Fraternity and Sorority Housing Agreement

The administration of Roanoke College believes that fraternities and sororities, when adhering to their stated principles, are an invaluable asset to the College community.  In an effort to promote Fraternity/Sorority Life, the College offers the privilege of designated housing for fraternities and sororities as long as the organization operates under prescribed national and institutional standards.  The standards below are the mutual expectations of the College and the Fraternity/Sorority. 

I acknowledge that residence in a designated fraternity/sorority area is conditional upon my status as a member of the respective fraternity or sorority. In rare instances, a non-member may be permitted to live in a fraternity/sorority area as well. In the event that my membership within the fraternity or sorority ceases or is no longer in good standing with the organization, I may be required to relocate to another on-campus residence hall.

I.              FRATERNITY/SORORITY HOUSING OCCUPANCY EXPECTATIONS 

A.       The room charge will be the same as for other residence halls with like space.

B.       The Greek Residence Manager (GRM) is responsible for coordinating the room assignment process:

1.        Chapter meeting:  A mandatory meeting is required to discuss the room selection process by February 15th.

2.        Room rosters:  Determine which rooms students will be living.  The roster is due in the Office of Residence Life & Housing by March 1stcabel.

3.        Room assignment priority: Individual chapters will determine room acabssignment priority. 

C.        Each chapter must maintain full occupancy for the academic term to avoid financial penalty.  The chapter will be assessed a penalty for each bed that falls below full occupancy equivalent to $1,500 per bed, per semester.

D.       When Fraternity and Sorority Room Selection rosters are submitted for the next academic year, any space not filled by the chapter may be made available during the official Room Selection Process. The official Room Selection Process concludes when the last wait listed student is offered a space in campus housing. Vacancies not selected during the regular Room Selection Process will be the responsibility of the chapter.

E.        Members of the organization will not be allowed to participate in the Off Campus Room Selection process until a full and complete roster is submitted.

1.        Members wishing to be released off-campus may not be included on the roster submitted to Residence Life & Housing.

F.        Vacancy charges will be assessed each semester after the semester census date (approximately two weeks after the first day of classes in fall and spring).

G.       New vacancies that occur later than the semester census date may be assessed to the chapter on a prorated basis based on the date the vacancies occur. Organizations will have two weeks from the date of the vacancy to fill the space before charges are assessed.

II.             FACILITIES AND SERVICES

A.       Services shall be the same for all resident students.  The College shall provide custodial service for the basic upkeep of the building.  These services include, but are not limited to: sweeping and mopping of floors, cleaning of bathrooms and carpet care.

B.       The College will provide furniture and computer outlets for individual rooms.

C.        The fraternity/sorority is responsible for providing furniture for common areas and chapter rooms.  The furniture must be approved by a Residence Life & Housing professional staff member (i.e. Assistant Director, Associate Director, or Director of Residence Life & Housing).

1.        The fraternity/sorority may request the College provide common room furniture.  A chapter vote must be held in which a simple majority is obtained, and meeting minutes documenting this vote must be submitted to the Office of Residence Life & Housing.  The fraternity/sorority will be financially responsible for damages outside normal wear and tear of any furniture purchased by the College.

2.        At the time of normal furniture replacement a subsequent chapter vote, in which simple majority is obtained, will be required and meeting minutes documenting this vote must be submitted to the Office of Residence Life & Housing.

D.       Each resident will receive a key to his/her individual room and, if applicable an exterior door key for access privileges.

E.        Individual rooms must be maintained in a safe and sanitary manner.  Material that is sexist, racist, or otherwise offensive may not be displayed on the exterior of room doors or in common areas. Occupants of a room not meeting this standard will be given a designated period of time to correct the situation.  Disciplinary action may be taken if the situation is not corrected.

F.        Residents are responsible for the damage, loss, or theft of their College issued furniture.  Residents may bring in additional furniture, but the College does not offer storage of any room furniture.  Any student missing furniture when they checkout may accumulate fines.

G.       Smoking is prohibited in public areas or individual residence rooms of the fraternity/sorority areas.

H.       No alcohol will be permitted in sorority housing per sorority national policies.  Alcohol will not be permitted in fraternity housing, if the (inter)national policies prohibit it.

I.         In compliance with fire code regulations, permanent storage areas are not available.  During the academic term, students must store items in their rooms.

J.         Residents are prohibited from being on the roof and in the attic.

K.        The following area will be controlled by the fraternity/sorority:

1.        Chapter room - The organization will ensure that all activities that occur in the room are in accordance with (inter)national organization and College policies. 

2.        All other common living area space is available for use by all occupants of the designated area.

III.            SUMMER STORAGE

A.       Personal belongings may not be stored in spaces considered common areas over the summer.  Roanoke College assumes no responsibility for theft or damage to items left during the summer. Failure to remove one’s belongings at the end of the term of occupancy shall constitute an abandonment of that property. Roanoke College, at its discretion, may dispose of such property and bill such costs accordingly.

B.       Personal belongings may be stored over the summer in the locations listed directly below.  In the event a student chooses to store belongings in approved areas, Roanoke College assumes no responsibility for theft or damage to items left in the chapter space during the summer.  Personal belonging stored must follow summer storage guidelines.  Personal belongings that are not stored properly will be considered abandoned and the College will dispose of them as appropriate.  The following are considered approved areas for summer storage:    

a.    Fraternity/Sorority’s chapter room

                                                                           i.      Belongings stored must meet all fire code regulations

C.        If the student withdraws from the fall term or does not return to Roanoke College, the student will have 48 hours after the designated date to remove their belongings.  If the belongings are not removed within 48 hours of the designated date, the belongings will be considered abandoned and the College may dispose of them as appropriate. 

IV.            HOUSEKEEPING & MAINTENANCE

A.     Housekeeping, Physical Plant, and Residence Life & Housing personnel will conduct regular inspections of all student living areas to ensure that they are being properly cleaned and maintained. 

B.     The members of the organization are responsible for keeping the building in an acceptable condition.  The fraternity/sorority Living Area Standards include:                                                                                                                                

                    1.     All trash in common living areas is to be disposed of properly.  If a trashcan becomes full then it is to be emptied in the dumpster.  No trash, such as cans, bottles, boxes, paper, etc. is to be found on the floors, windowsills, etc. of common areas or on the grounds outside the building.

                    2.     Spilled liquids and excess dirt on floors are to be mopped and/or swept.

                    3.     All stains on walls should be cleaned.

                    4.     Nothing is to be attached to doors that will damage them.  Doors may not be written on.

5.        Dishes and messes associated with cooking are the responsibility of the residents and members.

                C.     If College officials determine that the standard has not been met, i.e., more than routine cleaning is required to bring the area up to standard:

1.        The organization will be notified and given a designated period of time to correct the situation, with the exception of end of the year closing.

2.        If the situation is not corrected within the stated time, then the organization will be billed for extra clean up.   Additionally, the organization may be fined or lose social privileges if there is a persistent or severe problem.

D.       All damages to College property and housekeeping charges will be billed as follows:

                        1.     Damage and housekeeping charges within individual rooms will be billed to the residents assigned to that room.

                        2.     Damage and housekeeping charges in common areas (bathrooms, TV lounges, study lounges, stairwells, hallways, surrounding grounds, etc.) and damage and housekeeping charges within designated fraternity/sorority areas      (chapter room and formal lounge) will be billed to the fraternity/sorority.                                                                                

                        3.     The fraternity/sorority is responsible for maintaining and repairing fraternity/sorority property.

E.        All bills for damages and/or housekeeping issued by the College are due after receipt of the bill at a date determined by the Residence Life & Housing staff.  This date may not exceed fifteen (15) business days.  The fraternity/sorority and/or individual residents may not register room parties, fraternity/sorority social events, or other fraternity/sorority events on campus or within the house if a bill is outstanding after the determined date.

1.        If the chapter is unable to pay the bill in full by the determined date, a payment plan may be made.

2.        The payment plan may not extend beyond the end of either the fall or spring academic term, unless approved by relevant staff/personnel.

3.        Failure to make a payment may result in the fraternity/sorority and/or individual residents losing privileges.

F.        If the College determines that a non-affiliate student is responsible for damage or vandalism to the building or grounds, then the College will assume responsibility for billing and collecting from this student.

V.             RESPONSIBILITIES & EXPECTATIONS

A.       Residents of the fraternity/sorority area shall have the same rights and responsibilities as other Roanoke College students as outlined in the Student Handbook.  All policies and regulations set forth by the College and Residence Life & Housing are applicable to residents living in the designated chapter space.  In addition to College and Residence Life & Housing policies, residents will honor the expectations and responsibilities as set forth by the individual fraternity/sorority and their (inter)national headquarters. If a conflict exists between policies, the College’s policies supersede those set forth by individual fraternity/sorority and their (inter)national headquarters unless the Director of Residence Life & Housing determines otherwise.  It is expected that federal, state, and local laws will be respected by the residents and members. 

VI.            END OF YEAR CLOSING

A.       Charges for end of year damage and closing will be assessed as follows:                                                                                 

1.        Damage and housekeeping charges within individual rooms will be billed to the residents assigned to that room.

2.        Damage and housekeeping charges in common areas (TV lounges, study lounges, stairwells, hallways, surrounding grounds) and damage and housekeeping charges within designated fraternity/sorority areas (chapter room and formal lounge) will be billed to the fraternity/sorority.                                                                                                                            

                B.     It is recommended that each the fraternity/sorority store chapter belongings, such as furniture, composites, electronic equipment, etc. in the designated chapter room.  Each fraternity/sorority is responsible for storing its property if it does not wish such property to be used.  If the fraternity/sorority chooses not to store its furniture, it does so at its own risk.  Roanoke College will not be responsible for fraternity/sorority property unless such property is damaged or stolen as a result of negligence by College employees. 

                C.     During the period between graduation and the start of Fall Term, the designated living area will be used by the College as needed.

VII            PHYSICAL IMPROVEMENTS

                A.     Physical improvements, other than those deemed routine repairs by the College such as:  chapter letters, non-standard painting, etc. are the financial responsibility of the fraternity/sorority and must be approved in advance by a Residence Life & Housing professional staff member and any other relevant staff/personnel.

B.       The College will make normal repairs and paint as needed.

VIII.          RENEWAL OF UNDERSTANDING

The Fraternity/Sorority Designated Housing Agreement will be renewed annually during the spring term, so long as the fraternity/sorority can fulfill the occupancy requirements as stated in Section Irequirements and both parties wish to continue the arrangement.

IX.            TERMINATION OF UNDERSTANDING

If, for any reason, these facilities and arrangements prove unsatisfactory to either the fraternity/sorority or the College and satisfactory arrangements cannot be made, either party may give notice in writing that it is terminating the understanding at the end of the current academic year.  At the end of the current academic year, the College will begin using the space as it deems necessary.