lines, and other hazardous conditions attributed to the storm.

Revisions

Date Change
11/8/2018