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Contract, Check-in & Check-out, and other Room Information
College Housing Contract
The housing contract is a legal and binding document between fulltime, registered students and Macalester College. Contracts are extended to students as single individuals as there is no family or married housing. As a function of the residency requirement or upon request of the student, the College agrees to provide the student with a room in a residence hall, apartment, cottage, or campus house that is owned and/or operated by the College. Residential Life has the authority to change the room assignment of any student as the result of space consolidation or concerns related to student behavior within a living space. The contract period extends throughout the academic year. The halls officially close for winter break at the end of the first semester in December. They reopen in January for the remainder of the academic year, which ends in May. Break housing may be requested and information is provided to students prior to each break. Students are expected to read and understand the content of the contract. Any student user of Macalester facilities or services is required to comply with the Campus Security Act and Sex Crimes Prevention Act of 2000, including registration with appropriate State Agencies. Failure to comply with the requirement may jeopardize one's status as a Macalester student. Macalester College reserves the right to cancel the housing contract of a convicted sex offender, or any other convicted person, who may be deemed as disruptive to the educational environment of the residence halls. Any questions regarding the contractual agreement should be directed to the Residential Life office.
Transfer of Contracts
Students residing in College housing who desire to transfer their contract to another student enrolled at Macalester College who does not have a housing contract may apply to do so between the end of the academic year in May and the first day of class the following year. Contracts may not be transferred for one semester only. The "Transfer of Contract" form is available in Residential Life. The form must be signed by both parties and submitted to the Director of Residential Life for approval. A $10 fee is charged to the person originally named on the contract. The transferee of a housing contract must agree to comply with all special conditions existent for the environment. A student may possess only one housing contract at any time. Students who are bound by the residency requirement are not permitted to transfer their housing contract at any time for any reason.
Contract Releases
A housing contract is issued for the entire academic year. The contract is legally binding and may not be sublet by the resident. Releases are given to residents automatically when they take an official temporary withdrawal, a permanent withdrawal, transfer, or study abroad. Releases are not given for roommate, community, or dining services concerns.
Room Changes
Any student wishing to apply for a room change must first contact his/her Residence Hall Director. In most cases, students are expected to participate in a peer mediation session with a roommate or suitemate in order to be granted a room change or be placed on a waiting list. Students who desire to move to another room other than the one they were assigned to should contact their Residence Hall Director however changes are not made before the beginning of the third week of each semester. Residential Life must approve room changes prior to the move of any belongings. If a student moves prior to receiving permission, the student may be required to move back into the original assignment and participate in the conduct process. Room changes are not granted on the basis of race, ethnicity, sexual orientation, religion, or other criteria that may be subjective or discriminatory in nature. Requests that are documented by Winton Health Services and/or Disability Services may be given a higher priority.
Room Consolidation
Residential Life reserves the right to assign and reassign students to any open spaces in the residence halls or consolidate students to free up a specific room. All students in rooms with openings will have the following options: find a roommate to move into their room or move into another room with a vacancy. If students choose neither option, Residential Life reserves the right to reassign students in order to consolidate spaces. This means that if students are not proactive, they may be reassigned or receive a new roommate. Residential Life reserves the right to utilize this procedure at any time during the academic year with prior notice given to the student when possible.
Early Arrival to and Late Departure from the Residence Halls
Students are expected to comply with check-in and check-out dates as published by Residential Life. Only students who receive official authorization from Residential Life may check into their rooms prior to the opening date and time. A department on campus for whom they are working sponsors students who are approved. There will be a charge for those students who arrive early and the student's sponsoring department will be billed. Students who arrive early without authorization will not have access and will be expected to find housing off campus. Students who are on campus early for campus employment or athletics are expected to follow all College and Residential Life policies. Failure to do so may result in their immediate removal from campus. In addition, students are not allowed to have overnight guests during this time. Students who have permission to remain in the halls beyond general official College dates will be expected to check out at designated times. Students who do not comply with designated check-out times may be fined, subject to conduct, or may lose access to the halls and their belongings.
Check-Out Procedures
Written materials outlining check-out procedures will be given to all students living on campus. Rooms must be thoroughly cleaned and all trash must be placed in containers provided. Students who do not follow the check-out procedures may be held financially accountable through fees and fines. All College-owned furniture must be returned to the student's room and reset to its original design. This means that beds must be bunked and/or reassembled correctly. Students are expected to check-out 24 hours after their last final exam. Residents who live out of state or internationally, have transportation problems, or have extenuating circumstances should talk with their Residence Hall Director to receive permission to stay in the halls one extra day. Students who check out of the halls late may incur substantial fees with the minimum fee for an improper check-out starting at $100. Please be aware of your responsibility to manage your time in order to avoid an improper check-out fee. Returning students who refuse to leave the halls at their designated time will risk having their housing contract rescinded for the coming year. Students who choose to become involved in conduct within the last few days of the semester may be asked to leave the halls immediately.
Damages
When students move into College-owned housing, a room inventory form is filled out. The form indicates the status of the room, as the student is moving in and out. Students are expected to fill out the inventory form accurately so they are not charged for items they did not damage. Room damages are recorded on the room inventory form every time a student changes rooms or checks out. Damage costs are outlined on the back of the form. It is expected that students monitor their living environment, especially the areas they use as a community. When damages are found in a common area, they are charged to the students living on the floor or in the building, depending upon the situation. Common-area damage assessment includes extra cleaning charges caused by student negligence, or destructive or inappropriate behavior. Students found maliciously damaging College property will be taken through the conduct system and may be required to make financial restitution.
Keys
All keys are the property of the College and are loaned to the students for their use while residing in the halls. A resident is not allowed to loan, sell, duplicate, or transfer any housing key to any person for any reason. Students are advised to keep their rooms locked and to have their keys with them at all times. Missing keys should be reported to the hall staff immediately upon realizing the problem. Hall staff can issue students a temporary replacement set of keys. If the keys are still missing after three days, the student's lock will automatically be changed and the student will be billed. After a lock change has been recorded, the fee is not refundable even if the lost key is found. At the end of the year or when a student checks out of College housing, keys must be returned or else the student's account is billed.
Off-campus students wanting an outside door key may request one in Residential Life. They are given a form that they take to the Cashier's office. After they pay $10 to the Cashier, they return the form to Residential Life and receive an outside door key. Students who return the key at the end of the year may receive their money back.
Lock-outs
In the event a student is locked out of his or her room, he or she should contact a hall staff member. The hall staff will issue the student a temporary pass key. Pass keys are distributed for no longer than three days. If a student has not located his or her lost key and/or returned the pass key issued within that time frame, he or she will be charged for a recoring of the lock.
Maintenance and Repair
Physical facilities in need of repair or replacement should be brought to the immediate attention of the hall staff by filling out a maintenance request form. A work order will be completed and sent to the Physical Plant office. Physical Plant personnel will enter the student's room to make repairs Monday through Friday from 8:00 a.m. until 4:30 p.m., and occasionally on Saturdays. Given the nature of some repairs, staff may need access to a student's room after 4:30 p.m. or before 8:00 a.m. Every effort will be made to notify students in advance if this is necessary.
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