residence life & Housing Policies and regulations
Housing Assignments and Residence Hall Room Contract
Moravian College requires each resident, and their parent/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 items 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 could lead to 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 other 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.
New first-year and transfer students are assigned to housing upon receipt of their enrollment deposit. 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 offer off-campus housing to eligible students, as well as 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 members of the community. 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, 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 the Office of Student Development.
Regulations for the possession or consumption of alcohol in College residence facilities 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 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. More information is available on the Residence Life & Housing website.
Students without written approval from the Academic Support Center and the Office of Housing & Event Management found in possession on an unapproved animal may face student conduct action.
Resident students are not permitted to occupy rooms in any residential area earlier than the day prior to the first day of classes in any semester or special session, nor for any period longer than 24 hours after the student's 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 the Office of Student Development.
Residents who request and are approved to stay through the Office of Housing & Event Management are expected to vacate their space by the deadline. Unauthorized occupancy may lead to referral to the Office of Student Development. A daily residency charge may be assessed for authorized occupancy during vacation periods. Additionally, students granted permission to stay during vacation periods may be required for safety reasons to move from their regular location to designated spaces.
For Rau/Hassler, Bernhardt/Wilhelm, Jo Smith, Anna Nitschmann and August Spangenberg Houses, Clewell Hall, Main Hall, and fraternity and sorority houses:
- Daily (Monday-Friday) custodial service is provided 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, Antes/Burnside/Lenape, Hillside units, overflow houses, the HILL, and Spangenberg apartments:
- Residents of these spaces are responsible for maintaining the cleanliness of and trash removal for their unit.
- FMPC will provide supplemental custodial services 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 to each unit. Residents are expected to empty their own containers.
The College encourages the personalization of individual rooms, provided that the changes do not damage the room surfaces or furnishings or present hazards to the safety or security of other residents.
The following are some guidelines associated with room personalization:
- Students are not permitted to paint.
- 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.
- Students should not hang items from the ceiling.
- Cardboard boxes and other highly flammable items should not be hung on walls or ceilings.
- Students 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. Students are responsible for ensuring that vents are not blocked and that the units are accessible for periodic maintenance.
Personal air conditioners 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.
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). At the end of the year, residents are expected to leave the housing assignment in 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.
All residential areas except various overflow houses are accessed using the student ID card rather than a regular key. For these areas, loss of the student ID card must be reported immediately to Campus Police so that the lost card can be deactivated and a new one issued. It is a violation of institutional policy to leave your 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. All such additional furnishings must be removed (i.e., taken home or discarded) at the end of the academic year or upon departure from the room assignment.
Lofts designed and constructed by student-occupants using their own materials are not permitted in any location on campus. Furniture within most of the College's living facilities can be lofted or bunked. 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. Except for certain specified items, College furnishings are not to be removed from individual rooms. Residents can submit a work request for furniture removal which is limited to desk hutches, desk chairs, and bed ladders. Any item awaiting removal must remain in the student's room until it is picked up.
Furniture (other than outdoor furniture) may not be taken outdoors. If this occurs, items will be returned to their assigned location or discarded by the Facilities, Management Planning & Construction (FMPC) with appropriate billing for labor, haulage, and replacement.
Room keys are issued to residents when they move into the unit. Some units may also require a front door key, which will be issued to students 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 check-out 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. 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 will not respond to a lockout call in a particular location during the period of time each evening that Residence Life staff are on duty in that building (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:
- Halogen lamps or lights.
- Lava lamps.
- Overly flammable decorating materials or fabric hangings.
- Room air conditioners, except in approved fraternity, sorority, and overflow properties where electrical outlets have been designated.
- Candles or other open-flame devices, lit or unlit.
- Incense and incense burners.
- Hookahs (cannot be used inside campus buildings)
- Space heaters and other heat-producing appliances such as hotplates, immersion coils, frying pans, and the like.
- Toaster and/or toaster ovens in the following residence halls: Bernhardt-Wilhelm, Clewell Hall, Jo Smith, Main Hall, Nitschmann, Rau-Hassler, and Inner Spangenberg.
- Refrigerators exceeding 3 cubic feet.
- Weights and other exercise equipment that may damage floor surfaces.
- Water beds.
- Portable wading or swimming pools, including hot tubs.
- Horseshoe pits other than those provided by the College.
- Pets, other than non-carnivorous fish. Feeding stray or wild animals is discouraged. Approved animals providing services and assistance may be requested through the Academic Support Center. The Office of Housing & Event Management will work with an approved student on identifying arrangements for bringing the animal into the residential area. More information is available on the Residence Life & Housing website.
- 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.
- Dangerous materials such as firearms, fireworks, portable fire pits, chemicals, explosives, or potentially lethal weapons including martial arts materials.
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 be called in 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 weekend 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 fall or spring term.
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 students concerned.
The majority of 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 each academic term; upperclass students are strongly encouraged to draft a roommate contract as well. This contract will provide 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 in order to address concerns prior to requesting a room change.
Solicitation for external organizations is not permitted in residence halls. 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 organization 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 will be disposed of by the College.
The College receives requests from individuals and groups regarding on-campus housing during the summer months (i.e. May through August). The Office of Housing & Event Management works to consolidate summer residents and assigns 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, summer session I, or summer session II course at Moravian College and/or other LVAIC institution, with housing limited to the weeks that the course is in session;
- who have been selected for a summer SOAR project, with housing limited to the weeks that the project is underway;
- who have been hired by a campus office for summer employment and who demonstrate an inability to commute from home, with housing limited to the weeks of employment;
- who are enrolled in a non-credit internships that has been approved by the Center for Career & Civic Engagement, with housing limited to the weeks of employment.
Residents have the privilege of hosting guests. To respect the privacy of other residents, including roommates, visitors are expected to vacate hall floors between the hours of 2:00 a.m. and 10:00 a.m. Mondays through Fridays. Beginning at 10:00 a.m. on Friday and ending at 2:00 a.m. on Mondays, 24-hour visitation is permitted, provided the express consent of the roommate(s) has been received in advance. Guests are not permitted to remain on campus for more than two days (or 48 consecutive hours) in a seven day period.
Individual pairs of roommates have the option of decreasing, but not extending, stated visitation hours. All residents are expected to follow the visitation policy and respect any additional regulations developed in the community contract. Abuse of the policy will result in restricting the guest from the community for a period of time. The host may also be referred to the Office of 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 topic 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 residence halls are designated as male, female, or gender-neutral. Residents and their guests should use the appropriate facility.
Guests from off campus are the responsibility of the Moravian host. A resident who intends to have an overnight guest must secure the permission of the affected roommate(s) in advance of the visitor's arrival. If the guest has a vehicle, the vehicle must be registered with Campus Police.
Visitation on the Moravian campus is a privilege, not a right. Thus the College reserves the right via the vice president for student affairs/dean of students to cancel the privilege if it is abused. Enforcement of the visitation policy is the responsibility of all residents of a unit.
Certain residence-hall floors may be designated as wellness/substance-free housing. These housing options offer students a living environment without the presence of alcohol or other drugs, to ensure an environment in which students can actively participate in a healthy lifestyle and activities that support wellness. They prohibit use of alcohol on the residence-hall floor regardless of legal age. In addition, residents who live on the floor make an agreement with their floormates not to return to the floor intoxicated or under the influence of alcohol or other drugs.
Students desiring to live on a wellness/substance-free floor may request to do so at the time of room selection and commit themselves to abiding by the rights and responsibilities established for residents. Students on such floors sign a contract that lists expectations for its residents. Additional floors may be designated by the Office of Housing & Event Management or at the request of residents of the halls. The substance-free option is dependent on sufficient interest to fill spaces on the designated floor(s).