The University of Memphis

University Access, Search and Care of the Residence Hall

POLICIES

Occupants of the residence halls are responsible for the care of their rooms. Residents will be held responsible for damages to, or alterations of rooms, equipment, or buildings, and for special cleaning necessitated by improper care of rooms or equipment. Each resident shares a joint responsibility with all of the hall's residents for the care and protection of public areas and equipment in the building. Floor, hall, or complex charges for damages occurring during a semester to public areas or equipment may be made at any time.

Residence Life Staff will make regularly scheduled room inspections. Room inspection may be conducted at any time with a minimum of a twenty-four hour notice.The University reserves the right to search and seizure relative to any room in a housing facility if there is probable cause that the space is being used for purposes which are illegal or interfere with campus discipline or constitute a hazard.

• Residence Hall Care
• Room Check and Room Inspection
• Residence Hall Damages
• Residence Hall Search and Seizure

• How do I appeal a charge?
• Whom do I contact with further questions?

• Residence Life and Dining Services Website

1. Residents are responsible for the daily upkeep and care of their assigned rooms and furnishings. Occupants will be billed for damages incurred to their rooms.
2. Repairs, replacements and supplies for individual rooms, public areas and facilities of the residence hall are the responsibility of the University. Any needed repairs or supplies should be listed and reported daily to the front desk of their assigned building and not to the individual department or company, with the exception of Telecommunications. Residents should not attempt to repair or replace University property or furnishings.

1. Regularly scheduled room checks are announced and staff should knock before entering.
2. The University reserves the right to enter and inspect a resident's accommodation at any time for fire or health hazards, maintenance requirements, and/or emergency situations. The staff members will knock before entering.
3. Students will be referred to their Assistant Area Coordinator and/or the Associate Dean of Students for Judicial and Ethical Programs if they are believed to be in violation of these procedures.

The following procedure will be observed in order to protect both the resident and the University when hall damage is in evidence:

1. Residents check-in and vacate their housing accommodations according to directions issued by the Department of Residence Life and Dining Services. At check-in, each resident is issued a key and an inventory sheet. It is the resident's responsibility to conscientiously examine the contents of the accommodation. The condition of the facility, and the absence or presence of its furnishings should be noted on the inventory sheet. The signed inventory sheet is to be returned to the Resident Advisors or Assistant Area Coordinator on the day of check-in.
2. The inventory form is again used when the resident vacates the room so that the condition can be noted in the presence of the resident and staff member. The resident should consider the completion and return of the inventory sheet as a protective measure. No resident will be held responsible for conditions, damages, or shortages which existed prior to the time (s)he assumed occupancy, provided these items are noted on the form as indicated above. Damages not noted on the form may result in a resident being charged for room deficiencies which occurred prior to check-in.
3. Residents will also be charged a reasonable cleaning fee when rooms are left excessively dirty after check-out.
4. Failure to complete the check-out procedure will result in an improper check-out charge.
5. A hold is placed on a student's registration and records when residents neglect to pay damage charges for which they have been billed.
6. Damages will be deducted from a resident's application/reservation deposit should there be damage charges unpaid upon vacancy from the residence halls.
7. Residents of a hall are jointly responsible for the care, cleanliness and protection of the common areas of their building. Residents, by floor or hall, may be charged for common area damages.

The following procedures will be used in observing the Search and Seizure policy:

1. The University reserves the right of entry to rooms by authorized University officials for the purpose of search and seizure if there is probable cause that the space is being used for purposes which are illegal or which would seriously interfere with campus discipline or constitute a hazard.
2. A search will be authorized by the Associate Dean of Students for Residence Life and Dining Services or the Associate Dean of Students for Judicial and Ethical Programs only when there is justifiable cause. The search will be conducted in the presence of the previously mentioned, or a designee, and if possible, a staff member of the particular building and the resident.
3. A copy of the authorization form will be provided to the student(s) whose room or apartment is being searched, and a receipt will be given for any property confiscated.
4. Representatives of the offices of the Dean of Students and Police Services may be present.
5. The University may choose the use of a search warrant by Campus Police or other appropriate law enforcement representatives.

Residence Life and Dining Services

011 Richardson Towers

Memphis, TN 38152

Phone: (901) 678-2295

Fax: (901) 678-5219