Residential Facilities Policies
The Residential Facilities Policies apply to any Student or Student Organization that resides in any facility owned, operated, or leased by the University. This includes, but is not limited to, University residence halls, Greek Houses, and master lease properties.
All residential Students must sign a Housing Agreement in order to receive a housing assignment. By agreeing to the terms of a Housing Agreement, the resident agrees to adhere to the Code of Conduct and the Residential Facilities Policies as well as any local or state ordinances. The Residential Facilities Policies are enforced concurrently with the Code of Conduct. Students and Student Organizations are expected to abide by the following Policies and understand how the Policies and the Code intersect.
If a resident breaches any provision of the Housing Agreement, the resident may be subject to loss of housing, disciplinary action, and liable for any damages. The University Housing Agreement becomes legally binding on the date the Student electronically signs their application. The Housing Agreement can be found in its entirety on the Housing and Residence Life's Forms page.
General Provisions of Residency
The following policies relate to both group and individual use of all residential properties.
- Alcohol possession or consumption is only permitted in spaces in which all Students or guests are over the age of 21. In individual rooms, alcohol can only be possessed or consumed by the Resident who is over 21 and should be restricted to the area of space occupied and assigned to that Student. Alcohol is not permitted to be present, consumed, or stored in common areas.
- Alcohol consumption is not permitted in public areas of the residence halls regardless of the individual's age. Residence Hall lounges, lobbies, and entryways are considered public areas. Additionally, a Student room/suite/apartment with an open door is considered a public area.
- Alcohol consumption is not permitted by anyone in an adjacent area to a residential facility including, but not limited to, balconies, parking lots, patios, loading docks, porches, lawns, etc.
- Residents who are under 21 years of age are not permitted to keep empty alcohol containers in their rooms at any time for any reason, including decorative purposes.
- Residents who are under 21 years of age are not permitted to have shot glasses in their rooms at any time for any reason, including decorative purposes.
- Drinking paraphernalia including, but not limited to, funnels and beer pong tables are not permitted. This list is not exhaustive.
- Regardless of ownership or origin, any of the following items found in the residence halls will be confiscated and disposed of: unauthorized alcoholic beverages, alcoholic beverages found in the possession of minors, kegs, beer balls, taps, or other mechanisms used to dispense alcohol. Public Safety staff is authorized to confiscate and dispose of such items.
- Drinking games including, but not limited to: beer pong, flip cup, and shots of any kind are not permitted. Simulated drinking games are also prohibited regardless of whether or not alcohol is used.
Students are expected to exercise extreme caution when completing art projects. Proper ventilation must be maintained and floors, walls, and furniture must be protected. Any damages incurred will be assessed by Housing and Residence Life staff. The use of spray paint or any aerosol spray is prohibited.
General Policies for Common Areas
- The use of residence hall common areas is restricted to the building occupants, their guests/visitors, and University-affiliated groups and organizations that have reserved a space through the facility's staff or Event & Conference Services.
- Groups that utilize common areas must be limited to the number of persons that can be accommodated by the common area's maximum occupancy standard.
- Common area furniture must remain in the assigned common area. A fee may be assessed if common area furniture needs to be moved back to its appropriate location. Residents are not permitted to possess common area furniture or other equipment that has been assigned to a common area in their assigned spaces. Students found in violation of this standard will face disciplinary action.
- Common areas cannot be used for sales or solicitation.
- Common areas should not be physically modified in any way without prior approval.
- Due to health and safety concerns, Students are expected to keep common areas, including common kitchens, reasonably clean and orderly for community use. All kitchen dishes, pots, and pans must be washed and stored immediately after use. Counters should be cleaned following use. Garbage should be disposed of properly and not flushed down sink drains. Continued failure to adhere to these standards could result in disciplinary action.
- Residents are not permitted to sleep in the common areas of residential facilities.
Common Area Reservations and Event Policies
- All reservations for common area spaces must be approved by Housing and Residence Life or Conference & Event Services. Priority for the use of these facilities is given to residents and resident groups.
- These offices reserve the right to monitor the event and take any action necessary to ensure the security of the participants, residents, and facilities.
- A group exceeding 25 requires the hiring of additional desk staff to be paid by the sponsoring group. Certain locations also require the hiring of security guards through the Department of Public Safety; the sponsoring group is responsible for payment.
- Publicity for the event must be limited to the residence halls and academic buildings of the University following the University Posting Policy in the Code of Conduct.
- All nonresident groups are expected to adhere to Code of Conduct Policies and Residential Facilities Policies.
- Any costs resulting from use, including any damages, will be passed on to the responsible hosts.
Upon the approval of Housing and Residence Life, residents within a defined area (floor, building, etc.) can create policies that further the quality of the living experience for all its members (community living agreements).
Community-Developed Policies must:
- Be congruent with current University and Housing and Residence Life policies and procedures.
- Be agreed upon by all community members.
The following Damage/Vandalism Policy applies to all individuals, assigned spaces, common areas, areas outside of the Student's assigned space, and all acts of vandalism of the residential facility or property.
- Students are required to report any information regarding specific acts of vandalism or damage (including accident damages) to Housing and Residence Life staff or Public Safety within 24 hours. Reports can be made by submitting an online Work Order, contacting a Resident Assistant or other Housing and Residence Life staff member, or calling Public Safety at 215.895.2222.
- Residents cannot paint, damage, or otherwise alter the private or public spaces of the facility or property.
- Residents must keep the exterior of facilities (including porches, lawns, etc.) free of garbage, unapproved furniture, and flammable liquids and gases.
- Residents are prohibited from engaging in behaviors of disorderly conduct that are inconsistent with the health and safety of the residential community. See Code of Conduct Policy #5 (Destruction of Property) and Policy #8 (Disorderly Conduct) for specific examples of violations.
- Residents are prohibited from causing unnecessary garbage or debris in the hallways, public spaces, egresses, etc.
- Residents are held responsible for the condition of the room that they are assigned. Each room is inspected during check-in and a Room Condition Report (RCR) is completed. Residents should check the information on the RCR for errors, add additional information, and sign it. As residents check out of their spaces, damage inspections will occur using the RCR as guidance.
Repair or replacement costs will be assessed to individual(s) responsible. These damage costs can be appealed for damages above $100. When it is not possible to determine the individual(s) responsible, costs will be prorated among the residents of a building floor, wing, suite, apartment, etc. When costs are prorated, this is referred to as "Common Area Damage." Common Area Damage charges cannot be appealed. Residents must agree to satisfy by specified due dates any damage assessment charges billed to them. Housing and Residence Life staff members (excluding Resident Assistants) make all final determinations of damages.
Damage or Loss of Personal or University Property
- The University is not liable for any loss or damage incurred to residents' personal property, whether by flood, fire, theft, or any other cause.
- Residents of University Housing are expected to provide adequate insurance coverage for all personal property by their move-in date. Students should ensure their property has the necessary coverage whether by coverage through a parent/guardian's homeowner's insurance policy or through individual renter's insurance coverage.
- Residents assume all liability for damage or claims that result from their own negligence as well as any negligence of their guests.
- Residents are liable for any damage and/or loss to a room, its furnishings, or any other part of the residence hall.
- Misuse, abuse, theft, or damage to personal property by one resident or group of residents to another is not permitted.
Front desks in residence halls are responsible for administering the use of equipment such as for sports, recreation, and cleaning. A University ID is required for use of this equipment. Improper use or abuse of this equipment will result in disciplinary action.
- All residence hall entrance doors are locked for Student safety 24 hours each day. Access to the residence hall is only through the front door. All other doors are locked from the outside and equipped with exit alarms that sound when the door is opened. These doors are to be used only in case of an emergency.
- To enter a building, residents must scan their ID at the proximity reader by the lobby doors. The ID will allow access to the front lobby. Resident Students must then hand their ID to the staff person working the desk. The desk staff will scan the ID to allow access into the hall.
- Bags, carts, trunks, luggage, etc. can be searched based on reasonable cause by Public Safety or Housing and Residence Life professional staff.
- Housing and Residence Life professional staff and Public Safety reserve the right to deny admittance to any person to the residence halls.
- Emergency IDs will only be issued when non-admittance to the residence halls could impact the individual's safety.
- Emergency IDs will not be issued to guests simply because they forget proper identification. Immediate family members who come to visit and do not have proper ID can be issued an Emergency ID by the desk staff.
- Requests from non-family members without ID who request building access will be handled on a case-by-case basis by the desk and Housing and Residence Life staff on duty.
- Residents are prohibited from tampering with, damaging, or misusing fire safety equipment or setting off a fire alarm. Fire safety equipment includes fire alarm pull stations, fire hoses, smoke and heat detectors, fire extinguishers, water standpipes in high-rise buildings, sprinkler systems, door closers, and posted evacuation plans. This list is not exhaustive.
- Any resident who fails to leave a residential facility whenever the fire alarm is engaged will be subject to disciplinary action and possible fines. Additionally, in the cases of false alarms, the City of Philadelphia may fine any resident(s) found responsible for initiating a false fire alarm in excess of $500.
- Residents are not permitted to prop open fire exit doors. Residents must report a propped fire exit door to Housing and Residence Life staff (including Resident Assistants and Desk Assistants) or Public Safety.
Sports activity or any other type of physical activity that causes disruption in the residential facilities is prohibited. Activities include, but are not limited to, skateboarding, inline skating, bike riding, hoverboard usage, water gun usage, ball and Frisbee tossing, boxing, or wrestling. This list is not exhaustive.
Mail and Package Delivery
Each resident is assigned a mailbox in the residence hall and will be issued a combination when checking in. Mail is sorted and placed in the mailboxes five days (5) per week, excluding holidays and weekends. Each building will establish times for residents to pick up any large packages or registered mail. Mail sorting and package hours are subject to change.
The official mailing address on campus for a resident is the mailbox which they are assigned. All mail from the United States Postal Service and official University communications via mail will be placed in the resident's assigned box. A sample address is provided below.
Student Room #
Building Street Address
Philadelphia, PA 19104
NOTE: Please do not write "Drexel University" in the address section of any mail as this will delay the delivery of items.
For Fraternity and Sorority houses, the United States Postal Service (USPS) delivers mail to each house directly when the parcel is correctly addressed. Organization leadership is responsible for developing a system for mail to be distributed within the house. Residents of the houses can be assigned a mailbox located in Van Rensselaer Hall and have packages delivered securely to Van Rensselaer's address. Package hours, mail distribution schedules, and all of the Policies and procedures outlined in this section apply to residents of the houses that choose to use Van Rensselaer Hall for their mail and packages. Residents must adhere to the following Policies regarding Mail and Package Delivery:
- Residents are not permitted access to mailboxes that are not assigned to them. Packages will only be issued to the Student addressed on the package.
- Residents are responsible for collecting mail that is placed in their assigned mailbox. Residents must empty their mailboxes when they check out.
- Residents are responsible for contacting creditors when they vacate a room to provide an updated mailing address. Housing and Residence Life will not forward mail to off-campus locations once they have vacated their rooms.
- Students may not at any time be in possession of animals except for non-carnivorous fish, even for short-term visits, in University residential facilities, unless prior approval is provided through the University's Policy on Assistance and Service Animals (OED-5).
- Non-carnivorous fish may be kept in a 10-gallon or smaller aquarium. The occupants of the room will assume all charges for damages related to the use or malfunction of the aquarium.
- Students without prior approval through the University's Policy OED-5 on Assistant and Service Animals who are found with an animal (except non-carnivorous fish) in their room, will be asked to remove it immediately. Failure to comply with this request will result in disciplinary action along with the permanent removal of the animal by University officials. If the animal presents an immediate threat, Public Safety and/or Drexel Police may be involved.
Quiet/Courtesy Hours and Noise Violations
- All residential communities will adhere to 24-hour Courtesy Hours. Courtesy Hours are times when residents are expected to keep from unduly interfering with anyone else's ability to sleep, read, or study.
- Quiet Hours are Sunday through Thursday from 10 p.m. to 10 a.m. and Friday/Saturday from 12 a.m. to 10 a.m., or as deemed appropriate by University Officials and city ordinances.
- During final exams, 24-hour quiet hours are enforced in residential facilities.
Reasonable Expectations of Privacy
All residents are encouraged to communicate their needs clearly, using roommate agreements, regarding privacy matters with roommates, suitemates, floormates, and housemates. All residents should expect to maintain personal privacy within their student rooms and community bathroom facilities. Students who invade an individual's privacy within bathroom facilities, or who violate an individual's privacy by entering their room without permission or recording an individual without permission will face disciplinary action.
Additional policies and standards regarding Reasonable Expectations of Privacy are as follows:
- When having guests, each resident should be conscious of the privacy of their roommate(s). Residents should exercise their right to privacy responsibly and conduct themselves appropriately, being mindful of extra responsibilities and social obligations of having guests.
- The right to privacy does not imply the right to violate the applicable Code of Conduct Policies; University Procedures, city, state, and federal laws.
- Unauthorized sharing of another person's information, such as email addresses, phone numbers, or room assignments, is prohibited.
Rooftops, Windows, and Balconies
- Rooftops: Students who are present on the roof or any other architectural feature not designed for recreational or functional use will be subject to fines, assessments for any damage, and disciplinary action if the student's presence is not caused by a valid emergency. The University assumes no financial or legal responsibility for any student injured as a result of such action.
- Windows: All window screens must be kept in position at all times. Students found responsible for removing screens from residential facility room windows will be fined per screen.
- Balconies: Access to balconies of any residential facilities is strictly prohibited.
Safety and Sanitation Inspections and Room Searches
The University recognizes and respects each resident's desire for privacy, especially within the context of a group living environment; however, the University reserves the right to enter and inspect any student room at any time without permission or consent of the room occupant(s) to provide emergency service or general maintenance work; make safety or condition inspections; or investigate possible violation(s) of University policies or city, state, or federal laws.
Rooms shall be entered in the resident's presence or absence by authorized University personnel when there is reasonable cause to believe:
- A resident's safety may be in jeopardy.
- A room or its furnishings may be damaged.
- Custodial or maintenance functions must be performed.
- University Policies or city, state, or federal laws are being violated.
- Sanitation, safety, and/or damage inspections are to be completed.
- That there could be stolen property in the space.
Safety and Sanitation Inspections are conducted each term. Best efforts will be made to notify Students of the date of the inspections. Should a resident not be present at the time the room is to be inspected, staff members will conduct the inspection in the resident's absence.
- Smoking (including electronic cigarettes, vaping devices, and hookah) is not permitted in any University residential facility. Students will be charged for any related maintenance or cleaning as the result of smoking in a residential facility.
- Smoking (including electronic cigarettes, vaping devices, and hookah) is prohibited around all entrances, exits, and perimeters of residential facilities.
Students must also adhere to Code of Conduct Policy #11 (Fire Safety) and the related regulations around smoking on Drexel University's campuses.
Solicitation & Selling
Solicitation and selling by Students and all others are not permitted in University residential facilities.
- No person, organization, or department can conduct a business, sales, or solicitation in residential facilities.
- No person, organization, or office may enter these facilities to distribute or collect questionnaires and surveys and/or to collect any other information in person from Students in their place of residence without obtaining advance written permission from Housing and Residence Life.
- No deliveries may be made to individual rooms unless Housing and Residence Life has granted prior permission.
- No advertisements or flyers are permitted on or under the doors of residence hall rooms.
Individual (Assigned) Room Policies
The following Policies relate to individual resident student use of all residential properties.
The only cooking permitted in a resident's room is that which can be done in a microwave oven. Because of the danger of electrical overload, high-wattage appliances are prohibited. Residents in Stiles Hall and Van Rensselaer Hall are allowed to cook in their suite. In all other facilities, approved appliances must be used in the common area kitchen.
Residents are expected to decorate with adherence to the following Policies on room decorations:
- All decorations must be fire-resistant.
- Only Underwriters Laboratory (UL) or Factory Mutual (FM) approved cool bulbs are allowed.
- Natural trees and cut tree boughs are not allowed in residential facilities.
- Students are not permitted to hang any items from the sprinkler piping, sprinkler heads, or any room electrical wiring.
- Decorations may not obstruct free passage of the hallways or entry/exit to the room.
- Electrical decorations must be kept away from metal door frames; lights must be strung so that a door will not close on the wiring.
- No permanent alterations may be made to the residence hall rooms (i.e., painting the room, ceiling, furniture, etc.).
- Students will be charged for any damages resulting from decorations in the room.
Guests and Visitors
At the start of the academic year, roommates in undergraduate buildings are required to complete roommate agreement forms that outline basic expectations of all occupants of a particular room or suite. Guests are defined as individuals who are not assigned to the resident host's room. While the primary purpose of these spaces is to provide a safe and welcoming environment for learning, it is also a home. Roommates and/or suitemate(s) unable to reach a livable solution should work with Housing and Residence Life staff to mediate any conflicts.
For properties associated with a Fraternity or Sorority, guests include members of the organization that are not assigned to live in the facility.
Resident hosts must adhere to the following Policies for all guests:
- Hosts are responsible for the actions of their guests and will face disciplinary action if their guests violate any of the University Code of Conduct Policies. Hosts should familiarize their guests with the Policies before inviting them to campus.
- All guests to a room are subject to the Roommate Agreement of all room residents. Residents should work to reach an amicable agreement on the presence of guests in a residence hall room.
- The presence of guests may not restrict free access for legitimate occupants to any common space and any private space they may have, or create any situation that infringes on the need of roommate and/or suitemate(s) to remain undisturbed.
- For residential facilities that have a front desk, resident hosts must sign in their guest(s) following proper procedure at the front desk. The host must escort all signed-in guests back to the front desk to sign them out of the building at the end of the visit. If a guest is not properly signed out, then the guest would be considered still in the building. Students may not sign in or sign out guest(s) for other residential students.
Resident hosts must escort their guest(s) at all times within the hall.
- Photo identification will be required for each guest. It is the responsibility of each host to inform their guests that they need identification to be permitted into the residence halls. Photo identification of the guest(s) will remain at the desk until the guest(s) vacate the building. Acceptable forms of photo identification include: a driver's license or a university/college/school ID. No other forms of ID will be accepted.
- Guests without ID will not be allowed access into the hall, except in emergencies (See Facilities Access, Emergency ID section for more details).
- Resident hosts are limited to three guests at any one time, unless otherwise permitted by Housing and Residence Life professional staff.
Residents are allowed to have overnight guests. An overnight guest is defined as anyone in the resident host's room anytime between 3:30 a.m. and 7 a.m.
- Guests are allowed to visit in a student room for no more than three (3) nights in a seven (7)-day period. An individual guest may spend no more than nine (9) nights per month within a residential facility.
- Guests under the age of sixteen (16) are not allowed overnight in residence halls. Limited exceptions may be made with advance notice and written parental consent provided to the Housing and Residence Life professional staff that oversees the residential facility.
- When locked out, a resident should report to the front desk of their residential facility to notify the desk staff that access will be needed.
- Students will be allowed to sign out a spare key to allow access to their assigned room. Spare room keys should be returned to the front desk immediately after use. Spare keys can be checked for a maximum of 24 hours.
- If the initial room occupancy key is not located, the lock core will be changed and the Student will be billed a $75 fee per affected lock. For suite-style residences, all affected lock cores will need to be changed, making the total cost $225 for a 4-person suite and $300 for a 6-person suite.
- Students are not allowed to borrow the spare room key for a room other than their assigned room. Students who abuse this policy are subject to disciplinary action.
- Keys must be returned in person and will not be accepted by mail.
- Students are afforded two (2) free lockouts per term; all subsequent lockouts will incur a $25 fee per lockout.
Maintenance Requests/Work Orders
Students should report maintenance needs by filing a work order request. Please visit University Housing's Maintenance Request page for instructions on how to complete a work order request.
There are various items that are not appropriate for use in student rooms for safety reasons. Possession of one or more of these items can subject the occupant(s) of the room to a fine and possible disciplinary action.
Examples of non-permitted items include, but are not limited to, the following:
- Bed risers
- Bicycles (unless they are in a University-designated bicycle storage area)
- Coffeemakers with a hot plate
- Extension cords
- Flammable liquids, gases, or other substances
- Halogen lamps
- Hammocks in bedrooms and/or common spaces
- High-wattage electrical appliances
- Hot plates
- Illegal drugs
- Incense and incense holders
- Indoor grills
- Live or cut trees
- Outside antennas and/or satellite dishes for television/radio reception
- Outside routers for Internet usage (see Drexel's IT department's website)
- Pets/Animals (unless prior approval via OED-5)
- Popcorn poppers
- Portable space heaters, electrical appliances with a heating element
- Sandwich makers
- Surveillance cameras
- Toaster ovens
- Weapons (see Weapons Policy in the Code of Conduct for definitions)
Open flames are not permitted. The lighting and burning of candles, incense, or any other item with an open flame is not permitted. Candles are not permitted for decorative purposes.
Room Assignments and Access
- Students are only permitted to reside in their assigned spaces through University Housing.
- Students are only permitted to switch rooms when authorized and approved by Housing and Residence Life or University Housing staff.
- Students are encouraged to lock their doors at all times.
- Students are encouraged to report the presence of any suspicious persons or unusual activities in residential facilities to the proper authorities (i.e., DUPD, Public Safety, Housing and Residence Life Staff).
- Room keys or access cards are not provided to guests.
- Students should not enter another resident's room without the knowledge and consent of the occupant(s), regardless of whether or not the door is closed and locked.
- Residents are not to tamper with automatic door locks or prop open doors with automatic closures.
- Residents are not to enter/exit through fire doors except during fire alarms/fire drills.
- The University reserves the right to enter a resident's room for the purposes of investigation, inspection, and repair or in cases of clear emergency. (See the Code of Conduct's Room Inspection/Search Policy for additional information.)
- All University-supplied furniture must stay in its assigned room.
- Furniture must be used for intended purposes only.
- Students are not permitted to leave room furnishings in common areas, hallways, or corridors. Furniture found in any of these areas will be returned to the Student's room and a fine for obstruction of egress and a moving charge will be assessed to the student for each incident.
- Cinder blocks are not permitted in University residences.
- Lofts of any type are not permitted in residences (unless issued by the University).
- Ping-pong tables, pool tables, video arcade games, and other large game tables are not permitted due to limited room space and potential disruption to other Students.
- Students are responsible for carrying their keys with them at all times.
- The room occupancy key issued to each resident is the property of the University and is issued to that particular resident for their exclusive use.
- Students are not permitted to lend or give their room keys to anyone or any group.
- It is unlawful to duplicate any residence hall key.
- Students are not permitted to put their own locks or alarms on any residence hall doors.
- Keys must be returned when a Student vacates their residential assignment. A lost or unreturned key will result in a lock core change and a $75 fee per affected lock. In the event of a broken key, a replacement fee will be charged.
- Lost or misplaced keys should be reported immediately to the front desk staff.
- At the time of move out, keys must be returned in person to the residence hall desk and will not be accepted by mail.
Vacant Room or Half-Room Policy
In the event that a bed-space within a suite or room becomes vacant at some point during the year, resident(s) are not permitted to utilize that space. The room or half-room must be kept clean and "move-in ready" for a new occupant. Failure to adhere to this policy may result in a fee and/or disciplinary action.