Residential Living Policies
Room Change
Room change requests will only be considered after the first 3 weeks of the semester and will only be available for a set period. Approved room changes may be accompanied by adjustment in the resident’s charges based on the published room rates. Any and all room changes must be approved by the Department of Residential Living, and at no time does the department guarantee that space will be available to accommodate any request. Students may also be relocated and/or consolidated should the University need to make adjustments based on occupancy.
Room change requests will be assessed based on the students cohort, year of enrollment to Piedmont University. To which, room changes will only be considered should the request be for a building, section of a building, or community that is designated for the student. First Year students in particular, will be able to request room changes within designated first year communities. All other students will be able to request for upperclassmen communities, pending any additional requirements are met for living in the community.
Students who occupy a space which is not designated as a ‘single’ by Residential Living and do not have a roommate, may be required to accept other housing or a new roommate should occupancy require, or if consolidation occurs. Any exceptions will be approved by request to the Director of Residential Living. Any consolidation decisions will be communicated by Residential Living at the direction of the Director of Residential Living.
Room Consolidation
Room consolidation helps to keep room and board costs low by lowering the utility burden on each building. Room consolidation dates will be posted each semester. If a student's roommate moves out or if the student has never had a roommate, the student must undertake one of the following within the time frame specified by the Office of Residential Living.
- Request a room change in a room that already has at least one resident.
- The Office of Residential Living will assign you to a new room with a new roommate.
Room Entry and Inspection
Authorized University personnel may enter, inspect, and make repairs to assigned spaces at all times as the University may deem necessary. The University reserves the right for University authorized representatives to enter a student room and suite during any academic or break periods. The University reserves the right for authorized representatives to enter rooms and suites for reasons such as, but not limited to; housekeeping, maintenance and repair, health and safety, wellness checks, potential policy violations and to determine occupancy and vacancies on campus. All other entries will be limited to those approved by the Director of Residential Living where there is reason to believe that the University policies and regulations are being violated or have been violated. This includes but is not limited to safety drills conducted by authorized University representatives.
The Campus Police department reserves the right to enter a unit and search the unit for possible violations of the law without a warrant, based on probable cause, or due to reasonable suspicion.
Check-In Responsibilities
Residential students will be notified of their move-in / check-in date and time by the Department of Residential Living prior to the beginning of the Fall semester. These times are set to ensure that students have adequate time to get settled prior to the start of the academic year, as well as take part in mandatory meetings with representatives of Residential Living. Students should check their Lions email regularly for updates, changes and expectations for move-in. Prior to arrival, students must pay in full or make payment arrangements with Student Accounts before they can complete registration and officially enroll in classes.
Any student who has not satisfied their financial obligation either by payment in full or satisfactory payment arrangement before the beginning of the term may have their registration voided. Students with past-due account balances may not be able to attend class or live in residence halls. Outstanding account balances will also prohibit future course registrations, transcript processing, and the release of diplomas. Students whose accounts remain unpaid may be sent to a third party for collection. Upon registration, students agree to reimburse Piedmont University the fees assessed by any agency, which may be based on a percentage at a maximum of 33.3% of the debt, and all costs and expenses, including reasonable attorney’s fees incurred in such collection efforts. More information can be found on the Student Financial Responsibility Agreement, which is displayed during online registration.
- On Check in day, new and returning students will report to designated location identified by the Office of Residential Living to check in.
- Students checking in after the first day of class must notify the Office of Residential Living at residencelife@piedmont.edu to maintain room assignment.
- Resident Assistants or Residence Life ProStaff (Director, ADRL or ADs) will complete a Room Condition Report (RCR) for each room and common space before students check in. It is the duty of each student to ensure that the form for their assigned room is completed correctly before signing it.
Early or late check-in / move-in and any extended stays will need to be coordinated with the Department of Residential Living Students who do not appropriately check-in with Residential Living staff will be held responsible for an improper check-in fine of $50.00.
Check-Out Responsibilities
At the end of each semester residential students will be required to complete a check-out / move-out process with members of the Department of Residential Living. All residential students are responsible for making their own travel arrangements off campus. Any concerns or issues with vacating the residential facility will need to be communicated to the residential living staff member of the community as soon as the concern or issue is known. All residential students, except for graduating Seniors will be required to vacate their housing assignment within 24 hours of their last final .
Residential students will need to complete a checkout process with a member of the Residential Living staff that includes, but is not limited to:
- Sign up for a check out time with your RA.
- Complete all checkout tasks on the Checkout Checklist provided by your RA.
- Remove all personal belongings from the room.
- Clean room, bathroom, and common space thoroughly.
- Clean microwaves and fridge.
- Return your key and student ID to your RA.
- Review and sign room condition report (RCR).
At the time of your checkout the RA will arrive to your room, during the checkout the RA will inspect the room for damages. If damages are found these will be photographed and documented in eRezLife and may result in a charge for repair, cleaning, replacement, etc. Any damages, or cleaning requirements found during closing assessment will be billed to the students’ account.
Housing Withdrawal
Students may be removed from housing based on the following circumstances:
- University Withdrawal: This process can begin with either the student or the University. A student who completes a total withdrawal will have 24 hours from submission of the form to schedule a checkout time and vacate their residential unit.
- Change of Residential Status: Students who change their residential status will have 24 hours from the time the form is submitted to schedule a checkout and vacate their residential unit.
- Medical Withdrawal: The University has the option for a medical withdrawal that students can utilize should there be any medical condition or concern that would interfere with the ability to attend classes. Medical Withdrawals are reviewed by a committee on a case-by-case basis and are subject to approval. Should a medical withdrawal be denied students have the option to complete a Total Withdrawal from the university. Students who medically withdrawal will have to schedule and complete a checkout with the Department of Residential Living.
- Conduct / Judicial: The University reserves the right to cancel a student’s housing should it be determined that the students’ actions pose a risk to self, person or property and/or disruptive to the residence hall community. Should such cancellation of housing occur the University will arrange for the student to vacate the residential facility with reasonable time.
- Special Circumstances: Such things as global pandemics, loss of facilities, damage due to inclement weather and more may result in the University or Department of Residential Living to close some or all residential facilities on campus
Health and Safety Inspections
The Department of Residential Living will conduct at least one Health and Safety inspection per semester. These inspections will be made known to all residential students with a minimum of 48 hours notice. Health and Safety inspections can also occur based on the direction of the Offices of Student Life and Leadership and be completed by a designated University official.
Health and Safety Inspections are intended to ensure that the residential facilities and units do not require maintenance repairs that have gone unreported, cleanliness of the unit to ensure a healthy and safe living environment and check that University owned property is undamaged and working.
Students who fail a health and safety inspection due to cleanliness, policy violation, etc. may receive a fine of $50.00 or more, and potentially be required to meet with a conduct hearing officer. Students who fail a health and safety inspection will have up to five business days to appeal to the Director of Residential Living.
During the Health and Safety Process, if any policy violations are found, students have the opportunity to appeal being held responsible for such violation. Students need to email the Director of Residential Living at residencelife@piedmont.edu, with appropriate justification as to why the violation/charge should be appealed from their account.
Room Condition Reports (RCR)
Prior to the residence halls opening for students, members of the Department of Residential Living will conduct Room Assessments of all residential facilities. While these reports are deemed accurate, it is highly encouraged that residential students upon arriving to campus in the Fall, complete their own Room Assessment through the Housing Portal/eRezLife software. This will allow for any previous damages, that may have been missed, to be documented and not charged to the student moving into the space. Room Condition Reports / Room Assessments will open for students at the beginning of the semester, and communication will be sent to all residential students when they are available for completion.
Damages and Assessments
It is the responsibility of the student to report any damage within the unit when they check-in and complete the Room Condition Report / Room Assessment available through the Housing Portal / eRezLife software. This report / assessment will be made available to students and must be completed by the end of the Add/Drop period. Each student claims responsibility for the condition and cleanliness of their unit during their time of occupancy. Upon vacating a unit, the Department of Residential Living will conduct another Room Assessment, and any damages, cleaning charges, etc. will be billed to the students’ account. These charges will include the cost of repair and/or replacement, as well as the cost of labor.
Any student assessed and charged for damages, repairs, cleaning, or any other charge associated with checking out will be able to complete an appeal process. Appeals must be completed within 10 business days of the charge being placed on the student's account. To submit an appeal the student must email the Office of Residential Living at; residencelife@piedmont.edu.
Storage
Piedmont University does not store or maintain storage for students’ personal belongings. Residential students who leave abandoned property within their unit will be communicated with in regards to retrieval of their belongings. (See section entitled ABADNONED PROPERTY)
Lost Room Key/ID
Students should always lock their room/apartment doors and always carry their ID card and room key with them. Each student assigned a room key has responsibility for any code of conduct or housing contract violations, whether they are physically present during the violation or not. If a residential student loses room key,fob, or ID card report it immediately to a RA or AD of the hall that the student resides in. A replacement charge for a room key is $75. A replacement charge for a ID card is $25.
Lockouts
Students who are locked out of their unit or residential facility should contact a member of the Residential Living staff for assistance. On the first lockout, a student will not be charged for gaining entry into their unit, all subsequent lockouts will result in a charge of $15 per lockout.
A student who is locked out and let into the unit must show the responding Residential Living staff member their student ID and key once access is granted. A student who cannot show their student ID for verification of occupancy to the space will not be granted access. A student who cannot show proof of the key being in the room will be charged $75 for a key replacement.
Propping Doors
The propping of exterior doors is strictly prohibited unless explicit permission has been obtained by a member of the Department of Residential Living. Such actions cause for safety and security concerns as individuals can access the buildings without the escort of residential student to that facility. Exterior doors found to be propped will result in a conduct meeting and potential fine for the individual responsible. All residential facilities are equipped with card readers and standard key locks for the safety of students of the facility. Access to a residential facility is based on their housing assignment.
Room Doors and Windows
Students should ensure that their room doors are locked and closed when not in the unit. Students can, should they choose, leave their room doors unlocked while present in the unit. It is highly recommended that students should ensure doors are locked when leaving their unit, going to bed, and any other time in which they will not be present in their room.
Residential facilities have windows to allow for natural light and a point of egress in case of emergency and exit through the room door is not possible. Windows should not be used for entrance and exit to the room or unit. Students found climbing through windows will be subject to a conduct meeting and potential fines.
Pet Access
Pets are not permitted in any residential facility, with the exception of fish. Students who as of the 2022-2023 academic year had on file a registered pet that did not have fur or feathers will be grandfathered and allowed to bring this pet to campus until they complete their time at Piedmont University. Students who meet the grandfather clause of having their pet on campus, must continue to register their pet annually with the department of Residential Living. The policy regarding fish, is listed below.
- Fish are permitted within the residential facilities once registered with Residential Living.
- Pets, that are grandfathered, and fish must remain in their enclosure that cannot be larger than 20 gallon Students are permitted to have non-dangerous aquarium fish in an aquarium and are limited to a maximum of 20 gallons; the aquarium must be cleaned regularly.
- Students can utilize up to 2 tanks, that do not exceed 20 gallons.
o 1, 20 gallon tank
o 2, 10 gallon tanks
Current enrolled students with non-venomous reptiles will be grandfathered in. No new reptiles will be approved under the University’s Pet Policy.
• Pets are not permitted in any University owned facility, except what is listed above (non-venomous reptiles and non-dangerous fish that have been approved and registered with the Office of Residence Life strictly in university housing).
• Students, guests of students, etc. are prohibited to bring animals/pets (except what is listed above: non-venomous reptiles and non-dangerous fish that have been approved and registered with Residence Life) into any university housing at any time; short visits are also prohibited.
• Live-on employees are permitted to bring their pet(s) in accordance with 3.49 and 3.39 in the Employee Handbook.
• Animals/pets are not permitted to be on university grounds, including athletic events and/or university sponsored events.
Guests and Visitation Hours
Students are responsible for the actions of any guests and visitors they allow access to the residential facility. At no time should the number of guests or visitors exceed three times the rooms occupancy at any time.
Students may entertain guests of the opposite gender in their rooms and suites during visitaton hours. For Sophomores, Juniors, and Seniors these visitation hours are extended on Friday and Saturday nights. The University reserves the right to alter visitation for any residential facility, section of a residential facility, or individual in the interest of health, safety, security discipline, improvement of the educational environment, or general welfare of the residential community. A student who hosts a guest in the residential facility is ultimately responsible for their guest actions.
A guest is defined as Piedmont University student who is currently enrolled at the institution. Guests are permitted in the residential facility so long as their presence is within the approved guest hours, they are not causing a disruption to the residential community, and are 18 years of age and older, unless accompanied by a legal guardian. Guests are not permitted to stay overnight for more than 3 consecutive nights. Any overnight guests must be over the age of 18.
Visitors are defined as non-Piedmont University students. Visitors to campus who are under the age of 18 must be accompanied by a legal guardian and are not permitted to remain overnight in the residential facilities unless approved by Director of Residential Living. Any visitor should seek to have a temporary parking permit issued by Campus Police, or park in Guest / Visitor parking only. A student who hosts a visitor in the residential facility is ultimately responsible for their guest actions.
Co-Habitation is defined as an individual not assigned to a residential space living in that space with the current occupant for longer than the guest policy permits. Co-Habitation can lead to conduct concerns and disruption to the residential community. Students are not permitted to cohabitate or have another individual cohabitate with them that would exceed the guest / visitor policy.
Visitation Hours
- First-year students: 10 am to 2 am
- Upperclass students: Sunday-Thursday 10am-2am, open visitation Friday and Saturday
- Piedmont Village: open visitation 24/7
- Summer Semester - 12 pm to 12 am
Quiet and Courtesy Hours
Courtesy Hours:
Courtesy hours are 24/7 in all residential facilities. This does not mean students must remain quiet during all times of the day however, it should be known that students should be courteous of their neighbors and community. Students may be asked to lower the noise level at any point during the day, however, this is rare before Quiet Hours.
Quiet Hours:
From the hours of 11PM to 8AM daily, students are required to lower the volume and amount of noise as much as possible to allow for neighbors and others in the community the opportunity to study, sleep, etc. Quiet Hours are 24 hours during final weeks, information will be posted with dates prior to the start of finals week. Violation of Quiet Hours can result in charges to the students’ account, and/or a conduct meeting.
Room Decorations
Walls - Students are encouraged to decorate their spaces that is healthy, safe and allows for the student to feel at home while living on campus. The walls of a residential space must be maintained. Students who wish to hang things from the walls should use care and not use nails, screws or other objects that will put holes in the wall. Adhesive strips, hooks, etc. are permitted within the residential facilities, however students are responsible for any damages that occur when these items are removed from the wall. Damages can result in charges being assessed to the students’ account. For more information email residencelife@piedmont.edu.
Floors - Throughout the residential facilities there are different styles of flooring. Damage to the flooring, stains, or removal of the flooring will result in charges to the students’ account. Students are permitted to utilize rugs brought from home or purchased from a store however these items will need to be removed upon the student vacating the unit.
Ceilings - Students should avoid hanging items from the ceilings, specifically from the lights, smoke detectors, sprinkler heads, etc. Items found hanging from or covering lights and safety equipment will result in charges being applied to the students’ account.
Windows - Students who choose to hang items that can be visible from the window should seek prior approval from Student Life and Leadership / Department of Residential Living. Items hung in rooms that are visible through the window deemed inappropriate, offensive, illegal (stolen signs), inflammatory are prohibited and must be removed immediately when directed by a member of the Student Life and Leadership staff. Windows, unless in the case of emergency, are not to be used as a way to enter or exit a room.
LED Lights - LED light strips are permitted within the residential facilities however it is important to note that applying the light strips to the walls often leads to damages and peeling of paint from the walls. Such damages will result in charges being assessed to the students’ account.
Posting within Residence Halls
Students or registered student organizations must receive prior approval from a member of the Residential Living Professional Staff prior to posting any signage or advertisements. Promotion of a personal business is strictly prohibited.
ESA AND SERVICE ANIMALS
Emotional Support Animals:
Students who wish to request an ESA must complete the Request for Reasonable Accommodations Form at:
To request accommodations: (academic, dietary, housing, or emotional support animals) please click the link below:
https://piedmont-accommodate.symplicity.com/public_accommodation/.
If you are already receiving accommodations and need to update your memo or information please click here and use your Piedmont email and password: https://piedmont-accommodate.symplicity.com/students
The student must provide medical documentation from a licensed physician, mental health provider, or other mental health professional using the Provider Documentation Form. The student will then scan and upload the medical documentation into the Request Form. Upon submission of documentation, the ADA/Section 504 Coordinator will determine eligibility.
It is important to understand:
• That in order for a student with a disability to be considered eligible to have a specific Emotional Support Animal in a University Housing Residence, documentation must identify an impairment which substantially limits one or more major life activities and indicate that the emotional support provided by the specifically identified animal directly alleviates one or more of the substantial limitations indicated. (i.e. a statement on how the ESA serves as a reasonable accommodation for the verified disability and how the need for the specific animal relates to the ability of the resident to use and enjoy the living arrangements provided by The University).
• That the provider must be qualified to diagnose and treat the disability/condition and be the provider that has recently provided treatment. Documentation may be no more than two (2) years old.
Service Animals: Students who require the use of a Service Animal that has been trained to perform tasks for people with disabilities may choose to register their dog with the ADA/Section 504 Coordinator, but are not required to do so.
Students are responsible for cleanliness and care for all approved ESAs and service animals.
- Students are responsible for relocating the ESA or service animal over breaks as the University will not care for pets while students are off campus.
- Students are not permitted to breed animals while living in University provided housing.
Students who wish to bring a ESA or service animal to campus must register their pet prior to arriving on campus and ensure that the ESA or service animal meets the above requirements. All students are required to register their ESA or service animal every year. The registration form will be made available to students by Residential Living.
Should an unapproved ESA or service animal or if the ESA or service animal does not meet the aforementioned requirements, the resident will need to remove the animal off campus to family, friend, or boarding facility / local shelter within 24 hours, and the resident may be charged $150 per day that the unapproved animal remains on campus and is documented by Residential Living Staff.
Registration & Identification Process
Students who wish to bring a pet to campus must register their pet prior to arriving on campus and ensure that the pet meets the above requirements. All students are required to register their pets every year. The registration form will be made available to students by Residential Living.
You must first obtain pre-approval from both the University and your roommate. Additionally, there are certain restrictions you must follow pertaining to pet enclosure dimensions and more. Questions? Contact Residential Living at residencelife@piedmont.edu.
Non-Approved pets can result in charges to the students’ account along with a conduct meeting.
Students in need of a service animal or Emotional Support Animal (ESA), should contact the Office of Accessibility, Resources, and Services (OARS) Coordinator at OARS@piedmont.edu.