Living on campus is an important element of the Gardner-Webb University experience. As such, Housing and Residence Education strives to foster an environment that encourages academic success, personal growth and spiritual development. Gardner-Webb University sets high community and academic standards which challenge students to invest in their education. Challenge and support within a Christian environment, encourage students to make educated decisions, be reflective of their experience and mindful of their impact on others. The Housing and Residence Education Department aims to make each residential facility a place where students interact with a variety of people in a comfortable and safe environment. The Housing and Residence Education Department will intentionally encourage students to learn more about who they are and assist in the development of life skills that will provide a base for successful future.
Within the parameters of the mission of the University and the Division of Student Development, the Housing and Residence Education Department provides safe and comfortable accommodations that are conducive to the spiritual, academic, and social development of the residential population. Therefore, the Department utilizes staff and peer interaction in a variety of educational opportunities and community- building endeavors to enhance student learning and personal development. The Department promotes individual responsibility through policies that encourage personal decision-making and autonomy, while preserving an educational atmosphere that is consistent with the mission of the institution.
(Applicable to any student, undergraduate or graduate, residing in University-owned housing.)
Residents are encouraged to decorate and personalize their assigned rooms to create a comfortable living environment. However, residents are responsible for the maintenance of their rooms concerning damage, cleanliness, and hygiene. The following guidelines must be adhered to during their stay in their assigned residence hall:
All returning students may participate in the housing selection process the spring semester; housing deposits of $160 are required upon completion of the housing application. In order to participate in the online room reservation process, the student must have submitted the required deposit and the completed application. The Office of Housing and Residence Education will publish all housing rules for the online room reservation process beginning in January of each year.
Traditional Undergraduate Student housing in University-owned facilities is limited to incoming traditional ages students, i.e., those 17 to 23 years of age, unless otherwise approved by Housing and Residence Education or Student Development administrators.A traditional undergraduate student who chooses to live off campus and fails to obtain approval for commuter status may be subject to the revocation of registration financial aid, and/or fines.
Gardner-Webb University offers housing for graduate students based upon availability. Graduate students seeking housing should contact the Office of Housing and Residence Education. Those graduate students living on campus are required to abide by all residential policies and procedures.The University does not provide housing for families and married individuals. Those graduate students seeking housing should contact the Office of Finance and Administration for information on rental properties.
Housing Accommodations ensure that students with disabilities have equal access to college education and university life. Students who are registered with the NOEL Center for Disability Resources and approved for housing accommodation(s), will be offered a housing assignment from Housing and Residence Education that addresses the functional limitations of their disability and meets the requirements of their accommodation(s). All residential properties are considered on campus. Housing preferences will not be able to be considered in the placement decision. If students accept the accommodation(s), they will be assigned to that location at a standard room rate.
Situations may arise where a student would need to be temporarily relocated to a different space. Temporary housing locations are based on availability. The Office of Housing and Residence Education may not be able to honor the current tier or room type that you are placed in. Students that are placed in temporary housing are encouraged to pack what they would need for at least two weeks. While they may still have access to the room in some cases, it will be based on availability of staff.
If a roommate mediation and failure to uphold items agreed upon in the roommate agreement escalates to the level of a student wishing to move due to roommate concerns, after exhausting the options of roommate mediation and use of the roommate agreement, a student may request to change rooms with the Assistant Director of Housing and Residence Education.
To allow students to settle into the new academic year and allow for processes such as roommate agreements, community meetings, and Room Condition and Occupancy Verification to take place, students will not be able to change their housing assignments until roster verification is completed. The Office of Housing and Residence Life and Education will notify students when the room change period is open. Those looking to change their housing assignments must follow all other housing policies.
All room changes must be approved by the Office of Housing and Residence Education. Unapproved room changes will result in improper room change fee and a referral to the conduct process. To verify that all expected resident students that had deposited have moved onto campus, there will be a two week room change freeze at the beginning of each semester. Housing and Residence Life will begin accommodating room change requests after the freeze period is completed. In order to request a room change when a roommate mediation has not taken place, students should contact the Office of Housing and Residence Education to review room availability. Requests will be honored depending on space availability and students will be assessed a room change fee of $50.
Failure to complete a proper check-out, which includes scheduling a check-out inspection and signing off on the Room Condition Report, with Housing and Residence Education staff may result in what is called an improper check-out. Students who fail to vacate their residential facility by the posted closing Fall/Winter/Summer dates may be subject to a $25/night fee, in addition to the $100 Improper Check-Out Fee and the cost of door lock replacement.
Improper room changes are defined as room changes that occur without properly following the room change procedure. Students who make an unauthorized or illegal room change may be assessed a fine. It is imperative that students move into their assigned room and not occupy a space assigned to another student. Those students living in University Commons Apartments and Suites must occupy their assigned space and not switch bedrooms without proper approval. Futhermore, the student is responsible for any damages found in the vacated room. In the event of an improper or unauthorized room change, the student(s) may be asked to move back into their original assignment until proper authorization can be obtained and/or a $100 Improper Room Change Fee may be applied to the student’s account.
The RA will be thorough and careful when inspecting the room windows, furniture, walls, ceiling, floors, doors (inside and outside), etc. They will record on the Room Condition Report anything that is wrong/damaged. Some common items to look for are tape marks on walls, cracks in a window, chair frame cracked, nail holes in walls, carpet issues, etc. If damages occur beyond normal wear and tear, the student will be assessed the cost of restoring the room to the original condition. Final charges are assessed after a room inspection is conducted by Housing and Residence Education professional staff and/or Graduate Resident Director Staff after students leave campus. Students must appeal damage charges within the designated time frame set when charges are issued.
University housing provides single-gender bathrooms, clearly marked as male or female, to ensure privacy and comfort for all residents. Students must respect bathroom designations; entering the opposite gender’s bathroom is prohibited except in emergencies. Privacy and safety concerns can be reported to the housing office. Requests for accommodations will be handled confidentially. Violations of this policy will result in disciplinary action.
Traditional Undergraduate Student housing in University-owned facilities is limited to incoming, traditional-age college students, i.e., those 17 to 23 years of age, unless otherwise approved by Housing and Residence Education or Student Development administrators.
Housing and Residence Education reserves the right to review, approve, and/or deny early arrival and late departure requests. If the request is approved, a $25.00 per day charge may be assessed to the appropriate student account.
Undergraduate students must be enrolled on a full-time basis (12 credit hours) to qualify to live in University Housing and Residence Education Facilities. Undergraduate students residing in University Facilities who reduce their academic load to less than 12 hours through withdrawing or Administrative F’s (@F) must complete a Full-Time Status Waiver application and have it approved by Housing and Residence Education.The Housing Contract term is in effect for the academic year (Fall through Spring). Full-time status waivers may be obtained in the Housing and Residence Education Office. Students residing in Housing and Residence Education facilities during summer school must be enrolled in Gardner-Webb University classes each Summer session, and have the appropriate Summer Status Waiver in place. Exceptions must be approved by the housing office.
It is the desire of the University to respect the student’s right to privacy without arbitrary and capricious invasion; however, the University reserves the right to enter a student’s room under the following conditions:
It is not necessary that the student be present or contacted in advance when the room is entered for such reasons. Searches of and seizures from a student’s room must be approved by an appropriate University official, such as the, Assistant Director of Housing and Residence Education, the Housing and Res. Ed. Coordinator, the Director of Housing and Residence Education, the Vice President of Student Development and Dean of Students, Asst. Dean of Students or the President of the University. Searches by civil authorities are governed by state and federal statutes that differ from Gardner-Webb University guidelines. For more information on searches and seizure please see the Search and Seizure Protocol.
If a student is locked out of their room during the course of the day they should follow the protocol listed below:The first time a student is locked out during the academic year there will be no charge. Any subsequent time a staff member (RA, GRD, Housing and Residence Education Professional Staff, University Police) unlocks a room, the student may be subject to a charge. On the second and each lockout after that, a student may be charged $10.00. The charge will be assessed to the student’s account.
Each student is issued a room door key upon checking into their residential facility. The student is responsible for the security of the key(s) and room at all times. The key must be returned when the student moves out of their living space. Failure to return a key will result in a door re-core charge of $75.
Lost/Unreturned Keys – In case of a lost or unreturned key, the student must notify the Housing and Residence Education Office immediately. There is a $75 charge for replacing the lock and making keys. If the key is found or returned after the lock has been replaced, no refund will be made. If your ID card serves as your key, then contact University Police to have a new one made. Any key bent, cracked, broken or damaged beyond use by misuse or negligence may be treated as a lost key. If a key is found and turned in to the Housing and Residence Education Office, the student will be notified and given 48 hours to claim the key. Failure to claim the key within 48 hours may result in a lock change that is charged to the student.Loaning a key to another person is prohibited. The student responsible for loaning a key may be subject to disciplinary action.Visitors to the residential facilities must enter/exit with their student host. Copying of keys is prohibited and may be subject to both a $100 minimum fine and disciplinary action.
Residential facilities are equipped with fire alarms. Once each semester (Fall and Spring) a fire drill will be held. Students are required to evacuate the building according to their residential facility plan. Tampering with fire safety equipment is prohibited, and may be subject to disciplinary action.
Steps to follow in a fire evacuation
It is prohibited behavior with a minimum penalty of suspension from the University for anyone found responsible of intentionally setting a fire.
Students who do not evacuate during a fire alarm may be held responsible for Failure to Evacuate and Disciplinary Probation.
If you notice a fire, call 911 to report the emergency. You may also call University Police at 704-406-4444. Fire alarms are located on each floor for emergency use only.
Any student found responsible for pulling a fire alarm or removing a battery from an in-room smoke detector or removing an in-room or in-hall detector will receive a fine and be placed on disciplinary probation. Students found responsible for tampering/disabling a University fire alarm system may be subject to disciplinary probation and removal from campus housing. Students found continuously activating the fire alarm without malice or intent may be processed through Student Conduct. See the Code of Student Conduct for more information.
NOTE: The University is not responsible for loss of personal property due to fire or water damage from any source. Students are advised to consult with parents regarding their homeowner’s insurance policy or obtain a renter’s insurance policy.Fire Meeting Locations› Decker, HAPY, and Stroup: The flagpole on the Quad› Lutz and Mauney Halls: Bost Gym Pool› Myers Spangler Halls: Suttle Wellness Center› Nanney Hall: Frank Nanney Hall› Royster Hall: Washburn Hall (Do not linger in parking lot.)› UC-A.B.: The opposite side of apartments CD› UC-C, D, E, F, H and Suite G: The Clubhouse› Suites I, J: Parking lot in front of Suite G
During a tornado or drill, occupants should move to the following areas:› Myers Hall: Ground floor restrooms and/or laundry room.› Spangler Hall: Ground floor restrooms and/or laundry room.› Decker Hall: Ground floor, East side hallway and laundry room.› Lutz-Yelton Hall: Ground floor, South side hallway.› Mauney Hall: 1. Ground floor hallway, as close as possible away from front of lobby entrance into hallway. 2. Ground floor underneath stairwells.› Nanney Hall: Ground floor restrooms and laundry room.› Stroup Hall: 1. Laundry room under West wing. 2. Ground floor interior hallways at West and East wings.› H.A.P.Y. Hall: All ground floor interior hallways.› Royster Hall: Interior hallways away from building entry points.› Apartments: Apartment restrooms.› Suites: Restrooms, classrooms, restrooms and/or laundry rooms on ground floor.
“A student(s) in or related to the immediate vicinity of a fire or other property damage may be asked to conference with the responding University Official to determine if his/her actions or lack thereof created an unsafe environment. As a result, the student(s) may be held accountable for full or partial restitution of the damage affiliated with the incident.”
A student who chooses to live off campus and fails to obtain approval for commuter status may be subject to revocation of registration, loss of institutional financial aid, and/or fines.
Off-Campus Residency RequirementsAll traditional undergraduate students are required to live on campus with the following exceptions:
Any student requesting to have his/her meal plan terminated prior to the drop/add period will be charged for the meals eaten at the applicable rate plus any flex dollars used.
In the event a student continues to be enrolled in classes and chooses to move from University Housing to off-campus housing during a semester there will be no charge reductions for room charges. If a student is moved from the University apartments and suites to the residence halls for discipline reasons, there may be no reduction or credit to the student’s account. The student moving off campus may request to have his/her meal plan terminated at that time and receive a limited pro-rata charge reduction for meals. The meal plan reduction amount will equal the percentage of the semester remaining, times fifty percent, times the original plan rate. To have the meal plan terminated and receive this reduction the student must contact the Student Accounts Office, once they are approved to move off campus by the Office of Housing and Residence Education and have moved.
In the event a student continues to be enrolled for classes and is approved or required by the Office of Housing and Residence Education to move from University Housing to off-campus housing during a semester, there will be no charge reduction/refund for the room charges.
In cases of over-occupancy, students may be required to stay in a temporary location until space is available. Students are accountable for University policies in these locations. Overflow housing may not have the same amenities as the residential campus. Every effort will be made to move students in overflow housing to a permanent assignment as soon as possible.
If a student is left without a roommate for any reason within the first two weeks (or reasonable time which is determined by the Housing and Residence Education Staff) of any semester, the student may be required to consolidate rooms unless he/she is approved and willing to pay the private room fee. This policy ensures that all persons having the privilege of a private room are treated equitably. Further, this policy allows for economical use of space, optimum time for repairs and conservation of energy. Being required to consolidate means that the student will either have to select a new roommate or will have to move to another room. Students will be given the option to choose their own roommate and decide who is going to move. It is our experience that students are happiest and learn the most from the experience when they select their own roommate and room. However, the University reserves the right to assess the private room fee, to reassign the student to another room, or to assign the student a new roommate.
Private rooms are assigned only when space is available or when the room is designated as a single room. A private room charge is assessed to the student for a private room. Students wishing to use a triple room as a private room may be charged double the normal rate. Private rooms may be cancelled at any time by the University. Prior approval from Student Accounts is necessary before a student can be assigned a private room.
An advance, non-refundable deposit of $160 is required prior to room selection. This payment goes toward the appropriate semester payment. Students or their roommates cannot select or hold a room until each have paid a deposit and followed the published room-selection guidelines.
A $100 deposit is required of every first-year student. This fee may be used by the University to address facility concerns during the student’s enrollment. If funds are not used, the student will be refunded after graduation/final departure.
The purpose of this protocol is to outline the procedures associated with searching a room for a policy violation when reasonable belief exists that a violation of University Policy has occurred including but not limited to alcohol and drugs.
When a member of the University community believes that a policy violation exists within a set room (due to seeing suspect behavior and unapproveditems, or smelling something that is suspect), that person should call the Housing member On-Call for direction, as well as follow-up with University Police.The Housing member On-Call should follow-up with the Professional Staff On-Call if they determine that the need exists (for example smelling marijuana), and request a search authorization. (Professional Housing Staff and/or the Vice-President of Student Development and Dean of Students are the only personnel that should authorize a search.)
The AC/ GRD and RA Staff present should conduct the search with University Police present to assist if need be.Drugs and/or drug paraphernalia found in the unit will be turned over to the University Police. Alcohol will be poured out, and other alcohol paraphernalia will be disposed of after it is accounted for by staff for documentation purposes. Photographs will be taken of all drug and/or alcohol and associated paraphernalia for documentation purposes.
Student Present at time of Search
Student will be advised that they are being documented for a policy violation involving prohibited items if prohibited items are found in the room/apartment/suite.Student will be advised that they will be contacted by Housing and Residence Education and/or appropriate University Personnel concerning the confiscated prohibited items found during the search.
(Applicable to any student/non-student guest, undergraduate or graduate, residing in University-owned housing.)
A guest is defined as any individual who is not a resident of the room, suite or apartment that they are visiting while on campus. This includes other students, residential and commuter, non-students and family members. Gardner-Webb University students are responsible for their guests at all times. This also requires you are with your guest for the duration of their stay at Gardner-Webb University and that they have picture ID on them at all times. In addition, your guest must follow the same policies and rules outlined in the Student Handbook. A violation of such policies outlined in the handbook will result in your guest being removed from campus and you being held accountable through the student conduct process. All students must record their guest(s) through the Guest Registration Sheet by RA door.
An overnight guest is defined as any guest who will be present in a resident’s room between 12 a.m. and 8 a.m. Overnight guests are limited to two (2) consecutive nights, preferably on a weekend, and no more than 10 nights per semester. If you invite an overnight guest, you must first make sure that your roommate/apartment and suitemates agree. All overnight guests must be at least 16 years of age.
Please note that cohabitation is not permitted in the residence halls, apartments and suites. Cohabitation is defined as guest residing with a resident for more than seven (7) nights in a calendar month. Guests may not give the impression of living in a space by having food, drawer space, closet/wardrobe space, belongings in the bathroom or possess a room key. Any resident found having an individual (other than a roommate/suitemate assigned by the Office of Housing and Residence Life living with them is subject to disciplinary action.
Hosting guests on campus is considered a privilege and may be suspended or revoked at any time. Residents are expected to accompany their visitors at all times in common areas of the residence halls and other campus facilities. Students should only host visitors that can respect college policies, maintain a respectful presence on campus, and should not have any outstanding social or legal issues. Non-student guests are not provided any measure of protection or rights while on campus and all disputes, issues or incidents may be referred to the appropriate local authorities for resolution through the legal processes. Students will be held responsible for their guest’s behavior on campus.
Gardner-Webb University works hard to provide residence areas that meet the needs of college aged students and that provide a healthy living and learning community. The residence halls are designed for use by adult college age students. All overnight guests must be at least 16 years of age. Children under the age of 16 may visit between the hours of 10:00 a.m. and 5:00 p.m. Children should never be left unattended and are the responsibility of the resident at all times. Residence hall rooms may not be used to baby-sit children, especially infants and toddlers.
The administration may suspend or revoke residence areas visitation privileges individually, by room, suite, floor or building in response to violations of the policy or to protect the residence hall community. If you are found to be in violation of the visitation policy, you will be subject to referral to the university conduct process. Sanctions can include fines, college community service, loss of visitation privileges and suspension from the University. In addition, residents will be held responsible for their guest’s violation of college policy as well as state and federal laws. The right of privacy must be maintained and visitation will not be permitted without the consent of all assigned students within a common living area of the residence hall. No resident shall be obligated to give up access/use of their room or bed in order to appease the visitation desires of their roommate(s)/suitemate(s).A student’s right to study, sleep and maintain control over their personal belongings takes precedence over the privilege of others to host guests. If complaints arise from roommates or others in the community, the resident(s) hosting the guest is expected to cooperate and make compromise to resolve the situation.
Reference the single sex restroom policy for your guest/visitor during their campus visit.
Behavior that affects the peace and quiet of other residents, that interferes with the rights, responsibilities and/or duties of other persons, or that creates circumstances that could jeopardize person or property, is unacceptable and prohibited.
ALL OVERNIGHT GUESTS MUST BE REGISTERED WITH THE GRD or AC. CHILDREN (UNDER THE AGE OF 16) ARE NOT PERMITTED IN RESIDENTIAL FACILITIES WITHOUT THE PERMISSION OF A MEMBER OF THE HOUSING AND RESIDENCE EDUCATION PROFESSIONAL STAFF. BABYSITTING AND OVERNIGHT STAYS ARE PROHIBITED. UNDERAGE SIBLINGS OF RESIDENTS CAN ONLY VISIT WHEN THE PARENT(S) OF THE RESIDENT ARE PRESENT.
To provide greater security, residence hall entry doors are locked 24 hours a day. Each student is required to carry his/her University ID for access to authorized areas. Anyone entering or leaving a residential facility by any other means will be fined and subject to disciplinary action.
Flammable items, such as incense, candles, sage, gas and grills are not permitted in the residential facilities.
It will be expected that the overall atmosphere be conducive to study and rest. Stereo, radio, television volumes, and other electronic devices are to be heard only in one’s room. Conversational voice levels must be used, and recreational activities must take place in areas designed for that purpose. Excessive noise is prohibited at all times. In order to provide a study time for students to pursue their individual goals, quiet hours are in effect.
During quiet hours a student must remain quiet enough to provide an atmosphere in which others may study and sleep. At all other times, courtesy hours are in effect, which means one is expected to be considerate of neighbors at all times. Inconsiderate behavior may be subject to student conduct review.
Any decorating accessories that do not meet recognized safety standards are considered a risk or offensive according to the mission and/or affiliation of the University are prohibited. In addition, clothing that is deemed offensive or not congruent with the mission of the University is prohibited. This includes rooms or clothes that have a smoke odor.
Refrigerators and Microwaves are permitted in the residential facilities. They are also permitted in individual rooms in the suites and apartments. Refrigerators can be no more than 4.6 cubic feet. Housing and Residence Education encourages the use of Energy Star-Rated appliances.
