UD gate in front of on-campus building and green trees.

Our Policies

The safety of our residents is of the highest priority to our department, and one of the most important assets at the University is our students who utilize the tools they're provided to keep themselves and their belongings safe. Our policies listed below, which include managing keys and OneCards, reserving space in our halls or posting a flyer, will help our students do just that.


Some of our policies have changed for Fall 2020, including our Space Reservation Policy. We recommend reviewing everything to be up-to-date!

Residence Hall Regulations


Residence Hall Regulations (RHRs) are policies designed to ensure the safety and security of residents and guests within our communities so they can learn, contribute, thrive and achieve their aspirations. These policies serve as a guide for members and guests of our communities.

It's expected that all members of our community (both permanent and temporary) adhere to these policies in order to positively contribute to the environment. Individuals who that disrupt the safety and security of their community will be held accountable through the RHR process.

Documentation

When a staff member from our department addresses a policy violation, they will gather as much information as possible and submit an incident report. The information they gather will include who (if any) was present during the incident, what they observed/heard, and any information that was shared with them by those involved during the documentation. Staff members are documenting only the information they are presented with and not making any judgments of responsibility for any parties involved.

 

Report Review

After a report is submitted, our staff will review the report and determine what (if any) policy violations the staff member may have documented. If it appears that a policy violation may have been documented, the Coordinator or Associate Director will assign a charge(s) to the case and send the case to be adjudicated.

 

Notification

For any case involving a Residence Hall Regulation, a student who is alleged to have violated a RHR policy will receive a copy of the incident report written by the staff member, as well as what policies they are charged with. Additionally, students will receive information about what the next steps are in the RHR process for them.
 

Once charges have been assigned, a student will have the opportunity to participate in one of the options detailed below to resolve the documented concerns. Specific instructions will be included in an email they receive from their Residence Hall Coordinator (RHC). Students who choose not to complete the module or meet with their RHC will be referred to the Office of Student Conduct.

  1. Online Module
    The online module is an opportunity to reflect on the documented incident and highlight the importance of positive contributions to their community.

  2. Meeting with the RHC
    The meeting with your RHC will include an in-depth review of the incident and a detailed conversation on our department's expectations for community membership. Educational sanctions may be assigned to students to further assist with reflecting on the lessons learned from the RHR process.

  3. Referral to the Office of Student Conduct
    Repeated disruptions to the community or particularly severe incidents may be referred to the Office of Student Conduct (OSC) for adjudication. As a strong partner with our department, OSC may have an elevated conversation on the University’s expectations of its students and assign additional sanctions if necessary.

The appeal process for Residence Hall Regulation violations exists to review the appropriateness of the RHC's initial decision. All appeals must be written and can be submitted to either the Coordinator (Upper Division students) or Associate Director (First Year students) of Student and Community Advocacy.

The appeal must be filed within five (5) business days of the date on which the decision email is sent from the Residence Hall Coordinator. The appeal is limited to two, double-spaced pages with one-inch margins. The appeal must clearly explain, in detail, the basis for the appeal, and should include one or more of the appeal grounds:

  • The decision of the Residence Hall Coordinator is contrary to the information presented during the meeting; or
  • Procedures were not followed during the process; or
  • The sanction imposed is inappropriate or unreasonable.

If a student submits an appeal, sanctions won't take effect until the Coordinator or Associate Director renders a decision, unless otherwise noted.

Following a review and potential meeting with the student, the Coordinator or Associate Director may uphold the initial decision, modify the sanction(s), or dismiss the case. The Coordinator or Associate Director will email a written notice of the appeal decision within ten (10) business days after receiving the written appeal.

Sanctions are opportunities for students to reflect on what they learned from their involvement with the RHR process and to identify/engage in opportunities to positively contribute to their communities in the future. Sanctions are tailored to the incident and students are encouraged to take an active role in developing their sanctions with their RHC. Students who choose not to complete their sanction or complete the module/meet with their RHC will be referred to the Office of Student Conduct.

Any student charged with a policy violation at the University of Delaware has the right to a fair and impartial review to determine the merit of the charge(s). University of Delaware procedural fairness requires:

  • That a student be informed of the nature of the violation against them and their procedural rights.
  • That they have the right to respond to the allegation(s).
  • That they have the option to appeal.
     

To keep our residence halls free from fire hazards, community members aren't permitted to use and/or possess candles, electric candle warmers, incense and electric candle warmers.

The burning of candles and/or incense is considered a university policy violation and will be referred to the Office of Student Conduct.

To maintain a safe living environment, we expect all University policies are upheld by all members of the community. By being present in a situation where policy violations are occurring, you demonstrate to the community you condone this behavior and therefore are complicit with the policy violation. Students should avoid, remove themselves from, report, or make a reasonable effort to stop the behaviors related to or involving policy violations.
 

Students who are under the age of 21 cannot possess empty alcohol containers whether for decoration, or leftover from original use. This includes

  • beer bottles/cans,
  • wine bottles/boxes, and/or
  • liquor bottles. 

Empty alcohol containers may result in a referral to the Office of Student Conduct for violation of the Alcohol Policy.

Any consumption, use, or possession of alcohol under the legal age to do so, is prohibited and will result in a referral to the Office of Student Conduct. 
 

Common bathrooms are designated for use by a specific gender. A resident should only use the bathroom designated for their self-identified gender to respect the personal rights of others. Residents should direct their guests to the restroom facilities designated for the guest's gender, or to a gender neutral private guest bathroom (where applicable).

Community members should make every effort to keep their shared spaces (lounges, community bathrooms, hallways, lobbies, etc.) clean, so all residents feel comfortable and safe and so custodial staff can maintain their daily routine.

When things like fire extinguisher powder, clumps of mud, food, bodily fluids and/or trash are in public, designated areas, responsible individuals or entire communities can be charged with Excessive Housekeeping at the discretion of custodial managers.

 

To prioritize the health and safety of our residence hall community members, we have updated our guest policy for the Fall 2020 semester:

  • With the exception of move in and move out, no guests from outside of the residence hall community are permitted in the residence halls.

  • No overnight guests are permitted in the residence halls.

  • Guests from inside of the residence hall should be limited to one guest in a bedroom space.

In the event of an emergency, or just everyday transit, residents need to be able to move freely through our hallways, stairways, and entrances/exits. Additionally, facilities and fixtures must remain available for frequent cleaning and disinfection. Therefore, no personal items should be stored outside of a student’s room. This includes the hallways, bathrooms, lounges, laundry facilities, kitchen facilities, and any other space shared with other residents.

Individual keys and ONEcards/UDIDs are one of our tools to maintain a safe and secure community within the residence halls. These items are designed to allow access to those who live in a specific building and room. The room key and building access ONEcard a resident receives at check-in is only for their own use.

As a result, residents must not lend or give their key or ONEcard to another person. This includes any spare keys, new keys, or spare ONEcards. Duplication of any University keys, including room keys, is also prohibited. Repetitive use of spare keys or ONEcards is unsafe and may result in a violation of this policy. Checking out more than 4 spare keys a semester is considered a violation of this policy.

Check out our Keys & OneCards section for more info about checking out and returning spare keys and ONEcards.

In a shared community space, all residents need to have equal opportunity to use the lounge furniture at all times. Lounge furniture is intended for the public use of all residents and must remain in its designated spaces at all times.

Moving University furniture from assigned areas to other areas of the building, including student rooms, is prohibited.
 

Quiet and Courtesy Hours are designated to support an environment that is conducive to learning.

Quiet Hours are as follows:

  1. Sunday through Thursday, Quiet Hours start at 8 p.m. and end at 8 a.m. the next day;

  2. Friday and Saturday, Quiet Hours start at 11:59 p.m. and end at 8 a.m. the next day;

While Quiet Hours are in effect, noise from a resident's current room or study area should not be heard from another room, the hallway, or another study area. During final exam periods, including Reading Day, 24-hour quiet hours are in effect. 


Courtesy Hours are always in effect even when quiet hours are not.

During Courtesy Hours, music, voices, or noise should not be disruptive to your community. All community members have a vested interest in maintaining the noise level of the floor. If a community member requests a reduction in noise levels, involved parties are expected to discuss and comply with the request in a respectful manner.


General Noise

  1. Yelling between buildings, and placing speakers in windows facing outward is prohibited

  2. Noise amplifying equipment must be used responsibly, including but not limited to: speakers, video game equipment, car sound systems, and guitar amps.

Violation of quiet or courtesy hours may result in a referral to the Office of Student Conduct for violation of the Disruptive Conduct Policy.

Fish are the only pets allowed in the residence halls. They must be kept in an aquarium with a maximum 20-gallon capacity and there is a limit of one tank per room.

Emotional Support Animals (ESAs) and Service Animals must be approved by the Office of Disability Support Services, prior to the animal entering the residence hall.

Residents who want to raise or puppy-sit an animal through Puppy Raisers of the University of Delaware (PROUD) or Canine Companions for Independence (CCI) must receive approval from our staff prior to the animal entering the residence hall.

To help students develop responsible, safe, and healthy habits, the possession of any apparatus used for the rapid consumption of alcohol (such as funnels, pong tables, other simulated drinking games, etc.) is not permitted in the residence halls.

Any consumption, use, or possession of alcohol under the legal age to do so, is prohibited and will result in a referral to the Office of Student Conduct for violation of the Alcohol Policy.
 

 

Preventing fire and electrical hazards is a very important shared responsibility of each community member necessary to maintain a safe environment.

Residents must not use or possess the appliances/items listed below.

  • Appliances containing exposed heating elements

  • Space heaters

  • Immersion coils for cups and mugs

  • Hot plates

  • Electric frying pans

  • Toasters & Toaster Ovens (only exceptions are University Courtyard Apartments)

  • Griddles

  • Dishwashers (except those installed by the university)

  • Indoor/outdoor grills of any kind including electric, gas or coal

  • Microwaves that exceed 700 watts

  • Large refrigerators (capacity greater than 4.5 cubic feet) and more than one refrigerator per room are not permitted

  • Halogen lamps

  • Extension cords without internal circuit breaker

  • Portable or free standing air conditioning or dehumidifier units

  • 3D Printers (3D printers may only be used in academic spaces)

 

Additionally, it is imperative that students utilize permitted appliances to the guidelines provided below.

 

Refrigerator and Microwave Use Guide

  • Appliances must carry the approval label of Underwriters' Laboratories and be connected directly into a wall socket or power strip with an internal circuit breaker.  Microwaves cannot exceed 700 watts.

  • Energy Star units are not required, but we ask that if you are bringing your own refrigerator to consider using one that is energy efficient to assist in the University of Delaware’s commitment to reducing its carbon footprint.

  • Refrigerators, microwaves or combination microwave/refrigerator units should be positioned to allow ventilation and should never be placed in closets.

  • Wiring on refrigerators and microwaves cannot be covered and refrigerators should be kept free of excessive frost, mold and mildew. Food should be kept in a airtight containers.

 

Power Strip Use Guide

Possession of extension cords is considered a fire safety hazard and is prohibited. When you need more outlets than you have, power strips with multi-plugs may be used. They must contain an internal circuit breaker and have the approval label of Underwriters' Laboratories. Power strips that have cracked or exposed wires, burn marks, loose connections or other damage present a safety hazard and may not be used. If your power strip doesn't meet these requirements, it could be hazardous, you will be instructed to remove it and you will be charged with a Residence Hall Regulation Violation.

  • Unplug power strips when leaving the room for five or more days

  • Do not connect power strips together

  • Do not use power strips in bathrooms

  • Do not staple, tack or tape power strips to the floor, walls, or ceiling

  • Do not cover power strips or cord with carpet, furniture, clothing or other objects that could prevent air circulation

     

Air Filtration and Purification Unit Guide

Air conditioners do not filter or purify air. Students may purchase an air filtration/purification unit if desired. It is recommended to keep doors and windows closed to provide the maximum benefit. Medical documentation is not required to operate an air filtration/purification unit.

 

When a space (bed, closet, etc.) in a room becomes vacant after a student moves out, residents still in the room must keep that space unoccupied should another resident(s) be assigned to that space.

Residents still in the room are encouraged to keep the space reasonably clean to help create a positive roommate dynamic with the new resident(s). Residents can only move into a vacant space in a room after being granted permission by their Residence Hall Coordinator.
 

Residence hall facilities are to be completely free of commercial enterprise and/or personal gain. Door-to-door solicitation or distribution of materials or information is only permitted by Community Councils, Facilities, and Residence Life & Housing staff within the parameters of their official duties.

Solicitation of information like surveys, polls, etc. are only permitted by the Community Council or our staff in the performance of their duties.

Any concerns regarding unauthorized door knocking should be directed to our department.

Removing window screens, storm windows, or opening security screens (except for an emergency exit) is prohibited.
 

The University of Delaware is a Tobacco-Free campus. The use of all tobacco products, tobacco related products, and smoking, including E-cigarettes and vaporizors, is prohibited on University property including residence hall rooms, apartments, University grounds and public areas.

Read the full policy here.

 

Residents must use athletic equipment outside of the residence halls to prevent injury, damage to University property, or disruption of community living. Using any of the following inside buildings is prohibited:

  • footballs, 
  • basketballs, 
  • frisbees, 
  • skateboards, 
  • bicycles, 
  • rollerblades, and
  • more. 

Playing athletic games such as floor hockey, lacrosse, frisbee, football, and soccer are also not permitted indoors. 

Electronic skateboards, including hoverboards and other similar types of equipment (e.g. Segways) are banned for use, storage, and charging.

Read the full policy here.
 

The destruction, damage, misuse, defacing, or littering of any University building, property, or private property on the campus is considered vandalism. To respect the space and property of our community and its members, residents are prohibited from committing vandalism.

Individuals responsible for vandalism may be referred to the Office of Student Conduct. Damage billing fines may be assessed to individuals or communities in response to vandalism.
 

We aim to have a community free from hazards and focused on health and well-being, therefore participating in any activity that violates health, fire, safety or maintenance codes; or endangering community members or University property is prohibited. Check out the codes below:

  1. All members of the residence hall community must wear face coverings at all times when outside of your residence hall room. This includes but is not limited to, hallways, lounges, laundry facilities, kitchen facilities, etc.

  2. Residents must maintain a physical distance of 6 feet (1.89 meters) wherever able while in the residence halls.

  3. Refusing to allow University personnel into a room for the purpose of health, fire, safety, housekeeping, or maintenance inspection or to perform maintenance or other job duties is prohibited. A violation of this policy may also be referred to the Office of Student Conduct under the Failure to Comply Policy.

  4. Students must exit all residence hall facilities when fire safety equipment is sounding.

  5. Halogen lamps are prohibited.

  6. Plain extension cords are prohibited. Only multi-plug power strips with internal circuit breakers are approved. Computers must be plugged into appropriately rated surge protectors.

  7. Connecting multiple strands of holiday lights together is prohibited.

  8. Possessing and/or using prohibited electrical listed under Prohibited Appliances and Appliance Use. 

  9. Possession of candles and/or incense is prohibited. If you would like to burn candles and/or incense in your room for religious purposes, please fill out the request form from Environmental Health and Safety. It must be signed by your Residence Hall Coordinator before submitting.

  10. Blocking stairways or hallways with items is prohibited.

  11. Hanging items on ceilings is prohibited. The use of nails, screws, hooks, etc. to hang any pictures, poster, or any fixture that would damage walls is prohibited.

  12. Parking any item with a combustible motor engine within l0 feet of the building is prohibited.

  13. Smoking in any residence hall room or public area is prohibited.

  14. Blocking smoke detectors and/or sprinkler heads is prohibited.

  15. Electronic skateboards, including hoverboards and other similar types of equipment (e.g. Segways) are banned for use, storage, and charging. Read the full policy here.

Keys and OneCards

At check-in, you'll receive a key to your room/mailbox. Copying any University keys, including room keys, is prohibited by the code of conduct. For security reasons, we recommend that you not carry your University ID card (ONEcard) together with your room key, in case you lose them. Loss of keys and University ONEcard should be reported immediately to our staff or the University of Delaware Police Department.

Use your University-provided ONEcard identification to access your residence hall building.

If you lose your ONEcard, you can sign out a spare access card from the RA staff office in your building during office hours. If it's before or after office hours, contact your RA directly.

Spare access cards must be returned within five (5) business days or you will be charged $25 for a replacement spare card.

You can get a new ONEcard by visiting the ONEcard Office in the Student Services building on Lovett Ave, or you can disable a lost ONEcard here.

If you lose or misplace your key, you can sign out a spare key from your RA during office hours, which must be returned within 48 hours. If your key is permanently lost, the lock on your door will be changed and you'll be charged $93. If you live in UCA and lose your fob, you'll be charged $33.

For personal safety, when keys and ONEcard are lost together, an emergency lock core change may be initiated.

Please contact our staff or University Police if you want to initiate this lock core change. If you don't return your key within 48 hours or need an emergency core change, your student account will be charged by Facilities. Emergency core changes are calculated on an individual basis.

Mailbox Keys
Every student receives a key to their on-campus mailbox at check-in. If you lose this key, you'll be charged $23 for a replacement.

You must return your room key to the residence hall staff in your building at the end of fall, winter and spring semesters, or if you move out of your room during the semester.

For security reasons, if you don't return your key within the required time frame, the lock on your door will be changed, and you'll be billed ($93 for a key; $33 for a fob at UCA). 

Hold onto your ONEcard through breaks. If you lose your ONEcard, you will be required to purchase a new card.

Repetitive use of spare keys is an unsafe practice. Any student who checks out more than four spares a semester may face student conduct action.

Space Reservation Requests & Policy


The Space Reservation Policy is suspended for Fall 2020 while we maintain reduced occupancy in the residence halls. We look forward to welcoming you back into the halls as soon as we can. 

Residence Hall Posting, Mass Mailing, & Chalking Guidelines

Commuity Councils are permitted to advertise educational, cultural, or social functions in their halls. The sponsor and posting date must be indicated clearly on materials to be displayed on bulletin boards. The individual planning the program should remove any postings within 48 hours of the program's completion.

Non-residence hall groups may also advertise their events in the residence halls. Any Registered Student Organization (RSO) or University office that would like to post advertisements in the residence halls may do so by seeking approval from an Administrative Assistant in our main office or the Event Services Office in the Student Centers. Any posters approved should be consistent with University policies and procedures. Any concerns raised will be directed to the sponsoring RSO or office. Organizations are responsible for delivering and sorting posters into hall mailboxes. 

Posters or flyers will only be put up our staff on approved bulletin boards or wall spaces. It generally takes five business days for a flyer to move from our main office to its eventual destination.

Non-University groups are not allowed to display any commercial advertisement or promotions within residence halls.

Violations of the Residence Life & Housing Posting Guidelines will subject the sponsoring organization, individual, or department to cover the cost of removal and repair costs for damages resulting from the unauthorized posting. Businesses, organizations, individuals and departments may be charged $5 for removing each individual item posted in violation of this policy.

Residence Life & Housing does not permit hanging banners on the outside of residence halls. Any banner displayed will be considered a violation of the policy and will be removed and disposed of. The sponsoring organization will be charged a removal/disposal fee.

We will not provide access to student mailboxes or mailing labels to outside groups or organizations for mass mail or flyer distribution. In addition, we will not provide access to student email addresses for the purpose of mass email distribution.

Delivering flyers via mailboxes and sending building, area or campus-wide emails are restricted to residence hall staff and staff members must have advance approval from the Communications Team.

Chalking areas are available around some residence halls for the purpose of advertising residence hall programs once permission is granted. Each Residence Hall Coordinator regulates the use of the space to ensure there's no conflict in the scheduling of the chalking area space and the chalked message is related to an upcoming residence hall event. For available chalking areas and to reserve use, contact your Residence Hall Coordinator.

 

Residence Life & Housing is part of the Division of Student Life, which contributes and facilitates critical learning and development within healthy, inclusive and supportive communities, so that all students may thrive at UD and beyond.