Unless designated as “Residence Life Facilities only” or “Fraternity and Sorority Life Housing Facilities only,” all of the policies and prohibitions listed below apply to residents of all College residential facilities. If a policy is indicated as applying to “Residence Life Facilities only” or “Fraternity and Sorority Life Housing Facilities” it only applies to that specific category of College residential facility.
Violations of Residential Facilities Policies and Procedures are resolved through administrative action by the Student Conduct Administrator or their designee(s). Administrative Conduct Action by these officials is different from other Student conduct action undertaken by the Student Conduct Administrator or their designee, in that it may comprise either Informal Administrative Action or Formal Administrative Action.
Students who receive notification of an alleged housing violation have the option to accept responsibility for the violation and complete the sanction listed in the notification and in accordance with the policies outlined in the Student Handbook. This is called Informal Administrative Action and provides the opportunity for the student to decide if they are responsible for an alleged violation.
If a student DOES NOT accept responsibility for the alleged violation, they may request Formal Administrative Action by completing the Housing Violation Appeals form within in 24 hours of the delivery of the original notification letter and including all of the evidence that they believe supports their case. The Student Conduct Administrator or his/her designee will review the case and render a decision on the appeal based on a preponderance of the evidence. A student may request to meet with the assigned appellate officer on the Housing Violation Appeals Form prior to the rendering of a decision. The meeting may only be attended by the student and a student conduct advisor, which may only be a student, faculty, or staff member at Randolph-Macon College as also delineated in the Student Conduct Code.
II. Prohibited Conduct
R1 Appliances
A. Residents may have and use appliances with closed coil elements, such as: coffee pots, air fryers, hot pots, hot air popcorn poppers, and blenders.
B. Residents may only use grills with self-igniting charcoal. Grills are only to be used outside. Charcoal and lighter fluid may not be stored in or around residential facilities.
C. Residents may have one microwave and refrigerator per resident. Maximum output for microwaves is 1000 watts and refrigerators are to be no larger than 4.1 cubic feet.
D. Halogen lamps and space heaters are not allowed in residential facilities. Additionally electric and/or heated blankets are prohibited.
E. Personal air conditioner units are not allowed in residential facilities unless installed by the College.
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student allowing 48 hours for the appliance in question to be removed.
Subsequent violations will result in a $50 fine.
R2 Abandoned Property
In the event that student property is left in the facilities after the housing contract period is over, the property will be removed at the owner’s expense and thrown away, or donated to charity. Throughout the year if property is found and not claimed and removed, it will be disposed of or donated. This includes items left in common spaces, such as bicycles.
Fraternity and Sorority Housing Facilities Only:
At the end of the academic year, only chapter property may remain in a fraternity or sorority facility. Only college-owned furniture or items purchased by the house corporation and cleared in advance by the chapter with the Student Engagement Center to remain in the facility may remain in the facility. There will be no storage of legacy furniture, refrigerators, bicycles, or other personal items.
Minimum Sanction: $50 Fine for Removal of Items or cost of removal if there is an excessive amount left behind.
R3 Bed Risers
Any device used to prop or elevate furniture is not permitted in any College approved housing facility, (i.e. cinder blocks, bed risers, wood blocks etc.).
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student allowing 48 hours for the object(s) in question to be removed.
Subsequent violations will result in a $50 fine.
R4 Bulletin Boards and White Boards
Removing or damaging residential bulletin/white boards is prohibited. Bulletin/white boards are created and maintained by the Resident Assistants for educational purposes, and are for your benefit. They often contain information that is helpful in a variety of spheres, including academics, wellness, societal issues, community or social life. Excessive damage will be considered a vandalism violation of the Student Conduct Code.
Minimum Sanctions:
A first violation will result in a $50 fine assessed to Individuals and/or the Hall
Subsequent violations will result in a $100 fine assessed to Individuals and/or the Hall
R5 Cohabitation
Cohabitation is defined as a non-resident or guest using a room as if they were a resident of the room. The Office of the Dean of Students could also define cohabitation as a guest or non- resident staying in a room on a regular basis. A guest or non-resident should also not be left in the room without their escort. Students and their guests, whether student or non-student, are required to abide by the Student Visitation Agreement and the Visitation Violation Policy of the Code of Student Conduct. Also prohibited are any incidents which violate his/her roommate’s right of entry into their room or ability to study and/or sleep within the room or which disturbs, interrupts or interferes with other students’ peaceful enjoyment of their living and learning environment, because of a guest or non-resident’s presence.
Minimum Sanction:
A first violation will result in an official warning letter sent to the student.
Subsequent violations will result in a $100 fine and/or loss of overnight guest privileges.
R6 Community Bathroom Standards –
Residence Life Facilities only:
All residential students residing in residence halls which utilize community bathrooms must agree and abide by the terms of the Community Bathroom Agreements.
Minimum Sanctions for Violating Community Bathroom standards:
A first violation will result in an official warning letter sent to the student.
A second violation will result in a $25 fine.
A third violation will result in a $75 fine.
R7 Community Damages
Financial charges relating to the damage or theft of College property are billed to the specific individual(s) responsible.
Residence Life Facilities only:
If the responsible individual(s) cannot be identified, the charges will be divided equally among the residents of the affected floor, building, or area. Physical Plant personnel and student affairs professional staff will assess all damages. Please reference your Housing Contract for more information.
Fraternity and Sorority Life Housing Facilities only:
If the responsible individual(s) cannot be identified, the charges will be deferred to the chapter and the Housing Corporation which will be responsible for payment and collection of necessary fees from their membership. Please refer to your Housing Contract for more information.
Minimum Sanction: Restitution for the cost of repair, replacement, cleaning or maintenance (inclusive of parts, labor and material), as determined by the Office of the Physical Plant.
R8 Courtesy/Quiet Hours
Courtesy hours for all College housing are in effect 24 hours a day and 7 days a week. Be considerate and flexible concerning the sound/noise level in your room/hall to reduce the disturbance to others around you.
Quiet hours are from 10:00 p.m. to 9:00 a.m. Sunday through Thursday and from 1:00 a.m. to 9:00 a.m. Friday and Saturday. During finals week, 23-hour Quiet Hours are in effect with a snap hour from 7:00 p.m. to 8:00 p.m.
Minimum Sanctions:
Finals week quiet hours violations will result in a $50 fine.
Otherwise, a first violation will result in an official warning letter sent to the student.
Subsequent violations will result in a $50 fine.
R9 Decorations
R9 Decorations, Posters, Banners, Flags, and other Personal Items
A decoration for the purposes of this policy is defined as any personal item, banner, flag, poster, or other item. No decorations may hinder the use of or restrict access to hallways, doorways, stairs, windows, or fire related equipment. Do not attach anything to or tamper with light fixtures or exit signs. Live Christmas trees and garland are not permitted in any residential facility. Holiday lights and LED light strips may not be hung around doors or windows. LED Light Strips with adhesives that damage walls are not permitted. There may be no decorations displayed in windows that are visible to the outside at any time, or in any manner. Moreover, the college retains and reserves the right to limit the time, place, and manner of the display of other decorations in the residence halls. Decorations must also be within fire code regulations. Students may be held financially responsible for damages caused by any decorations.
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student.
Subsequent violations will result in a $25 fine.
R10 Door Entry Codes
All door entry codes should be kept confidential among residents of that particular house/ residence. No charge will be issued the first time a code must be changed due to resident behavior or sharing. With any subsequent changes, a fine will be imposed.
Minimum Sanction for Second and Subsequent Code Change: $25.
R11 Electric Power Strips
Residents must use UL approved electrical power strips with built in circuit breakers when in need of additional electrical outlets. Students are not permitted to use multiple plug adapters. Students may not plug power strips into power strips. Extension cords are not permitted in the residence halls.
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student.
Subsequent violations will result in a $25 fine and confiscation of the violating item.
R12 Exterior Doors and Student IDs – All exterior residence hall doors are locked 24 hours a day. Student IDs are used to gain access to residence halls and academic/administrative buildings, and other designated areas or rooms on proximity readers. Student IDs allow access to your residence hall 24/7 and to other residence halls between the hours of 8 AM and midnight. Students will keep their Student ID for their entire academic career at Randolph-Macon College. Student IDs should remain with students at all times. Propping exterior doors and/or tampering with locks is prohibited. Students can acquire replacement Student IDs from Campus Safety when reported lost, stolen or damaged. Student IDs will be returned to Campus Safety or the Office of Residence Life upon leaving Randolph-Macon College. The cost of an ID is $30.
Propping exterior doors and/or tampering with locks: open Sanctions
Replacement Fee for lost, stolen or damaged Student IDs: $15.00.
R13 Fire Drills
Residence Life Facilities only:
State law requires that each residence hall shall have a fire drill during each semester. Participation in evacuation is mandatory and all rooms will be checked by a Residence Life staff member, Campus Safety personnel, or appropriate fire personnel. Students must promptly evacuate the building and go to the meeting locations.
Minimum Sanction: $50 fine.
Fraternity and Sorority Life Residential Facilities only:
All fraternity and sorority facilities should create and practice a Fire Emergency Plan with their advisors and Housing Corporation.
Sanctions are open.
R14 Hall Opening and Closing
Residence Life Facilities only:
1. Check-in – Students must follow all policies set in place, which include, but are not limited to: pay the appropriate fees, complete all necessary online forms by the given deadline, and obtain a key to their residential facility.
2. Check-out – Within 24 hours after their last final examination or by the final date and time for the halls closing, whichever comes first, all students must completely remove themselves and their needed belongings from the residence hall. If the hall closing occurs at the end of the academic year, students must then check out with the appropriate office, turn in their key, follow closedown expectations, and sign, complete, and return all necessary paperwork to the appropriate office. Exceptions may be made only upon the discretion of the Director of Residence Life or their designee.
3. Students may occupy their rooms on the dates specified by the College calendar. Any student entering a College residential facility during specified vacation periods or staying in housing after the time and date indicated for each break must obtain express written permission of the Director of Residence Life or their designee.
4. Seniors are permitted to stay in residential facility through graduation and checkout with the appropriate office by 5:00 PM on graduation day.
5. Students involved in summer programs will not be allowed to store their items in residential facilities between the end of the academic year and the start of their respective summer program or the end of their summer program and the start of the academic year.
6. Students must follow all procedures given from the appropriate office for checking in and out of rooms properly.
Minimum Sanctions for break closings: $50 fine.
Minimum Sanctions for year-end closings: $100 fine.
R15 Fraternity & Sorority Life Facility Opening and Closing
(See R14)
R16 Hall Meetings
Residence Life Facilities only:
Hall meetings are held when necessary and attendance is mandatory. Hall meetings are for your benefit and you are responsible for any and all information discussed there. If you cannot attend a hall meeting for an excused reason, please speak with your hall’s Resident Assistant.
Minimum Sanction: $25.
R17 Health, Sanitation and Safety
Residence Life Facilities only:
Student affairs professional staff will ask residents to clean areas (including their own room) if the lack of cleanliness could subject others to health/safety risks, pests, or extreme discomfort. If residents fail to clean the room when asked by staff, the staff can request the room be cleaned by housekeeping staff and the residents will be charged for labor and material costs or other sanctions. Resident Assistants conduct Safety Checks of every resident room regularly. They will be testing smoke detectors, ensuring the safe use of electrical cords, and looking for potential fire hazards. Items that are in violation of College and/or fire and safety policies may be confiscated. Housekeepers are responsible for normal cleaning duties in public areas and student bathrooms and are not responsible for cleaning student’s rooms. Townhouse, Birdsong Apartment, and Special Interest House residents are responsible for cleaning their own residences. Kapp Alpha Order, 203 College Avenue, and the International House will have community bathrooms cleaned by housekeeping staff. Students may be charged for excessive or repeated cleaning if deemed necessary by the Physical Plant.
Minimum Sanction: $50 and/or cleaning charges assessed to individual(s) and/or hall.
Fraternity and Sorority Life Housing Facilities only:
Fraternities and Sororities are expected to maintain their facilities and grounds. If at any time a College official determines the level of cleanliness at the facility to be unacceptable, the organization will be found to be in violation of the Clean Facility and Yard Policy. Monthly inspections will occur to ensure that the facilities stay in good condition throughout the year.
A. For First Offenses minimum sanction: a $100 fine
B. For Second Offenses minimum sanction: a $200 fine and the organization will be placed on Housing Warning
C. For Third Offenses minimum sanctions: $300 fine and the organization will be placed on Housing Probation
D. For Fourth Offenses minimum sanctions: loss of housing for no less than one academic year.
R19 J-Term
Only students who are enrolled in January Term course(s) may live in on-campus housing during J-Term. Students who are working for a college office during J-term are also required to be enrolled in at least one January Term Course in order to eligible to remain in housing. Students who are not attending J-Term but are returning for Spring semester may leave their personal belongings in their residence hall. Exceptions may be made only upon the discretion of the Director of Residence Life or their designee.
Minimum Sanction: $50 fine.
R20 Keys
Any assigned keys should be kept in your possession at all times. If you lose your key, inform Campus Safety and the office from which you obtained it immediately. The lock will be changed and you will be billed for a lock change and replacement keys. Students may not duplicate their keys.
Minimum Sanction for Duplicating Keys: $100 Fine.
Minimum Sanction for Replacing Key Lock: Single room: $100.00
Double room: $125.00
Triple room: $150.00
Quad room: $175.00
Townhouse/Apartment: $200.00
R21 Lock-Outs
Residence Life only:
Residents need to carry their room key(s) and Student ID at all times. If a student is locked out of his/her room, contact an RA on the hall, the Duty RA, or Campus Safety. A student will be in violation if they have an unreasonable amount of lockouts due to them not carrying their key or Student IDs card, to be determined by the Director of Residence Life or their designee.
Minimum Sanctions:
First and second violations will result in an official warning letter sent to the student.
Third and fourth violations will each result in a $25 fine.
Subsequent violations will each result in a $50 fine.
R22 Lofts
Only College-provided lofts are permitted in residence halls.
Minimum Sanction: $100 Fine and/or Removal of Loft.
R23 College-Owned Common Furniture
All College-owned furnishings, including, but not limited to, lounge furniture, must remain in their designated areas.
Minimum Sanction: $50 fine
R25 Candles, Incense, Wax Warmers, and other Paraphernalia Requiring Heat
Paraphernalia requiring the use of an open flame, whether or not they are odor-producing, as well as heating elements that are used to release a scent, are prohibited in all residential facilities, including candles, incense, candle warmers, wall plug-ins, and simmering potpourris. Candles may be used only for fraternity and sorority ritual and only for the duration of that ritual, in Fraternity and Sorority Life Housing facilities only; otherwise, ritual candles must be stored in the appropriate ritual closet/cabinet
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student.
Subsequent violations involving an unlit candle will result in a $25 fine. All other subsequent violations will result in a $50 fine.
R26 Personal Furniture/Items and Clothing
All personal items brought to school must be kept within student rooms and must not be left in the hallways, bathrooms, laundry rooms or any other common area. College provided furnishings may not be removed from the room to accommodate personal items.
Minimum Sanctions:
A first violation will result in an official warning letter sent to the student.
Subsequent violations will result in a $50 fine.
R28 Room alteration
Students are not permitted to make any alterations or install anything in their residence hall room or common area, permanent or semi-permanent that may cause damage upon the installation, operation, or removal. Examples include but are not limited to: permanently-mounted stickers, wall-mounted televisions, shelving, adhesives or hardware that penetrates the surface of walls and ceilings.
Minimum sanction: $100 Fine and removal of item, plus any cost of damages.
R29 Room Changes
Students desiring to make a room change must do so through the Office of Residence Life. Only those students completing the appropriate processes through the Office of Residence Life will be allowed to conduct a room change. Students changing rooms with the permission of the Office of Residence Life may be assessed a $150 room change fee assessed by the Business Office and will turn in their old room key to the Office of Residence Life within 24 hours of the change, unless otherwise stipulated. During the first month of the new semester, a room change freeze may be announced and no changes can be made at that time.
Minimum Sanction for improper move: $300 Fine.
R30 Room Furniture
When arranging furniture in residence rooms, students should not block egress from the room, air vents, or air conditioning or heating units. Room furniture should be used in the way that it was intended, and it must remain in the room. Students will be held accountable for costs of any missing items at the end of the year.
Minimum Sanction: $100 Fine plus the cost of missing item(s).
R31 Single Rooms
The Office of Residence Life does not guarantee any on-campus resident a single room during the school year unless a single room request is granted by the Office of Disability Support Services. An accidental single is created when one of two roommates move out of the room. A student in an accidental single may not use the other set of furniture. Within 48 hours, the remaining occupant must: select another person to fill the vacancy, move to another double room where an accidental single exists, or after the initial 48-hour period accept a room mate when assigned by the Office of Residence Life.
R32 Signs
College-owned signage, local, state, and federal signs are prohibited in residential facilities. This will be referred to the Student Conduct Office for Adjudication in cases where signs have been stolen.
Minimum Sanction: $50 Fine.
R35 Student ID Cards
Student ID cards are used by students to gain access to campus buildings, including the Brock Center, to eat at Estes Dining Hall, Birdsong Cafe and at Greenberry’s Coffee, and to check out books from the Library, as well as a means of identification. Student ID Cards should remain with students at all times. Students will keep their Student ID Card for their entire academic career at Randolph-Macon College. Students can acquire replacement cards from Campus Safety, when it is reported lost, stolen or damaged. Students must present their Cards to College officials upon request, including Resident Assistants.
Replacement fee for lost, stolen or damaged Cards: $15.00
R36 Pets
Office of Disability Services approved service and emotional support animals and fish are the only pets permitted in residential facilities. Fish tanks must not be larger than 10 gallons. Students and guests are not allowed to have animals other than service animals in any other college owned facility. Pets are not allowed to visit.
Minimum Sanction: $75.00
I. Purpose and Philosophy
Randolph-Macon College affirms its longstanding commitment to student safety, responsible stewardship of facilities, and the sustained viability of Fraternity and Sorority Life. In alignment with institutional values and historical Board of Trustees actions, the College recognizes that fraternity and sorority housing must meet the same standards of safety, maintenance, and accountability as other student residences under College oversight. The College views this policy as a necessary measure to mitigate risk, protect students, and ensure consistency in student housing standards.
II. Background and Foundation
This policy is rooted in the recommendations of the Greek Life Safety Task Force (2001), the Fraternity and Sorority Life Corporation Agreement (drafted 2001), and the formal endorsement by the Board of Trustees in February 2002. The guiding principle established in these documents remains central:
“If a house corporation fails repeatedly to meet these expectations OR if a chapter facility fails to meet safety and health standards expected of non-College-owned facilities which house RMC students, the College may revoke the recognition of the chapter as a student organization, disallow its continued operation, and immediately revoke students’ permission to live in the facility UNLESS the College is allowed to take ownership of and responsibility for the chapter facility.”
III. Policy Provisions
1. Housing Requirements for Returning or New Chapters
2. Facility Standards and Expectations
3. Standardized Agreements
4. Consequences of Noncompliance
If a house corporation persistently fails to meet College expectations or if a facility fails to meet the requisite safety and health standards, the College reserves the right to:
5. Governance and Oversight
The Office of the Vice President for Student Affairs and the Student Engagement Center, in coordination with the Office of the President, shall serve as the primary point of contact for issues arising from this policy.
IV. Enduring Policy Status
This policy, grounded in formal actions taken by the Randolph-Macon College Board of Trustees—including its endorsement of the 2002 Task Force recommendations and reaffirmed by subsequent discussions in 2004—remains binding. Concerns or proposals for modification shall be considered only through formal governance channels and shall not undermine the College’s foundational commitment to student safety and institutional responsibility.
