Residence Life

Housing Contract

Hendrix Housing Contract

Academic year: 2026 - 2027

Terms and Conditions

Definitions

Residence Halls

Couch, Galloway, Hardin, Miller Quad, Raney, and Market Square South

Houses

Brown, Browne, Cook, Dickinson, McCreight, and Smith

Apartments

Clifton, Front, Hendrix Corner, Huntington, Market Square North, Market Square East

Terms of Agreement

This contract is an agreement between the student and Hendrix College. [VG1] This contract is for one academic year, or the remainder thereof. An application becomes a binding contract with Hendrix College and the Office of Residential Life upon the e-signing of the contract, or when the contract holder takes possession of their room, whichever comes first. The services and products provided under this contract may not be sold, sublet, or transferred to others by the named student and/or the student's guarantor. All students who may be contract holders for Hendrix Housing must be the age of 17 at the time that the student moves into campus housing.

  1. Eligibility
    1. Residency Policy: All students under 23 (at time of admission to the College) must live in Hendrix College-operated housing throughout their Hendrix career unless they are approved for a housing exemption.
      1. Exemptions to this policy may be granted if the student:
        1. A student is married
        2. A student who is a legal guardian of minors who reside with them permanently.
        3. A student who is 23 or older.
        4. A student enrolled in the Master of Accounting program.
        5. Students who will be living at home with a parent or legal guardian’s primary residence within a 35-mile radius.
        6. Has received approval for a petition from the Office of Residential Life.
    2. To be eligible to reside in Hendrix-operated housing, students must be enrolled and registered for at least three (3) whole-credit courses by the first day of classes in the fall and spring semesters.
      1. Students must be in good standing.
      2. Students who drop below full-time status may be permitted to remain in campus housing at the discretion of the College. The Office of Residential Life will track all students released from their agreement due to the drop in enrollment.
      3. Any student who leaves the College due to disciplinary reasons or an official leave of absence is released from their agreement and required to vacate their residence facility, removing all personal property, within 48 hours of such action being taken. Failure to comply with may result in further judicial action and/or fines.
    3. No person under the age of 17 will be allowed to reside within on-campus housing. The student must be the age of 17 by the time they arrive to move in.
  2. Period of Contract
    1. All Hendrix College Housing assignments are made for the entire academic year, or the remaining portion thereof. This does not include summer. Concerning Hendrix College housing, the academic year is defined as the day in which College residential facilties open at the beginning of the fall semester as determined by Residential Life. It ends on the day following the last final spring semester examination. For seniors confirmed to graduate, this contract will extend to the day after Commencement or moving out of campus housing, whichever comes first.
      1. For students permitted to stay late or arrive early to campus housing for reasons related to College events and programs, this contract begins or extends to the date approved by the Office of Residential Life.
    2. Students must sign the housing contract each academic year of the contract period in alignment with established deadlines but ultimately before picking up their room key and moving into campus housing.
    3. The contract period for students not obligated to the residency policy (Section 1) is for one full academic year but may be confirmed for renewal each Spring prior to the next academic year through the Office of Residential Life.
  3. Payment Terms
    1. Room and Board Charges: All room and board charges for Hendrix College Housing must be prepaid during the stated registration period at the beginning of the academic year.
      1. Once the student moves into a residence hall room, room, and board, charges for the entire semester are due and payable.
    2. Utility Services for Apartment Residents: Utilities are including in the housing fees for all campus housing. Residents may not modify college-owned appliances, plumbing, electrical circuits, or other structural elements of their apartments.
    3. Refunds: Even if the student moves out of the room during the semester due to withdrawal from the College or other reasons, the entire semester room and board charges remain due on the student’s account.
  4. Check-in and Occupancy Period
    1. Check-in Requirement: All students must check in with the Office of Residential Life and collect their assigned room key on the designated move-in date or during the specified check-in period.
      1. Failure to check and collect the key within the specified time frame will not release the student from their housing contract, and they will remain responsible for all room and board charges for the contracted period.
    2. Unauthorized Move-in: Students who move into their assigned room without first picking up their key from the Office of Residential Life will incur a $500 charge for unauthorized access.
    3. Administrative Hold: If a student has not picked up their key by the first day of classes without prior approval from the Office of Residential Life, an administrative hold will be placed on their student account.
    4. Occupancy Period: The student may begin occupancy of their assigned room on the dates designated by the Office of Residential Life. Failure to occupy the room by the first official day of classes each semester may result in a reassignment of the room; however, the housing contract will remain enforced. Students are expected to occupy their assigned room. Students who vacate their assignment without being officially exempted from the agreement have abrogated their right to that space. They must return any key to the vacated assignment as directed. Failure to return key as required will result in billing for associated lock change. Students remain liable for room and board charges during the life of the contract.
      1. Residents may not remove any college-owned items from any room or common area. Facilities Management personnel are permitted access to the living units in order to make repairs. When possible, a notice of room entry and completion of the work order will be left in the room or on an exterior door.
  5. Breaks, Early Arrivals, Extended Stays, and End-of-year closing
    1. Breaks: Residence halls, houses, and Market Square South close for the Thanksgiving, Winter, and Spring break sessions. All students assigned to these spaces must temporarily vacate their assigned Hendrix housing assignment during the break and may return on the published College opening date as determined by the Office of Residential Life. Failure to abide by strictly by these limitations will result in a $250 fine per incidence/day and may lead to other disciplinary action. The above outlined residential spaces, dining services, and counseling services are closed during these breaks.
      1. Fall Break: Residence spaces are open for Fall Break. Students must register with the Office of Residential Life that they will reside on campus. Dining is available and included in the meal plan.
      2. Hendrix-owned apartments will remain open during Thanksgiving, Winter, and Spring breaks for residents assigned to and residing in these spaces. Apartment residents must register with the Office of Residential Life that they will reside on campus.
    2. Break Housing Request: Students who cannot leave campus at the time the halls, houses, and Market Square South close for break may request to reside on campus. This request may be for a late stay, an early return, late stay/early return, or stay for the duration of break. The request form will be available to students two weeks prior to the start of the break. Submitting a request does not guarantee that a request will be granted.
    3. Early Arrivals: Residents who receive permission to be early arrivals have opening responsibilities, which includes Orientation, Welcome Week, a scholars or mentor program, resident assistants, and in-season athletes. Residents can receive permission for early arrival by completing a request form. The Office of Residential Life will release a request form after July 1 annually. Submitting a request does not guarantee that a space will be available, or a request will be granted.
    4. End of Year Closing: Students must remove all their personal property from Hendrix College Housing within 24 hours after the last regularly scheduled College exam of the academic year. Only graduated students and students associated with an official college function (and approved by the Director of Residential Life) have permission to remain past the official college closing. Failure to abide by these time limitations will result in a fine of $500 per incident/per day and may lead to other disciplinary action.
      1. Late Stays: Residents with late stay approval participate in in-season athletics, commencement responsibilities, or other college-approved activities.
  6. Room Assignment
    1. This contract is for a bed space in a college apartment or residence hall/suite/house and does not guarantee any specific room assignment. The College will attempt to accommodate students’ requests for roommates and spaces but does not guarantee requests. All requests for specific roommates must be mutual.
    2. The Office of Residential Life reserves the right to accept, reject, cancel, or change any room assignment during the occupancy period. Students who are administratively moved will be responsible for any increase in the room rate. If space becomes available in a room for any reason, the Office of Residential Life may fill the vacancy by moving residents at its discretion.
    3. A student cannot change rooms during the first or last two weeks of either semester during the academic year. The Office of Residential Life must approve all room assignment changes during this contract term and before a student moves to a new assignment. Students can complete a room change request by contacting housing@hendrix.edu to initiate the room change process.
    4. The College reserves the right to accept, reject, cancel or change any room assignment during the occupancy period. Students who are administratively moved will be responsible for any increase in the room rate. If space becomes available in a room for any reason, the space may be filled by moving residents at the discretion of the Office of Residential Life.
    5. If a student makes an unapproved room change without proper notification and approval, a $250 fine will be placed on the student’s account, the preferred housing assignment will be revoked, and the student may be referred to the Office of Student Accountability.
    6. The resident acknowledges and understands that the assigned space is in a climate with temperatures, humidity, and other natural occurring conditions that generally allow the growth of mold and mildew in locations where dampness or moisture is present. Upon moving into the assigned space, the resident will have control over and knowledge concerning conditions in the interior of the assigned space. Therefore, the resident agrees to set thermostats to provide appropriate climate control (if applicable), maintain the space in a clean condition by mopping, vacuuming, or wiping hard surfaces with household cleaner, remove visible moisture or condensation on floors, walls, be necessary to prevent mold or mildew from accumulating in the assigned space (including without limitation reporting immediately to the College any evidence of water leaks or mold or mildew-like growth).
    7. Residents may not remove any college-owned items from any room or common area. Facilities Management personnel are permitted access to the living units in order to make repairs. When possible, a notice of room entry and completion of the work order will be left in the room or on an exterior door.
  7. Key and Card Access Responsibility
    1. Key Assignment: Each resident is issued a one room key. The key is not transferable; the reproduction of keys to the housing facilities 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 replace any keys equal to the number of occupants in that space is built to house. If a new key is issued and the original key is found, no refunds will be made.
    2. Temporary Card Access: If a temporary access card is issued to a student, that student is responsible for that card until it is returned. Failure to return a temporary access card will result in a fine of $50.
  8. Meal Plan
    1. Each student residing in Hendrix Housing must maintain a qualified residential meal plan based on location.
      1. Residents in residence halls, houses, and Market Square South are required to carry an unlimited meal plan.
      2. Residents in Hendrix-owned apartments may carry an unlimited, 10-meal, or 85-block meal plan.
    2. Students may petition the meal plan requirement prior to the academic semester per the published dates outlined by the Office of Residential Life.
  9. Contract Exemption and Cancellation:
    A student who submits a housing contract is obligated to the terms herein for the academic year, regardless of whether they meet the residency requirements.
    1. Contract Exemption:
      1. Students may petition the housing contract by submitting documentation for a petition to the Residency Policy to the Office of Residential Life. All petitions must be received by July 1.
      2. To be eligble for an exemption, it must be one of the following terms listed above in section 1.
    2. Contract Cancellation and Suspension:
      1. Once a student checks into their college residence, this housing contract may not be canceled except as specifically provided in this contract. This contract will be canceled for the full or any part of the academic semester(s) for the following reasons:
        1. By the Student:
          1. The student fails to register for classes.
          2. The student is required to live elsewhere by virtue of an internship or academic exchange program.
          3. The completion of graduation requirements by the student who subsequently leaves the College.
          4. The student marries during the period of this contract, and the student provides proof of marriage to the College.
          5. The student separates from the college on a leave of absence or withdrawal.
        2. By the College:
          1. The accommodations assigned are not by fault of the student destroyed or made unavailable, and the College does/cannot furnish other accommodations.
          2. The student fails to meet any terms and conditions stated herein.
          3. The student violates College and/or Residence Life policies and procedures and is removed through a campus hearing process.
          4. The College closes housing as a result of public health concerns.
      2. Cancellation of this contract for the above reasons will require the student to remove belongings and leave campus housing. The student will be permitted to remain for up to 48 hours unless the College agrees to an extension. If the College determines that the continued residency of the student would pose a danger to the life, health, or general well-being to self or other members of the residential community, the student may be suspended from housing pending the outcome of a campus hearing.

BY SUBMITTING THIS APPLICATION, I ACKNOWLEDGE THAT I HAVE READ AND AGREE TO THE HENDRIX COLLEGE STUDENT HOUSING CONTRACT. I UNDERSTAND AND ACCEPT MY OBLIGATION TO ABIDE BY THE COLLEGE AND RESIDENCE LIFE RULES AND REGULATIONS.

Contact Us

E-mail: 
housing@hendrix.edu
Phone: 501.450.1416
Fax: 501.450.1455