residence life & Housing Policies and regulations
Housing Assignments and Residence Hall Room Contract
All full-time undergraduate students are guaranteed and are expected to live on-campus, or commute from their permanent address. The College reserves the right to offer off-campus housing to a select number of eligible students.
Moravian College requires each resident, and the resident's parent or guardian if under the age of 18 at the time of arrival, to acknowledge a Residence Hall Room Contract. By acknowledging the Residence Hall Room Contract, the resident agrees to abide by terms listed in the Contract, as well as the Student Handbook and all other College publications. Residents who fail to abide by regulations may be referred to the Office of Student Development, which may result in removal from housing and/or the College.
Housing assignments are for the full academic year, except for students graduating mid-year, spending time abroad or at a College-approved program off campus, changing to part-time status, withdrawing, or experiencing extenuating circumstances as approved by the Office of Housing & Event Management. Resident students who withdraw from the College during the course of a term will forfeit any remaining room rent for that term. Board refunds will be granted in accordance with the College's overall refund policy. Resident students who are removed from housing by conduct action receive no refund, except for a prorated meal plan refund, unless required by federal, state, or other regulation.
Incoming first-year and transfer students are assigned to housing in the weeks prior to their arrival. Returning students may choose their housing assignment for the coming academic year during the housing selection process.
Fraternities and sororities retain chapter houses if no concerns persist during the previous academic year. Fraternities and sororities are expected to fill their respective houses in the timeline set forth by the Office of Greek Life. Continued use of any fraternity or sorority house by the organization is dependent on full occupancy of the unit as well as the discretion of the College.
The College reserves the right to change room assignments after the upperclass housing selection process.
Group Living Expectations for Resident Students
Moravian College expects each member of the College community, whether living on campus, off campus, or commuting, to be aware of and to follow all policies, regulations, and expectations consistent with the Community Standards. Simply stated, members of the community are expected to conduct themselves in a manner that shows respect for personal and property rights of all other community members. Residents are responsible for their guests' behavior and all parties are expected to follow College policy.
While institutional policies are outlined in the Community Standards section of this handbook, the additional Residence Life & Housing policies and procedures which appear below pertain to all residential areas and are to be followed by residents and their guests. Students who violate these policies, or who host guests who violate these policies, may be referred to Student Development.
Regulations for the possession or consumption of alcohol in College residential areas are outlined in the College's Alcohol policy. Students will also be held accountable to the policies outlined in the Student Code of Conduct.
Animals, other than non-carnivorous fish, are not permitted. Feeding of stray or wild animals is discouraged.
Students who need a service or assistance animal in residence are required to provide advance documentation to the Academic & Accessibility Support Center, who will determine if the accommodation should be met. The Office of Housing & Event Management will work with an approved student on identifying arrangements for bringing the animal into the residential area.
Students found in possession of an unapproved animal may be referred to Student Development..
Resident students are permitted to occupy their room beginning the day prior to the first day of classes of a semester or special session and until 24 hours after their last academic commitment. Exceptions to the policy will be determined by the Office of Housing & Event Management. Students who return to residence early or fail to vacate by the published closing date without approval may be referred to Student Development.
Residents may request to remain in residential areas prior to break openings and after break closings. Upon review, students may be permitted to remain on-campus. In some instances, students will be required to relocate. A daily residency charge may be assessed for authorized occupancy during break periods.
For Bernhardt-Wilhelm, Clewell Hall, Inner Spangenberg, Jo Smith, Main Hall, Nitschmann, Rau-Hassler, and fraternity and sorority houses:
- Custodial service is provided Monday through Friday for common areas including bathrooms, kitchens, laundry rooms, hallways, and stairways.
- Laundry rooms are regularly cleaned. Items left in the space for an extended period of time will be removed and disposed of by Facilities Management, Planning and Construction (FMPC).
- Trash chutes or trash containers are provided on each floor and are emptied by FMPC.
- Recycling containers are available in each residential area and are emptied by FMPC.
For Beck, de Schweinitz, Hillsides, Spangenberg Apartments, the HILL, the Townhouses and overflow houses:
- Residents of these spaces are responsible for maintaining the cleanliness of and trash removal for their unit.
- Supplemental custodial services are provided to common areas approximately once a week on a rotating basis, which includes trash removal and replenishment of toilet paper.
- Laundry rooms are regularly cleaned. Items left in the space for an extended period of time will be removed and disposed of by FMPC.
- Recycling containers are available in each residential area. Residents are expected to empty their own containers.
The College encourages the personalization of interior residential areas provided that the changes do not damage surfaces or furnishings or present hazards to the safety or security of other residents.
The following guidelines pertain to decorations and personalization:
- Rooms are not permitted to be painted.
- Pictures and posters may be attached to wall surfaces if hung in a way that will not result in damage when the item is removed. Transparent tape, duct tape, tacks, and nails cause damage to wall surfaces.
- Items should not hang from the ceiling.
- Cardboard boxes and other highly flammable items should not be hung on walls or ceilings.
- Individuals are not permitted to tamper with, remove, or replace light bulbs in College provided light fixtures.
- Airflow from air conditioning and heating vents must not be restricted. Equipment can overheat if there is insufficient space (less than 2 feet) for air movement. Vents are not to be blocked and units must be accessible for periodic maintenance.
All personal items must be removed at the end of an academic year or when the resident moves out of housing. Items left in rooms or common areas will be deemed abandoned and will be discarded, and the owner will be assessed any disposal charges.
The College expects all members of the community and their guests to respect the physical facilities of the institution. Repairs necessitated by normal wear and tear will be undertaken without charge. Repairs necessary because of inappropriate behavior or improper use of facilities will be billed to those responsible. Students and their guests are responsible for abiding by the College's Respect for Property policy. Students who are found in violation may be referred to the Office of Student Development.
If there is clear indication that a location was entered by force and the occupants could not have prevented the damage or loss, repair charges will not be assessed. Charges will not be assessed for damage or loss that occurs during break periods, when students are not in residence. However, students who remain in residence over a break period are responsible for any damage or cleaning issues that may occur in their community during that time.
Damage charges will be assessed by one of two methods:
Housing Assignment Damage: Residence Life staff members complete inspections of housing assignments prior to hall openings. Residents should receive an electronic copy of a Room Condition and Furniture Inventory (RCI) indicating the condition of their housing assignment prior to occupancy. Residents are responsible for reviewing their RCI and submitting timely work requests for any additional facilities concerns.
When residents move into their housing assignment, they become responsible for the condition of the space(s). Residents are expected to return the housing assignment to the condition received, with the exception of normal wear and tear. Residents will be held responsible for all costs of returning their housing assignment to its original condition. Abuse of the living space may be grounds for removal from residence or other conduct action.
Residents complete the Closing Damage Form at the end of the academic year to accept or refute any damages. Charges for any restitution needed for damage and cleaning issues will be added directly to the student's account. Questions about damage and cleaning issues should be directed to the Office of Housing & Event Management within two weeks upon notifications of charge(s).
Community Damage: FMPC, Campus Police, and Student Affairs make every effort to identify those responsible for damage and cleaning issues. Residents are expected to cooperate with staff in identifying those responsible for damage in the halls. When those responsible for damage cannot be identified, charges will be divided and assessed to all residents of the respective community. Information regarding damage in fraternity and sorority houses is available in the Greek Life section of the Student Handbook.
Residential areas except various overflow houses are accessed using a student ID card. Loss of the student ID card must be reported immediately to Campus Police so that a lost card can be deactivated and a new one issued. It is a violation of institutional policy to provide an ID card to someone not the owner and to leave an ID Card unattended in a public place accessible for other individuals to use to access a residence hall.
The College provides a basic set of furnishings for each resident. Students may employ additional furnishings and decorations, provided there is adequate space available, items fall within the guidelines for room personalization, and damage to College property does not result. Additional furnishings must be removed at the end of the academic year or upon departure from the room assignment.
Furniture within most of the College's residential areas can be lofted or bunked. Therefore, personally designed or constructed lofts are not permitted. Residents seeking to loft or bunk their beds should submit an electronic work request.
College-owned furniture should remain in its designated location throughout the academic year. College furnishings are not to be removed from individual rooms. Residents can submit a work request for the removal of their desk hutches, desk chairs, and/or bed ladders. Requests for items not listed to be removed may be denied. Any item awaiting removal must remain in the resident's room until it is picked up by FPMC.
Microfridges are provided in each room of Bernhardt-Wilhelm, Clewell Hall, Jo Smith, Main Hall, Nitschmann, Rau-Hassler, and Spangenberg. In these specified locations where microfridges are provided by the College, personal mini-fridges and microwaves are not permitted.
Personal air conditioner are permitted in approved fraternity, sorority, and overflow houses where electrical outlets have been designated. Students are highly encouraged to submit an electronic work request to ensure that the unit is installed properly and meets Moravian College standards. All units must meet the following requirements:
- Standard size window cooling-only unit; a heating and cooling unit is not permitted
- Must not exceed 120 Volts
- 6000 BTU or less for bedroom installation OR 8000 BTU or less for living room installation
- Must come with an adjustable side panel kit, in order to fit the various size windows
- Must have all functioning parts.
Furniture (other than outdoor furniture) may not be taken outdoors. If this occurs, items will be returned to their assigned location or discarded by FMPC with appropriate billing for labor, haulage, and replacement.
Room keys, and for some units a front door key, are issued to residents when they move into the unit. The loss of a key must be reported to the Office of Housing & Event Management as soon as possible.
- For lost key(s), the responsible resident is charged $50 per lock change needed plus $5 for each key needed in addition to the customary two that are provided with a new lock.
- If keys are not returned when a student checks out of their housing assignment, a $150 improper checkout fee, along with the cost of the lock change(s), will be assessed to their student account.
The Office of Housing & Event Management issues replacement keys. Lost keys can be reported to the Office of Housing & Event Management when the HUB Information Desk is staffed. At all other times, lost keys may be reported to Campus Police at 610-861-1421. Charges for core replacements are assessed each time a lock change becomes necessary and will be added to the student's account.
Possession or use of any key by anyone other than the person to whom it has been issued is not allowed and may result in referral to the Office of Student Development.
Residents who lock themselves out of their rooms should request assistance from a Residence Life staff member within their community, or, during duty hours, the Residence Life staff member on duty for the community. Multiple lockouts by the same resident may result in a referral to the Office of Student Development.
Should no members of the Residence Life staff be available to help in the event of a lockout, Campus Police should be called for assistance. Campus Police may not respond to a lockout call during the time each evening that Residence Life staff are on duty (8:00 p.m.-midnight Sundays through Thursdays and 10:00 p.m.-2:00 a.m. Fridays and Saturdays).
Based on housing occupancy, the College reserves the right to change the capacity of a housing assignment.
Room buyout: Eligible residents may be offered an application to buyout a vacancy(s). If the application for a designated space is approved, the resident agrees to a room rate 1.5 times (double room) or 1.33 times (triple room) the room charge.
Spaces bought out will not be available for roommate changes for the remainder of that semester. Students who forgo the opportunity to buy out a space may be assigned a roommate during the semester.
Temporary Capacity Increases: Eligible residents may be assigned to a temporary double or triple assignment. Those residing in the temporary housing assignment will receive a monetary credit at the end of the semester for each week they were in that assignment. Credits are based on the occupancy of the housing assignment.
As space becomes available, residents in a temporary assignment will be offered the opportunity to move to a permanent assignment. If permanent assignment is offered and declined, the resident may still receive a credit for the duration of the semester. However, residents offered a permanent assignment who decline and remain in their temporary assignment will not receive a room credit for the following semester.
The following are not permitted:
- Candles or other open-flame devices, lit or unlit.
- Dangerous materials such as firearms, fireworks, portable fire pits, chemicals, explosives, or potentially lethal weapons including martial arts materials.
- Grills inside buildings and on porches or within 25 feet of any building. Grills must be stored in locations that are safe and out of the way of pedestrian traffic.
- Halogen lamps or lights.
- Hookahs may not be used inside campus buildings or within five feet of any campus building entrance.
- Horseshoe pits other than those provided by the College.
- Incense and incense burners.
- Lava lamps.
- Mini-refrigerators, microwaves, toaster and/or toaster ovens in the following residence halls: Bernhardt-Wilhelm, Clewell Hall, Jo Smith, Main Hall, Nitschmann, Rau-Hassler, and Inner Spangenberg.
- Overly flammable decorating materials or fabric hangings.
- Pets, other than non-carnivorous fish and approved animals providing service or assistance. Feeding stray or wild animals is discouraged.
- Portable wading or swimming pools, including hot tubs.
- Refrigerators exceeding 3 cubic feet.
- Room air conditioners, except in approved fraternity, sorority, and overflow properties where electrical outlets have been designated.
- Space heaters and other heat-producing appliances such as hotplates, immersion coils, and frying pans.
- Water beds.
- Weights and other exercise equipment that may damage floor surfaces.
The College reserves the right to restrict or curtail the use of additional items as circumstances and safety issues warrant.
A minimum quiet-hour policy has been established for all residential areas. These hours are Sundays through Thursdays, beginning at 10:00 p.m. and concluding at 8:00 a.m., and Fridays and Saturdays, beginning at midnight and concluding at 10:00 a.m. As with other policies, each residential community may establish a more restrictive set of quiet hours. During final exam periods, 24-hour quiet hours are in effect. During quiet hour periods, noise generated within a room or in the hallway is to be kept at such a level that adjacent rooms are not affected by it. Requests to lower the volume of an existing noise source are to be acted on immediately and with courtesy.
At periods other than quiet hours, noise is to be kept at a reasonable level. Residents are always expected to be responsive to requests for quiet from other community members.
Residents share responsibility for reasonable conduct and for letting others know when they are infringing on the right to a quiet living environment. Concerns may result in referral to the Office of Student Development. Consistent failure to observe quiet hours or to be responsive to the needs of others may result in removal from the community.
Requests for repairs may be submitted online or directed to a Residence Life staff member. Repairs resulting from normal wear and tear will be effected without charge. Repairs resulting from excessive wear and tear will be billed in an amount reflecting material and labor costs. Repair needs requiring same-day service for safety reasons should bereported by 11:00 a.m. Repairs must be conducted by Facilities Management Planning & Construction (FMPC). Occupants are prohibited from making any repairs without proper authorization.
Emergency maintenance is defined as a concern compromising the health and safety of residents (ex. broken glass, door that does not lock, electrical problems that may lead to fire, excess bodily fluid or excrement) and/or is impacting the structural integrity of the facility (ex. busted water pipe, overflowing water, fire).
Report emergency maintenance concerns between 8am and 4pm, Monday through Friday, directly to FMPC at 610-861-1550. On the weekends and between 4pm and 8am, Monday through Friday, emergency repairs may be reported to Campus Police at 610-861-1421. Regardless of when you make the report, speak with someone directly to report the concern and do not just leave a voicemail message. On the weekends and after hours, an on-call FMPC technician will triage the emergency maintenance concern.
Repairs and maintenance in individual rooms will not be scheduled before 10:00 a.m, except in emergency situations. All entries into student rooms by FMPC personnel will be documented by a note left on the room door indicating the reason, time, and person(s) entering the room
Residents with roommate conflicts are encouraged to seek advice and assistance from any member of the Residence Life staff before arranging for or requesting a room change. If the roommate conflicts cannot be resolved, requests for room changes during the academic year may be made after the first two weeks of the semester.
Residents seeking a room change should contact the Office of Housing & Event Management. When possible, a new housing assignment will be made to an existing vacancy. If a student moves without authorization, sanctions and/or fees may be incurred, as outlined in the Residence Hall Room Contract
Those who live in rooms with a vacancy caused by a withdrawal, no-show, room change, or no initial roommate assignment should be aware that assignment to that space may be made at any time during the academic year. Such assignment does not need the agreement of the current resident.
The Office of Housing & Event Management reserves the right to change a room assignment at any point during the academic year when that change is deemed to be in the best interest of the College or the residents concerned.
Most resident students will share their space with one or more roommates. To ensure privacy and respect for one another, all first-year students draft a roommate contract with their roommate at the start of the academic year; upperclass students are strongly encouraged to draft a roommate contract. This contract provides guidelines for roommates to follow throughout the year, including visitation guidelines. It is expected that residents will not encroach on their roommates' rights by violating the roommate contract or abusing the privilege of visitation. It is important to realize that roommate relations may change during the course of the year and that the option for renegotiating the original contract always exists.
Residence life staff members are available to help residents facilitate roommate contracts, and to mediate issues that may arise during the year. Students are encouraged to seek out these resources when needed to address concerns prior to requesting a room change.
Solicitation for external organizations is not permitted in residential areas. Any external organization soliciting or attempting to conduct business in the residence halls should be reported to a Residence Life staff member, the Office of Student Affairs, or Campus Police.
Students and organizations seeking solicitation in residential areas should refer to the institutional policy for Fundraising & Sales.
Personal items may not be left in the residential areas over the summer. Items left after checkout deadlines will be deemed to have been abandoned and may be disposed of by the College with appropriate billing for labor.
Individuals and groups seeking on-campus housing during the summer months (i.e. May through August) work with the Office of Housing & Event Management. Summer residents are assigned housing in accordance with scheduled work within and around residential areas.
Summer housing for individuals is limited to Moravian College students who:
- are enrolled in a May term or summer session course at Moravian College and/or other LVAIC institution, with housing limited to the weeks that the course is in session;
- have been selected for a summer SOAR project, with housing limited to the weeks that the project is underway;
- have been hired by a campus office for summer employment and demonstrate an inability to commute from home, with housing limited to the weeks of employment;
- are enrolled in a non-credit internship that has been approved by the Center for Career & Civic Engagement, with housing limited to the weeks of employment.
Residents may host visitors. To respect the privacy of other residents, including roommates, visitors are expected to vacate all residential areas between the hours of 2:00 a.m. and 10:00 a.m. Mondays through Fridays. Beginning at 10:00 a.m. on Fridays and ending at 2:00 a.m. on Mondays, 24-hour visitation is permitted, provided the express consent of the residents in your direct residential area (e.g. roommate, suitemates, housemates) has been received in advance. Visitors are not permitted to remain on campus for more than two days (or 48 consecutive hours) in a seven day period.
Residents sharing a direct residential area (e.g. room, suite, house) have the option of decreasing, but not extending, stated visitation hours. Abuse of the policy will result in restricting the visitor from the community for a period of time. The host may also be referred to Student Development.
The maximum number of people allowed in a residential area at a time is double the standard capacity plus one. This means that an individual bedroom with a standard capacity of two students can have no more than 5 people present at a time. When applying this rule to a residential area that has multiple bedrooms (e.g. townhouse, suite, house), the maximum number of people allowed for the area (including common areas) will be determined by adding the maximum number of people allowed for each individual bedroom. For example, a suite with two doubles and a single may have a maximum of 13 people at a time (5+5+3). It is important to note that the standard capacity used in this calculation remains the same even if a room's capacity has been temporarily increased.
Visitation is an integral component of the roommate contract, as well as the community contract. It is expected that residents will not encroach on their roommates' rights by violating the roommate contract or abusing the visitation privilege.
Community restrooms in the residential areas are designated as male, female, or gender-neutral. Residents and their visitors should use the appropriate facility.
Non-Moravian College visitors are the responsibility of the Moravian host. If the visitor has a vehicle on campus, the vehicle must be registered with Campus Police.
Visitation on campus is a privilege, not a right. Thus, the College reserves the right to revoke the privilege if it is abused. Enforcement of the visitation policy is the responsibility of all residents of a unit.