Operating Guidelines for Student Housing                    UPPS No. 07.03.01

Issue No. 5

Effective Date: 08/21/2013

Review: January 1 E3Y

 

 

01.       POLICY STATEMENTS

 

01.01   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.

 

01.02  The purpose of this UPPS is to provide guidance for decisions that affect the student housing program. These procedures affect the division of Student Affairs (SA) and the division of Finance and Support Services (FSS). 

 

02.       PROCEDURES FOR DETERMINING STUDENT ELIGIBILITIES AND RESPONSIBILITIES

 

02.01  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.

 

02.02   Students' Contractual Obligations

 

a.     Students are required to sign a room and board contract that is binding for the full academic year.

 

b.     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.

 

c.     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.

 

d.     Most residence halls may be closed and may not be occupied 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. In most cases, residents may make arrangements with DHRL for "Break Housing" at an additional cost.

 

e.     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.

 

f.      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.

 

03.       PROCEDURES FOR DETERMINING OPERATIONAL RESPONSIBILITIES

 

03.01  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. 

 

03.02  The primary responsibility of the DHRL is to develop and implement a strategic plan which includes the following goals:

 

a.    continuously evaluate and improve facilities;

 

b.    develop communities that are safe, supportive and diverse;

 

c.    create environments that foster the success of students;

 

d.    actively support the staff members who live and work in university housing; and 

 

e.    effectively manage the resources and operations of the department. 

 

03.03  In doing so, the DHRL will work closely with the associate vice president for Facilities in carrying out the mission and strategic plan of the department. The associate vice president for Facilities shall:

 

a.    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;

 

b.    act as the liaison between DHRL and the architect or engineer to design a project; and

 

c.    act as liaison between DHRL and contractors to construct a new facility, renovate an existing facility or make major repairs to a facility.

 

03.04  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.

 

04.       ORGANIZATIONAL REPORTING AND BUDGET ADMINISTRATION

 

04.01  The DHRL reports through the associate vice president for Student Affairs and dean of Students to the vice president for Student Affairs. 

 

04.02  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:

 

a.    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.

 

b.    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 staff for the oversight of all renovation and new construction projects.

 

c.    Residential Life and Education: This unit is charged with overseeing the day-to-day lives of the students who reside in the halls.

 

04.       REVIEWERS OF THIS UPPS

 

05.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Director, Department of Housing              January 1 E3Y

and Residential Life

 

Director, Auxiliary Services                        January 1 E3Y

 

Associate Vice President for Facilities     January 1 E3Y

 

05.       CERTIFICATION STATEMENT

 

            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

     

President