Services & Community Standards

Introduction to Housing and Residence Education

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.

Housing and Residence Education Mission Statement

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.

Housing and Residence Education Staff

The Director of Housing and Residence Education is responsible for the overall management of the Housing and Residence Education Department, including but not limited to the following: budget oversight, assessment efforts, formulation of policy, plans for facility updates in conjunction with other departments, the creation of marketing material for the Department, recruitment of staff, and working with other departments in an effort to ensure that Gardner-Webb University students have a positive residential experience. The Director supervises the Associate Director of Housing Operations, the Assistant Directors of Housing and Residence Education. The Director indirectly supervises the Graduate Resident Director Staff and Resident Advisor Staff. The Director of Housing and Residence Education serves as the Housing Officer for Gardner-Webb University.

The Graduate Resident Director is a graduate student staff member who lives on campus and assists an assigned Assistant Director in the day-to-day operations of a residential area. The major responsibilities include supervising Resident Advisor Staff, facilitating Resident Advisor weekly meetings, addressing concerns of students, communicating facility needs, maintaining community behavioral standards and organizing educational programs. In addition, the Graduate Resident Director assists with departmental projects and operations as needed.

The Resident Advisor is an undergraduate student who lives in an assigned residential building floor/area with approximately 30 students. The Resident Advisor is responsible for assisting students during their Gardner-Webb University experience. The Resident Advisor’s major responsibilities include assisting individual students, maintaining community behavioral standards, providing social and educational programs and completing various administrative duties. The Resident Advisor is the front-line resource for students and is essential to community living.

Facility Policies

(Applicable to any student, undergraduate or graduate, residing in University-owned housing.)

Bike Policy

Students are encouraged to register their bikes with University Police. Bike racks are available at some residential facilities. The University will not be held responsible for missing or damaged bikes left after a student’s departure. Bikes classified/identified as abandoned (at the end of academic year) will be discarded or turned over to a local community agency.

The inability to locate a bike rack or appropriate space is not a license to place your bike in an inappropriate location. Bikes that are found inside buildings or chained and/or attached to rails or other places may be removed. In addition, the responsible person may be subject to a fine for violation of a campus code.

Bunk Beds/Lofts

Beds may not be removed from student rooms or placed on other furniture. Students desiring a loft that reside in Decker Hall, Royster Hall, Stroup Hall, and the University Commons Suites are required to purchase the approved lofting kit provided through the University Campus Shop. Lofts are not to be connected to the walls, ceilings, or University furniture. Students are responsible for the maintenance, upkeep and safety of lofts and the removal at the end of the school year. The University is not liable for any issues, damages, or personal injury associated with the purchase, assembly, or use of a lofting kit. Students purchase, build, and use lofts at their own risk.


Ceilings in student rooms are not to be painted. Nothing is to be placed on, in, or hung from the ceiling.

Exterior Wiring/Electrical Devices

Students are prohibited from installing wiring or electrical devices outside of their residential space in residence hall hallways, facility balconies, facility breezeways, or other public areas. This includes, but is not limited to, audio/video devices, appliances, cameras, extension cords, or power strips. This includes temporary and permanent installations.

Furniture Removal

To prevent loss or damage to furniture, no room furnishings may be removed from the residence hall/suite or apartment room. In suite-style housing, students cannot move all beds into one room. In addition, furniture may not be removed from lobby areas.

Grills/Lighter Fluid

Charcoal grills provided by the University may be used when available. Student-owned grills are prohibited. Flammable fluids may not be stored in or near residential facilities.


Strand lights may not be used in or around residential housing facilities on metal window frames, handrails/railing, walls, ceilings, furniture or on the exterior of student room doors. Live Christmas trees are prohibited. This includes LED strips that may cause damage to the facilities. Command strips are permitted within the facility to aid in room decoration. The student is responsible for removal of all command strips upon check-out of the space. Any damage caused during removal will be charged to the student during room inspections.


Each student is responsible for maintaining a clean and sanitary room and bathroom where appropriate. Private baths (University Commons Apartments and Suites, H.A.P.Y., Royster) are NOT cleaned by housekeepers and should be cleaned regularly by occupants. All food must be kept in covered or closed, air-tight containers. Refrigerators and microwaves must be kept clean. The University reserves the right to inspect areas for cleanliness and address issues that are discovered.

Hoverboard Policy

In light of the risk associated with hoverboards, Gardner-Webb University is instituting an immediate ban on the indoor storing, operating, or charging of hoverboards, including the charging of hoverboards in vehicles. This ban applies to all faculty, staff, students, and visitors and is applicable to all University-owned or leased facilities, including all residence halls.

Improper Check-Out

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 $50 Improper Check-Out Fee and the cost of door lock replacement.

Room Change Procedure

The Housing and Residence Education Office will publicize an authorized Open/Free Room Change period after check-ins , or as determined by Housing leadership. At this time students may change rooms with no penalty. Students wishing to change rooms must complete appropriate paperwork. Once approved, the student must:

  1. Move to his/her new room within 48 hours of approval;
  2. Complete and sign a new Room Condition Report and receive a new key from the Housing and Residence Education Office;
  3. Return his/her old room key and sign his/her old Room Condition Report. If the move is part of a series of moves, the move will not be approved until all of the series are received and verified. The Housing and Residence Education Office is under no obligation to approve room change requests. Students who change rooms after the authorized Room Change period may be subject to a $50 Room Change Fee.

Improper Room Change

Improper room changes are defined as those 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 space assigned to other students. Those students living in University Commons Apartments and Suites must occupy their assigned space and not switch bedrooms without proper approval. Furthermore, 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 move back into original assignment until proper authorization can be obtained and/or a $50.00 Improper Room Change Fee may 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.

  1. 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.
  3. 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.
  4. 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.
  5. Loaning a key to another person is prohibited. The student responsible for loaning a key may be subject to disciplinary action.
  6. Visitors to the residential facilities must enter/exit with their student host.
  7. Copying of keys is prohibited and may be subject to both a $100 minimum fine and disciplinary action.

Lockout Policy

If a student is locked out of their room during the course of the day they should follow the protocol listed below:

  • Attempt to locate your roommate.
  • Contact a Resident Advisor (RA) in your building/area.
  • Contact your Graduate Resident Director (GRD).
  • Contact Office of Housing and Residence Education during normal business hours at (704) 406-4300.
  • Contact University Police at (704) 406-4444 after 5 p.m.

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.

Light Covers and Light Bulbs

Students are prohibited from removing light covers and light bulbs that have been placed in their rooms. Additionally, students are prohibited from modifying the exterior lighting of the residential facilities (i.e., University Commons breezeway lighting). Entryway lights may not be removed. Colored lights may not be installed.

Laundry Facilities

The University contracts with CSC Service Works to provide laundry service in the residence halls and University Commons Suites. If you experience a problem with a machine please submit a work request through or download the CSC Service Works app. University Commons Apartment Residents should submit work requests through their WebbConnect Student Account to University Plant Operations. The University purchases its water from the Town of Boiling Springs and accepts no responsibility for the water’s condition. When using laundry equipment, please test the water prior to placing clothes in the washer.

NOTE: The CSC Go Mobile app is a convenient to look up a vacant washer, find out how much time is left on your clothes.

Please DO NOT leave clothes unattended in the Laundry Room. Users assume all responsibility when using the laundry facilities. The University is not responsible for any clothing that is damaged, abandoned, and/or stolen in laundry rooms.

Maintenance Policy – Maintenance concerns and vandalism are your responsibility as a student to report any and all issues using our online work order system, Maintenance Connection. You will receive an email with a work order number which will allow you to follow up on your maintenance request. Any maintenance emergencies, such as a bathroom flooding, can be reported directly to Facilities Management at (704) 406-4330. The staff will respond to address problem(s). Damage to facilities outside of normal wear may be charged to the resident.

Outdoor Furniture

Residents may not use any furnishings designed for indoor use in an outdoor location. This includes, but is not limited to, sofas, bar stools, and chairs. The University reserves the right to determine what is appropriate regarding outdoor furniture use. Residents of University Commons Apartments and Suites may not have this furniture stored on their porches or in breezeways. Any University-owned furniture should remain inside rooms and apartments at all times. Students who want to utilize their porch/outdoor areas are encouraged to use exterior grade patio furniture for this purpose. Painting outdoor porch areas is prohibited.

Removal of Abandoned Property

The University will not be held responsible for missing or damaged items left in a room upon a student’s departure. Any items left in the room at the point of checkout will be classified as abandoned, and disposed of at the cost of the resident.

Restricted Items

The following items are restricted: Any non-UL listed appliance, any frying device or items with exposed heating elements, coffee makers without an auto shutoff, toasters, any device utilizing a flame or fuel, physical training equipment, power tools, darts, waterbeds, extension cords, halogen lamps, electronic cigarettes and other vaping devices, or any other item which is requested for removal by a staff member. Note: Approved cooking devices may be used in apartment and suites kitchens, but must be attended to while plugged in. Approved cooking devices include, but are not limited to, crockpots, rice makers, George Foreman grills, Keurig machines, and toaster ovens.

Room Decor

Tasteful pictures/materials that are consistent with the standards of the Christian environment of Gardner-Webb University may be hung on the walls of a student’s room. Students will be asked to remove any inappropriate pictures, flags, or posters (nudity, etc.) that are not tasteful. Decorative alcohol bottles (i.e., shot glasses, wine bottles, etc.) are NOT permitted in residential facilities. Empty alcohol containers may not be kept in the residential facilities. Residents are not permitted to paint rooms.

Room Condition Report Damage

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, cigarette burns, 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 30 days of checkout.

Skateboarding Policy

Skateboarding is allowed on campus for Gardner-Webb University students only. It is prohibited for the residents of Boiling Springs and the surrounding communities. They should be ridden on the sidewalks and out of the path of pedestrians. Tricks, stunts, and wall scaling are forbidden while on the skateboard and any student found responsible for violating this may face disciplinary action. They will also be held accountable for any damages that result in the defacing of property.


On-campus storage is not available; however, there are several storage areas available in the Boiling Springs community.

Trash Removal Policy

University Commons Apartments and Suites
Students living in University Commons Apartments and Suites must take their trash and/or recycling to the appropriate repository. No trash should remain on the porch or breezeway. Fines may be assessed to those students who do not abide by this policy.


University Commons Apartments and Suites Lighting
Entryway lights may not be removed. Colored lights may not be installed.

Utility Policy

The University includes electricity charges in student fees, yet reserves the right to charge an additional fine for excess/inappropriate use.

Window Screens

Housing and Residence Education reserves the right to bill students for the replacement of damaged/missing window screens.


Windows must remain locked when residents leave the room. Failure to lock them is a security risk for all the members of that residential facility. To protect an individual’s rights of privacy, undue loitering around the windows of residential facilities is prohibited. Any person found entering/leaving a room through a window may be fined $100. In addition, the resident allowing someone to enter through a window may be fined $100. Both actions may be subject to a code of conduct violation.

Administrative Policy

(Applicable to any student, undergraduate or graduate, residing in University-owned housing.)

Housing Policy Regarding Age

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.

Early Arrival and Late Departure Fee

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.

Authorized Entry into Student Room

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:

  • To verify occupancy;
  • For health and safety inspections (this includes checking University-owned appliances)
  • To check for cleanliness;
  • To make necessary repairs and/or inventories;
  • When there is reasonable cause to believe that activities are taking place that are detrimental to the University community; or where the health, safety or welfare of a Gardner-Webb University student is in jeopardy;
  • When there is reasonable cause to believe that a violation of law or University guideline, policy, or rule is taking place

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 Associate Director of Housing Operations, Assistant Director of Residence Education, the Director of Housing and Residence Education, the Vice President of Student Development and 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.

Common Area Damages

The Department of Housing and Residence Education is committed to developing positive living/learning environments on campus. One factor that is critical to the attainment of this goal is the encouragement of a sense of community among the residents of any particular living unit. This sense of community infers a sense of responsibility and respect for one’s fellow residents, as well as the facility where one resides.

The Department of Housing and Residence Education strives to keep the residential facilities attractive, functional and safe for residents and guests.

Controlling damages/vandalism requires effort by students and staff. Damages/vandalism not only detracts from the appearance, usefulness and/or safety of the facilities but also is very costly. In the cases that the residents or staffs are unable to determine the person(s) responsible for damages, the costs of repairs must be paid by all residents of the residential unit. To the extent that responsible person(s) can be identified, billed, and fined, the room costs and damage deposit for other residents will not be affected. Based on this, the Department of Housing and Residence Education uses a common area damage billing policy. The Department will charge the student account and members of a particular living unit for any damages that occur within a living unit that cannot be attributed to specific individual(s). A living unit will generally be defined as all facilities, equipment, and furnishings of any given floor or area. In order for this policy to be fair and effective, all residents within a particular living unit must work to develop a positive environment for themselves. This will include respect for facilities and furnishings of that living unit, as well as the willingness to take responsibility for damages caused by oneself and one’s guests. When this does not happen, and when residents are not willing to confront and report those responsible for damages, then members of that living unit may take on the burden of paying for these damages. In either case this enables the Department to bill damages directly to individuals or groups of individuals on floors.

Fire Alarm Policy

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

  • Close windows and leave lights on in room
  • Feel door, if cool, and then depart from room, closing the door behind you.
  • Feel door, if door is hot or if corridor is too smoky to use, STAY IN YOUR ROOM.
  • Walk—don’t run—to the exit. Meet at designated emergency location.
  • Do not return to building until the all-clear signal is given or a staff member tells you to re-enter.

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 with a minimum fine of $75 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 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
  • Campus House: 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.
  • Campus House: Interior hallway away from building entry points.

University Property Damage Statement

“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.”

Personal Property Loss

The University does not accept responsibility for personal items. Personal items of value such as electronic devices should be properly insured. It is the responsibility of each student to lock his or her room whenever unattended. In addition, the University is not responsible for personal items lost in fires, floods, power outages, or other forms of disaster. 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.

University Housing Facility Usage

Housing commons/communal areas may not be reserved for non-housing-sponsored events.

Residence Policy

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 Requirements

All undergraduate students are required to live on campus with the following exceptions:

  1. Living with parents or guardian within a 40 mile radius of the Campus;
  2. 21 years of age or older prior to beginning of contract/academic year;
  3. Lived in a University Residential Facility six fall/spring semesters;
  4. Achieved 90 credit hours of college credit prior to contract/academic year;
  5. Married;
  6. Part-time student (less than 12 hours);
  7. 120 days of active military duty (does not include military reserve unless called for active duty).
  8. Unforeseeable and extenuating circumstance;

Meal Plan Reductions Prior to Drop/Add

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.

Room and Board Reductions

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.

Room Reductions After Drop/Add

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.

Overflow Housing

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.

Room Consolidation Policy

If a student is left without a roommate for any reason within the first three 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
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.

Room Deposit

An advance, non-refundable deposit of $150 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.

Residence Hall Security Deposit

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.

Community Standards Policy

(Applicable to any student, undergraduate or graduate, residing in University-owned housing.)

Visitation Policy and Guest Registration

Cohabitation is defined as the consistent presence of a guest who stays beyond University established visitation hours in another resident’s room, suite, apartment or common area. Not only is this activity disruptive and disrespectful to other students, it is not congruent with the University’s mission. Cohabitation is a student conduct violation.


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 non-Gardner-Webb enrolled student guests through the Guest Registration Form.

Overnight Guests

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/suitemates agree. All overnight guests must be at least 16 years of age.

Please note that cohabitation is not permitted in the residence halls. Cohabitation is defined as guest residing with a resident for more than seven (7) nights in a calendar month, overnight guests of the opposite sex. 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.

Acceptable Guest Behavior

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.

Visitation by Children

Gardner-Webb University works hard to provide residence halls that meet the needs of college added 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.

Visitation Violation Policy

The administration may suspend or revoke residence hall 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 acquiesce to 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) hosing the guest is expected to cooperate and make compromise to resolve the situation.

Sunday–Thursday: 11 a.m. – Midnight
Friday–Saturday: 11 – 2 a.m.

Sunday–Thursday: 11 a.m. – 2 a.m.
Friday–Saturday: 11 – 3 a.m.

Educational Atmosphere

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.


Hall Hours/Security

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

Flammable items, such as incense, candles, 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.

Sunday–Thursday: 10 a.m. – 10 p.m.
Friday–Saturday: 10 p.m. – 10 a.m.

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.

Personal Decor/Clothing

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.

Smoking/Tobacco Use

Tobacco Use – The University is a tobacco free campus and the use of any tobacco product including electronic cigarettes or other vaping devices are prohibited on campus.

Smoking – Any apparatus used to produce a smoke or vapor in a recreational activity is prohibited on campus and in residential facilities.

Refrigerator and Microwaves

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.

Search and Seizure Protocol

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 unapproved items, or smelling something that is suspect), that person should call the GRD On-Call for direction, as well as follow-up with University Police.
  • The GRD 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 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.

Initial Student Contact

  • 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.
  • Student not Present at time of Search
    • Student will be contacted via phone, text, and/or e-mail advising them that they are being documented for a policy violation involving prohibited items if prohibited items are found in the room/apartment/suite.

Student will also be advised via phone, text, and/or e-mail that they will be contacted by Housing and Residence Education and/or appropriate University Personnel concerning the confiscated prohibited items found during the search

Violation and Fines

Candle Violation

  • 1st – $30
  • 2nd – $50
  • Code of Conduct Violation

Furniture Removal Violation

  • 1st – $25
  • 2nd – $35
  • Code of Conduct Violation

Guest Policy Violation (Same Sex Guests)

  • 1st – $25
  • 2nd – $25
  • Code of Conduct Violation

Health and Safety Violation

  • 1st – $20
  • 2nd – $40
  • Code of Conduct Violation

Improper Room Change/ Improper Check-Out

  • 1st – $50

Littering/Trash Violation

  • 1st – $30
  • 2nd – $50
  • Code of Conduct Violation

Lost Key Charge

  • 1st – $75

Missed Mandatory Meeting

  • 1st – $20
  • 2nd – $20
  • Code of Conduct Violation

Noise Violation

  • 1st – $25
  • 2nd – $50
  • Code of Conduct Violation

Pet Violation

  • 1st – $160
  • 2nd – $180
  • Code of Conduct Violation

Room Lock-Out

  • 1st – Warning
  • 2nd – $10

Visitation Procedure

  • 1st – $50
  • 2nd – $75
  • Code of Conduct Violation