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Policies & Procedures

Photo of students sitting outside residence hall

Policies and Procedures

Residence Hall Room Contract

Each student, or parent/guardian if under the age of 18 at time of arrival, is responsible for acknowledging the housing agreement. The policies outlined in the residence hall room contract are binding.

The residence hall room contract outlines that housing assignments are made for the full academic year, except for students who are graduating at mid-year, spending time abroad or at a University-approved program off campus, changing to part-time status, withdrawing, or other extenuating circumstances as approved by the Office of Housing. Resident students who withdraw from the University during the course of a term will forfeit any remaining room rent for that term. Board refunds will be granted in accordance with the University's overall refund policy. Resident students who are removed from the halls by conduct action also receive no refund, except for a pro-rated board refund, unless required by federal, state, or other regulation.

When students move into their room, its condition becomes the responsibility of the occupants. At the end of the year, residents are expected to leave the room in the condition received, with the exception of normal wear and tear. Those assigned to a room will be held responsible for all costs of returning the room to its original condition, including the repair of damage and anything deemed extraordinary wear and tear. Abuse of the living space may be grounds for removal from residence or other conduct action.

The University reserves the right to change room assignments at any point.

2023-2024 Residence Hall Room Contract

2024-2025 Residence Hall Room Contract

Housing Status Change Process

All full-time undergraduate students are guaranteed and are expected to live on-campus or commute from their permanent address. Off-campus releases are offered to a select number of eligible students. Each housing status may have a different impact on a student’s financial aid award. We encourage students and families to connect with Financial Aid before deciding on a particular housing status.  

Returning students interested in changing status for the upcoming year are expected to identify their preferred status on the Housing Status Application. A link to the form will be emailed to all students at the start of the Spring Semester. This is the one time when returning students can freely request a change of housing status. Students who do not complete the Housing Status Application will continue as an on-campus resident or commuter, based on their permanent address.

New students interested in changing housing status, from what was indicated on the FAFSA and application, must contact the Office of Admissions prior to June.

First-Year Gender Inclusive Housing Policy

Moravian University offers gender-inclusive housing for first-year students living in traditional residence halls. These communities are co-educational residential spaces in which residents of any combination gender identities or gender expressions may choose to live.

Gender inclusive housing may be of interest to:

  • Members of the LGBTQ+ community, and allies
  • Students who are exploring their gender identity
  • Students who are gender non-conforming
  • Students who feel more comfortable with a roommate of a different gender identity

Gender-inclusive housing is not intended for romantic couples, but rather for students seeking to live in an open and inclusive community in the first-year area.


  • Students in gender-inclusive housing must be first-year full-time undergraduate students.

First-Year Gender Inclusive Residential Facility

  • Moravian University offers gender-inclusive housing in a traditional style residence hall(s).
  • This community is unique in that students share double bedrooms and a community bathroom.
  • The communal restroom is designated as gender-inclusive. There are single-sex bathrooms on the surrounding floors in the event that members of the community opt to use those spaces.
  • The Resident Advisor in the Gender Inclusive community is SafeZone trained, allowing for their room to be a safe space for residents to meet with and discuss their concerns.

Assignment & Roommate Selection Process

  • Incoming first-year students can confidentially express their desire to live in a gender inclusive community on the Student Life Questionnaire.
  • First-year students may request a roommate by indicating the name of the resident in the roommate preference section of the Student Life Questionnaire. In order for the request to be honored, both parties must indicate one another as preferred roommates on the Student Life Questionnaire and indicate interest in living in gender inclusive housing.
  • Students who indicate interest in gender inclusive housing may be contacted by a professional staff member within Student Life, in order to confirm interest and roommate preferences, before being assigned.
  • Students assigned to the gender-inclusive community will be notified by email in July.

Room Changes & Vacancies

  • When there is a vacancy in a gender-inclusive double, the student remaining in the room may elect to pull-in a new roommate.
  • If the resident cannot identify a new roommate, the Office of Housing will try to identify a student interested in gender inclusive housing. Both students must agree to live together.
  • Issues relating to room reassignments and vacancies will follow the procedure set forth by the Office of Housing.

Upperclass Co-Educational & Gender Inclusive Housing Options

Returning residents interested in creating gender-inclusive communities may elect to live as groups in co-educational units in the HILL, Hillsides, and Overflow housing.

If a group of students wants their space to be gender inclusive, they should contact the Office of Housing prior to Move Week each semester.

Single-Sex Residential Options

Moravian University offers housing options for students seeking same-sex communities.  While these areas are designated as single-sex, residents are welcome to host guests of varying gender and sexual identities.

First-Year Areas

Upperclass Areas

Female: Main Hall
Male: Clewell Hall

Female: Main Hall & Jo Smith
Male: Clewell Hall

Community Standards

It is our expectation that students who choose to live in all communities on Moravian’s campus, are respectful and understand the purpose of their space. The University established conduct standards relating to abusive, threatening, intimidating, or harassing actions (including, but not limited to, those based on race, religion, gender, disability, age, economic status, ethnicity, national origin, sexual orientation, gender identity, or gender expression) and sexual misconduct. All students are held accountable to these expectations, as outlined in the Student Handbook.

Housing & Meal Plan Medical Accommodations 

Students seeking support with housing and/or meal plan options due to a disability are instructed to contact the Office of Disability & Accommodations.

Housing Status & Meal Plan Appeals

  • A student and/or guardian who signs the Residence Hall Room Contract, is obligated to be a resident and participate in an University meal plan for the full academic year. Exceptions to these contractual obligations may be granted for extenuating medical, financial, religious or lifestyle reasons. Students requesting an appeal should complete the Housing Status & Meal Plan Appeal Request Form
  • For medical requests, contact the Office of Disability & Accommodations.
  • Students seeking to become an on-campus resident after the start of the semester should email Students may be offered the opportunity to move on campus, space permitting.

Room Change Request

No room changes are permitted during the first 2 weeks of each semester.  The University offer opportunities for students to change rooms after the first 2 weeks of the semester. More information about Pull-In & Move Weeks are sent directly to students via email.  

Students seeking a room change outside of that those times should email

Service, Support, & Assistance Animal Policy for Residential Students

Moravian University is committed to complying with federal, state and local laws regarding individuals with disabilities. In that regard, Moravian University will support those students with disabilities who require the assistance of a service, support or assistance animal.  Requests for more information about this policy should be directed to the Office of Disability & Accommodations and the Office of Housing.

Substance Free Housing

Certain residential areas may be designated as substance-free housing. This housing option offers residents 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. This option prohibits the use of alcohol in the residential area regardless of legal age. In addition, residents who live in these residential areas make an agreement not to return to the community intoxicated or under the influence of alcohol or other drugs.

Residents requesting to live in substance-free housing agree to abide by the rights and responsibilities of the community. Substance-free housing is dependent on sufficient interest to fill spaces in the designated residential area. Residents interested in further exploring substance-free housing should contact the Office of Housing prior to the start of the fall term.