Residential and Dining Services Policy

• All postings must include the name of the sponsoring person, organization, or group and an email address, or telephone number at which they may be contacted
• Advertising/postings/flyers are only allowed on designated residential posting areas in Building A 1st and 2nd floor bulletin boards and on the designated HCC bulletin boards
• Postings found anywhere else, including attached to the exterior of any residential building and on any glass surfaces, except on public bulletin boards, will be removed per the college’s Posting Policy and Procedures
• Chalking is allowed only on exterior, uncovered, horizontal concrete and brick walkways
• Only standard non-toxic, water soluble “sidewalk chalk” is allowed
• Chalking cannot interfere with another message that has already been chalked

All housing residents and guests are prohibited from:

• Having kegs, “beer bongs,” beer balls, and other common source alcohol containers on campus
• Consuming alcohol outside and in any common areas in Housing (Lounges, HCC, Laundry, etc.) or on campus (Red Square, forest, beach, academic buildings etc.)
• Being intoxicated/impaired to a point that normal, independent functioning is impacted
• Displaying empty alcohol containers
• Home brewing of alcohol in residential facilities

Individuals under 21 years of age are prohibited from:

• Possessing or consuming alcohol on campus
• Being in a campus housing space where alcohol is present and/or being consumed (Exception – an under 21 year old roommate assigned to a double room with a roommate age 21 or older)

Individuals 21 and older may possess and consume alcohol when:

• In their private apartment/suite/room when everyone assigned to the space and present, are age 21 and over
• Residents age 21 and over sharing an apartment or residence hall space with roommates under age 21, may only possess, store, and consume alcohol in their own bedroom, not in apartment common areas or res hall suites or common areas

Residents are responsible for keeping their assigned room, furniture, and fixtures free from damage. Residents and their roommates are jointly responsible for damage to common areas unless a specific person(s) accepts responsibility or is found responsible based on evidence. The cost of restoration, repairs, or damage will be billed to the responsible resident(s). All wall repair and painting must be completed by Residential and Dining Services staff.

Prohibited behavior:

• Making any alterations, modifications, or additions to residential property or grounds, including painting or removal of fixtures
• Using nails, screws, tacks, or any other means to penetrate ceilings, floors, walls, or other surfaces in residential living areas
• Adding any decoration or equipment that would interfere with or damage any building surface or require removing/altering doors or windows
• Making outdoor additions or construction of any kind
• Placing additional locks or security devices on any door or window
• Removing college provided mattress covers

All mattresses are covered with a flame barrier that also acts as protection from allergens and insects such as bedbugs. For these important reasons, mattress covers cannot be removed; removal of the cover compromises the mattress itself and means that the mattress must be replaced resulting in a charge for mattress replacement.

Residents are responsible for keeping their assigned bedroom and common spaces clean and free from excessive clutter/litter and displeasing odors. Residential and Dining Staff will do Health and Safety Checks in individual bedrooms and all common areas during each quarter and prescribe cleaning, health, or safety tasks if needed. If residents fail to address bedroom and/or common area concerns in a timely manner, the responsible resident(s) may go through the college conduct process and be charged if Residential and Dining Services must clean the space, remove excessive items, or repair damage, including damage or dismantling of life safety equipment. Repeat violations may result in removal from housing.

Prohibited behavior:

• Unsanitary or excessively cluttered living conditions, that may be hazardous to students' health, impact other residents, pose a safety risk, restrict emergency egress, cause damage, or attract pests

Non-motorized bicycles may be stored in individual living spaces if all roommates agree in their signed suite agreement. Motorized and non-motorized bicycles may be stored in designated bicycle racks. Please register your bicycle through police services.

Prohibited behavior:

• Storing bicycles in stairwells, balconies, hallways, common area lounges, or any area that may be a safety hazard
• Storing motorized bicycles indoors in any residential space

Improperly stored bicycles may be removed and impounded. After spring closing, all bikes, other than those parked in front of designated summer housing, will be removed, and impounded. (See abandoned property policy for more information on impounded property)

Apartments/units are to be used solely as residences.

Prohibited behavior:

• Operating any for profit or nonprofit business from an on-campus apartment/unit
• Using College resources, such as the Internet, for business purposes (see also Evergreen’s Appropriate Use of Information Technology Resources)

Appropriate Use of Information Technology Resources

Prohibited behavior:

• Possession or use of cannabis, medical and recreational, and cannabis paraphernalia is prohibited anywhere on campus including but not limited to in all buildings, smoking areas, forested areas, trails, parking lots, and the Evergreen Beach
• The possession or use of drug paraphernalia, as defined in RCW 69.50.102

Even though Washington State law allows adults age 21 and older to possess small amounts of cannabis for medical and recreational use, federal law prohibits cannabis possession and use of any kind. Because The Evergreen State College receives federal funds, the College must adhere to federal laws pertaining to possession and use of cannabis. Students are encouraged to visit Student Wellness Medical Services on campus to assess alternative treatment options. Cannabis and cannabis paraphernalia found on campus will be confiscated and destroyed by RAD staff and/or Police Services.

Residents must report all communicable diseases or insect infestations to Residential and Dining Services and seek appropriate college, public, or private treatment. On-campus housing will be made available to students with communicable diseases or insect infestation while complying with federal, state, county, and College policy and procedure in relation to the disease/infestation. Precautions will be taken by Residential and Dining Services on the advice of appropriate public or private health science professionals.

Residents are responsible for taking compost, trash, and recyclables outside to designated containers located throughout Residential and Dining Services. Residents are responsible for keeping their assigned apartment/unit clean and free from excessive compost, trash, and recyclables.

• The possession or burning of candles or incense is prohibited. Items found in violation of this policy may be confiscated by a housing staff member.

Residents may apply for a Lighting Exception permit for religious ceremonies or spiritual purposes. If approved to light candles/incense, they must be attended to and extinguished as soon as the ceremony is over. Residents will be billed for any damage from candles/incense. Disruption caused by excessive smoke or smell may result in referral to the student conduct process and the Lighting Permit being revoked.

Decorations that do not alter or damage, penetrate surfaces, do not present a fire hazard within, and do not prevent egress from an apartment/unit are permitted. Blue tape and sticky putty are the only approved ways to put up decorations.

Prohibited decorations include but are not limited to:

• Decorations attached to or in contact with building pipes, heaters, ceilings, smoke detectors, and other fire and life safety equipment
• Decorations that obstruct any walkway, hallway, stairwell, door, window, or any part of the premises and grounds
• Decoration or Equipment that would interfere with or damage any building surface or require removing/altering doors or windows
• Lighting that is not UL approved and/or is in poor condition

Residents are responsible for locking their individual bedroom doors. In Building A suites connected by bathrooms, residents in adjacent doubles must keep their room door locked if they are not present. All doors must be unobstructed and able to be opened freely and fully for exit (egress) in case of an emergency.

Prohibited behavior:

• Altering or adding door safety closures or locks
• Obstructing doors from opening fully
• Propping or leaving any exterior door open
• Tampering or interfering with the operation of security systems or door locks

Prohibited behavior:

• Dropping or throwing objects or substances from, at, or into residential facilities including roof areas, windows, balconies, stairwells, doors, etc.

Prohibited behavior:

• Tampering with or damaging an elevator or engaging in reckless or dangerous behavior that places yourself or others at risk
• This includes but is not limited to jumping, adding too many people for the space and/or weight limit, damaging controls, pressing the alarm button unnecessarily, etc.
• Chalking, graffiti, posting, littering, or leaving items in an elevator is prohibited

The following UL approved equipment and items are allowed in housing. Proper and safe use and maintenance are required:

Equipment/items that are not listed on the approved list must be approved in writing by the Director of Residential and Dining Services or designee in advance of bringing the item to housing. Equipment/items found in violation of this policy may be confiscated by a RAD staff member.

Fires can start and grow rapidly, making people most vulnerable where they cook and sleep. On-campus housing facilities are equipped with smoke and fire/heat detection devices and have policies in place to prevent fires. If an alarm sounds, follow the evacuation route posted on the back of your apartment or room door.

Prohibited behavior:

• Failure to Evacuate - in case of a fire alarm or other mandated evacuation
• Failing to evacuate in a prompt and orderly manner
• Blocking or barricading any route of evacuation including doors and windows
• Misuse of Equipment - tampering with, damaging, disarming, or falsely discharging any provided fire safety equipment, including alarms, emergency lighting, fire extinguishers, fire doors, smoke detectors, or sprinklers
• Storing flammable substances in or near housing facilities

All furniture must remain in the apartment/suite/unit. Residents will be charged for any missing or damaged furniture. Community furniture provided in floor lounges and other social spaces in housing must remain in those spaces.

Prohibited behavior:

• Removing community furniture from floor lounges and other social spaces
• Possessing community furniture in your unit/apartment
• Damaging or removing apartment/unit furniture

Residents are responsible for their guests' behavior, and guests should be accompanied by the person they visit while in Housing facilities. Overnight guests may stay in a resident’s bedroom with written approval by all roommates. An approved guest may stay no more than three days and two nights in any one month period anywhere in the residential facilities. Unapproved guests are not permitted to stay overnight.

Individuals on the Evergreen State College campus, including residents and guests, must show a photo ID if requested by a RAD staff member in completing their position responsibilities.

Prohibited behavior:

• Loaning out a College ID card illicitly
• Obtaining a College ID card illicitly
• Providing false identification information

For the safety of the residential community, residents must contact the Residential and Dining Services Office or the RA on-duty within 48 hours (about 2 business days) if they have misplaced or lost their housing key(s). RAD staff can help residents enter their room/apartment and/or start the lock change process.

Prohibited behavior:

• Duplicating keys
• Loaning out housing keys
• Obtaining housing keys illicitly
• Retaining keys beyond authorized dates
• Misusing lockouts to avoid carrying keys
• Not reporting lost or misplaced key(s)

• RAD Staff will assist residents in entering their suite/room/apartment and beginning the lock change process if needed
• If locked out, you may be asked to show your keys to the Housing staff member assisting you
• If a lock change is needed, temporary key(s), if available, will be provided to assist the resident in the interim
  • Residents will need to show their Evergreen student ID or another photo ID upon receipt of keys or entry
  • Residents will be allowed entrance only to their assigned spaces
• If a resident is unable to produce the assigned key(s) within a reasonable time, a lock change may be completed, and the cost will be billed to the resident’s student account
• Checked-out keys are due back in two business days; failure to turn them in will result in a lock change and charges
• Lock changes are billed to the resident responsible for the keys which are lost or missing

The playing of all drums and amplified instruments/music/sound is prohibited, except if approved in writing, in advance, by a Residential and Dining Services staff member for a planned program or activity. Non-amplified instruments may be played only during courtesy hours with suite agreement approval. Check with your neighbors to find out if the sound if problematic or not and find a time that works for all. Students found responsible for violating the musical instrument/amplification policy will have the item(s) confiscated. Residents may remove the item(s) to their off-campus residence or other off campus location during their next planned trip if practicable.

Courtesy Hours are in effect 24 hours a day.

Quiet Hours are in effect:

• Sunday through Thursday from 11 pm to 9 am
• Friday and Saturday from Midnight to 9 am

During quiet hours, no noise should be heard outside of a resident’s room, suite, or apartment. 
Noise is not to be excessive or disruptive to the community, including to suitemates and neighbors (next door, downstairs, upstairs, or outside the building). If asked to reduce volume, please comply immediately. To minimize impact on others, use of amplified instruments/sound equipment is prohibited in housing Headphone use is encouraged.

While it is each student's responsibility to control noise, there is also the responsibility of those impacted by noise to first contact the community member and request that the noise be reduced. If this approach does not work, contact the RA on duty in the evening and the RAD Services Office during the day.

The Evergreen State College (Evergreen) has a "no pets" policy for all its buildings, including university housing. The only exception allowed in housing is fish in tanks no greater than 10 gallons.

Prohibited behavior:

• Residents and their guests may not house or harbor any animal/pet for any length of time inside or near any housing facilities

Violations of the Pet Policy:

Students who violate the pet policy will have a maximum of 48 hours to find an alternative off-campus living arrangement for the animal. A student responsible for violating the pet policy will be billed for any cleaning, repairs, or pest control treatment deemed necessary due to the animal. Animals found in violation of the pet policy in housing may be removed by animal control. A student who does not comply with the 48-hour removal requirement may be immediately removed from housing.

Service animals and support animals can be approved as accommodations for on-campus housing through Access Services for Students with Disabilities. Service and support animals are not pets and must be approved in advance by both Access Services and Residential and Dining Services before admission to the residential community.

Sexual Harassment and Sexual Misconduct

Residents are required to comply with Evergreen’s Sexual Misconduct and Sexual Harassment Policy. Residents must also comply with the Code of Student Rights and Responsibilities which prohibits conduct that is defined as sex- or gender-based misconduct. A resident engaging in conduct in violation of the College’s policy or code will be subject to conduct action that may include, among other things, suspension from residing in student housing. In this case, the College may terminate this contract as provided for in the Housing Agreement.

Sleeping in unassigned areas is prohibited, this includes common lounges, the Housing Community Center (HCC), and other social spaces.

No Smoking Policy

Residents may smoke only in designated outdoor smoking areas on campus. The residential smoking area is behind the Housing Community Center (HCC). The smoking area is open 24 hours and students must abide by the "Noise – Courtesy and Quiet Hours" policy when using it. Smoking, as used in this policy, refers to the inhaling, exhaling, burning, or carrying of any lighted smoking or activated vapor equipment including cigarettes, electronic cigarettes, cigars, or pipes.

Prohibited Behavior:

• Smoking is prohibited in all College buildings including student housing per the campus

A service charge will be assessed to cover the costs of cleaning or repairs deemed necessary due to smoking in any residential spaces.

Door-to-door solicitation or distribution of promotional materials by anyone who is not a Residential and Dining Services or Evergreen Residence Hall Association staff member, is prohibited.

All sporting equipment must be stored in rooms/apartments except bicycles. Bicycles may be stored in the covered bicycle racks throughout the premises.

All residents are responsible for working with their suitemates to complete Suite Agreements at the beginning of fall quarter, and any other time residents, new to the space, move in. Resident Assistants (RAs) will help facilitate Suite Agreement meetings if assistance is needed. Suite Agreement meetings are the opportunity to voice needs, preferences, and concerns about how residents use and share their assigned spaces.

Common topics that are discussed:

• Allergies
• Cleaning
• Guests/over-night gusts
• Noise/music
• Purchasing and/or using items (e.g., cleaning products, food, toilet paper, etc.)
• Sharing or not sharing items
• study habits
• Safety and security – front doors of apartments must be kept closed and locked, doubles connected by a bathroom need to agree on room door security, shared bedrooms and suites need an agreement about locking expectations

After an understanding is reached the Suite Agreement will be signed electronically by all residents. Failure to sign and follow the agreement may result in referral to the conduct process if there are disruptive behaviors or policy violations occurring in the living space.

If a conflict occurs, the first course of action will be to review the Suite Agreement all parties signed. Students will not be allowed to move from their current space until the Suite Agreement has been completed and revisited at least twice, except in urgent safety situations.

If a student lives in a space and a suitemate moves out, the remaining resident(s) must be open to receiving a new suitemate in the vacant space. A new suitemate may be assigned to a vacant space any time during the academic year. RAD Services staff will make every effort to provide advance notice that a new suitemate is coming, however, a new suitemate may arrive without prior notice. Residents must maintain their space in an appropriate condition, including room/space for a new suitemate to move in with their belongings. If there is an urgent concern contact the RAD Services Front Office immediately, 360-867-6132, RAD@evergreen.edu.

Prohibited behavior:

• Apartment/unit not appropriately clean and ready when a new suitemate arrives
• A resident turns away a newly assigned suitemate
• A resident discourages a prospective suitemate from moving in

Possessing firearms or other dangerous weapons; the unauthorized use, possession or storage of any explosives, fireworks, dangerous chemicals, or substances; or the use of any instrument designed to cause harm, or realistic replica of such instrument, in such a manner which might reasonably threaten or cause fear or alarm to others is prohibited.  See the campus Weapons Prohibited policy for further details and definitions.

Windows must be unobstructed and accessible for egress in an emergency. Windows in Buildings A, B, and D have window stops for safety.

Prohibited behavior:

• Altering, damaging, or removing any window stops/window safety equipment
• Removing or damaging any window screens
• Dropping, hanging, throwing, or handing any object or substance from or into windows
• Using a window for entry into or exit from a unit except in emergencies

Residents may post items in window(s) of their assigned space provided they do not conflict with Evergreen's Code of Student Rights and Responsibilities.

Code of Student Rights and Responsibilities

No posting may hang from or be attached to the exterior of any residential building except on public bulletin boards. Full details and information can be found in Evergreen’s Posting Policy and Procedures.

Posting Policy and Procedures

Property left in a room with an estimated value of less than $50 will be thrown away, recycled, or donated. Property with an estimated value of $50 or greater will be documented and impounded. Students will be charged for the removal and impounding of property for labor on an hourly basis. Residential and Dining Services staff will attempt to contact students via their Evergreen e-mail, or the phone number listed with the college about the impounded property. Students will then have 30 days to contact RAD for their property. Students can have property mailed to them, pick it up in person, or have items donated. After 30 days, if arrangements have not been made, the property will be considered abandoned, and the college will dispose of this property. Items that are mailed will be billed for the cost of shipping plus labor. If arrangements are made for property to be picked up, the student has 60 days from the original date of impoundment to retrieve the property.

Residential and Dining Services reserves the right to enter units/suites/apartments for any of the following reasons:

• Concern for resident health or safety (e.g., wellness check, smell of smoke,)
• Disruption or noise complaint reported (e.g., continuous alarm bothering others)
• Emergency repairs (serious leak)
• Health and Safety Checks and follow-up checks for animal, cleaning, health, or safety issues (24-hour notice given excluding emergencies)
• Reason to believe harm to self or others may be occurring
• Requested maintenance repair

College Police Services officers may enter community areas outside of individual units/suites/apartments unannounced to do rounds concerning health, safety, or security checks, to enforce policies, or to investigate possible criminal activity. Students will have no expectation of privacy in the hallways, lounges, and other interior and exterior shared community spaces within housing. Residents will have an expectation of privacy in their individual room/suite/apartment per the access provisions set forth herein.

Access Services for Students with Disabilities

The Evergreen State College recognizes the importance of providing reasonable accommodations in its housing policies, practices, and facilities where necessary for individuals with disabilities to use and enjoy College housing. Requests for reasonable accommodation in college housing must be submitted to and are determined by Access Services.

Residents’ Evergreen email account is the primary mechanism for all official communications including from Residential and Dining Services regarding activities and events, billing, conduct, Fire Drills, Health and Safety Checks, maintenance, and other important information. All campus housing residents should regularly read messages sent to their college email with a housing-related subject line. Time sensitive information is sent regularly throughout the year.

Community billing is a process that may be used in response to community/common area damage, vandalism, biohazards, and related issues in the residential community. If such an issue occurs in a shared community area (i.e., lounge, hallway, stairwell, elevator, etc.), and the specific person(s) responsible for the issue cannot be determined, RAD Services may bill a floor, building, or sub-group of residents for the cost of the cleaning and maintenance required to appropriately address the issue.

Residents are subject to the conduct process set forth in Evergreen’s Code of Student Rights and Responsibilities. Students, staff, faculty, and community members can initiate the conduct process by providing information to college officials regarding possible prohibited behavior as outlined by Evergreen's Code of Student Rights and Responsibilities, the Residential and Dining Services Rental Contract, and any other College Policy. When a conduct violation may have occurred, an incident report is typically written to document the situation. More information about filing a report or responding to a complaint can be found on the Student Rights & Responsibilities webpage. Please see the Code of Student Rights and Responsibilities, WAC 174-123, for more information about the student conduct process.

If you are concerned for your personal safety in your apartment/unit, contact Dispatch at 360-867-6832 and ask for the on-call RD (Resident Director). The staff member will respond to discuss your concerns and may approve a Temporary Emergency Transfer.

If a temporary emergency space is available and appropriate, the on-call RD will assist with the temporary room transfer process. After the situation has been addressed, Residential and Dining Services will assist with a transfer to a new space, assist with return to the previous space, and/or provide support and available referral options.

Extended Absences are available at the discretion of Residential and Dining Services. To qualify for an Extended Absence, a resident must plan if they will be away from Evergreen for more than 30 days for one of the following reasons:

• Academic internship, individual learning contract, or study abroad requiring the resident to live outside Thurston County for 30 consecutive days or more during an academic quarter: The form must be signed by the student’s Faculty member and returned to the Residential and Dining Services Office with a copy of their Internship/Individual Learning Contract or class syllabus seven (7) days before the student intends to leave campus. Information needed is the resident’s: Program/Internship Title, area where student will be staying (city, state, country), and faculty signature.
• Medical Leave: This requires a licensed physician's statement on office letterhead explaining why the medical condition requires the resident to be away from school for an extended period.
• Leave of Absence for one quarter: Must include a statement of why the resident is taking a leave of absence and what the academic plan will be for the following quarter.

Residents may seek an Extended Absence by completing and submitting an Extended Absence Form to the RAD front office. If approved, residents can keep their space, leave their belongings, and pay only a portion of the typical housing rate during their absence. For additional information please speak with RAD Staff.

Residence Life staff check all individual bedrooms and common areas (bathrooms, kitchens, living rooms, entryways, and hallways) in housing during each quarter to ensure a clean, healthy, and safe environment for all residents. Residence Life staff will also check that fire and life safety devices are functioning properly, and that bedrooms and common areas are set up in accordance with fire safety codes. Residents will be informed via Evergreen email at least 24 hours in advance of Health and Safety Checks.

RAD Services' cleaning standards are based on a new person being able to move into a clean and healthy environment, which is free of trash, dirty dishes, messy common spaces, and displeasing odors. RAs and other RAD staff are available to advise residents of specific cleaning, health, and safety expectations throughout the year.

If a living unit is found to have a concern, resident(s) will be given time to address the concern before the unit is re-checked. Items in violation of policy may be confiscated. After a second check, RAD Services may clean a unit that fails to meet the required standard. The student shall be responsible for paying the College for its costs to clean the unit at the published rates. Severe health and safety violations may result in required room change or removal of the resident from housing.

RAs can assist in creating suitemate agreements. Agreements help identify cleaning responsibilities for all suitemates, which are fair, mutually agreed upon, and meet cleanliness standards. If residents are unable to negotiate a reasonable agreement, a suitemate agreement will be required. 

A resident may request an open room transfer at any time, however, room transfer requests are processed starting on Monday of the third week of each quarter and are not accepted after Friday of week seven (7) of each quarter.

Room Transfers of any kind are dependent on whether suitable spaces are available. A resident must select a room and sign a Room Transfer form to receive an assignment and keys to the new room. A resident will have 48 hours to move and check out of their prior assigned room.

Housing Work Order (StarRez Housing)

Staff are available to fix any items that are furnished with your apartment/unit. Call 360-867-6764 to request a work order or submit it online. You will need to supply your name, phone and room number, and details of the work needed and/or the situation. If an after-hours emergency occurs, you should contact Resident Maintenance on-duty by calling Dispatch at 360-867-6832.

By placing a work order, you give permission for our staff to enter your apartment/unit to fix any reported problems or discovered concerns. You do not have to be present. Staff will leave a note on your door to inform you of the repair status.

Work Orders are addressed based on the seriousness of the problem (for example, overflowing toilets have a high priority).