Procedures

New Student Move-In: Fall Semester

Students are notified by their Glen Oaks Community College email account over the summer of move-in dates and times. This information is also available online at www.glenoaks.edu/housing. All residents are required to participate in student move-in and welcome activities.

New Student Move-In: Winter Semester

Residents moving in for the first time for Winter semester will be notified of housing assignments via their Glen Oaks Community College email account as they are assigned, and move-in will occur before the beginning of the Winter semester.

Please note: If you have already paid the non-refundable enrollment fee and we switch your payment plan, you will not be charged for the non-refundable enrollment a second time.

Move-In Requirements: All Residents

To promote the health, safety and welfare of the campus community it is the policy of Glen Oaks Community College that students residing in the Devier Student Suites are required to be vaccinated against Meningitis and it is recommended to receive the COVID-19 vaccine prior to taking occupancy in the student residence hall.

This Policy is aimed at reducing the likelihood of severe spread of disease or illness on campus for students who reside in close proximity to one another or whose travel or activities may not meet social distancing guidelines.

All residents must be registered for classes and a payment plan within 72 hours of his/her move-in date. If he/she does not fulfill these requirements within the given time frame, he/she will not be permitted to move in until they can show proof of registration and payment plan.

Move-In: Summer Semester

Residents will be notified of housing assignments via their Glen Oaks Community College email account as they are assigned based upon the receipt of the completed housing application and availability. Students who are moving from their winter assignments to their summer assignments may do so as soon as the space is vacated and readied by the Housing Office. It is possible that a student will be assigned a space that is not the same as their fall or winter assignment because of construction or maintenance work, summer conference housing, and staffing requirements. Students new to housing will be assigned a move-in date and will be contacted by the Director of Student Housing or their designee.

Residents living on campus during the Summer semester may be required to move to a different room or suite in order to complete building maintenance or to utilize the facility for summer functions. The Housing staff thanks you in advance for your patience and cooperation.

Early Move-In/Late Stay

There are special circumstances that require campus housing residents to move in prior to or stay longer than the agreement listed dates. To obtain information about this option contact the Director of Student Housing. Charges will be assessed.

Room Inventory

Upon moving in, each Resident, will complete, sign and submit a room condition inventory checklist to his/her Resident Assistant which will be an accurate and complete inventory of the assigned room and the condition of its contents. This inventory will serve as the basis for check out charges if assessed. This should be completed within 72 hours of move-in.

Background Checks

As part of the application process, Housing Staff will conduct background checks for both new applicants and returning residents. Students’ eligibility to reside in Student Housing is contingent upon the results of background checks. Examples of offenses that will result in students’ ineligibility include, but are not limited to: any felony, multiple misdemeanors, any criminal sexual conduct, drug or alcohol misdemeanors within 6 months of application, or any violent offenses within one year of application. The cost of the background checks are covered by the non-refundable administrative fee.

While living in Student Housing, a conviction to or a plea of guilty or no contest to a felony, an assault or battery, or criminal sexual conduct is grounds for termination of the Housing Agreement. Residents have an obligation to inform the College if any such conviction occurs or plea is entered while residing in Student Housing.

Room Consolidation

Student Housing staff reserve the right to change or cancel a room assignment in the interest of order, health, safety, or behavioral issues. The right of final assignment lies with the Director of Student Housing. Staff also reserve the right to fill vacancies in rooms and to require residents to move to another room at any time to allow for optimum utilization of space or to resolve situations regarding interpersonal conflicts.

Housing Closures

Student Housing closes during the predetermined breaks in the academic year. These breaks can be found on the Glen Oaks Community College Calendar and on the Student Housing web page. During breaks in which Student Housing is closed, students are expected to vacate their space, including rooms and suites per their agreements, but may leave their belongings. Students should make arrangements in advance for being off campus during these time frames.

Housing Requests During Breaks

If a student will need housing over the semester breaks, they must seek approval and arrange with the Director of Student Housing prior to being assigned a space for the upcoming semester. Agreements and associated fees for housing over breaks must be submitted in full prior to the start of a break. Even if a student is not staying for an entire break period, he/she still must pay for the entire break. Housing opening and closing dates can be found on the Student Housing web page. Housing is not guaranteed during breaks.

Fees associated with housing requests during breaks are as follows:

Thanksgiving Break – $125
Winter Break – $350
Spring Break – $125
Summer Break – Prices will vary

End of Semester Check Out

Based on the selected agreement term, residents must vacate the residence hall within 24 hours of their last exam or graduation. Residents must sign up for a suite/room check-out with a Housing staff member. Failure to follow protocol will result in a $100 administrative charge and could result in assessment of additional fees. Additional information about move-out procedures and protocols will be provided during the semester by orientation, e-mail, floor meetings and postings.

Check-Out Policy

The check-out process is required upon departing Student Housing. The following check-out criteria must be met:

The student must contact their RA or another Housing staff member to schedule a time to complete their check-out process.
The student must remove all of their belongings, clean their space, and return all furniture back to its original location prior to check out. All trash and unwanted items must be removed from the housing unit.
The student must appear at the scheduled time to meet with the Housing staff member to complete the proper check out process. The staff member will accompany the student to their room and complete a Housing Exit Form.
The student, after completing the form, must turn in their Student Housing keys to the Housing staff member. Additional charges may be assessed if students do not complete the housing checkout process, turn in their keys or if there is considerable damage to a suite.

Special Housing/Accommodation Requests

Students that have special housing needs and/or accommodations must submit requests to and receive approval from the Support Services for Students with Disabilities Office at 269-294-4242.

Room Change Requests

GOCC Student Housing staff is available to assist you in your transition to living in Student Housing. They will work with you to resolve any roommate difficulties including a room change if necessary. Room changes may not be made without prior approval of the Director of Student Housing or his/her designee. Room changes may not be made within the first two weeks of any semester. There will be a $75 fee assessed for all room changes.

A resident may be required to move when a conflict between residents occurs and all mediation attempts have been exhausted, in cases where open spaces need to be consolidated, or any other circumstance that Student Housing deems appropriate. Room changes will not be made until the mediation process is utilized. There are no fees assessed for required moves.

All room change arrangements are coordinated by Student Housing staff. Students may not switch/trade assigned rooms without permission. Doing so may result in result in removal from Student Housing.

When a room change is necessary, Student Housing staff will inform suitemates by e-mail, phone call and/or posted notice. A roommate/suitemate agreement will be completed with all new residents by Housing staff.

Suitemate Agreements

Suitemate agreements are required to be completed by each suite and will be discussed at floor meetings and/or orientation. An RA will meet with each suite to ensure completion within the first two weeks of each semester. The agreement provides an opportunity for residents of a suite to discuss specifics relating to how they will manage cleaning, noise, and guests, etc.

The RA will then schedule a follow-up meeting with each suite to discuss any questions regarding the Suitemate Agreement. All residents are strongly encouraged to communicate with their suitemates when conflicts arise. Please contact your Resident Assistant (RA) for information on how to resolve conflicts or to receive assistance in resolving the conflict. Resident Assistants are trained in conflict management and will be able to assist with mediation.

Abandoned Property

Any property left behind at the end of your agreement without prior approval will be deemed abandoned property. From the date of the notification email, you will have seven (7) days to pick up your belongings or arrange a meeting with the Director of Student Housing. If you do not retrieve your belongings within that timeline, they will be disposed of.

Abandoned Space

If a resident fails to return from a break or is found to be absent from the residence hall after a period of fourteen (14) days, without prior notification to the Director of Housing, the space may be deemed “abandoned” and the College may terminate the resident’s agreement. Any items left in the resident’s space may be disposed of. The College will follow normal protocols for Student Housing agreement status and required payments as described in the agreement.

Room Entry

In accordance with our educational mission, the College aspires to maintain a healthy and safe environment, as well as respecting and preserving your right of privacy. Glen Oaks Community College, however, reserves the right to make administrative entrance and inspections of suites and individual bedrooms, whether or not the residents of the room are present. Reasons for entry include but are not limited to:

There is a threat to the safety or well-being of the room’s occupants or other residents. Examples include: a report of self-harm, faulty equipment, suspicion of physical danger, and smell of or visible smoke, etc.
There is reason to believe the occupants of the room are violating a College rule/regulation or state/federal law. Examples include: smell of illegal substances, sounds, or words heard from a suite relating to alcohol or drug consumption. The College reserves the right to remove any object or material which would constitute a violation of College policy or the Student Housing Handbook.
There is reason to believe that there is imminent hazard to the property and subsequent removal of any hazard discovered. Examples include: fireworks, smell of gasoline, report of weapons, water leaks, or smoke detectors covered/removed, etc.
Disruptive noise is impeding a member of the communities’ ability sleep, study, or read, etc. Examples include: alarm clock sounding and resident has left; stereo left on and no one home; noise is loud and no one is answering repeated knocks at the door.
To address any needed maintenance repairs/concerns. Examples include: repairs to appliances, routine maintenance – caulking showers, window repair/sealing and wall crack repairs, etc.
When it is necessary for authorized College personal or their agents to search a student’s room without the occupant’s presence.
A student who believes someone has gained wrongful entry, may appeal directly to the Director of Student Housing. If the student feels the Director violated the policy, he/she may direct the appeal to the Dean of Students.

Routine Health and Safety Inspections

In order to ensure suites are being maintained properly and to check for unreported damage, Student Housing staff, College staff, and Security collaborate to complete health and safety inspections. Student Housing staff will enter suites and apartments for health and safety inspections twice each semester. Residents will be notified in advance of the inspections.

Residents are expected to keep their suites and rooms clean and safe. Inspections will be for unsanitary conditions (accumulated trash or concerns with cleanliness) and for fire safety violations. If a suite or room does not meet health and safety specifications, the residents will have one week to correct the situation at which time another inspection will be scheduled.

The College reserves the right to remove from the room, without the resident’s permission, any objects or materials which constitute a health or safety hazard, or are the property of the College. The College does not assume responsibility for items of a personal nature that are damaged, lost, or stolen.

A Notice of Concern Letter is used to address minor violations of Student Housing policies and issues related to maintenance, health and safety. The letter will be sent to residents of the suite or room and document how and when the issue was discovered how it should be corrected. Residents will be notified when the staff will return to ensure compliance with the request and who to contact if they have questions. Residents must comply with a Notice of Concern letter or further action through the conduct process may be taken.

Safety checks are conducted in the residence halls during breaks and occasionally throughout the semester to ensure the space has been left in a safe condition. Notice is posted in advance. Policy violations in plain view will be documented and disciplinary action will be taken.