Residential Policies

Please review the information below. If you have any questions about the Residential Life policies and procedures or if you would like to request additional information, please contact our main office at doanehousing@doane.edu or (402) - 826 - 8111.

Full Student Handbook

Residence Hall Policies and Procedures

Appliances and Prohibited Items

For fire safety and energy regulations, the following are not permitted in the residence halls:

Sun lamps, hot plates, candle warmers, electric skillets, toaster ovens, George Foreman Grills, ice machines, microwaves, refrigerators over 4.3 cubic feet, or any other high-energy appliance.  Additionally, dart boards, bean bags, and waterbeds are not permitted in the Residence Halls. Items that are fire hazards are also prohibited and are outlined under the Fire Hazards, Open Flame, and Flammable Liquids section.

The following appliances are permitted in the residence halls:

Coffee machines with automatic shutoffs (including Keurig Coffee makers), Electric water/tea kettles with automatic shutoffs, blenders, and crock pots. All permitted appliances must have UL branded electric cords. Please ask a Residential Life Staff member or call the Residential Life Office for clarification. Each quad is allowed to have one microwave in the living room. Hansen Leadership Hall suites are not included in this allowance.

Balconies of Burrage, Colonial Hall and Sheldon

Burrage and Colonial balconies, including the breezeway of the lower floor, are to be kept clear. Furniture, bikes, or other items left on them will be confiscated by Univerisity staff. University-owned furniture is not permitted on the balconies to preserve their longevity and conform to state safety regulations.  

Bed Bug Policies

Student Responsibility

  • Educate yourself about bed bugs and understand how they live.  Please contact the Office of Residential Life and Education for more information.  

  • Take precautions when traveling to minimize the chance of bringing bed bugs to campus.

  • Do not buy or bring second-hand furniture that may contain bed bugs. Launder your clothing and bedding regularly to help reduce the chance of harboring bed bugs.

  • Empty and inspect your backpack frequently.

  • Keep your room picked up and orderly, vacuum your room and remove trash at least weekly, to reduce hiding places for bed bugs.

  • Examine your bed and the area near your bed thoroughly every couple of weeks. Always be aware of the possibility of bed bug presence and react swiftly to inform the CD that you may have a problem. Do not hesitate to call.

  • Do not treat your room with chemicals, sprays or any other type of product to control or kill bed bugs; this will hinder the efforts of our professional exterminators.

  • Help housing officials by preparing for a bed bug inspection or treatment.

  • Understand that bed bugs are a distraction and inconvenience and will require some extra work and possible temporary displacement from your room.

University Responsibility

  • Provide the resources and information to educate all students about bed bugs and what students need to do if they suspect they may have bed bugs. More information on bed bugs.

  • Respond as quickly as feasible to any student bed bug concerns.

  • Take proactive measures to detect and treat any potential bed bug problems and guide students through all necessary bed bug related procedures.

  • Utilize up-to-date pest control techniques to minimize the risk and exposure to bedbugs.

  • Establish a high-level protocol for all housing employees training and execution for effective pest control management.

  • Hire proven, qualified professional exterminators to help prevent, detect, and eradicate bed bugs.

  • Openly communicate bed bug issues to all parties affected.

  • Document all bed bug cases and monitor potential resurgence of the infected area.

  • Notify the students that the University will not accept liability for damages.

Bicycles

Bicycle racks are available at most residence halls and University buildings. Fire and safety regulations require that bikes not be parked or ridden in hallways, stairs, lounges, balconies, or inside other buildings on campus. It is advised that when students are gone for extended weekends or vacations that bikes are locked inside of rooms.  

  • Bicycles must be walked through the building and lobbies.
  • They may not be parked in hallways, lounges, trash/recycle rooms or stairwells.
  • They may not be hung from ceilings, walls, or other university furnishings.
  • Bicycles or equipment found in the hallways, stairwells, or lounges may be confiscated.
  • Tire streaks, handlebar marks, mud, debris, or other signs left by a bicycle may result in extra cleaning and/or damage charges to the individual or the community.

Owners who fail to take proper responsibility for their bicycles may be prohibited from bringing them into the building.  With a shortage of storage space, we require that all bikes be removed from campus by spring graduation each year. Any bike left will be removed by University staff and discarded accordingly.  Note:  Motorcycles and mopeds are considered motor vehicles. They are not to be taken into the residence halls or ridden on campus pathways. Motor vehicle regulations are covered in a later section.

Breaks and Vacations

All students must vacate the residence halls during Thanksgiving, Winter, and Spring break. Students with legitimate reasons may receive permission to remain in the halls with approval from the Office of Residential Life and Education during Thanksgiving and Spring break. However, the dining hall will be closed during Thanksgiving, Winter, and Spring break. Students will not be permitted in the hall until official opening of the residence halls.

Housing Exceptions for Thanksgiving and Spring Break:

  • Distance - Must live over 4 hours away from campus.

  • Job Exception - Must live further than ½ hour away from campus and the campus must be closer to your job than your home.

  • Academic Exception - Must live further than ½ hour away from campus. This request must come from an academic adviser and will be approved on a case by case basis.

  • Athletic Exception - Must live further than ½ hour away from campus. This request must come from a coach and will be approved on a case-by-case basis.

Students are encouraged to plan early and arrange transportation.

Cable Television

Basic service is provided free by the University in the room and ready for use. Early in the fall semester, Time Warner Cable will be on campus to take cable orders and connect premium service, if so desired. Watch for signs and emails noting the time and place for possible enhancements. Students are responsible for payment of any additional service contracted through Time Warner Cable.

Check-in Procedures

These procedures are outlined to protect both the student and the University. Upon moving into an assigned room, students will receive a key and be asked to check the condition of the room carefully, making sure any deficiencies are noted on the inventory sheet. If discrepancies are found, students should alert the CA and the discrepancies will be added to the inventory sheet and/or corrected. Once both parties are satisfied with the inventory sheet reports, each student will sign a check-in/out sheet which verifies that they accept responsibility for the room, the key received, and pre-existing damages. Students may be subject to disciplinary action for moving in without checking in or for moving to an unassigned room.

Check-in: Early Arrival

Early arrivals for the Fall and Spring semester must be approved by the Office of Residential Life and Education. A fee of $75 per day will be assessed to the student account.  Students that move into a hall without approval may be subject to the student conduct process and may be required to leave the hall until the appropriate check-in time. 

Check-out Procedures

To assist the University in keeping up with maintenance and/or damage assessment in the residence halls, there are thorough maintenance checks several times a year in addition to those at checkout. Room checks occur during Fall Break, Winter Break, and Spring Break. The Residential Life staff will notify students of the dates and times of these checks. During these checks all rooms will be entered at the announced time to verify who is present, to make sure all check-out procedures were followed, and to check for maintenance and policy issues. Personal trash left in the room may result in a removal fee.

Residential Life will provide information regarding check-out to all students prior to the end of the academic year. Failure to complete the process as described and in its entirety may result in damage, cleaning or administrative fees. This includes staying past the required check-out date and/or time.

Once the halls have been closed, Maintenance and Residential Life Staff members will do a thorough check of all the residence hall rooms. Additional charges may be added for damages that were not previously noted. Therefore, there may be a modification to student bills.

Student bills will list the charges and damages. For further clarification, call the Business Office or the Residential Life Office during business hours.  

Confiscation Policy

The University reserves the right to confiscate items considered illegal, hazardous or harmful to the community, and those items that are prohibited per university policy.  All prohibited items and alcohol and drug paraphernalia will be confiscated by Doane University officials or required to be immediately removed from campus. (See Doane University alcohol and other drugs policy and prohibited items).  In the course of conducting Health and Safety Inspections, Residential Life professional staff members may confiscate any prohibited items found. Such items are labeled and put in storage. Students will have an opportunity to take the prohibited item(s) home at the next school break. The Office of Residential Life and Education will store the item(s) no later than the end of the semester. Unclaimed items will be disposed of at the end of every semester. The University is not responsible for compensation of any discarded item.

Custodial Care (Includes Suites and Quads)

Hallways, stairwells, lounges, common area restrooms, and laundry rooms are cleaned by the housekeeping staff. Resident cooperation in keeping these areas clean is expected and appreciated.  Residents who fail to maintain their areas in a clean and hygienic manner may be referred for judicial action or assessed fines.  If there are any concerns, please see your Community Advisor or Community Director.  

Decorating Hall Rooms

When putting up posters, please do not use nails, tacks, or tapes that will damage walls or strip paint.  Do not place anything on the doors.  Students will be liable for damages.  When decorating for the holidays, be thoughtful of potential property damage and fire safety.  Do not use live trees or large lights.  Do not spray snow on wood, etc.  Check with a CA or CD regarding the holiday decorating policy.  Alcohol bottles and paraphernalia should not be used as room decorations.  

Deposits

The $100 reservation damage/deposit serves against damages or to replace University property while a resident. This deposit will be credited back to a student's account and used on any balances that remain when they are no longer a residential student. Fines and damages to a hall room will be billed to the individual student(s) account(s) and payment will be required.

Fire Safety

Based on recommendations from the State Fire Marshal, use of the following items is not permitted: candles, candle warmers, Hookahs, lanterns, or oil lamps. Decorative candles may be displayed, but not lit. Likewise, lanterns and oil lamps may be displayed, but may not contain kerosene or other flammable liquids. Incense and other related burning items are not allowed in residence halls.  Halogen lights/lamps and bean bags, because of their potential to ignite, are not permitted in residence hall rooms.   There are limited electrical outlets in the residence hall rooms. Extension cords are not allowed. Only surge protector cords (UL approved) may be used.  Smoking and use of electronic cigarettes and vapors are not permitted anywhere in the residence halls not.   

Tampering with fire equipment including, but not limited to smoke detectors, fire extinguishers, fire hoses, and fire escapes is a violation of University policy and state and federal law. Students found in violation of the University's fire safety regulations including setting fires in the residence halls will be subject to severe disciplinary action including loss of residence life privileges and possible suspension from the University.  Rooms should not be decorated in such a way as to allow a fire to spread throughout a room (e.g. with overlapping posters). Decorations should not be hung from the sprinkler pipes or heads preventing proper deployment. Hallways should be kept clean and clear at all times.  All violations will be subject to the student conduct process. The Office of Residential Life and Education reserves the right to discard any confiscated items.

Furniture: University Rooms

Beds, desks, chairs, study lamps, and dressers, and wardrobes or closets are provided in each room. Students may bring items from home and collaborate with roommates about what will give the room a more personal feeling. Road signs and beer kegs are not acceptable items. They may be confiscated immediately when found in any student room.

University furniture may not be removed from the room in traditional living environments. In Hansen, Burrage and Colonial Halls, no furniture may be removed from the quad or suite. Any furniture bolted to the wall may not be moved.  Furniture provided in every room is not to be removed from that room as moving or storing often results in damages, scratches, etc.

Students are responsible for loss or damage to any University furniture. At the end of the academic year, or when a student moves from his/her room, all furniture must be returned to its original position.

Furniture is expected to be used as intended, which means all four legs of a bed must be stationed on the floor (i.e. single bed or normally stacked bunks). Also, bunks are not permitted to be placed on top of desks or dressers. All violations will be subject to the student conduct process, please ask a member of the Residential Life Staff if you need assistance.

Furniture: Personal

Students may bring personal furniture into their rooms.  The furniture must be kept in good condition and follow all safety and fire protocols (blocking exits or entrances).  Soft-sided furniture should be purchased new and student must provide supporting documentation as requested by the Office of Residential Life and Education.  Doane University reserves the right to require students to remove any personal furniture that fails to meet safety and fire protocols.  Failure to comply will result in adjudication throught the student conduct process.

Garbage and Trash Policy

For the safety of all members of the Doane University community, and because of restrictions from the Crete area refuse service, the following items are restricted from disposal in any University-owned receptacles:

  • Flammable Liquids

  • Tires

  • Knives

  • Appliances

  • Paint Cans

  • Furniture

Moreover, glass items are restricted from Doane-owned residence hall trash receptacles, but instead, must be placed into sealed bags and disposed of into the large outside dumpsters. Glass found in Doane-owned personal room trash cans may result in termination of glass privileges for that room and potential disciplinary actions. Improperly disposed glass where no one accepts responsibility may result in termination of glass privileges for the floor or the entire hall followed by disciplinary action or removal fees for subsequent violations. Students may not collect glass waste (i.e. recycling) in their personal rooms for sanitary, health and safety reasons. Students must remove collected glass trash within a 24 hour period or at the request of staff.

Additionally, when students remove waste and trash from their rooms, it must be placed in the dumpsters located in the parking lots near each of the buildings.

Guests Policy

For safety reasons, especially in the residence halls, only residential students or supervised guests are allowed inside. All guests must be within sight of their host at all times. Guests who are unsupervised in a hall may be asked to leave immediately. Failure to adhere to this requirement may result in restriction of guest privileges or a ban from campus for the guest.

All Doane University policies apply to guests while they are on campus and the host student(s) is responsible for the actions of their guests. Doane University does not accept responsibility for the students' guests.  Students who violate the campus guest policy will be subject to the student conduct process.  Additionally, students are encouraged to contact a Residential Life Staff member or the Safety Office if guests become unruly and/or noncompliant. Over-intoxicated guests who cannot leave campus or take responsibility for themselves may be reported to the Crete Police Department.

Guests: Overnight

Residents may have guests stay in their room overnight up to 24 hours. Residents hosting guests overnight should obtain permission to do so from their roommate(s). All guests should register with Residential Life by completing the online  Overnight Guest Registration Form or by informing their Community Advisor (CA) or Community Director (CD).  Overnight guests are not permitted to move from room-to-room or hall-to-hall. 

Housing Agreement

By accepting admission to the University, students will be required to reside on campus, unless they meet one of the exceptions listed in the Housing Policy earlier in this section. The University reserves the right to immediately terminate the housing agreement for a particular room and/or reassign housing in cases including (but not limited to) extreme or abusive behavior and/or dangerous or threatening behavior (to students, roommates, administration, or staff), damage or repetitive abuse to University property and/or upkeep of an assigned room. If such misbehavior occurs, the University may elect not to refund room and board as a sanction.

Students who live with Community Advisors (CA) must understand that this is a designated staff area. Should a CA be removed from service or resign, the Office of Residential Life and Education may move current students into another room or residence hall.

Insurance

Doane University does not carry insurance for personal property. Personal property is subject to theft, fire, vandalism, and unforeseen circumstance. The University will not take responsibility for repair or replacement. A homeowner's insurance policy may cover any damages that may occur at Doane.

Kitchens

All halls have a kitchen open to all residents. Out of courtesy to neighbors and the housekeeping staff, keep these areas clean. Failure to do so may result in cleaning or damage fees to the residents of the hall.  The University reserves the right to close the kitchens at any time. 

Laundry Facilities

Coin- and card- operated laundry facilities are available in each hall. Please use the machines with care and consideration. If new to the world of washing and drying clothes, don't be afraid to ask for help. If a machine is not working properly, please inform a Residence Life Staff member, or contact Jetz, the company that provides the machines, at 402.339.2565. Failure to keep laundry facilities clean may result in damage or cleaning fees, or locking the room.  Change for the laundry or vending facilities is available in the Business Office, Bookstore, and select residence hall laundry rooms.

Lofts

Rooms in Frees, Sheldon, Smith, Colonial and Burrage halls, come equipped with lofting materials in each room. Lofting options are also available in Hansen by request upon check in. Students will be responsible for storing any extra pieces of furniture that result from lofting in their rooms. Students residing the residence halls must utilize the beds and equipment provided by the University.

Lock-Out Policy

Residents are responsible for carrying their key(s) at all times and locking their door when they go out.  If a resident is locked out of their room, they should wait for their roommate to return to gain admittance. If a resident needs more immediate access to their living area for emergency reasons, they may contact the may contact the following Residential Life staff for assistance.

Monday - Friday 8:00am - 5:00pm contact the Community Director in their residence hall.

If your CD is unavailable, please contact the Residential Life Emergency Line at (402) 418-1575

After 8:00pm, please contact the Community Advisors on Duty at the number listed at each residence hall's front desk.

There is a $25 lock-out fee per each lock-out. Individuals will not be let into another person's room by the Residential Life staff under any circumstance.  If the resident has lost their room key, the resident will be issued a key replacement  and all fees will be accessed to the student(s).

Lounges

The residence halls offer several types of lounges for students to socialize and connect with their peers: TV lounges, study lounges, public lounges, etc. Students are encouraged to make use of these areas and enjoy their benefits. They often serve as good places for discussions and study groups, or as places to relax and take a break from homework. These lounges and the furniture in them are for the use and convenience of all residents. Lounge furnishings must not be moved or removed from the area. Lounges can be reserved for programming and special events. Please contact the Community Director to reserve a lounge. Failure to keep lounges clean may result in cleaning or damage fees to the residents of that area. Please note quiet/courtesy hours do apply to the lounge areas.

Lounge Furniture and Equipment

University furniture in residence halls and other areas on campus must be treated with respect and left in its place. No University furniture from any other location, except for what is provided in the room, can be used in residence hall rooms.

Pets

Due to health and safety regulations, and consideration for campus living environments, students are prohibited from having pets in the residence halls. The only exceptions are small fish. Reptiles are not allowed. Violation of this policy will result in the immediate removal of the pet and/or disciplinary action.  Students seeking special accommodations should contact the Director of Student Support Services.

Quiet Hours and Noise

A residence hall is a thriving, multi-purpose living area, in which students sleep, study, and relax.   Therefore, consideration of neighbors is necessary at all times.  Voices, stereos, radios and TVs should be of a reasonable volume so as not to interfere with the rights of others.  Roommates should agree on when music or a television will or will not be played.  All residents are expected to honor requests from members of the community to reduce the noise level.  Failing this, a CA may be asked to assist in the situation.  The student should always first attempt to resolve the problem with the person who is the source of the disruption before involving an CA.  Each resident is responsible for activities that occur in their room, including the actions of all their guests. When quiet hours are not in effect, it is the student's responsibility to remain courteous to all community members.  

Quiet Hours:

10 pm - 8 am (Sunday - Thursday) and 1am - 8am (Friday and Saturday)

Courtesy 24-hour quiet hours are in effect at all times in the residence halls.

Beginning the last day of classes and during exam periods, quiet hours are maintained 24 hours a day, seven days a week.  Persistent noise violations will be subject to the student conduct process.

Rooftops, Windows, and Ledges

For the safety of the students and protection of campus buildings, students are not permitted on any campus roofs or ledges. Climbing onto rooftops, ledges, or leaning out of balconies and windows could result in a fall leading to serious and possibly life-threatening injuries. Violations will carry serious consequences, which may include a ban from campus for non-Doane students. The same consequences apply to anyone found vandalizing or removing window stops. Windows are not to be used as an alternative means of entering rooms. Windows are monitored by video surveillance. Anyone seen attempting to or entering a window will be reported to local law enforcement and the report will be subject to the student conduct process.

Room Changes

Changes in room assignment will be granted for a two-week period each semester (check the calendar). To change rooms, contact Residential Life at doaneHousing@doane.edu. All check-in and check-out procedures apply when changing rooms. Be sure to follow proper procedures as described on the Room Change Form to avoid improper check-out charges, damage or cleaning fees. The University reserves the right to change a student's residence when there is a need to do so as a result of a disciplinary action. Students who are found to have changed rooms without prior consent from Residential Life will be subject to the student conduct process.

Students who are left with a private room prior to the census date of each semester will be billed for the private room. Room consolidations are encouraged to help students save money. It is the student's responsibility to find a replacement roommate or they will be billed at a private room rate. Doane University reserves the right to move students at any time during the year to accommodate room consolidations or other housing needs. If a roommate leaves after the census date in each semester, the University may consolidate the room or elect to leave the student alone in the room without charge. However, if the roommate leaves prior to the census date of the fall semester, the University will notify the student that a roommate must be found for the spring semester, or a charge or consolidation may occur. Interterm classes are not part of the spring semester. If a roommate leaves during interterm, the student will be required to fill the empty space, consolidation, or pay a private rate.

Students that live in Hansen Hall, Burrage Hall or Colonial Hall may have roommates leave in a way that creates an entirely open room in the quad or suite. If this occurs, the remaining students will have the option to reorganize the room to fill all spaces (i.e. one student may want to move in and pay private rate) or find other roommates to fill the space. However, the University reserves the right at all times to alter housing arrangements The University may place transfer students or other students needing housing into these open spaces or require the students to move as need dictates.

Rooms: Abroad Students  

The University reserves its on-campus housing for students who are paying for the usage of rooms. Students who are traveling abroad in the fall semester have the option of utilizing their lottery points with groups for the fall semester, but only under the following circumstances:

  • Students must be signed up to live with a roommate who agrees to pay for a private room. The private room pays for the empty space and "reserves" it for the abroad student returning for Interterm or spring. If a roommate refuses to sign a private room rate form, the abroad student may not use their lottery points. Likewise, if a roommate decides to live off-campus or leaves Doane after the housing process, the room is no longer paid for and the Residence Life Office reserves the right to reassign the abroad student to utilize the empty space for the year. The abroad student will then be notified of the room change and new housing location.

  • Students who are traveling abroad in the fall semester must note this when applying for campus housing or must contact the Residence Life Office immediately when signing up for this travel. The roommate of the abroad student will then be assigned a new roommate (if available), be requested to pay for a private room or be consolidated to another space on campus by the Residence Life Staff.

Rooms: Privacy (Room Entry Procedures)

Doane University respects the privacy of its students, but as a private institution retains the right to enforce policy and safety standards in the best interest of the institution. For issues related to safety, security, or belief that harm to persons or facilities will occur, the University or its designee reserves the right to enter student rooms without notice.

For instances where policy violations are suspected, searches of student's personal belongings will only occur when there is a preponderance of evidence to indicate a violation of the student code of conduct.  Doane University maintenance staff will attempt to notify students in advance if there is a need to enter rooms for maintenance related issues. However, the urgency and desire to respond to requests as quickly as possible sometimes make early notification impossible. Facilities staff will announce themselves before entering rooms.  Students are not allowed to enter other students' rooms unannounced or without permission from a student assigned to live in that room. Doane University, as the owner and proprietor of all residential housing, is the sole authority for who is assigned to residence hall rooms. Students who enter other students' rooms without consent may be subject to disciplinary actions regardless of the wishes of the assigned residential student. The University also reserves the right to report these incidents as trespassing to the Crete Police Department.

Rooms:Selecting Housing for the next academic year

Housing selection for the fall will take place following pre-registration in the spring semester. To ensure a smooth selection process, Residence Life will provide information and instructions in the halls and in Perry Campus Center in the weeks ahead of housing selection.

Storage

There are no storage facilities in the residence halls for students' belongings other than their personal rooms. The University will not store any student's furniture including beds, sofas, chairs, desks, tables, or carpeting. Students are not allowed to take University furniture off campus for storage. (See the section on Furniture: University Rooms.)

Suites and Quads (Multiple student living environments)

Students living in multiple student living environments are responsible for maintaining order in and around these environments at all times. Students are required to keep their doors locked at all times to prevent other students from entering their shared living spaces without their supervision. Guests that cause disturbances or damage, or violate policy will be removed, but the students assigned to that living environment will still be held responsible for their actions. Students who demonstrate that they cannot control the activities of their shared living environments will be relocated to a traditional residence hall (Frees, Smith, or Sheldon) or removed from campus housing all together. If there is one roommate or select individuals living in the Quad or Suite causing issues, it is the other resident's responsibility to inform the Residential Life staff. Damages, vandalism, and disturbances caused by "unknown persons" will be considered a failure to provide reasonable care for an assigned room and may result in relocation or removal from campus housing. Window Screens must stay in the windows at all times. If removed or damaged, an appropriate charge to replace or repair the screen will be assessed to the respective suite or quad.

Vandalism

Residents are responsible for all damages that occur to the building or its furnishings if the responsible party is not determined.  Damages assessed to common areas may be appropriated to all hall residents under these circumstances.  If you witness a vandalism or have information on the individual(s) who may be responsible, please contact a Residential Life staff member or Safety Office at (402)826-8669.  Students who have guests in their room or hall are responsible for any damages that their guest(s) cause(s).  

Vending Machines

All residence halls have vending machines. If a machine collects money but provides no item, please visit the Business Office. If a machine is not working or has been vandalized, please report it promptly to a Residential Life Staff member.

 

 

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