Housing policies and procedures

Resident rights

As a member of a residential community, you have the right to expect:

• The ability to sleep, read and study free from undue interference, unreasonable noise and other distractions.
• Personal privacy within the limits of the residence halls and respect by others of personal belongings.
• A clean and safe living environment and access to your room and residence hall when classes are in session.
• Freedom from any type of harassment, as well as threat of intimidation and physical or emotional harm including acts of ethnic or racial intimidation, hazing, or discrimination for reasons of race, color, religion, national origin, gender, gender identity, sexual orientation, age, physical disability or veteran status.
• Assistance and support from Residential Life staff.

Resident community responsibilities

As a member of the residential community, it is your responsibility to:

• Resolve personal and community issues in a calm and diplomatic matter.
• Treat other residents and Residential Life staff with respect, consideration and cooperation.
• Understand and comply with all college policies and regulations.
• Exercise an individual commitment to personal and community security.
• Avoid damaging college property or the possessions of others, and report those who have done so.
  Respect every person's dignity by reporting incidents of discrimination, harassment or hazing to Residential Life staff.
• Assume individual responsibility for the cleanliness of the community environment by cleaning up after yourself and removing trash to designated disposal areas such as the residence hall recycling center, the trash room or outside dumpster.

Bed rails

Students can request bed rails from their CAs if one is not present in the room. Their use is strongly encouraged when beds are lofted.

Bicycles

Bicycles must be stored outdoors in bicycle racks or inside the owner's rooms unless a bike storage room is available in your residence hall. Bicycles may not be stored in public areas.

Any bicycles found in public areas or hallways will be removed by staff. Motorized bikes are not permitted inside buildings. The college is not responsible for any damages to bicycles stored in storage areas.

Building access

All halls are locked. Entry is accessible by displaying an Augustana ID at access readers located at the main entrances.

From midnight to 7 a.m., entrance to all halls is restricted to residents. When the service desks are open, residents without valid Augustana ID may be detained until identification can be determined.

Overnight guests must furnish picture ID. Augustana IDs presented by former students will be confiscated and destroyed. The living areas in the residence halls are permanently locked and accessible to residents only. Residents must swipe their ID card by the card reader located at each living area entrance to gain access.

Residents can assure the safety of these areas by refusing to open doors for strangers, by not propping open locked security doors, or transferring ID cards to others.

Each hall has outside doors that are considered emergency exits only. These doors are clearly identifiable by a sign or the Detex alarm mounted upon them. Emergency exits are to be used for emergency evacuation purposes only.

Campus security updates

Campus incident reports are emailed to the campus community within 24 hours of reporting.

College liability

Criminal activity, personal injury and theft can and does occur on the college premises. Therefore, it is essential that you assume responsibility for your personal safety and security, as well as the safety and security of your belongings.

The college assumes no liability for loss or damage from any cause to residents' personal property and carries no insurance covering this property. Please make sure to discuss personal property insurance coverage with your insurance agent.

Community security guidelines

The guidelines below are for your protection as well as the safety of the residential community.

• Never prop open outside or living area doors.
• Never open a locked living area door for anyone who is not your invited guest.
• Always lock your room door, even if you're leaving for only a few minutes, and when you are sleeping.
• Escort your non-resident guests at all times.
• Never allow door-to-door salespeople into your room. Solicitation is prohibited by the college and should be immediately reported to the service desk or to a staff member.
• Immediately report strangers or strange behavior to the service desk or the Security Office (309-794-7711).
• Keep friends informed of your whereabouts.
• Travel in groups at night or whenever leaving campus. Walk in well-lit areas, and use the Augustana College Escort Service (ACES). Escort service information is available at the hall service desk or from ACES at 309-794-7550.

Confidential alcohol and drug abuse assistance

If you or someone you know is using alcohol irresponsibly, we encourage you to seek help at one of the following confidential resources:

• Counseling Center: 309-794-7357
• Dean of Students Office: 309-794-7533
• Campus Ministries: 309-794-7213
• Riverside Alcohol and Drug Treatment Program: 309-779-3000

Damage liability

Residents are financially liable and may be judicially accountable for damages they cause to college property, including but not limited to damages caused by electrical appliances or other personal equipment and belongings and those caused by adhesives, nails and tacks, or incidents of vandalism.

Upon arrival, residents should inspect their room and document and report any pre-existing damage.

Residents may not repair, replace or alter college equipment or property. Only authorized staff members may do so. Once occupancy is established, all residents are held mutually liable for damages to the room unless responsibility can be clearly established. During final check-out at the end of the school year, residents should speak with Residential Life staff to claim responsibility for any damages so that roommates are not inappropriately fined.

The college is not liable for loss of personal belongings (your own or your roommate's) on college property. Your room should be properly secured at all times. "Properly secured" means that the doors and windows are closed, locked, and window stops are in place when assigned occupants are not present.

Residents are held liable for damages to public and semi-public areas. If individual responsibility for damages cannot be established, the entire floor, wing, hall or house will be held accountable for charges incurred.

Damage assessments

Room damages are assessed and recorded by the Office of Facilities Services and posted to student bills at the end of each academic year. You may request billing information by contacting the Office of Facilities Services.

• List of damage charges

Residence hall and house communities are assessed for damages where individual responsibility cannot be determined. Hall and house assessments may be divided, at the discretion of the AC, among all residents of the floor, wing, hall or house. 

Residents are strongly encouraged to contact Residential Life staff with information leading to the identification of vandals. This is a service that benefits the entire community and spares innocent residents from these damage charges.

Early arrival, late stay and breaks

The housing fee that students pay to live on campus applies to the period of time specified in the housing contract. Students arriving early or staying late to participate in a sponsored college activity, such as participation in athletics, performance groups for commencement, or on-campus employment, will be allowed to arrive early or stay late. Residential students who are experiencing homelessness will be able to sign up to remain in their student housing during winter break and spring break at no cost.

Adjusted arrival and departure dates will be communicated to students by their coach, supervisor, or advisor. All other students can contact the Office of Residential Life to request early arrival, late stay, or break housing for a fee of $50 per night. Limitations may be placed on early arrival, late stay, or break housing based on availability.

TLA college breaks: TLA residents are allowed to stay in their houses over all holiday and term breaks.

Transition housing: TLA residents with an off-campus lease beginning June 1, or students who will be living on campus during the summer, can contact the Office of Residential Life to request transition housing for the period of time between move-out date and summer housing/June lease. Permission will be granted as space permits. Students will be charged for one week of housing at the summer rate.

Summer housing: On-campus housing during the summer months is available. Students can contact the Office of Residential Life to request summer housing.  A discounted rate is available for student employees during the summer.

Distance accommodations: Domestic students traveling more than 400 miles to campus will be allowed to arrive one day early at no cost. This does not apply to students coming early as part of an early arrival group. Returning international students traveling from another country will be allowed to arrive five days before the first day of classes in August, and will be allowed to stay until the Monday after commencement in the spring at no cost.

Emergency communication

Information is posted on the back of every residence room door as well as near most campus exits regarding evacuation, shelter and lock down procedures. For major campus threats, an on-campus siren will be utilized to notify the campus community at large. When the siren sounds, all Augie Alerts subscribers (a free service offered to students at the beginning of the school year) should make sure their cell phones and/or computers are turned on in order to receive additional instructions related to the emergency.

• Evacuation directives: In emergency situations, residents and their guests are required to comply with directives issued by college residential and security staff as well as by emergency personnel.
• Emergency resources: Campus Security assistance is available at 309-794-7711 (Augustana's 24-hour emergency hot line) or by calling any residence hall service desk when open. In life-threatening situations, dial 911. A poster outlining emergency procedures is posted in every student room.

Emotional support animals

Augustana College recognizes that students with disabilities might require the assistance of an Emotional Support Animal to use and enjoy College housing. This policy outlines the approval process and requirements of an individual who seeks permission to bring an Emotional Support Animal to campus housing.  

This policy does not apply to individuals who have a “Service Animal” as defined by the Americans with Disabilities Act, as amended. Augustana reserves the right to amend this Policy as circumstances require.  

No Emotional Support Animal may be kept in any College-owned housing at any time prior to an individual receiving approval as a reasonable accommodation under this Policy. 

Please note that after all required documentation is provided, official approval for Emotional Support Animal comes through email and can take up to 30 days from the time the last item for approval is turned in. If an animal is found on campus before approval has been granted, it will result in a violation of the Housing Code of Conduct and followed through the standard conduct review process.   

An individual seeking approval for an emotional support animal must complete the steps listed in the section below:

• Submit a Request for Academic and Housing Accommodations form.
• Submit the "Emotional Support Animal Verification Form" completed by an appropriately qualified and credentialed health care professional who has an established treating relationship with the owner.  
•  Provide a color photograph of the animal to the assistant director of Residential Life.
• Read and return a signed copy of the "Augustana College Policy regarding Emotional Support Animals." This document must be submitted annually.
• Provide proof the animal is in good health and has received all needed vaccinations, to be submitted annually. Cats and dogs must have a rabies vaccination.
• Register cats and dogs with Rock Island County and provide proof of registration to be submitted annually.
• Submit a copy of any discussed plans for having an Emotional Support Animal with roommate(s).  This document must be submitted annually.
• Provide a description of any past injury to persons or damage to property caused by the animal, including but not limited to, any history of previous biting, or other aggressive behavior.

Fire and safety procedures

Each residence hall and house conducts fire drills during fall term and occasionally at other times during the school year as well. Fire safety and emergency procedures will also be reviewed at your first community meeting.

Fire extinguishers, pull stations and emergency exits are located on each floor and within each house. Obstructing or failing to cooperate with emergency evacuation procedures or drills is prohibited under the Illinois Fire Code. When an alarm sounds, evacuate immediately and follow instructions from college staff and firefighters.

Smoke detectors have been installed in every room for community safety. Tampering with these devices or any fire-safety equipment in any way will result in disciplinary action.

Housekeeping

Students are responsible for keeping rooms in reasonably clean condition and emptying wastebaskets at designated trash disposal areas. Bathroom wastebaskets are not to be used for common trash collection. Bathroom sinks, water fountains and showers are not receptacles for food waste.

In residence halls, the custodial staff cleans all public areas and public bathrooms. Bathroom cleaning schedules will be posted outside the doors. Hallways and floor lounges in the residence halls are cleaned Monday-Friday. Personal possessions left in public areas which compromise sanitation and proper cleaning will be disposed of by the custodian.

Schedules provided by housekeeping staff are approximate and subject to change. Areas not sufficiently cleared of personal possessions may not be cleaned. Residential policy violations observed by housekeeping staff will be reported to the Office of Residential Life for disciplinary action.

Insurance

Augustana is not responsible for personal property that is lost, stolen or damaged. Large sums of money and other valuables should not be kept in student rooms. To protect ordinary possessions, the best safeguard is always keeping your door locked. Report all losses to Residential Life and Public Safety. For insurance claims, it is recommended that a report be filed with the Rock Island Police Department.

Make sure that you have personal property insurance. Many students' belongings are covered by their parents' homeowners' insurance while enrolled in school. Check with your parents regarding the type of coverage they currently have or may need. 

January term housing

In order for a student to be eligible to live in campus housing (residence hall or TLA) and use their meal plan during J-term the following conditions must be met:

1) The student must have been enrolled as a full-time student (minimum of 12 credits) during the fall semester.

AND 

2) The student must be actively engaged in at least one of the following meaningful J-term experiences: 

• Enrolled in a credit-bearing J-term course or experience (these include on campus coursework, internships, study away or faculty-led research);
• Participating in non-credit, faculty-led research for the duration of J-term (validation by the supervising faculty member required);
• Participating in an in-season varsity athletic program (in-season is defined as a team that is authorized under NCAA and CCIW regulations to be practicing and/or competing under coach-supervised activities); 
• Working an on-campus job that involves a minimum of 10 hours per week (international students may qualify for additional hours and residential life paid positions are included).

If at any point in J-term a student stops attending or actively engaging in their activity, they must immediately vacate campus housing. Judicial fines will be doubled for any student found responsible for a code of conduct violation during J-term or, depending on the severity of the infraction, be removed from their J-term experience and required to leave campus housing. The only exception to these policies are for J-term auditors noted in the auditor policies on this page.

Keys and access (ID) cards

College room keys are issued to the assigned occupants of each room and may not be duplicated or transferred to others at any time. Your student ID is your building access card.

Lost or missing keys and ID cards must be immediately reported to your Area Coordinator. If a lost key cannot be found, the lock and keys will need to be replaced. The fee for a lock change is $75 per lock and $10 per key. ID card replacements cost $25 and are available at Access Control in the basement of Sorenson.

Full access to residential facilities by student ID is limited to residents of that particular building. All other students have limited access to the public-use areas in each residential building. All others in the college community, such as faculty and non-housing-related staff, must seek permission from the access control office for an ID card status change.

Students who are locked out of their room should contact their roommates to provide access to the room. If the roommate is unavailable, students should seek out their CA, Resident Director, or Area Coordinator. The CA on-call will be available every evening from 7 p.m. until 7 a.m.

If a staff member from Residential Life is not available, students can contact the public safety dispatcher at 309-794-7711. An officer will be sent to the room to unlock the door. A student's first lockout is free. The fee for the second lockout is $5. The fee for the third lockout is $10. The fee for each additional lockout will increase in $5 increments.

Laundry cards and machines

Augustana uses an app-based system for laundry machines in the residence halls. The Transitional Living Areas use a coin-operated laundry.

Laundry costs $1.25 to wash and $1.25 to dry. Students will need to download the CleanPay mobile app to pay for laundry on campus.

Problems with cards or laundry machines should be reported to the Office of Residential Life (309-794-2686).

Mail and departmental notification

Mail is not retrieved from or delivered to residence halls or TLAs. The campus mail room is located on the ground floor of Sorensen Hall. It is open from 8 a.m.-3:30 p.m. Monday-Friday.

Official correspondence from the Office of Residential Life will be sent via email. Residents are responsible for checking email regularly for personal messages, announcements and disciplinary correspondence.

Maintenance

The Facilities Services staff is responsible for the efficient operation and maintenance of residence hall and house equipment and facilities, utilities management and the custodial operation. If repairs are needed, students can  submit a work request order online.

Maintenance requests are assigned a priority based upon their urgency. Requests that have a direct impact on resident safety are handled first. These include such items as lost room keys, dangerous electrical problems, gas odors, heating problems or power outages. Problems of this nature should be reported directly to the RD, AC or Public Safety (309-794-7711) for immediate processing.

Maintenance requests related to repairs that prevent further damage to campus buildings or building systems are second in priority. All other requests are handled as expediently as possible to relieve residents of any undue discomfort or inconvenience. Since early detection minimizes maintenance problems, you should inform the Facilities Services office (309-794-7278) as soon as you discover items in need of attention.

Submitting a maintenance order constitutes permission for Facilities Services staff to enter your room. Work will not be completed where access is impeded by furnishings or personal belongings.

Medical information

Your CA or AC can help you decide which of the following options to pursue when you are ill:

• Contact a physician.
• Augustana Convenient Care Powered by Genesis
• Visit Trinity Express Care clinic, 106 19th Ave, Moline (309-779-7050). It is open 9 a.m.-5 p.m. Monday-Friday and 8 a.m.-3:30 p.m. Saturday and Sunday.
• For assistance with medical-related absences as well as general medical information, contact the Dean of Students Office.
• Go to one of the following area hospital emergency rooms.
  • UnityPoint Medical Center
  • Rock Island campus: 2701 17th St.; 309-779-5000
  • Moline campus: 500 John Deere Road; 309-779-5000

Medical transportation

Transportation for medical, dental, optical, pharmaceutical or psychological services within the Quad Cities is free for Augustana students through a local cab service. Augustana ID card required. Call 309-788-8182 to schedule.

If you are seriously ill, staff will contact the Dean of Students Office.

Parking

Parking lots are located near each residence hall. Lots, including TLA driveways, are restricted to cars with college parking decals. Decal applications are available at the Facilities Services office in Sorensen Hall (309-794-7278). Students possessing a decal may park only in their designated lot(s).

Students are expected to observe all parking regulations. Special care should be taken to avoid parking in restricted areas and areas which block access to homes around the campus. Parking tickets will be written for all regulation violations, which include vehicles parked in the fire lanes in the front of each residence hall. Drivers must observe a 15-mph limit in all college parking lots.

Policy and procedure changes

The college reserves the right to change the services and procedures set forth in this handbook during the academic year. In the event of any such changes, students will be notified via email.

Recycling

Recycling containers are provided in each student room and in various common areas of each hall for aluminum cans, clean steel and tin cans, glass (clear, green or brown), plastic, plastic grocery bags, newspaper, cardboard, magazines, books, paper and envelopes of all kinds. Recycling bins are located in each residence hall and behind select TLA houses for use by all TLA residents.

Compact florescent bulbs can be recycled at Home Depot, Wal-Mart, and Lowes. At the end of the academic year, clean furnishings and appliances in good condition may be brought to specified building lobbies for donation to local charities.

Room entry and search

Augustana College respects residents' rights to privacy, and efforts are made to ensure privacy in college housing. Nevertheless, designated college staff have the right to enter any part of the college premises to perform reasonable custodial, maintenance and repair services; to inspect for damages or cleanliness; for college policy violations; for any illegal activity; for safety of persons or property, and in cases of emergency.

Periodically, general "Health and Safety" tours will be conducted in each building without prior notice. An extensive search of a resident's personal belongings will be authorized only when ample cause has been established. A student's property shall not be searched without personal permission or a directive from one of the following: dean of students, associate/assistant dean of students, dean of the college or president of the college.

Visible evidence may be seized without an "Authorization to Search" by college staff. Evidence found during a search may be confiscated and used in disciplinary proceedings. Reasonable efforts will be made to have a resident of the room present while the search is conducted. Law officials may enter, search, and seize evidence in accordance with the law. Some confiscated items, like candles, appliances or grills, will be returned upon request at the end of the term if the AC is assured they will be taken home.

Sanctioning

Sanctions will be assigned as consequences for violating college policies. They function as a learning tool and to help repair harm done to the community. Residential Life sanctions include community service, fines, educational assignments, and housing restriction or dismissal. Sanctions are based upon the nature of the incident and the number of prior violations.

Major violations of civil law which jeopardize the health, safety or property rights of residents or the college will be referred to the proper authorities for investigation and legal action. These situations may involve formal judicial action by the college as well.

The Office of Residential Life uses a Discipline and Sanction Chart, which details specific violations and the typical minimum disciplinary actions taken by the college. Please keep in mind that college staff may adjust sanctions for special circumstances or in consideration of individual student needs. The chart should be considered as a general guideline only.

Housing dismissal

The Office of Residential Life may cancel the contract of students whose conduct is considered chronic or excessively disruptive. In such cases, these students will be required to relocate to housing accommodations off-campus. Students dismissed from housing will continue to be held financially responsible for housing fees for the remainder of the school year.

Appeals

Students have the right to appeal any disciplinary action they believe has been unfairly administered. Actions by the area coordinators, resident directors or assistant director may be appealed to the director of Residential Life, whose decision is final.

Actions by the director of Residential Life may be appealed to the associate dean of students, whose decision is final. Actions by the associate dean of students may be appealed to the dean of students, whose decision is final.

The written appeal must be submitted to the appropriate office within five days of the date of the sanction letter and must specify the grounds and rationale for the appeal.

There are three grounds on which an appeal may be filed:

1. A failure to follow established hearing procedures which substantially and adversely affected the outcome of the hearing; or
2. The imposition of a sanction disproportionate with the infraction; or
3. The rendering of a decision wholly unsupported by the evidence.

TLA restriction

Restriction of TLA housing is utilized in situations where a student's behavioral history is determined to be a risk factor.

Service desks

Service desks in residence halls are open nightly. Hours may vary by building.  Desk hours are expanded at the beginning and end of each term to assist with the check-in and check-out processes. Services include general information and referral and emergency/directory assistance.

Severe weather

In the event of a tornado warning, students will be alerted by sirens in Rock Island. Students should seek shelter in an interior area of the lowest level of their building, away from windows. Additional emergency information will be sent to Augie Alerts.

Temperature control

The central heating plant that serves the residence halls does not offer individual temperature control to the degree that some residents desire. During the early fall and spring when outside temperatures vary significantly, some students find fans or electric blankets helpful.

Generally, heat will be turned on by mid-October and turned off by mid-May, based on current and forecasted temperatures.

Not all residence halls and TLAs are equipped with air-conditioning. Students who need air-conditioning for medical reasons should contact the Office of Residential Life prior to signing up for housing. 

Important note: Furniture and possessions should be placed no closer than six inches from the heating unit. Because closer placement of furniture, etc. can impede the heat flow to other rooms, furnishings in violation will be moved by staff.

TLA snow removal

TLA residents are provided with snow shovels and salt to maintain sidewalks and driveways during the winter months. When there is heavy snowfall, Facilities Services staff will assist when possible by removing snow/ice from the main entrance and five feet of the walkway. Academic buildings and residence halls will be cleared first.

Vending and laundry machines

Most residence halls and houses are equipped with washers, dryers, ironing boards, televisions, and vending machines. Use of these machines and appliances, as well as laundry facilities, is restricted to the residents of each building. Please report inoperable machines or appliances to the service desk or Residential Life staff. Laundry refunds will be sent by the vendors directly to your mailbox.

Tampering with or maliciously damaging any machine or appliance will result in disciplinary action.