Residence Hall Policies and Procedures

Residents and guests in the residence halls must always be courteous to the rest of the residential community regarding noise issues. If a resident or guest is asked to be quieter, that individual or group is expected to grant the request.

Violation of local, state, federal, or campus fire policies including, but not limited to:

• Intentionally or recklessly causing a fire which damages university or personal property or which causes injury;
• Failure to evacuate a university-controlled building during a fire alarm;
• Improper use of university fire safety equipment;
• Tampering with or improperly engaging a fire alarm or fire detection/control equipment while on university property; or
• Obstructing halls, breezeways, and stairwells with furniture, floor mats, debris and other materials.

Failure to follow all regulations, stipulations, and risk mitigation expectations outlined for student and student organization events or activities.  

• Guests are allowed in the residence halls 24 hours a day.
• Residents are limited to two (2) guests at a time.
• All guests must be approved by all roommates.
• Residents must register their guests during each visit by scanning the QR code for the Visitors Log located at the entrance of each building.
• Residents are responsible for ensuring that their guests abide by all University policies while in the residence halls. The host and the visiting guest will both be held accountable for any policy violations, damages, and/or loss of property caused by the guest.
• Failure of any guest to abide by residence hall policy may result in that guest being told to leave the residence hall.
• All non-resident students and guests must be accompanied by a resident of that building at all times.
• Residents may have guests in their room overnight with the permission of their roommate(s). Overnight stays are limited to two (2) nights in a week.
• The presence of guests must not restrict free access of legitimate occupants to all common spaces and to any private space they may have, or create any situation that infringes on the right of roommates, suitemates or floor mates to remain undisturbed in any residence. Moreover, guests may not sleep in public spaces or utilize the public spaces for personal activities during their stay without their host present.
• Cohabitation in the residence halls is not permitted. Cohabitation is defined as hosting any guest (resident or non-resident) exceeding two (2) nights in a given week.

Texas Wesleyan University is first and foremost concerned about the primary welfare of its student body. In order to promote the safety of our student population, Texas Wesleyan has implemented a Good Samaritan and Medical Amnesty Policy. Community members are expected to act out of concern for themselves and others. Recognizing that there are times when members of the community find themselves in positions where medical assistance is needed to ensure the proper care of an intoxicated person or an individual suffering from a drug overdose, the University has established this Good Samaritan and Medical Amnesty Policy.

Students who seek medical assistance for themselves (Medical Amnesty) or another person (Good Samaritan) due to intoxication or drug related medical emergencies will not be subject to the Texas Wesleyan discipline process. However, students may be required to go through our Alcohol EDU course.

Only the student who had a medical emergency and the individual(s) who call emergency medical assistance and remain with the student until help arrives will fall under the Good Samaritan and Medical Amnesty Policies. This policy does not preclude disciplinary action regarding other violations of the Code of Conduct, such as causing or threatening physical harm, sexual abuse, damage to property, harassment, hazing, etc.

In the event of an emergency, students are directed to call 911 for immediate medical assistance.

The only pets allowed in the residence halls are fish. Fish aquariums are not to exceed 10 gallons in capacity.

Any unauthorized pet will be subject to immediate removal by the resident or a local Animal Control Officer or Humane Society. Any charges made by Animal Control Officers or Humane Society will be the responsibility of the resident.

Service Animal and Emotional Support Animal questions should be directed to the Director for Housing and Residence Life in Stella Russell Hall or by email at housing@txwes.edu.  

To ensure a respectful and restful living environment, residents are expected to maintain noise levels that do not disturb others.

• Noise should not be audible in hallways or neighboring rooms during quiet hours.  
• If another resident or staff member indicates that noise is disruptive, it must be lowered immediately. 
• Quiet Hours are: 
  • Sunday - Thursday: 10:00 p.m. - 10:00 a.m.
  • Friday - Saturday: 12:00 a.m. - 10:00 a.m.
  • Finals Week: 24 hours a day

• Solicitation and Sales: Door-to-door solicitation, sales and canvassing are not permitted.
• Flyer Distribution: Door-to-door distribution of flyers or leaflets is only permitted for official Texas Wesleyan events.
• Posting Guidelines: Flyers may not be posted on any surface other than a resident's personal door unless the event host has followed the University's approved posting procedures.
• Business Activities: Residents may not operate or promote sales, businesses, marketing ventures, e-commerce platforms (e.g., Etsy), or telemarketing activities within their rooms or any public area of the residence halls.

Texas Wesleyan is a tobacco free campus.

Per state law, students under the age of 21 are not permitted to store tobacco, electronic cigarettes, Juuls, etc. in their rooms.

• Designated Trash Areas: Each residence hall has a designated trash disposal location.  All residential students must deposit their trash in these areas.
• Prohibited Disposal: Trash may not be left outside room doors, in hallways, or in common area trash cans.
• Accountability: Students who fail to dispose of trash properly may face fines and disciplinary action.  If a mess occurs in a community space and the responsible individual cannot be identified, charges may be divided among all residents who share that space.

In order to support the safety and security of our students, the intentional or unintentional misuse of residence hall facilities, equipment and furniture is a violation of policy. This includes, but is not limited to:

1. Unauthorized entry into or use of University premises or equipment, including another student’s room or a vacant residence hall room.
2. Unauthorized possession, use, duplication, production or manufacture of any key or unlocking device, University identification card or access code for use in University premises or equipment.
3. Sharing your residence hall keys or unlocking device, University identification card with another individual for their use.
4. Unauthorized removal of Residence Life furniture from your residence hall room.
5. Removing furniture from a public space for use in a residence hall room.

University Issued Identification

All students, faculty and staff of Texas Wesleyan University are required to carry a University-issued identification card at all times. The identification must be produced when requested by a University official. IDs are made at the circulation desk of the West Library during regular business hours.

Building Security

• All outside residence hall doors must remain locked at all times.
• Any exception must be approved by the Residence Life Coordinator (RLC).
• Residents' room keys or Student ID provide access to these doors - do not prop doors open.
• Residents are responsible for keeping doors secure and may not allow non-residents to enter except through the approved visitation policy.
• Students must carry their Texas Wesleyan ID card while on campus and show it to University officials upon request.

Key Control

• Residents must keep their university-issued keys in their possession at all times.
• Keys may not be given to anyone who is not assigned to that room.
• Lost keys must be reported immediately to Residence Life Coordinator (RLC).
• Any lost keys will result in a Lock Replacement for the room.  The resident will be responsible for the cost associated with the Lock Replacement.

Securing Valuables

• Residents are responsible for locking their rooms regularly and reporting lost keys or malfunctioning locks to their Residence Life Coordinator right away.
• Valuables should be secured at all times.
• The University is not responsible for theft of personal belongings.  Residents are strongly encouraged to purchase persona property insurance and keep records (such as photos) of their possessions.  in many cases, a parent's homeowner's insurance policy may extend coverage to items in University housing.

Theft and Personal Liability

• Students should immediately report all losses or thefts to Campus Security and residence hall staff.  The best prevention against loss is keeping your door locked at all times.
• Residents are responsible for any personal injury or damage that occurs in their room.
• Students are strongly encouraged to carry renter's or personal property insurance.  In some cases, a parent's homeowner's policy may provide coverage for belongings in University housing.
• Any student found responsible for theft will face disciplinary action, which may include suspension or removal from housing.

Room Inspection and Damage Assessment

• Students are financially responsible for any loss or damage to their room, furnishings, or public areas provided by the University.
• If damage occurs in public or shared spaces and the responsible individual(s) cannot be identified, repair costs may be divided equally among residents of the hall.
• Rooms should be kept clean, and repair requests should be submitted promptly.  Any damages found in a room at checkout that were not reported through a work order may result in charges to the student.
• The University reserves the right to enter rooms when needed for maintenance, repairs, or inspections.

Individual Accountability

Each resident should play a proactive role in the residence halls. If others are observed abusing the facilities or violating University policy, the witness shall report the incident to a hall staff member. Every measure will be taken to ensure anonymity.

• Residents must check out of the residence hall within 24 hours after their last final exam if they will not be returning to on-campus housing the following semester.
• Graduating seniors may remain until 12:00 p.m. the day after graduation in both the Fall and Spring semesters.  Residents who need to remain longer must submit a Late Stay Request and receive written approval from the Residence Life Office.
• Failure to officially check out on time will result in an improper checkout fee.
• Additional daily fees may be charged if belongings are not fully removed by the checkout deadline.

Procedure

When moving out of the residence hall, residents must complete a proper checkout by appointment with their Resident Assistant (RA).  Until the checkout process is completed, residents remain responsible for room condition, payment, and charges.

To check out appropriately, the following steps must be completed: 

1. Schedule your checkout with your RA at least 24 hours in advance.
2. Remove all personal belongings from the room. The University is not responsible for items left behind.
3. Clean the room thoroughly, including sweeping/mopping the floor.
4. Bag and dispose of all trash in designated trash areas.
5. Clean sinks and bathrooms, where applicable.
6. Return all furniture to its original arrangement.
7. Meet with your RA for a room inspection, by appointment only.
8. Complete and sign checkout paperwork with your RA.
9. Return all keys to the RA. Failure to return the keys will result in a lock replacement charge.
10. Update your mailing address with the Mailroom at 817-531-4409.  Mail is not held for former residents and will be returned to sender.

If you are locked out of your room, assistance is available as follows:

• Monday - Thursday (24 hours) and Friday until 8:00 p.m.: Call Campus Security at 817-531-4911.
• Friday 8:00 p.m. through Sunday at midnight: Call the posted Resident Assistant (RA) On-Call number for your hall.

When responding, staff will request that you show identification.  Please note that response times may vary, and you may need to wait a few minutes depending on availability.  Both Campus Security and RAs will respond as quickly as possible.

Lock-Out charges will be assessed to student accounts after the first lock-out.

1. First Lock-Out: No Charge
2. Second Lock-Out: $10
3. Third Lock-Out: $25 and a required meeting with their Residence Life Coordinator (RLC)
4. Subsequent Lock-Outs: $25 and meeting with RLC

Residence hall lounges are available for a wide variety of functions and activities. Individuals or organizations wishing to use these areas must make a reservation through the Residence Life Coordinator at least 48 hours in advance via email.

Texas Wesleyan University complies with the Family Educational Rights and Privacy Act (FERPA), which allows colleges and universities to notify parents/guardians when certain alcohol or drug violations occur.

• Students under 21: If a registered student under the age of 21 is found in violation of university policy and/or Federal or Texas State law related to alcohol or drugs (e.g., public intoxication, possession, consumption, or distribution), the Dean of Students Office may notify the student’s parent(s) or guardian(s).
• Health and safety exceptions (any age): Parent(s) or guardian(s) of a registered student may be notified if an alcohol or drug incident poses a risk to the health or safety of the student or others. This may include situations where:
• The student is transported to an emergency medical facility for alcohol intoxication or drug use.
• Medical attention is required for anyone as a result of the student’s alcohol- or drug-related behavior.
• The student demonstrates reckless disregard for their own safety or the safety of others.

Texas Wesleyan University has a responsibility to maintain community standards, protect University property, and ensure the health and safety of residents. While students have a right to privacy in their rooms, this right carries the responsibility to avoid actions that disturb others, break the law, or violate University policy.

Residence Life staff may enter or authorize entry to a student’s room under certain conditions:

• Authorized Entry: The Director of Housing and Residence Life or their designee may approve entry when it is justified. Residence Life administrators may also make reasonable entries without a warrant in emergencies or when needed for maintenance, inventory, health and safety inspections, or to enforce University policies.
• Procedure During Entry:
• Whenever possible, entry and searches will take place in the presence of the resident.
• If the resident cannot be located, another University employee or Campus Security will accompany staff entering the room.
• A standard written notice will be left in the room if entry occurs while the resident is absent. This notice will include the reason for entry, who entered, the date and time, and whether any items were confiscated.
• Search Requirements: During a search, residents may be required to open closed spaces such as backpacks, drawers, footlockers, or suitcases.
• Health and Safety Inspections: Residence Life staff will conduct regular Health and Safety Inspections to ensure community well-being and compliance with University policies.

Residents are welcome to decorate their rooms to make them feel more comfortable and personal. To protect University property and avoid damage charges, the following guidelines apply:

• Allowed Materials: Only removable tape that does not damage the walls may be used when hanging items.
• Prohibited Materials: Residents may not use nails, screws, duct tape, cellophane tape, double-stick pads, poster putty, or similar items. (This list is not all-inclusive; any material that damages surfaces is prohibited.)
• Ceilings: Decorations are not permitted on ceilings.
• Damages: Any damage to paint, walls, woodwork, or other parts of the room that is not recorded on the Inspection Report at move-in will be billed to the resident and/or roommate(s).

Texas Wesleyan University does not provide storage for students’ personal belongings due to limited space and liability concerns. The following expectations apply:

• In-Room Storage: Residents may store personal belongings in their assigned rooms only during their period of occupancy.
• No Common Area Storage: Personal belongings may not be stored in hallways, lounges, bathrooms, or any other shared spaces.
• Abandoned Property: Items left behind in residence halls after move-out will be considered abandoned and discarded.
• Questions: Contact Residence Life at housing@txwes.edu for additional details.