Housing Policies & Procedures

The community standards and rules outlined in these Guidelines, Procedures, and Services of Residence Life are designed to protect each individual’s right to sleep, study, and socialize and to promote a sense of community spirit and responsibility.

Butler University has the right to require residents to immediately remove any items from any on-campus housing location that it deems, at its sole discretion, to present a life safety hazard. Final determination in these matters will be made by Residence Life and/or Maintenance staff. Items that are not removed in a timely manner by the resident will be removed by the staff and disposed. The resident is responsible for the costs of removal and disposal.

Security

The maintenance of a safe and secure residence hall environment is everyone’s responsibility. To this end, the admittance of unauthorized persons to residence halls is prohibited. Residents should always lock their room and apartment doors to ensure personal safety and security of their property. To enhance the safety and security of all hall residents, residents’ property as well as University property, Butler University police will conduct patrols of the residence halls/university apartment buildings on a periodic basis. Officers are fully commissioned and have the same authority as other law enforcement officers. For emergency situations requiring police, medical or firefight response, call 9-1-1. For non-emergency assistance, call University police at 940-2873. Additionally the following safety tips should be followed:

• Never prop residence hall/University apartment building or Greek house doors open or let others prop them open. Close and latch any door you find propped.
• Always carry your key and ID card with you and make sure doors lock after they enter.
• Do not let others in through a door you have opened. Residence hall/University apartment students should immediately report to their RA, ACA, Community Director or hall office staff if they see anyone propping a door or letting strangers into a stairwell.
• Never walk alone on campus after dark. Organize your travel so you can walk with a group of friends. Choose a well-lit pathway for travel. For a safety transportation escort on campus contact the University police at ext. 2873.
• Report suspicious persons or activities to the University Police at ext. 2873. If you suspect you are being followed or if you fear a suspicious person, move to a brightly lit area or toward other people. There are a number of “blue light” emergency phone locations throughout campus. Activate one of these and you will be connected with the University Police immediately.
• If you are a victim of a crime, immediately report the incident to the University Police at ext. 2873 and to your RA/ACA/Community Director. Your immediate report may be instrumental in apprehending the individual and/or recovering your loss.
• Residence hall/university apartment students should never leave their rooms/apartments without locking their doors.
• Never leave your keys and possessions unattended in a lounge, hallway, laundry room or other common space. Secure valuables in a locked place.
• Check your family insurance to see if your possessions are covered while you have them on campus. If you are not adequately covered, consider personal property insurance.
• Write down brand names, purchase prices and dates, and serial numbers of all valuables and name, account number and expiration date of all credit cards. This information should be kept separate from other valuables and in a safe location.
• Report immediately any theft or loss to University police. You may also register your electronics.

Abuse of Safety Equipment

Safety and security equipment is placed in the residence halls/University apartment buildings for your protection. Tampering with such equipment (exit signage, standard/emergency lighting, fire alarm horns/strobes) will endanger not only your life but also the life of everyone in the building. Participating in any activity that may compromise building security or safety will result in student conduct action and/or criminal charges.

If there is a fire:

• If you see a fire or smell smoke, pull the nearest building alarm immediately.
• Leave the building.
• Call the University police at 940-9999.

Emergencies

At the beginning of the semester, familiarize yourself with the emergency and evacuation procedures, and the locations of exit stairwells and doors.

• Plan more than one exit route.
• If you hear a fire alarm, you are required to immediately exit the building.
• Never use an elevator in a fire emergency.

If you get trapped in a room when there is a fire, close the doors and seal cracks and vents. Hang an object in front of the window (bed sheet, jacket) and/or telephone for help. If above the first floor do not open the window until instructed by rescue personnel.

When notified of severe weather, proceed quickly and calmly to the inner most area on the lower levels of the building, away from windows.

Cancellation

The room and board contract is for one academic year. The contract may not be canceled by an enrolled student after check-in. If you have questions about extenuating for contract cancellation, please contact the Residence Life Main Office (Atherton 305).

Cancellation Due to Non-Enrollment

If the student does not register for the second semester, they must give written notice of intent to leave on campus housing by completing a Notification of Housing Contract Cancellation. This notice should be submitted by Dec. 1 (for Spring semester) and June 1 (for Fall semester).

The University may cancel the room and board contract without any refund in room fees, with appropriate notice, if a student violates residence hall policies or regulations.

Eligibility for Housing

Students who have fulfilled all the admission requirements of the University and are enrolled fulltime are eligible to submit a room and board contract. Students must be enrolled at the University to reside in university residence halls.

Hall Programming Fee

During the first semester of residence each year, the student will be charged an annual residence hall programming fee, which is non-refundable after check-in. This entire fee is allocated to the Residence Life staff  and students to ensure activities meet the changing student needs and support the BU Be Well student experience.

Length of Contract

The room and board contract is for one academic year, or the remaining portion thereof.  The length of contract for University Apartments is from August 1 to Spring Graduation Day, or the remaining portion thereof. If the student does not register for the second semester, and completes a “Notification of Housing Contract Cancellation” on or before December 1/June 1, the contract may be terminated as of the end of the semester. If the notice is not received by the Residence Life by December 1/June 1, the $100 housing reservation fee will be forfeited.

Meal Plan

All students are required to purchase a meal plan when contracting for housing in the university residence halls (excluding junior and seniors in Apartment Communities). The board privileges provided are available only to students who have purchased a meal plan and may not be sold, loaned, assigned or given away. Meals are provided by Butler Dining.

To change a meal plan, please submit the form located on the Housing Portal. Meal plans may only be changed within the first 7 days after classes have started of each semester.

Students with special dietary needs should contact Butler Dining or the Office of Residence Life.

Personal Property/Insurance

Butler University shall accept no responsibility for the theft or loss of monies, valuables or other personal effects of the student. The University cannot assume responsibility for loss of, or damage to, personal property, for failure or interruption of utilities, or injury to persons. Students are encouraged to make sure that their personal property is covered by their own insurance or purchase a student renter’s insurance policy.

Refunds

If a student withdraws from Butler and the residence hall during the academic year, they may be entitled to a refund of some room and/or board charges. Refunds are based upon the date the student officially vacates the residence hall, including completing proper checkout procedures and returns all keys. All refunds are made to the student’s account with the University.

Refunds for room charges will be made according to the schedule listed below:

• Withdrawal within the first week, 100 percent credited.
• Withdrawal within the second week, 80 percent credited.
• Withdrawal within the third week, 60 percent credited.
• Withdrawal within the fourth week, 40 percent credited.
• Withdrawal within the fifth week, 20 percent credited.
• Withdrawal after the fifth week, No credit.

Residence and board fees for orientation and welcome week are not refundable. Notwithstanding the provisions of the University’s refund policies, if any conduct action results in the suspension or permanent dismissal of the student from the University or residence hall, the University may refuse to refund, in whole or in part, such student’s room and board charges and fees.

Renting/Subleasing

Renting or subleasing of any on-campus housing space is prohibited.

Residential Requirements

All first-year students not living at home with a parent or legal guardian are required to live in one of the University residence halls. All sophomore and junior students (including those affiliated with a Greek organization) not living at home with a parent or legal guardian will be required to live in University housing or an approved Greek housing unit of which he or she is a member.

This regulation applies during summer, as well as during the regular academic year; it also applies regardless of the number of academic hours taken.

Students who move off campus during the semester or a summer term will be required to pay the full charges due to the University.

Room and Roommate Assignments

The University attempts to comply with students’ housing preferences for rooms and roommates. However, students are not guaranteed their specific assignment requests. Butler reserves the exclusive right to make assignments and will do so without regard to race, color, religion, creed, national origin, disability, military or veteran status, or sexual orientation. The Department of Residence Life reserves the right to make changes in room assignments at any time.

Room Consolidation

If one occupant of a room moves, leaving one or more remaining occupant(s), the remaining occupant(s), at the discretion of the University, may retain the room accommodation with a new roommate of choice, be assigned to another room, or be assigned a roommate by the Department of Residence Life. This policy may change based upon available space.

Single Rooms

A limited number of single rooms are available for first-year students in Residential College and second-year students in Fairview House.

If no singles are available at the time of request, the student can be placed on a waiting list. Students who choose to be assigned to a single room will be charged the single room rate.

Vacations/Breaks

Housing is not available during break periods, including semester break recess, or any other stated recesses of the University. These periods also are board exceptions. Students can apply to stay in their residence hall during break periods. Applications for break stay are reviewed and granted under extremely limited circumstances. Students should not plan to stay on campus during University breaks.