Arkansas State University-Beebe Residence Hall Director Manual Created summer 2013

Table of Contents (need to be rearranged and page numbers if possible)

• Introduction & Letter from Student/Residence Life Director • Mission, Values, Goals

o ASU-B Mission o Residence Hall Mission/Goals/Values

• Organization and Personnel o Organizational Charts

§ ASU-B § Student Affairs § Department of Student Life/Residence Life

• Position Descriptions: Student Life/Residence Life o Director of Student Life o Coordinator of Campus Life o Food Service Director o Residence Hall Director o Admins o Resident Assistants o Desk Assistants

§ Residence Life § Student Life

• Policies and Procedures o Staff Handbook o Student Worker Selection Process o Student Worker Mid-Year Vacancies and Leaves of Absence o Staff Apartment Polices o Staff Duty/Rounds/Phone Policy and Procedures o Key Policy o Card System Information o Camera Information o Cable/Internet Information o Maintenance Information o Informal and Formal Discipline Process o Outline for University Conduct Hearing o Writing Reports o Incident/Information Reports o Notice of Charges o Student Conduct Hearing Report

o Appeals of Administrative Decisions o Opening/Closing Procedures o Community Agreement/Roommate/Suitemate Agreement o Disruptive Non-Student/Resident Policy o Electrical Appliances Policy o Emergency Telephone Numbers o Visitation Policy o Fire Evacuation Procedures o Maintenance Emergencies o Tornado/Weather Emergencies o Active Shooter o Incident Report Distribution o Keys Policy o Lost and Found o Obscene, Harassing or Threating Phone Call/Social Media Message Policy o Posting Policy o Power Outage Procedure o RA Checklist o Refrigerators o Room Change Procedures o Room Entry Policy and Procedure o Sleep/Study Atmosphere o Food Service Policy o Waiting List (single rooms, to get into halls) o Early/Late Arrivals

Introduction

CONGRATUALATIONS! Welcome to the Resident Life team. *DISCLAIMER: The Office of Residence and Student Life reserves the right to change policies and procedures at any time, with or without prior notice.

ASU-Beebe Mission

Transforming Lives Through Quality Learning Experiences

Residence Life Mission

The mission of our Residence Life program is to provide a safe, secure, and comfortable living environment that fosters a sense of community and is conducive to students'

personal growth and academic pursuits.

Student Life Values

These six principles (Trustworthiness, Respect, Responsibility, Fairness, Caring, and Citizenship) make up the core values of character. Trustworthiness: Honesty, Integrity, Reliability, and Loyalty Respect: Civility, Courtesy, Decency, Autonomy, and Tolerance Responsibility: Accountability, Pursuit of Excellence, and Self-Restraint Fairness: Impartiality and Equality Caring: Kindness, Compassion, Forgiving, Help those in need Citizenship: Cooperation, Respect authority, Be a good neighbor

Residence Life/Student Life Goals and Objectives

Will be written by Chad

Ethical Standards for the Housing Professional The Housing Professional acts with integrity, dignity, and competence while striving toward improved services, educational programs, administrative procedures, and research. The Housing Professional has a dual responsibility both to the student and to the institution. The Housing Professional has an obligation to understand the educational goals of the institution and to aid in support and realization of these goals through residence hall programming, leadership training, student governance, faculty involvement, and sound fiscal management. The Housing Professional accepts students as individuals, each with rights and responsibilities, each with goals and needs, and with this in mind seeks to create and

maintain a group living environment in which maximum learning and personal development can take place. The Housing Professional provides a continuing program of development for student staff as well as professional staff. The Housing Professional develops and maintains relationships in a climate of mutual respect, support, trust, and interdependence recognizing the strengths and limitations of each professional associate. The Housing Professional develops lines of communication within the campus community so that programs, policies, and procedures are mutually reinforcing, consistent, and operating in support of quality education for students. The Housing Professional seeks to develop new knowledge as the basis for improved programs, policies, and procedures and communicates the results through appropriate channels such as journals, newsletters, and/or consultation. The Housing Professional recognizes both formal training and practical experience as important ingredients in the preparation of any person for effective full-time work in the student housing field. The Housing Professional believes in the educational value of professional associations and encourages staff members to attend appropriate regional and national meetings. The Housing Professional is aware of the political implication of housing as an integral part of higher education and is obligated to maintain effective relationships with the outside community so that programs, policies, and procedures are fully understood. **From ACUHO-I Statement of Professional Ethics

Organizational Charts ASU-Beebe (Insert PDF) Student Affairs (Insert PDF) Residence/Student Life (Insert PDF)

Position Summaries: Student Life/Residence Life Director of Student Life

The position of Director of Student Life will be responsible for: providing leadership and strategic management for the Office of Residence Life and Dining Services, supervising staff, budgetary oversight, Student Center activities and working collaboratively both within the Division of Student Affairs and cross-functionally among the campuses. The Director of Student Life will report directly to the Vice Chancellor for Student Services and will assist in the cultivation of a student-centered philosophy, by enhancing student learning and development. Additional duties shall include the supervision of staff who oversees facilities usage, student activities and organizations, and student leadership activities. Coordinator of Campus Life The Coordinator of Campus Life/Facilities Management will report directly to the Director of Student Life. Duties shall include: direct supervision of the Student Center and conference services, general support and assistance in coordinating the activities of a number of campus services including campus dining for three campuses. This position will provide collaboration between these services and promote Student Life programming. This position will play a key role in a number of special campus and community events and will serve as the Facilities Coordinator for all campus activities.

Hall Director/Student Development Specialist The position of Residence Hall Director/Student Development Specialist shall report to the Director of Student Life and is responsible for developing a positive, nurturing, multicultural and learning centered community by fostering an atmosphere of respect for individual differences and community values. This live-in position must be able to work a flexible schedule, including evenings and weekends. Additional duties shall include supervising students, managing initiatives and collaborating with campus offices/departments and advising student groups.

Administrative Specialist I-Student Life Provides support for the office of Student Life by serving as the office receptionist, answering the telephone, maintaining various files and records, enters data into the Poise system (housing charges and purchase orders), types various documents including reports, memoranda, and forms.

Administrative Specialist I-Campus Life (Part-time) The Administrative Specialist I works under general supervision and is responsible providing clerical support to the Office of Campus Life, in addition to assisting with the setup and tear down of equipment related to events located on any of the ASU-Beebe Campus locations. This position is governed by state and federal laws and agency/institution policy.

Resident Assistants Job Description and Application (insert PDF copy) Resident Assistant (RA) are assigned to each floor of the residence hall. The RA’s are student paraprofessionals who assist the Hall Director and are delegated authority and responsibility. They are responsible for the general welfare and behavior of the residents living in their area and are expected to lead by example. RA’s must maintain strict confidentiality regarding hall conduct issues, and must obey and enforce all university rules and regulations regardless of personal opinions of policies. They report directly to the Residence Hall Director for guidance and supervision, and are expected to keep the Director informed of any issues or incidents that take place in the hall. RA’s are key to building a good community in the hall and are charged with fostering a quality living/learning environment. RA duties may be assigned or changed as necessary by the Hall Directors or Director of Student Life. Expectations of Residence Hall Resident Assistants The residence halls are an active location on Campus. Often we are the first point of contact for our on campus. You’re a very integral part of the student experience. You are expected to maintain a certain level of professionalism in order to hold this position. The following are some very specific expectations that are mandatory in order to maintain a professional atmosphere and a great first impression to new or prospective students.

• Confidentiality – Our office deals with details about student life and their personal life. That information is to be held with the upmost confidentiality. We are exposed to information that is private in nature and should be treated as such. Any worker using this information for anything not approved by permission by either the Residence Hall Director or the Director of Student Life will be subject to disciplinary actions up to and including termination of employment.

• Computer Activity – We have access to the internet and our internet activity should be treated in a professional manner. There is to be no loud music, music with profanity, or any other music or content that could be deemed offensive. Do not visit any site that could be deemed obscene, graphic, or could be mistaken as such. If using a computer to watch movies, TV shows, or reading books please make sure these materials are appropriate and do not distract from your job responsibilities. Any worker that is to be found viewing such a website will be subject to disciplinary actions up to and including termination of employment.

• Dress – We are often the first point of contact to the new students on campus. Visitors to the residence halls do not differentiate between student workers and professional staff. We want to promote an environment that encourages involvement with students and visitors. We also want to be a face of the university that promotes professionalism and

respect. No pajamas, house shoes, etc., will be allowed to be worn during shifts. Please dress appropriately, no revealing or skimpy clothing. Also no clothing will be allowed with offensive or disrespectful content or language will be permitted. If you come to work in something that is inappropriate for the working environment, you be asked to return home and change off the clock.

• Language – As stated previously, you are often the first point of contact for prospective students and visitors on this campus. Please remember that you are the face of the university to these people and you must act accordingly. Profanity is prohibited at the front desk area, at campus events, or anywhere where you are representing Arkansas State University – Beebe Student Life. Disciplinarily actions will be taken and this type of behavior will not be tolerated.

You are also required to maintain a professional attitude. In no way will any language that demeans, harasses, or belittles another or groups of individuals will be tolerated in any way. Please be respectful of others around you and the use of racial or sexual preference slurs will result in disciplinarily actions up to and including termination.

• Insubordination – The Residence Halls are very busy throughout the year. If you are asked by a superior to do something, you are expected to do the assigned task. As a student worker for the Office of Student Life you are supervised by numerous individuals including the Director of Student Life, the Horizon Hall Director, and Legacy Hall Director. If any of these people may ask you to do something, it is your responsibility to perform the duties assigned. Any arguing, back talking, or insubordination will not be tolerated.

• Tardiness – If you are going to be late, it is your responsibility to notify your supervisor prior to your scheduled shift. The main reason you are on campus is to get an education, if your employment is getting in the way of your education, it might be advised to meet with your supervisor in order to formulate a plan to get you back on track. Work will never get in the way of your education and classes on campus.

• Absenteeism –We cannot afford to have workers missing their scheduled shifts. If you are in need of a particular day off, work with another desk assistant to change shifts to work something out. Excessive unexcused absentees will not be permitted without the written excuse of a doctor. You are here for an education and we will never get in the way of that. It should be the most important part of your day. If you feel that you cannot perform you school duties and your obligations as an employee of the Office of Student Life, contact your supervisor and together you can work out a solution to the problem.

• Visits –The Residence Hall Lobby is the hub of housing and it is expected that students will drop by the office or the front desk to discuss the events of the day. Please do not allow the visits of your friends to interfere with assisting others. You are the face of the University to the public and we cannot be too busy to assist with questions or help those

who come in looking for assistance. This is one of your key responsibilities. Generally speaking, find a way to help.

Visitors are not allowed in the desk assistant area. This is for privacy issues. We do not do not want your guest to have access to the guest check in logs. Visitors will be asked to leave if they are loud, disruptive, vulgar, or any other behavior that the office deems inappropriate. If the visitor is yours and they use profanity or vulgar language you will responsible for their actions and should instruct them to behave appropriately. As a promise to the workers, we promise that we will treat you with respect and you will enjoy your time spent here at ASU-Beebe Residence Life. We also value your opinion and would love feedback on ways to improve our procedures and our environment.

Desk Assistants Job Description and Application (insert PDF copy) Residence Hall Receptionists (Desk Assistant) are student staff members who monitor the visitation process. The receptionist ensures that the visitation process is followed and assists with the security of the residence hall. Expectations of Residence Hall Desk Assistants The residence halls are an active location on Campus. Often we are the first point of contact for our on campus. You’re a very integral part of the student experience. You are expected to maintain a certain level of professionalism in order to hold this position. The following are some very specific expectations that are mandatory in order to maintain a professional atmosphere and a great first impression to new or prospective students.

• Confidentiality – Our office deals with details about student life and their personal life. That information is to be held with the upmost confidentiality. We are exposed to information that is private in nature and should be treated as such. Any worker using this

I  understand  my  responsibility  to  read  and  comply  with  the  expectations  outlined  in  relation  to  my  position  as  an  Arkansas  State  University  –  Beebe  Residence  Life  employee.    I  will  review  and  ensure  that  I  have  a  complete  understanding  of  any  additional  departmental  expectations.    

University  ID  #  

Student  Signature     Date  Student  Name  Print  

information for anything not approved by permission by either the Residence Hall Director or the Director of Student Life will be subject to disciplinary actions up to and including termination of employment.

• Computer Activity – We have access to the internet and our internet activity should be

treated in a professional manner. There is to be no loud music, music with profanity, or any other music or content that could be deemed offensive. Do not visit any site that could be deemed obscene, graphic, or could be mistaken as such. If using a computer to watch movies, TV shows, or reading books please make sure these materials are appropriate and do not distract from your job responsibilities. Any worker that is to be found viewing such a website will be subject to disciplinary actions up to and including termination of employment.

• Dress – We are often the first point of contact to the new students on campus. Visitors to the residence halls do not differentiate between student workers and professional staff. We want to promote an environment that encourages involvement with students and visitors. We also want to be a face of the university that promotes professionalism and respect. No pajamas, house shoes, etc., will be allowed to be worn during shifts. Please dress appropriately, no revealing or skimpy clothing. Also no clothing will be allowed with offensive or disrespectful content or language will be permitted. If you come to work in something that is inappropriate for the working environment, you be asked to return home and change off the clock.

• Language – As stated previously, you are often the first point of contact for prospective students and visitors on this campus. Please remember that you are the face of the university to these people and you must act accordingly. Profanity is prohibited at the front desk area, at campus events, or anywhere where you are representing Arkansas State University – Beebe Student Life. Disciplinarily actions will be taken and this type of behavior will not be tolerated.

You are also required to maintain a professional attitude. In no way will any language that demeans, harasses, or belittles another or groups of individuals will be tolerated in any way. Please be respectful of others around you and the use of racial or sexual preference slurs will result in disciplinarily actions up to and including termination.

• Insubordination – The Residence Halls are very busy throughout the year. If you are asked by a superior to do something, you are expected to do the assigned task. As a student worker for the Office of Student Life you are supervised by numerous individuals including the Director of Student Life, the Horizon Hall Director, and Legacy Hall Director. If any of these people may ask you to do something, it is your responsibility to perform the duties assigned. Any arguing, back talking, or insubordination will not be tolerated.

• Tardiness – If you are going to be late, it is your responsibility to notify your supervisor prior to your scheduled shift. The main reason you are on campus is to get an education, if your employment is getting in the way of your education, it might be advised to meet with your supervisor in order to formulate a plan to get you back on track. Work will never get in the way of your education and classes on campus.

• Absenteeism –We cannot afford to have workers missing their scheduled shifts. If you are in need of a particular day off, work with another desk assistant to change shifts to work something out. Excessive unexcused absentees will not be permitted without the written excuse of a doctor. You are here for an education and we will never get in the way of that. It should be the most important part of your day. If you feel that you cannot perform you school duties and your obligations as an employee of the Office of Student Life, contact your supervisor and together you can work out a solution to the problem.

• Visits –The Residence Hall Lobby is the hub of housing and it is expected that students will drop by the office or the front desk to discuss the events of the day. Please do not allow the visits of your friends to interfere with assisting others. You are the face of the University to the public and we cannot be too busy to assist with questions or help those who come in looking for assistance. This is one of your key responsibilities. Generally speaking, find a way to help.

Visitors are not allowed in the desk assistant area. This is for privacy issues. We do not do not want your guest to have access to the guest check in logs. Visitors will be asked to leave if they are loud, disruptive, vulgar, or any other behavior that the office deems inappropriate. If the visitor is yours and they use profanity or vulgar language you will responsible for their actions and should instruct them to behave appropriately. As a promise to the workers, we promise that we will treat you with respect and you will enjoy your time spent here at ASU-Beebe Residence Life. We also value your opinion and would love feedback on ways to improve our procedures and our environment.

Policies and Procedures

I  understand  my  responsibility  to  read  and  comply  with  the  expectations  outlined  in  relation  to  my  position  as  an  Arkansas  State  University  –  Beebe  Residence  Life  employee.    I  will  review  and  ensure  that  I  have  a  complete  understanding  of  any  additional  departmental  expectations.    

University  ID  #  

Student  Signature     Date  Student  Name  Print  

Staff Handbook The current staff handbook is available in electronic format and can be printed if needed. In order to view the staff handbook, please visit www.asub.edu. Using the A-Z index, select “Human Resources”. Once on the human resources page, log in to the intranet located on the left hand side using your university login and password. Select “Policies and Procedures” on the left hand side, and the “Staff Handbook” link will be located in the center of the page. For questions or issues finding the handbook, please contact Human Resources directly at 501-882-8967. Desk Assistant Selection Process Students interested in serving as a desk assistant should complete an application and include their resume and reference letters. Once applications are received the hall director will review and evaluate the applications and conduct an interview process if necessary to narrow down the applicant pool. Students selected to serve as desk assistants will receive an official letter offering them the position, and included will be list of expectations. The expectations included in the letter will also serve as a contract that needs to be signed and returned to the hall director to officially accept the offer. Resident Assistant Selection Process Students interested in serving as a resident assistant (RAs) should complete an application that will have the job description attached. The hall director(s) will facilitate an interview process to select RAs and alternate RAs. Once the interview process is complete, offer letters will be given to those students selected to be RAs and those who are selected as alternates. The alternate RAs will also have the opportunity and will be encouraged to apply as a desk assistant; an application will be included in the offer letter. Those students not selected will receive a rejection letter. Included in the offer letter will be a contract, job description, and expectations. It should be signed and returned if the position is being accepted by the student. Training(s) will be conducted after the interview and selection process. Student Worker Mid-Year Vacancies If a vacancy becomes available mid-year, the position should be advertised. Applicants should complete an application and attach a resume and available schedule. Decisions will be made based on the candidate’s relevant experience and his/her work availability. If there is an opening for a resident assistant position, the vacancy will be advertised and applications should be completed. Prior alternates selected during the initial RA application process are automatically added to the applicant pool. Interviews are conducted and a decision will be made from the pool. Before new student worker begins, training will take place.

Staff Apartment Policies Will be written by Chad RA Duty/Rounds/Phone Policy and Procedures There will be an RA on duty from 5:00 p.m. to 8:00 a.m. during the week and from 5:00 p.m. Friday to 8:00 a.m. Monday when school is in session or when there are residents occupying the building. The RA on duty should have the cell phone on them at all times and answer all calls. The RA will be responsible for taking care of any emergencies and security concerns that may arise in their building when they are on duty. This will include doing rounds inside and/or outside the building and confronting residents who may be breaking university or residence hall policies. During coverage, duty staff are expected to be in the buildings and accessible to students and to respond to emergency situations. RA’s may hold the duty phone for one another under the following conditions

• There is 24 hour notice (in the form of a written document) • The maximum time of an absence shall not exceed 90 minutes on a weekday (Sunday-

Thursday) • The maximum time of an absence shall not exceed 2 hours on a weekend (Friday-

Sunday at 5 PM)

Hall Directors have the authority to limit and/or decline partial shift transfers in the case of overuse or abuse of the system. Partial shift transfers are NOT to be utilized for off campus errands, dining off campus, working a second job, etc. Staff members who abuse this privilege will be subject to disciplinary action.

Key Policy

Hall Key Boxes Only the Hall Director (HD)/Director of Student Life (DSL) has access to the halls key box. Anytime a student loses their key or is changing rooms, the student must contact the HD/DSL. A Key Audit must be completed by the HD and turned into their supervisor twice a semester. Anytime there is a lock out the staff member should use their building master key to let the student into their room. Master Key Usage Below are policy and procedures for hall director’s master key usage.

• The HD is issued a building master key which they must carry at all times. • Additional master keys can be checked out from the HD for end of the semester

inspections.

• HD’s are responsible (financially) for their building master and any additional master keys checked out.

• Inappropriate use of any key by any staff member could result in immediate termination. RA’s are to never loan out keys or allow their keys to be used by others.

Card System Information A comprehensive manual for the OnGuard system can be found on the shared drive. To access the system on the computer, find the OnGuard folder on the desktop. Obtain your username and password from the IT department. Camera Information A comprehensive manual for the VideoViewer system can be found on the shared drive. To access the system on the computer, find the OnGuard folder on the desktop. Obtain your username and password from the IT department. Cable/Internet Information Any resident(s) who need cable repairs must complete a “cable repair request” form and submit it to his/her RA, hall director, or place it in the designated area created by the hall director. The hall director will then give the form to the RA along with a check sheet to go over problem with resident to possibly troubleshoot. If the problem persists, the hall director will contact the cable provider (Fidelity Communications). (Insert WORD form for cable repair request)

Maintenance Information

Daily Maintenance Any resident(s) who has a maintenance issue should complete a “maintenance request form” and submit it to his/her RA, hall director, or place it in the designated area created by the hall director. The hall director will then submit the request online for appropriate person(s) to complete. Within one to two days, the hall director will have the RA check to see if the problem has been fixed, then add the maintenance request form to the completed folder. (Insert WORD form for maintenance request) Maintenance Emergencies In case of a maintenance emergency during normal business hours, the hall director or other university administrator/official should call the physical plant at 882-4526 for assistance. If the emergency occurs after hours, please call Mark Hastings at 288-0009 or Jerry Thompson at 288-0003.

Discipline Processes

Formal Discipline Process 1. Incident Occurs 2. Receive and/or Write Incident Report

i. Copies to be sent to Vice Chancellor for Student Services and Director of Student Life

3. Investigate the situation 4. Speak to those involved including faculty and staff and students 5. Write a charge letter (which includes hearing date, time, and location) to the student accused of a violation (see example)

i. Copy to be sent to Vice Chancellor for Student Services and Director of Student Life

6. Hand deliver or mail the charge letter (if mailed follow up with an email that says they need to check their mail) 7. Conduct hearing to ensure accused student has been given the chance to explain his/her side of the story 8. Issue a decision letter (whether it be they are not in violation of policy or if they are what sanctions will arise because of this) (example sanction letter attached)

i. Copy to be sent to Vice Chancellor for Student Services, Director of Student Life, and to anyone that the letter could affect (i.e. department in which community service is assigned, learning center for tutoring, etc.)

Informal Discipline Process 1. Begins with a discussion between the Director of Student Life (DSL), Hall Director (HD) or Resident Assistant (RA), and student.

i. DSL/HD/RA shares his/her perceptions with student. ii. Avoid escalating or inflaming the situation. Phrases such as "I'm puzzled by..."

"I'm not sure I understand" are low threat and consequently, they are good phrases to use in beginning your discussion. Avoid using words like "first warning" and "write-up" - as these words can be perceived as threatening and consequently lessen the chances of the student being open.

iii. These discussions should typically occur with first offenses. All incidents involving alcohol will be charged formally.

2. Documentation i. RAs must document this first encounter either in their notes (e.g., RA log,

personal notes, etc). ii. This documentation will enable you to keep specific data that may be necessary at

a later time (i.e., documentation and notes will be needed if future confrontations are necessary and/or if the student is to be referred to the formal process).

iii. Example: March 18, 20___ talked with Harry about his loud stereo and the incident that happened last night. He said that he was not aware of how others were being affected.

3. Discussion with a letter- There are two types of letters: Follow-Up Summation and Limit Setting.

i. Follow-Up Summation 1. This type of letter simply reiterates your discussion with

the student. 2. Anyone involved in the discipline process may write this

letter. You may wish to consult with your DSL/HD about the situation. S/he may become directly involved depending on the situation and your need for support. At times, students may be more apt to hear the concerns when a more familiar person confronts them.

ii. Limit-Setting 1. Limit setting is defining for the student that the extents of

your boundaries are being reached by his/her behavior. 2. Limit setting occurs when you've felt your discussions are

not working, but the situation does not call for contracting or referral.

3. This letter simply restates your discussion, tells him/her the seriousness of the situation and that any future behavior would be referred to the formal process.

4. Contracting- Contracting occurs when the DSL/HD/RA and student are able to sit down to agree to what s/he (student) can do to discontinue the inappropriate behavior, make amends, restitutions, etc.

Programming and Evaluation

(Insert programming sheet)

Writing Reports

The following are tips on writing an accurate information or incident report:

• Write in third person. • Remember to concentrate on the who, what, when, where, and why of the situation. • Be observant-look carefully at the environment around you. What are specifics/details to

help you describe the incident? • Clearly state the facts – chronologically, not randomly. • Note the people involved – their behavior, attitude, action, words and mannerisms. • Note the objects involved – what role do they place in the incident? • Include all details which are relevant to the situation. • Do not assume anything.

• Ask students for identification. Get all names and ID#’s. • Remember this is a professional document – write legibly, use proper grammar and

spelling. Leave out all slang unless you are making a direct quote. • Do not imply guilt or innocence in the report. This is what the meeting with the DSL/HD

is for. Cite only facts. • Be sure to fill in all the blanks on the form. • Be sure to review the report after you have written it. • Make sure to accurately report the date and time. If an incident occurs at 12:30 am make

sure the date reflects the new day and date. • Be specific when using adjectives - i.e. what exactly does acting (under the influence of

alcohol) mean? It means he or she was tripping over his/her own feet, walking such that the wall was holding him or her upright, all the while swaying back and forth as he or she completed his/her journey home.

• Remember that the documented student will at some point read/hear your rendition of the incident and will have the opportunity to explain his/her side of the story. Insert Incident/Information Reports

ADA Housing Accommodations

ADA housing accommodation requests due to disability are approved through the Office of Disability Services. All ADA housing requests are to be forwarded to the Office of Disability Services. The Coordinator of Disability Services will notify the Director of Student Life and the Hall Directors of all approved housing accommodations after meeting with each student who has requested housing accommodations. ADA housing accommodations should not be approved without involvement of Office of Disability Services.

Notice of Charges

Example Below

Date

Student Name Address City, State Zip

Dear Mr./Ms. Last Name:

You are hereby formally charged with violating Arkansas State University – Beebe policies listed under Breaches of Conduct. Specifically, you are charged with violating the following:

• EXAMPLE: “Violation of regulations and policies governing residence in University-owned or controlled property” (2012-2013 ASU-Beebe Student Handbook, Item number 7 under Breaches of Conduct, p. 57).

These charges stem directly from your conduct on DATE in student housing. You are accused of failure to follow the visitation policies and leave a guest in the building after you checked them out and left (EXAMPLE, EXPLAIN VIOLATION HERE) I have been designated by the Vice Chancellor for Student Services as the university official to conduct the administrative hearing for this case. An administrative hearing is scheduled for TIME DAY, DATE in the LOCATION. The hearing could result in disciplinary sanctions as listed on pages 62-63 of the 2012 – 2013 Student Handbook. Following the administrative hearing, an administrative decision will be rendered and you will be notified of the decision in writing. Sincerely, Jessica Ware Legacy Hall Director CC: Horizon Hall Director

Vice Chancellor for Student Services

Sanction Letter

Example Below

DATE

NAME ADDRESS CITY, STATE ZIP

Dear Mr./Ms. LAST NAME

An Administrative Disciplinary Hearing was conducted on DAY, DATE in the LOCATION regarding charges of violation of ASU-Beebe policies. During the hearing you admitted responsibility for the violations, and agreed to follow all ASU-Beebe policies (EXAMPLE, ADMITTED OR NOT, BRIEF SUMMARY). My decision is that you are responsible for the charges. You are now assigned disciplinary sanctions to be completed by DATE. The terms of your disciplinary sanctions are as follows (FOLLOWING IS EXAMPLE):

1. You are to attend the distracted driving program on September 27, 2012 in the Student Center from 10 a.m.-2 p.m. This is a program you can stop by and participate without staying the entire 4 hours. 2. You are to choose one of the following:

a. Attend the alcohol education program in Legacy Hall Game Room on October 2, 2012 at 7:00 p.m. and write a one paragraph summary.

b. Write a 3-4 page research paper on the dangers of alcohol.

The violations that you were involved in are serious and I hope that you will choose to learn from this incident. Your sanctions have been designed to allow you to have an opportunity to demonstrate that you are serious about living in our community. You are to schedule a follow-up meeting with me when you complete the sanctions. My office is located at LOCATION and my phone number is NUMBER. Sincerely, Becky Peden Horizon Hall Director

CC: Legacy Hall Director Vice Chancellor for Student Services Interim Director of Student Life

Student Conduct Hearing Report

Appeals of Administrative Decisions

Appeal Process: The following process can also be found in the ASUB student handbook. 1. A decision reached by a Judicial Advisor in an Administrative Hearing or the University Discipline Committee may be appealed by the accused student(s) or complainant(s) to the Vice Chancellor for Student Services within five (5) school days of the decision. Such appeals shall be in writing and shall be delivered to the Vice Chancellor for Student Services. 2. The Vice Chancellor for Student Services shall hold appellate jurisdiction of University regulations. After reviewing the written appeal, the Vice Chancellor for Student Services shall either make a determination on the appeal or send the appeal to the Appeals Committee. 3. Appeals for the sanctions of suspension or expulsion from the University will be considered by the Appeals Committee.

4. The Appeals Committee shall consist of faculty, staff, and students appointed by the Chancellor of ASU-Beebe. Members of the Appeals Committee may not be a Judicial Advisor or any member of the University Discipline Committee that considered the matter under appeal. 5. Except as required to explain the basis of new evidence, an appeal shall be limited to review of the record of the initial hearing and supporting documents for one or more of the following purposes: a) To determine whether the original hearing was conducted fairly in light of the charges and evidence presented, and in conformity with prescribed procedures giving the complaining party a reasonable opportunity to prepare and present evidence that the Code of Conduct was violated, and giving the accused student a reasonable opportunity to prepare and to present a rebuttal to those allegations. b) To determine whether the decision reached was supported by substantial evidence; that is, whether the facts in the case were sufficient to establish that a violation of the Code of Conduct occurred. c) To determine whether the sanction(s) imposed were appropriate for the violation of the Code of Conduct, which the student was found to have committed. d) To consider new evidence sufficient to alter a decision or other relevant facts not brought out in the original hearing when such evidence and/or facts were not known to the person appealing at the time of the original hearing. 6. Review of the sanction by the Appeals Committee may not result in more severe sanction(s) for the accused student. 7. The Appeals Committee has five days to reach a decision on the matter and transmit its decision to the Vice Chancellor for Student Services. 8. The Vice Chancellor for Student Services shall notify the student in writing of any discipline imposed. The decision shall be final.

Opening/Closing Procedures

Check-In Procedures

• Set up a table in the front lobby. At the table have an alphabetical roster of students, welcome folders, keys, and files (including RCR, personal information sheet, and handbook agreement).

• Ask the student his/her name and then hand him/her a welcome folder and introduce him/her to the RA that will check him/her into the room. Then, highlight that name on the roster.

• Hand the RA the key and file for the room.

• RA takes them to the room, unlocks it, explains the paperwork and tells the student that when he/she returns the completed file to the table he/she will receive the key to the room.

• Completing the file includes obtaining a mailbox key from University Police.

• When the file is returned the student is given the key to the room to move in his/her belongings.

• If the student has not yet obtained an access card he/she can visit the student center to have one made on move-in day.

(Insert RCR) (Insert Personal Information Sheet PDF)

Closing Procedures Spring Closure Procedures Below is a checklist that must be completed during the spring closure of the residence halls. All re-apps are signed for all residents. Re-apps should be alphabetized by

returning or not-returning. RCR complete for all non-returning residents. RCR’s should be alphabetized

and filled out completely including: initials of staff member for key return forwarding address for resident date of check out signature of staff member any charges to be billed to the student put in separate stack

Break Housing. Break housing agreement signed and alphabetized by all students indicating a need to stay during break.

Entry Doors. Remove access for students not returning. Make changes in system

for students who indicated staying for break. Check each room/hallway. Blinds are closed, all trash/ Christmas decorations are

removed. Key inventory. All keys have been counted, a key inventory is completed and

work orders submitted to request any keys not returned by students (be sure to note the charge on the student’s RCR)

Complete Work Orders. Any maintenance issues that need to be addressed prior

to university holiday closing in should be submitted as soon as possible.

Semester Break Work List. Complete a list of maintenance issues that should be completed over the semester break. This is any large job that needs attention while residents are out of the building.

Collect RA Handbooks (for non-returning RAs). Make sure you collect the RA

Handbooks and return them to the Office of Student Life. Turn in survey information Inventory Supply Boxes. Make a list of items needing to be replenished for the

Spring semester. Additional Order Needs. Make a list of the additional items that will need to be

ordered for the hall.

Community Agreement/Roommate/Suitemate Agreement

Disruptive Non-Student/Resident Policy BECKY

Electrical Appliances Policy All residents are allowed to have a microwave that is 1000 watts or less and a mini refrigerator that is 3.3 cubic feet or less. Hot plates of any kind are not in the residence hall rooms. If residents would like to use hot plates or any other cooking appliances, a select few are located in the game room. Appliances must be in the game room only; no exceptions. If extension cords are needed, they must be U.L. approved, and only two appliances to one cord should be used; no multiple head plugs should be used. Additionally, only one extension cord per outlet should be used, and power strips are strongly suggested.

Emergency Telephone Number (MORE NUMBERS NEEDED)

ASUB Police Staff

• J.J. Martin (Chief)- 501.288.3071 • Mark Adams- 501.278.9629 • Kraig Magby- 501.288.7078

Student/Residence Life Director Vice Chancellor of Student Services *Note: In case of a serious emergency please call 911

Visitation Policy A. Students are responsible for the conduct of their guests on or in University property and at functions sponsored by the University or any recognized University organization. Accessories to violations are deemed equally responsible as though they committed the violation. B. Residence Hall Regulations: In addition to the regulations in this handbook, the following are specific regulations for the Residence Halls.

1. Residents must register any guest at the front desk of the residence hall and escort their guest at all times. Guests must leave a picture ID with the receptionist while in the building. 2. Visitation and study hour maximums will be set by the institution. Residential students will be allowed to vote within the set parameters on visitation and study hours. 3. Visitation and study hours will be posted in the halls. 4. Visitors must be 18 years of age or older unless with a parent/guardian. 5. Residents are permitted one overnight guest of the same sex on Friday and Saturday nights if approved by the Hall Director no later than 8:00 p.m. on the evening the guest stays.

Resident Pet Policy

Pets, except for fish in a 5 gallon or smaller tank, are prohibited. No Exceptions!!!

Mail Policy

Mailboxes for students who are residents on campus are maintained by University Police. Hall Director’s do not have a mailbox with key. If he/she receive mail, it is placed in the staff mailbox located in the mail room. Mail can be picked up at the residents box location in State Hall.

Laundry Policy

Only liquid laundry detergent should be used in the machines. Recommended brands should include HE but are not required. Residents should pay attention to their laundry and do not leave items unattended more than the allotted processing time. Any laundry left over 24 hours will be donated to goodwill. If a machine needs maintenance, residents should put in a request using the CoinMach app located on the HD work phone. This request is completed by scanning the barcode and submitting the issue.

Emergency Procedures ASU-Beebe has in place an alert system, called ASU-Beebe Emergency Alert, to increase the safety of our campuses. The ASU-Beebe Emergency Alert uses telephones, cellular

phones, text messaging, and e-mail to notify students, faculty, and staff of the following emergency situations:

• Tornado Warning • Building Evacuation • Campus Evacuation • Lockdown

Fire Evacuation Procedures Activate Fire Alarm. Alarm sounds only in building. Call 911 First. Then, University Police must be called. REPORT TO: Fire Department: 501-882-5600 University Police: 501-882-8851 OR 501-288-3071 (mobile) Beebe Police: 501-882-3365 Physical Plant: 501-882-4526 Minor fire that appears controllable -- direct fire extinguisher toward base of flame. Major fire that does not appear controllable -- evacuate in accordance with building procedures. Do not use elevators. Assist persons with disabilities. Close but DO NOT Lock Doors. Do not return to building until cleared by Fire or Police Departments.

• Do not return to building until cleared by Fire or Police Departments. Once the building has been evacuated, all RAs should check to see which of their students are not accounted for outside. If a student is not accounted for, the RA should report the name(s) of the student to the hall director immediately. The hall director should report the name(s) to the authorities and remain available to the Police and Fire Department and respond to all their requests.

Tornado/Weather Emergencies

• WATCH means that a tornado is possible.

• WARNING means that a tornado has been sighted. • SIRENS. The Beebe Police Department sounds warning sirens when a tornado

has been detected in our area. In an actual warning situation, the siren will sound twice for one minute intervals. The siren system is tested each Wednesday at 12:00 noon.

• SHELTER. Upon hearing the warning siren, all campus personnel should move in a calm and orderly fashion to interior hallways and interior rooms on the lower levels of major buildings as directed in the designated tornado shelter areas list.

This list is available on the ASU-Beebe website under the Student Policy/Procedure/References and in this handbook.

• ALL CLEAR. The Beebe Police Department will sound the “All Clear” and notify University Police. The university community will be notified via the ASU-Beebe Emergency Alert of the “All Clear.” Classes and normal activities are to resume once notification of the "All Clear" is received.

• In the case severe weather is anticipated be sure to remind staff ahead of time of the protocol and to be prepared. Prepare tornado bags and supplies and have them easily accessible to the first floor hallway.

• The Hall Director along with University Police will use best judgement in severe weather situations. If it is necessary for students to take cover, send a text to all RAs to instruct them to have students to take cover.

• If the tornado sirens sound or a Residence Hall Staff member instructs residents to take cover, please proceed with the following instructions ASAP!

o Get to a 1st floor hallway ASAP! o Bring your pillows, blankets, etc...(you could be there for a while)

o Stay in the hallway until the “all clear” signal has been given by staff members

Tornado Shelter Areas IF YOU ARE IN: GO TO: ASU-Beebe Administrative Buildings:

Abington Library ----------------------------- Room 114 Admissions -------------------------------------- Women’s Restroom & Room 103 Adult Education ------------------------------ Rooms 102, 106 & 107 Career Pathways ------------------------------- Evacuate building to State Hall Grounds Shop --------------------------------- HVAC Office Human Resources ---------------------------- Evacuate building to the Walter D. England Center Purchasing / Physical Plant ----------------- Evacuate building and seek shelter in a secure building Ruth L. Couch Center ----------------------- Rooms 102, 106 & 107 State Hall -------------------------------------- 1st Floor hallway by vending machines, 1st floor hallway by Payroll & Room 113B (Payroll) Student Center -------------------------------- Room 102 (Stephens Room); internal hall behind Room 102; first floor bathrooms; hall in front of Café; kitchen as an overflow location ASU-Beebe Academic Buildings:

Advanced Technology & Allied Health --- Hallways away from doors and windows Agriculture Technology - John Deere ---- Evacuate to Business & Agriculture

Business & Agriculture ---------------------- Hallways away from doors and windows Farm Classroom Building ------------------- Evacuate building and seek shelter in a secure building Howell Music Center ------------------------ Classroom 108 Owen Center ---------------------------------- Rooms 143, 144 & 145 and Racquetball Courts Science Building ----------------------------- 1st Floor hallway away from doors and windows University Center ----------------------------- East & west hallways Veterinary Technology ---------------------- Evacuate building and seek shelter in a secure building Walter D. England Center ------------------- Classrooms 101, 111-115, & all restrooms

ASU-Beebe Residence Halls:

Horizon Hall ---------------------------------- First Floor Hallways Legacy Hall ----------------------------------- First Floor Hallways

Lockdown

• Lockdown covers the situation in which there is an active shooter on campus or some other type of security threat.

• Notification of the need for lockdown will be issued via ASU-Beebe Emergency Alert. If you hear a gunshot nearby or perceive a security threat, use good judgment. You may choose to go into lockdown and follow the below recommendations.

• After receiving the notification of lockdown status, If in a classroom or other securable area:

- Stay in the room. - Immediately lock the door. - Stay away from doors and windows. - Stay as close to the floor as possible.

If in a hallway or other public area: - Try to get to a secure area or an area that can be locked.

If near the shooter: - Leave the area as quickly as possible. - Avoid running in a straight line.

Disturbance/Criminal Behavior/Bomb Threat

Physical Disturbance or Fight. Notify University Police.

Gunfire. Take cover or evacuate? Stay calm and make the right decision. Notify University Police or local police, if possible.

Hostage. Make mental notes of captor's characteristics and sights and sounds if you are taken from campus. University Police will involve other law enforcement agencies as necessary. Suspicious Object. Do not touch – Clear immediate area and call University Police, 501-882-8851 or 501-288-3071 (mobile). If there is no answer at University Police, call Beebe Police at 501-882-3365. Refer to items below.

Bomb Threat. Remain Calm -- Keep Caller on the Phone.

Ask the Caller: When is the bomb to explode? Where is the bomb located? What kind of a bomb is it? What does it look like?

Observe: Age and sex of caller. Speech pattern and accent. Background noise.

Notify: FIRST: University Police: 501-882-8851 or 501-288-3071 (mobile) IF NO ANSWER: Beebe Police: 501-882-3365

The ranking University Police Officer on duty may order evacuation. Evacuation alarm is by use of fire alarm and/or ASU-Beebe Emergency Alert. University Police will conduct a search and announce when it is safe to return to the building. Do not re-enter the building until University Police confirm that it is safe to do so.

ASSIST PERSONS WITH DISABILITIES -- ELEVATORS MAY BE USED.

Active Shooter

Incident Management and Report Distribution

Response to Missing Person Section 485(j), Missing Persons Procedures, of the Higher Education Opportunity Act – 2008, requires all institutions of Higher Education that participate in any Title IV program and provide on-campus housing to students to establish both a Missing Persons Notification Policy and Official Notification procedures for handling missing persons that apply to missing student reports of students who reside on-campus. The missing person notification policy must:

1) Notify all students who reside in on-campus housing that they have the option to designate another individual as a contact who will be contacted by the institution no later than 24 hours after the student is determined to be missing and how to register confidential information about the designated contact. 2) Advise all emancipated students (students who have not reached their 18 birthday at the time they are reported missing) who reside on campus that, in event that they are determined to be missing, the student’s custodial parent or guardian must be notified within 24-hours. 3) Notify students of any age who reside on campus that if they are determined to be missing for more than 24-hours, the institution must initiate emergency contact procedures described in its Official Notification Procedures and notify the appropriate law enforcement agency, if applicable.

Information about the missing person’s notification policy has been added to the student handbook. Additionally, students will have the option to designate another individual as emergency contact when they check in to the university residence halls. The statute leaves it to the institution to determine the events that trigger a report that a student is missing and to whom or how the report is to be made--trigger events and the format in which it will be reported that will be used by ASU-Beebe Residence Life are listed below. If the student has not designated a contact and/or is not an emancipated minor under the age 18, the department must notify the appropriate law enforcement agency. The policy should also clarify circumstances where the institution may determine that law enforcement authorities should be contacted immediately without following the official notification procedure. Trigger Events: The report of a missing person is initiated when residence life staff are notified of or become aware of a potential missing student—this is considered the trigger event that begins the Mission Person protocol. A housing incident report will be used to initiate a missing person report. The 24-hour period begins at the time of notification. Staff should follow missing person procedures to report and investigate the missing person. Trigger events that would cause a person to be considered missing include contact from concerned individuals, including university officials, about an individual’s absence or lack of contact that is contrary to his/her normal behavior and/or if unusual circumstances may have caused the absence. Resident Assistant:

1) Gather all the information from the reporting source: who is the reporting source (name, relationship to missing person and contact information); missing person information: name, age, description (picture if possible),contact information, last seen date/time/location, change in behavior/stress/relationship, and reason for concern.

2) Complete an incident report form immediately after receiving notification of potential missing person. Use “Missing Person” incident type.

3) Notify the Hall Director of potential missing person. Notify HD-On call if

weekend. 4) Perform routine checks within residence hall community.

a. Check with roommate to see when the missing person was last there. b. Try to call (cell phone), email, or instant message the student. c. Check with the missing person’s friends to ask when they last saw/spoke with

him/her. d. If possible, check social network websites for information about student that

may be useful. If you do not have access to the potentially missing student’s page ask his/her friends to check and provide any information that may be useful.

Hall Director Response:

1) Verify that an incident report has been completed, listing the incident as “Missing Person.”

2) When a resident is reported missing, such information must be immediately communicated to the Director of Student Life.

3) The Hall Director will make internal checks within the university system and notify the Director of Student Life with updates.

Internal Checklist

• Determine whether the resident has used the dining facility. Dining room check stations should be alerted to watch for the person.

• Determine whether the resident’s mail has accumulated in his or her mail box.

• Check Campus Connect to see if the resident has recently withdrawn. • Gather as much information as possible from the individual who has

reported the student as missing (reasons why person is believed to be missing, last date/time of contact, actions the individual has taken to locate the student, etc).

• Check student room, send an email message, and leave a note in the student’s room requesting the student to contact you as soon as possible.

4) Continue to update the incident report with information obtained from

investigation, including if the student has been located. Provide an explanation, if possible, using whatever information can be gathered from the roommate and friends, and information obtained from internal and external checks.

Director of Student Life Response:

1) Notify Vice Chancellor for Student Services (VCSS). 2) Director of Student Life will conduct external checks and work with Hall Director

on conducting internal checks. 3) Cases believed to involve danger or difficulty for the missing person should

immediately be communicated to the Director of Student Life who will expedite the investigations. Due to FERPA regulations, no parents or guardians will be

contacted before consulting the Director of Student Life. 4) Serve as incident command of the situation, continuously monitor and

communicate with all involved individuals, and insure that all appropriate parties are notified—including if the resident is located.

5) Possible communication with parents/guardians.

Internal Checklist • Determine whether the resident’s has used to the dining facilities. Dining

room check stations should be alerted to watch for the person. • Determine whether the resident’s mail has accumulated in his or her mail

box. • Check Campus Connect to see if the resident has recently withdrawn. • Gather as much information as possible from the individual who has

reported the student as missing (reasons why person is believed to be missing, last date/time of contact, actions the individual has taken to locate the student, etc).

• Check student room, send an email message, and leave a note in the student’s room requesting the student to contact you as soon as possible.

External Checklist

• Check with University Police to determine if the they have had any contact with the resident and to see if they may assist with the search.

• Check to determine if the student has an automobile which may have received some tickets during the timeframe in question

• Check any leads on the resident’s whereabouts provided by other residents and friends.

• On the afternoon of the second day, if the resident is still missing, do the following:

o Inform and continually update the VCSS. o Get the names of the student’s classes and major department from

Campus Connect. o Contact the Vice Chancellor for Academic Affairs (VCAA). The

VCAA can assist in contacting the department in which the student is enrolled.

Vice Chancellor for Student Services

1) Notify Chancellor 2) Notify Public Information of incident. 3) Possible communication with parents/guardians.

While the above procedures are being followed, there should be an on-going check of other residents on the floor as well as a check for meal plan use and mail pick-up. All investigating procedures should be completed within 24 hours of the report of a missing student. The completion of these steps will ensure that as much investigation as possible has taken place in attempting to locate the student, so that early contact can be

made with the parents, if that is the action to be taken. University Police Procedures to notify law enforcement without following Missing Person Policy notification procedure:

• Circumstances include but are not limited to suspected foul play. • Circumstances where the student has expressed suicidal ideology. • Circumstances where a medical condition may place the student in a life

threatening situation. • Circumstances which are related to a natural disaster or other force of nature that

has resulted in a catastrophic situation. • Student reported missing has not designated an emergency point of contact.

Missing Persons Checklist □ Gather all information from the reporting source □ Complete Missing Person Incident Report □ Notify supervisor (RA-HD-DSL-VCSS-CHAN) □ Check with roommate □ Call cell phone □ Attempt contact through email/facebook/IM □ Check with friends to find out when last seen □ Check dining records □ Check mail box □ Check student room □ Leave note in student room □ Check Campus Connect – confirm enrollment □ Attempt contact through email/facebook/IM □ DSL - Contact Missing Person Contact from RH Contact card □ Contact VCSS □ Contact UPD □ Contact instructors for attendance/assistance in making contact □ Contact parent (if different) □ Notify Public Information

Health and Safety Checks

Periodic Health and Safety Inspections are conducted by the Residence Life Staff. The purpose of these inspections is for preventive and corrective action. Students will be given a 24-hour notice prior to the inspection. If a room does not meet cleanliness standards, according to the hall staff, the student will be given 24 hours to correct the problem. If the problem is not corrected satisfactorily, a custodian may be asked to clean the room and the student will be charged. Health and Safety Inspections are done at least once a semester and specific times are established by the Hall Directors. We can add checklist, warnings, and instructions when I find the electronic copies

Lost Key Policy

In case a resident loses his/her key(s), they will be charged to replace the lost key(s). The cost of replacing lost key(s) may be obtained through the HD. The total cost for the replacement and re-core of room keys will be $150. Residents are required to pay or will be billed for their lost key(s) prior to a replacement being made.

Lost Card Policy

In case a resident loses his/her card(s), they will be charged to replace the lost card(s). The total cost for the replacement card will be $50. Residents are required to pay or will be billed for their lost key(s) prior to a replacement being made.

Lost and Found Any item(s) found in the residence hall should be turned into the desk assistant or the hall director. The item is then placed in the drawer in the desk assistant office. If after a month the item(s) are not claimed, it should be disposed of or donated to goodwill.

Posting Policy

Any resident/student who wants to advertise in the residence hall should receive the HD approval. Six copies should be turned in to the HD and the HD will post in the appropriate area(s) in the hall.

Power Outage Procedure

In case of a power outage, the HD should unlock and prop all hallway doors. The HD should appoint/arrange for desk assistant or resident assistant to sit in the lobby in order to let residents in the building. The Physical Plant should also be notified of the outage. All RA’s and desk assistants should be informed of the approximate time the power might be restored so that they can disseminate the information to the residents. Additionally, all students should be aware that they are still required to attend class. Just because there is a power outage in the residence halls does not mean the power is out in the academic building.

Waiting List (single rooms, to get into halls) Students are given their rooms assignments in the order in which they submit their deposit. If all rooms have been assigned, remaining students are placed on a waiting list. If there is a cancellation or a student is removed from a room, the first person on the

waiting list with the same gender will be assigned to the vacant room. This policy also applies to single occupant rooms.

Early/Late Arrivals

Any early arrivals are approved by the Director of Student Life on a case-by-case basis. For any late arrivals, the Office of Student Life should be notified or the resident will be considered a “no show”, and the room can be assigned to another prospective resident after ___ days. Chad working on answer.

Room Entry Policy and Procedure Room Entry The University recognizes the student’s natural right to privacy; therefore, the following regulations have been established to address conditions under which authorized personnel may enter and/or search a student’s room. Definitions: For the purposes of the room entry the following definitions will apply.

1. Emergency/Urgent: A situation in which life, physical or personal safety or if University property is threatened; a situation in which immediate action is required to maintain order and/or discipline.

2. Facility Care: Maintenance workers to repair items, or custodial staff to do cleaning. To complete the necessary Health and Safety Inspections required by the Office of Residence Life.

3. Reasonable Cause: Those circumstances that would cause a reasonable and prudent person to believe that a particular situation existed, such as an emergency.

4. Residence Hall Staff: Resident Assistants (RAs), Hall Directors (HDs), and the Director of Student Life, the Vice Chancellor for Student Services, Custodial, Maintenance, Paint and Facilities Personnel. Private contractors may also be admitted into a student’s room with prior notice.

5. Room Entry: Entrance to a student’s room to fulfill the duties of authorized personnel. When entry takes place for policy violations, staff will act in response only to situations in plain view or may inspect an area (under bed, open doors) where a person may be hiding. Staff may not open drawers, refrigerators, etc. or engage in activity that would appear to constitute a search.

6. Room Search: Conducted by an officer of the law as a formal means of seeking evidence.

Room Entry Conditions RA’s need prior approval from their HD, HD on duty or Director of Student Life to enter student rooms, unless time would be detrimental for approval. A student’s room may be

entered by a residence hall staff member if one or more of the following circumstances exist.

1. An invitation is extended by one or more of the room’s occupants. 2. An emergency exists or is believed to exist. 3. The staff member has reasonable cause to believe that a violation of a University/residence hall regulation is occurring (including noise-related problems existing in a room where the occupants are not in the area or cannot be contacted). 4. To conduct an inventory or inspection of, or to search for, University property. 5. To provide room cleaning and/or maintenance, and to initiate improvements or repairs. 6. To determine compliance with all relevant health and safety regulations (including evacuation during fire drills)

Room Entry Procedures The following scenarios exclude procedures relating to regular custodial and maintenance services, and regular duties conducted during opening and closing, for the purpose of safety/security and inventory checks.) Student Available & Allows Room Entry:

1. Assess situation and obtain assistance from another staff member. 2. Establish Room Entry Condition (why do you need to enter?) 3. Knock and verbally identify yourself as a residence hall staff member. Wait a moment and repeat this step if necessary. 4. Explain the purpose of the request to enter the room. Explain the room entry regulation and attempt to convince the student that it may be in his/her best interest to allow the entry. 5. Ask for permission to enter the room. 6. Use the student(s) to help identify ownership of property. Also request the assistance of the roommate to identify ownership of property. 7. An incident report should be written after the room entry.

Student Available & Refuses Room Entry:

1. Assess situation and obtain assistance from another staff member if possible. 2. Establish Room Entry Condition (why do you need to enter?) 3. Knock and verbally identify yourself as a residence hall staff member. Wait a moment and repeat this step if necessary. 4. Explain the purpose of the request to enter the room. Explain the room entry regulation and attempt to convince the student that it may be in his/her best interest to allow the entry.

5. Ask for permission to enter the room. 6. If the student refuses to give his/her permission to enter the room, and reasonable cause has been established, the HD, the HD on duty or the Director of Student Life may authorize the room entry to proceed without the student’s permission. 7. If the student attempts to physically restrain staff from entering the room, he/she should not be opposed. The room should not be entered at that time and University Police should be contacted immediately to respond to the situation.

8. An incident report should be written after the room entry Student Unavailable:

1. Assess situation and obtain assistance from another staff member. 2. Establish Room Entry Condition (why do you need to enter?) 3. Knock and verbally identify yourself as a residence hall staff member. Wait a moment and repeat this step if necessary. 4. If the need to enter a student’s room is not urgent, wait until the student returns, and follow the steps above. 5. If the need to enter a room is urgent, it may be entered without the student present. If one of the above Room Entry Conditions has been established, the HD, the HD on duty or the Director of Student Life may authorize the room entry to proceed. 6. Room entries must be done with another person present, such as a RA but, preferably the HD, the HD on duty or the Director of Student Life will assist. 7. An incident report should be written after the room entry.

Sleep/Study Atmosphere

In order to support the academic goals of Arkansas State University-Beebe students, the Student Life Office and its staff promote and uphold a quiet environment. The Student Life Office believes strongly that, above all else, a resident has the right to study and sleep in his/her room without being disturbed. We do, however, realize that community living also involves socializing and that at times there will be noise. It is the responsibility of staff and residents to monitor the level of noise, keeping it at an appropriate level at all times. A staff member or resident has the right, at any time, to request that the noise level be decreased. Respect or courtesy hours are in effect 24 hours a day, which means that all residents will consider other’s needs for quiet at any given time. At this time, noise in a room should not be heard two rooms away. Study hour maximums will be set by the institution. Residential students will be allowed to vote within the set parameters on study hours each semester or year. At this time, noise in a room should not be heard one room away.It is important that a quietude atmosphere conducive to study be present on a daily basis.

Special study hours are established during finals week. These consist of 24 hour study hours beginning one full day prior to the first day of finals.

Residence Life Important Numbers Legacy Hall Front Desk: 501.882.4540 Legacy Office: 501.882.8904 Legacy HD Cell: 501.288.7451 Horizon Hall Front Desk: 501.882.4539 Horizon Office: 501.882.8918 Horizon HD Cell: 501.288.7316 RA On Duty Cell: 501.288.0004 Student Life Office: 501.882.8951

Room Change Procedures

All residents interested in a room change must complete a “room change request form” and return to hall director. Each individual requesting the change must sign the form. Once all signatures are included on the form, residents must submit the form to the hall director. The hall director will review and has the discretion to approve or deny a request.

Food Service

University Café is located in the Student Center and serves residence hall students three times a day, Monday thru Friday. University Cafe hours of operation are as followed: Breakfast: 7:00AM – 9:30AM Lunch: 11:00AM – 1:30PM Dinner: 4:30PM – 6:00PM

Breakfast Hot line breakfast options available daily. Lunch & Dinner Students can choose from a full salad bar, sandwich bar, daily prepared meal line (changes for lunch and dinner) and a grill that offers burgers, taco salad, BBQ sandwich and much more. * Students who have class or work time conflicts and want to have take-out meals must

get permission from Student Life.

* Students are not allowed to feed guests from their meal plans and take-out meals are not permitted unless pre-approved.

* Searcy/Heber Springs Students must arrange with Tim Brenner to have sack lunches

ready for pick-up in the morning or make arrangements to use their lunch meal at the ASU-Searcy Snack Bar.

Café menus are posted in the Café and Residence Halls. If you have any questions about special diets contact: Food Services Director: Tim Brenner - 501-882-4430

Catering/Food Policy

1. A discount of 15% will be granted to university departments, university organizations, and student organizations when making arrangements for food service for events related to university activities. The discount is applicable to the prices detailed in the Catering Guide. This discount is not granted to employees for personal functions. 2. ASU-Beebe Catering Services will be used in every case where institutional funds are used to pay for food. This would include grant funds and restricted funds. 3. Outside or for-profit vendors are not allowed to be used on campus 4. It is expected that no food be brought into the Student Center where it could be placed in direct competition with the ASU-Beebe Dining Services. 5. Student organizations (club or agency funds) are exempted from using dining services for such items as fundraisers (i.e. bake sale) as long as the fundraiser is not in direct competition with ASU-Beebe Dining Services. 6. Student organizations are allowed to use their club funds (agency funds) for food service events off campus. Should a student organization have an event on campus, such as an end of the year banquet, they would be required to use ASU- Beebe Catering Services. Events such as cookouts are permissible as long as ASU-Beebe Catering Services declines to cater the event. 7. Employee organizations such as the Faculty Senate and other university entities such as the Development Council would use the same rules as student organizations. Events off campus would not require using ASU-Beebe Catering Services and events on campus would require using ASU-Beebe Catering Services

8. Informal gatherings of employees having a potluck for holidays, retirement, parties, baby and wedding showers would be exempted from the requirement to use ASU-Beebe Catering Services as long as it is not a catered event, and not in direct competition with ASU-Beebe Dining Services. 9. Meetings of employees for specific purposes such as planning sessions, seminars or satellite downlinks are not exempted from using ASU-Beebe Catering Services. However, it is acceptable for employees to bring their lunch to a meeting as long as no institutional funds are being used to pay for the lunches. Participants of an official institution meeting would not be allowed to pitch in their money and then go buy food for the meeting as a group. 10. Events sponsored by civic groups for the benefit of ASU-Beebe students will be exempted from using ASU-Beebe Catering Services as long as the event is held at no cost to the students.

References: (need to cite links in APA) ASU-B Handbook The Office of Residence Life UNK Handbook ACUHO-I Statement of Professional Ethics