Residence Hall Agreement
College Agrees—The College agrees to furnish to the student, housing and food services (except in the cooperative living unit in Mary Low) in the residence halls, under the terms and conditions herein stated, and as described in the informational materials which accompany this statement, or which may later be issued by the College and are by reference made a part of this agreement. Those documents include the Colby College Catalogue and the Colby College Student Handbook.
- Nondiscrimination Statement—Colby College housing policies and programs prohibit discrimination on the basis of race, color, religion, sex, ancestry, national origin, parental status, marital status, physical or mental disability, age, sexual orientation, or gender identity.
- Liability—The College will assume no liability directly or indirectly for loss of or damage to personal property by fire, theft, or any other cause. In addition, the College will assume no liability for items stored in trunk rooms during the course of the academic year or over the summer. Students should note that the College does not and cannot carry insurance to protect personal property and, as such, cannot be held liable in the event of students’ property being lost or stolen from any College-owned or -maintained buildings. Students should seek coverage for their belongings through their family homeowner’s insurance policy or with a tenant’s policy.
- Eligibility—Occupancy of residences is limited to registered, full-time Colby College students in good standing and others affiliated with the College who may be assigned by the Dean of Students Office.
- Payments—All charges are placed on the semester bill and are subject to semester provisions for payment.
- Room Assignment Term—The term of this agreement is for the ENTIRE COLLEGE YEAR. Room and board assignments are made on the basis of a full academic year, subject to earlier termination, only in the event of the student’s withdrawal, or completion of residence requirement, or dismissal from College or from the campus residences.
- Termination and Eviction—The College reserves the right to terminate, without refund, the privilege of on-campus residence for any student found in violation of College regulations or acceptable standards of behavior. In exceptional circumstances, when the College believes the continued presence of a student in a residence hall presents danger or disruption, the College may cancel a student’s room assignment and evict the student from the residence hall prior to any hearing. In the event that room assignment has been made based upon a leadership position (i.e., hall staff, elected position), resignation from or loss of the position may result in reassignment of all room occupants.
Resident Agrees—The student agrees to make payments of fees as specified in the informational materials, to observe all rules and regulations of Colby College, which are, by reference, a part of this agreement, and to honor the terms and conditions stated in this agreement.
- Assignment Policy— Continuing residents will be given the opportunity to select their rooms in accordance with the selection procedure designed by the Office of Campus Life and approved by the College Affairs Committee. New students will be assigned to residences by the Office of Campus Life.
The College reserves the right to assign and to reassign rooms, or to effect any other steps necessary or advisable for reasons of health, safety, and conduct of its residence hall program. In the event a vacancy should occur, each room occupant agrees to accept whatever roommate may be assigned by the College. A room assignment cannot be reassigned by the student to any other person, nor can any part of the premises be sublet.
- Occupancy—Residence hall rooms may be used by returning students 48 hours before the first full day of classes in any semester. New students may occupy rooms on the first day of Orientation. At the end of a semester, rooms may be occupied up to 24 hours after a student’s last scheduled exam. Only students who are registered for on-campus January Programs or who have obtained special permission from the dean of students may be permitted to live in the residence hall during the Jan Plan period.
Residences and dining rooms are closed during the winter and spring vacation periods listed in the College calendar and the Colby College Catalogue.
- Check-in—Upon moving into a room, the resident will complete and sign a room contract and key agreement, which will be an accurate and complete record of the contents and conditions of the assigned room. This inventory will serve as the basis for check-out charges if assessed.
- Room Changes—Room changes are permitted after October 15. However, the student may change a residence hall room assignment only with prior written authorization. Unauthorized room or residence hall changes or failure to move out of a room at the designated time may result in a charge of $200 and/or disciplinary action being levied against all parties involved in the room change(s).
- Room Care—The student is responsible for cleaning his or her own room, suite, or apartment, for removing waste materials regularly, and for maintaining sanitation and safety conditions acceptable to the College. Furniture may not be removed from rooms and communal areas to which it has been allocated. A $100 fine and disciplinary action will automatically result for students who fail to return furniture to its rightful location when asked and for those who take furniture outside of its assigned building. Unauthorized painting or altering of the condition of rooms will result in charges to restore the room to its original condition at the end of the year or at an earlier time as determined by the Physical Plant Department and/or the Office of Campus Life. Lofts are permitted only with the use of College-provided furniture, to the manufacturer's specifications. It is expected the student will return the room to the College in “broom clean” condition, free of any debris. Violators will be fined.
- Damage in Residence Hall Rooms and in Residence Hall Common Areas—Liability for damage or loss of College property located within individual residence hall rooms or included on your room contract card (e.g., room number sign or white board) lies with the resident(s) of the room.
When damage or loss of College property occurs in residence hall common areas, unless noted on your contract card (e.g., lounges, hallways, lobbies, bathrooms, etc.), the Office of Campus Life makes every effort to identify the individuals responsible and to bill them. In cases where the Office of Campus Life determines that responsibility lies with the residents of a specific section of a residence hall, those students will be billed. When the individuals responsible for damage or loss of College property cannot be identified, the cost of repair or replacement is assigned to occupants of the residence hall. At the end of each semester, the Office of Campus Life, in cooperation with the Physical Plant Department, determines the cost of all unidentified damage and loss of College property and bills the residents of each residence hall on a pro rata basis. Any conflicts regarding assignment of responsibility may be directed to the Conduct Board.
- Check-out—The student agrees to follow the proper check-out procedure when vacating the premises, which includes a mandatory check-out with a member of the residential life staff, removing waste and debris, and leaving the room in acceptable, clean condition. Should extra cleaning be required, a service charge and fine will be assessed to the student. Any items left in a room after a student has vacated that room will be discarded. Failure to check out properly could result in fines and loss of room for the following year.
- Room Entry by College Personnel
Hall Staff—There are times when it is necessary for the hall staff to enter a student’s room when the student is not present, or when the student has not invited the hall staff member in. This practice will be exercised only:
Safety and Maintenance Throughout the Year—During vacation or non-vacation periods, the Physical Plant Department (PPD) or other authorized employees, will not provide written notification prior to conducting routine maintenance work (to be defined as: responding to heat calls; closing windows in cold weather; conducting repairs—windows, walls, ceilings, floors, electrical devices, and fixtures; all manner of painting; to remove or replace unwanted or damaged furniture; to gain access to concealed plumbing; and all other related work). It should also be noted that professional contractors and non-PPD employees (when escorted by a College official) share these same room entry rights. A notice will be placed on the door or inside the room, notifying resident(s) of PPD’s visit.
- when there is clear or imminent danger to the persons or contents of the room
- to ensure evacuation during fire alarms and drills, or any other emergency situations
- to ensure adherence to fire safety issues, such as open flames or ceiling hangings
- at the request of the Office of the Dean of Students (i.e., to determine that a student has arrived for the beginning of a fall or spring semester; left for, or returned safely, from a vacation period; etc.)
- before vacation periods to secure the residence halls
- Fire Safety—Because of the extreme and ever-present danger of fire in the residence halls, the College takes the issue of fire safety very seriously. Possession of candles (decorative or otherwise), open flames, oil lamps, incense, torchiere-style halogen floor lamps (exceeding 250 watts), flare guns, holiday twinkle lights, fireworks, or other incendiary devices in the residence halls is expressly prohibited. Students found in possession of such items will be subject to fines and/or disciplinary action.
- Food Preparation in Rooms—Cooking is not permitted in student rooms. No hot plates, electric heaters, toaster ovens, camp stoves, or other flame-producing or open-heating devices are permitted.
- Guests—Students are responsible for the conduct and actions of their guests. This includes violations of the Student Code of Conduct.
- Pets—Dogs, cats, birds, rodents, and other air-breathing, non-aquatic animals, are not permitted in student rooms, suites, or apartments, or in the residence hall common areas.
- Pregnant Students—Pregnant students are allowed to reside on campus. The student may be asked to maintain contact with the College Health Center to discuss pre-natal care, arrangements for labor and delivery, and transportation to the hospital.
Once the child is born, it is expected that mother and child would live off campus, unless a suitable campus apartment becomes available. Traditional dorm rooms and facilities do not provide a suitable environment for an infant.
If the mother would like to return to full-time residence without the child, such an arrangement would be permissible.
- Student Entrepreneurs—Businesses may not be operated from/in student rooms without the written permission of the Director of Campus Life. Students receiving permission to operate a business will not be allowed to use Colby’s phone, mail, or technology infrastructures for business purposes.
- Thefts—All thefts should be reported immediately to the Department of Security, the Office of the Dean of Students, and to the Office of Campus Life.
- Students are prohibited from “combining” rooms. That is, groups of students from more than one living unit may not relocate all beds into one room and use the second room as social space. Students who combine furnishings to create a bedroom/social room arrangement will be required to immediately set all rooms involved back as found when arriving. Disciplinary action and/or fines may be applied.
- Smoking—Effective with the start of the 2013-14 academic year, Colby has become a tobacco-free campus.