Residence Hall Policies and Procedures

Texas Wesleyan University is committed to creating an educational community free from intolerance directed toward individuals or groups and to maintaining an environment that fosters respect for others. We are strongly committed to addressing incidents of bias and prejudice against members of our community. By taking strong, consistent and clear stands on bias-motivated incidents and acts of intolerance, we aim to help create an environment of inclusion, a respect for diversity and an understanding of different cultures.

A "bias-motivated incident" is any incident which may fall within one or more of the following definitions:

1. Conduct of any nature that denies equal privileges or treatment of a particular individual because of the individual’s age, ancestry, color, disability or handicap, national origin, race, religious creed, sex, sexual orientation, gender identity or veteran status.
2. A form of discrimination consisting of physical or verbal conduct that (1) is directed at an individual because of the individual’s age, ancestry, color, disability or handicap, national origin, political belief, race, religious creed, sex, sexual orientation, gender identity or veteran status, (2) sufficiently severe or pervasive so as to substantially interfere with the individual’s employment, education or access to TXWES programs, activities and opportunities.
3. May include, but is not limited to verbal or physical attacks, threats, slurs, graffiti or other written word, or derogatory comments that meet the definition set forth above. Whether the alleged conduct constitutes prohibited harassment depends on the totality of the particular circumstances, including the nature, frequency and duration of the conduct in question, the location and context in which it occurs and the status of the individuals involved.
4. An act of intolerance refers to conduct that is in violation of a college policy, rule or regulation and is motivated by discriminatory bias against or hatred toward other individuals or groups based on characteristics such as age, ancestry, color, disability or handicap, national origin, political belief, race, religious creed, sex, sexual orientation, gender identity or veteran status.

Alcohol is not permitted in or on residence hall property.

Empty alcohol containers as decorations are not permitted in or on residence hall property.

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.

The possession, use, sharing, furnishing or distribution of illegal drugs, controlled substances, intoxicants and/or drug paraphernalia is not permitted on campus or in any building.

The possession of prescription medicine is permitted only for those to whom the prescription is issued. All other possession of prescribed medicine is prohibited. All prescription medication must be stored in the original container.

Texas Wesleyan University is a weapon-free campus.

Weapons, including but not limited to, firearms, dart guns, decorative or functional swords, knives of (2) or more inches in length, paint ball guns, pellet guns, hunting equipment (including bows and arrows) and martial arts equipment are not permitted.

It is imperative that all fire and safety equipment functions properly. In order to support the safety and security of our students, the following acts are prohibited:

• Tampering or playing with fire extinguishers, smoke detectors, exit lights or emergency lights.
• Tampering with or pulling a fire alarm under false pretense.
• Removing smoke detector batteries or otherwise rendering a smoke detector inoperative.
• Covering the smoke detector, no matter how temporary.
• Propping open stairwell fire doors.
• Obstructing halls and stairwells with furniture, debris and other materials.

Removal from the residence halls and referral to the civil authorities for prosecution under state and federal law may be considered for those responsible.

a. Guests are allowed in the residence halls 24 hours a day.

b. Residents are limited to two (2) guests at a time.

c. All guests must be approved by all roommates.

d. 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.

e. Failure of any guest to abide by residence hall policy may result in that guest being told to leave the residence hall.

f. All non-resident students and guests must be accompanied by a resident of that building at all times.

g. 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.

h. 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.

i. 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.

Students must read and be familiar with the Title IX Policy_2020-2021 and Freedom from Harassment and Discrimination--Other Protected Characteristics Policy.

There should not be any noise audible in the residence hall hallways during quiet hours. Should a someone indicate the noise level is bothersome, the noise level should be lowered immediately. Quiet hours are:

Sunday – Thursday: 10:00 pm – 10:00 am

Friday – Saturday: 12:00 am – 10:00 am

Finals Week: 24 Hours

a. Door to door solicitation, sales and canvassing are not permitted.

b. Door-to-door distribution of flyers or leaflets is only allowed for official Texas Wesleyan events.

c. Posting flyers on any surface other than a resident’s personal door is prohibited unless the event host has followed the procedure for approved University posting.

d. Students may not engage in any sales, business, marketing, ecommerce (Etsy, etc.), or telemarketing activities in their units or within any public area of the Residence Life facilities.

Texas Wesleyan is a tobacco free campus.

Smoking, vaping and/or tobacco use (including smokeless tobacco, hookahs, electronic cigarettes, Juuls, etc.) on University property is prohibited. For more information, visit the University’s Tobacco-Free Campus Policy

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

In an effort to keep the residence halls clean, comfortable and pest-free, Residence Life has designated an area for each building’s trash disposal. All residential students are required to deposit trash into designated trash areas for each residence hall. Students may not deposit trash outside their room doors, in hallways and/or in common area trash cans. Students who fail to adhere to the appropriate disposal of trash will be subject to disciplinary action and fines.

Community living is a privilege. It is important that all community members maintain the cleanliness of the community spaces of the residence halls. In the case of a mess in a community space where responsibility cannot be assigned to a specific student, Residence Life will assign charges to all residents who share that community 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.

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 the Martin University Center, Suite 230.

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 will remain locked at all times. RLCs must approve any exception to this rule. Residents’ room keys will open these doors. These doors are not to be propped open. Each resident is responsible for keeping the doors locked and is prohibited from allowing non-residents entry except through the visitation policy. Each resident must carry his/her Texas Wesleyan identification card while on the campus. Residents are required to show their ID cards for identification purposes when asked to do so by University officials.

Key Control

Each resident is responsible for keeping university-issued keys in their possession at all times. Keys are not to be given to anyone who is not a resident of the room for which that key is made.

Securing Valuables

Each resident is responsible for the security (regular locking) of his/her room and reporting any lost keys or locks that do not work properly to the front desk. Items of value should be secured at all times. Students may have valuables engraved for identification with an engraving tool provided by campus security. The University police liaison will assist students with this procedure. The University is not responsible for the theft of personal belongings. Residents are strongly urged to take out insurance coverage for their personal property and to photograph and pursue other means of protecting possessions. Residents are encouraged to check their parent’s homeowner’s insurance policy, as many times it will cover property in University housing.

Theft and Personal Liability

Students are encouraged to immediately report all losses and thefts to security and the residence hall staff. The best guard against property loss is to keep doors locked at all times. Residents are liable for personal injury or damage that occurs in their room. Each resident is encouraged to carry adequate personal insurance and renter’s insurance. In some cases, parent's homeowner’s insurance may provide adequate coverage. Any student involved in theft will be subject to disciplinary action that could result in suspension or removal from the hall.

Room Inspection and Damage Assessment

Each student is liable for full payment for any loss or damage to the room, furnishings or public use areas provided by the University. Residents may be required to forfeit portions (divided equally among residence hall students) of their room and damage deposits for public area damages when responsible parties cannot be identified. Individual rooms should be kept clean and repair requests should be made promptly. The University reserves the right to enter rooms for maintenance repairs and/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.

Safety of Person and Property

Students must ensure and take responsibility for their own safety and the safety of their property by practicing fundamental crime prevention techniques. The University is not responsible for the loss or theft of personal property. It is recommended that students carry applicable insurance to cover potential losses. 

Residents must check out of the residence hall each semester 24 hours after their last final if they will not be living on campus for the next semester. Residents who are participating in graduation will be allowed to remain in the hall until 12 p.m. the day following graduation for the Fall semester and the Spring semester. Failure to officially check out on time will result in an improper checkout fee. Residents may also be charged an additional daily fee if all of their belongings have not been removed.

Procedure

When moving from the residence hall, the resident should first set up a check-out time with their Resident Assistant then move all personal property from the room and clean it for inspection. Proper checkout is always by appointment only. The resident should then meet the Resident Assistant, who will inspect the room for damage and/or shortages and accept the key from the resident. Until the checkout procedure has been properly completed, charges will continue to incur and the resident is still responsible for the condition of his/her room and payment of his/her room and board. The following checkout procedure must be followed in order for the resident to be cleared from the hall:

1. Schedule the checkout with the RA at least 24 hours in advance of the checkout.
2. Remove all personal effects from the room. The University is not responsible for any property left in a room once the student has moved out, not returned for the following semester, or the contracted term has expired, whichever comes first.
3. Clean room thoroughly, including the floor.
4. Bag all trash and place it in designated trash areas.
5. Clean sink and bathroom where applicable.
6. Return all furniture in the room to its original arrangement.
7. Have room inspected by the Resident Assistant, by appointment only.
8. Complete and sign paperwork.
9. Return the keys to the RA. Failures to return the keys will result in a re-key charge.
10. Complete a deposit refund application if not returning to on-campus housing in the next 12 months.
11. Give room key and the deposit refund application to the RA.
12. Contact the mailroom at 817-531-4409 for forwarding information. Mail will not be held for former residents and will be returned to the sender.

Security of the entire residential community and their belongings depends on each resident keeping their key(s) safe. Anytime a resident’s key is lost or stolen, their lock will be changed by maintenance staff. The resident’s university bill will be assessed charges for the replacement lock and key(s).

Between the hours of 8:00 a.m. and 5:00 p.m., residents should call Campus Security (817-531-4911) to unlock their room in the event of a lockout. From 5:00 p.m. to 8:00 a.m., residents may call the posted Resident Assistant On-Call number for their hall to receive lockout assistance. In the event of a lockout, residents will be requested to show identification and may potentially have to wait several minutes. Both Campus Security and the RA On-Call will respond as soon as it is possible to do so.

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.

For alcohol and drug Violations, the Family Educational Rights and Privacy Act (FERPA) permits colleges and universities to inform the parents/guardians of a student under the age of 21 if such student is found in violation of university or Federal/State alcohol or drug rules. Therefore, Texas Wesleyan University will adhere to the following policy to notify parents or guardians of students involved in alcohol and drug incidents:

1. If a registered student under the age of 21 is involved in a university policy violation and/or Federal or Texas state law violation for public intoxication, the possession, consumption or distribution of alcohol or illicit drugs, the student’s parent(s) or guardian(s) may be notified of the incident by the Dean of Students’ office.
2. The parent(s) or guardian(s) of a registered student, without respect to the student’s age, may also be notified in the event of the student’s alcohol or drug violation or misuse where such notification is necessary to protect the health or safety of the student or other individuals. This may include, but is not limited to, the following situations: (1) the student is transported to an emergency medical treatment facility for drug use or alcohol intoxication; (2) medical attention to any person, including the student, is required as a result of the student’s alcohol or drug related behavior; and (3) the student demonstrates a reckless disregard for his or her personal safety or the safety of others.

Texas Wesleyan University has a responsibility to maintain standards of behavior that are acceptable for the institution and to protect its property. The right to privacy carries with it certain responsibilities: the obligation to avoid actions that disturb or intrude on the privacy of others, actions that are illegal, or those that violate University policy. In residence halls provided by the institution, the Director of Housing and Residence Life or their designee may authorize entry to and search of a student’s room when such entry is deemed legally justified. Legally, Residence Life administrators may make reasonable searches without a warrant in emergencies for necessary maintenance, inventory, health and safety inspections, or to enforce appropriate regulations that further the educational mission of the institution. Such entry and search is made in the presence of the student(s) whenever possible. If the student(s) cannot be located, another University employee, Campus Security, or a student witness will accompany the person authorized to enter the room. Whenever a Residence Life, Campus Security, or maintenance staff member enter a room when the student cannot be located, a standard note will be left to inform the student that their room was entered. The note will give justification for the entry, who entered, date, time, and, if applicable, what items were confiscated.

During a room search, a resident may be directed to open a closed door, a backpack, a locked drawer or personal storage container (i.e. footlocker, suitcase).

Health and Safety Inspections will be conducted by Residence Life staff regularly.

Residents are allowed to decorate the walls of their room. If posting things on their wall, residents must use removable tape that does not damage walls. Sheetrock walls should only have push pins used on them. Residents may not use the following materials (please note this is not an all-inclusive list): nails, screws, duct/cellophane tape, double-stick pads and poster putty. No decorations are allowed on the ceilings of the room.

Any damages to paint, walls, woodwork or any other part of the room not recorded on the room inspection at the start of the year will result in repair costs to the resident and/or roommate(s).

Due to limited space and liability, Texas Wesleyan University does not provide storage for the personal property of students. Residents may store personal belongings in their rooms during times of occupancy, but may not store any personal belongings in common areas. Abandoned property in residence halls will be donated to charity. Contact Residence Life at housing@txwes.edu for details.