Operating Guidelines for Student Housing
UPPS No. 07.03.01
Issue No. 6
Effective Date: 2/22/2016
Next Review Date: 1/01/2019 (E3Y)
Sr. Reviewer: Director, Department of Housing and Residential Life
We at Texas State University are committed to recruiting and retaining a diverse and qualified student body, and providing services that enhance their personal development and contribute to the fulfillment of their goals. The following procedures contribute to the implementation of this policy.
The purpose of this policy is to provide guidance for decisions that affect the student housing program. These procedures affect the division of Student Affairs and the division of Finance and Support Services.
PROCEDURES FOR DETERMINING STUDENT ELIGIBILITIES AND RESPONSIBILITIES
Students Eligible for Housing
The Department of Housing and Residential Life (DHRL) at Texas State supports the academic mission of the university by providing on-campus housing. In support of the educational mission of the university and the value of the on-campus residential experience to students, the department provides students with a safe, comfortable, and convenient living environment, while offering opportunities for increased campus involvement, social interaction, and academic assistance. For these reasons, the university requires that certain students live on campus.
New students under the age of 20 (by September 1 for fall admission, or January 1 for spring admission), with fewer than 30 credit hours, are required to live in on-campus university housing. All students who graduated from high school within the preceding 12 months of the semester of their admission are also required to live on campus.
Students may apply for an exemption from this requirement, based upon one of these criteria:
If the student is married or has children, the student is allowed to be exempt from the housing requirement in order to better accommodate their living situation. If the student wishes to be exempt from the housing contract for this reason, the student would be required to submit documentation prior to enrolling for class.
If the student has a documented disability or medical condition requiring an accommodation that the DHRL is unable to provide, the student may be exempt from the housing requirement in order to better accommodate their living situation. The student must submit all required documentation for evaluation by staff from the Office of Disability Services or the Student Health Center.
If the student has a permanent address located within 60 miles (driving distance) of Texas State (San Marcos campus location), the student may request to live at the permanent residence of a parent (or legal guardian). If the student wishes to be exempt from the housing contract for this reason, the student would be required to submit documentation prior to enrolling for class.
Students’ Contractual Obligations
Students are required to sign a room and board contract that is binding for the full academic year.
When the student signs the On-Campus Housing Contract, he or she agrees to be enrolled during the contract period and to rent from the university a space for residential purposes only in a university-owned residence hall or apartment for the contract period.
The contract period begins when the residence halls open for student residents according to the housing schedule published in the University Academic Calendar, on the DHRL website, and in the Resident Student Guide to Rights and Responsibilities. The contract period ends 24 hours after the student’s last final examination or their graduation ceremony. Exceptions may be made on a case-by-case basis by the director of DHRL, or designee.
All residence halls and Bobcat Village will be available for break housing during the Thanksgiving, winter and spring break periods, according to the times published in the University Academic Calendar, on the DHRL website, and in the Resident Student Guide to Rights and Responsibilities. For security reasons, residents are requested to make arrangements with DHRL for “break housing” periods. There is no additional cost for Thanksgiving and spring breaks; however, there is an additional cost for residence hall stays during the winter semester break.
Occupants are required to vacate their assigned space if not enrolled at the university. Exceptions may be made on a case-by-case basis by the director of DHRL, or designee.
Students who reside in university-owned residence halls will be required to participate in a dining and board plan, as determined by the director of Auxiliary Services; students who reside in university-owned apartments will not be required to participate in a dining and board plan.
PROCEDURES FOR DETERMINING OPERATIONAL RESPONSIBILITIES
DHRL has the primary responsibility for the overall management of university-owned residence halls and apartments and works to provide services to ensure that students have a quality living environment and to assist with the overall success of the university housing program.
The primary responsibility of the DHRL is to develop and implement a strategic plan, which includes the following goals:
continuously evaluate and improve facilities;
develop communities that are safe, supportive, and diverse;
create environments that foster the success of students;
actively support the staff members who live and work in university housing; and
effectively manage the resources and operations of the department.
In doing so, the DHRL will work closely with the associate vice president for Facilities in carrying out those functions of the mission and strategic plan of the department that pertain to the physical facilities. The associate vice president for Facilities shall:
on new construction, renovation, or major repair projects in excess of $1,000,000, coordinate the design development documents to be presented to The Texas State University System Board of Regents for approval;
act as the liaison between the DHRL and the architect or engineer to design a project; and
act as liaison between the DHRL and contractors to construct a new facility, renovate an existing facility, or make major repairs to a facility.
On an annual basis, the director of DHRL will work in conjunction with the vice president for Student Affairs (VPSA), the vice president for Finance and Support Services (VPFSS), and their respective staff members to make recommendations for room rates for the subsequent year. The president of the university will make the final determination of room rates to be submitted and approved by the Board of Regents.
ORGANIZATIONAL REPORTING AND BUDGET ADMINISTRATION
The DHRL reports through the associate vice president for Student Affairs and dean of Students to the vice president for Student Affairs.
The DHRL has primary responsibility for developing an operating budget on an annual basis. That operating budget shall include funds allocated to the daily operation of each of the three major units within the department:
Administrative Services - This unit is responsible for all activities associated with the contracts and assignments of students to their living unit. In addition, this unit is charged with the development and delivery of all marketing campaigns. Finally, this unit is responsible for the delivery of summer housing programs that support university-sponsored camps and conferences.
Housing Facilities Services - This unit is responsible for the daily upkeep of all facilities, as well as for the initiation of renovation and new construction projects. It works closely with the university Facilities staff for the maintenance of major facility operating systems and with university Facilities Planning, Design, and Construction staff for the oversight of all renovation and new construction projects.
Residential Life and Education - This unit is charged with overseeing the day-to-day lives of the students who reside in the halls.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
Position Date Director, Department of Housing and Residential Life January 1 E3Y Associate Vice President for Facilities January 1 E3Y
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this until superseded.
Director, Department of Housing and Residential Life; senior reviewer of this UPPS
Associate Vice President for Student Affairs and Dean of Students
Vice President for Student Affairs