Residential Life Policies

The Office of Residential Life conducts periodic Health and Safety Inspections throughout the academic year to promote a safe, healthy, and well-maintained living environment. At a minimum, inspections will occur prior to the College's winter break closing period and may also occur at other times during the academic year.

Inspections are intended to identify concerns including, but not limited to:

Fire and life safety hazards
Sanitation and cleanliness concerns
Maintenance issues
Damage to College property
Prohibited items or policy violations
Conditions that may adversely affect the residential community

Residents will be provided advance notice of scheduled inspections whenever reasonably possible. Students are expected to maintain their assigned space in a condition consistent with College policies and community standards.

Health and Safety Inspections are not intended to be searches. However, College officials may document and address policy violations that are in plain view during the inspection process.

The College may also conduct a well-being check when there is concern for a student's health, safety, welfare, or ability to care for themselves. Well-being checks may be initiated by Residential Life staff, Campus Security, College officials, family members, roommates, faculty, staff, or other concerned individuals. When circumstances warrant, College officials may enter a student's room or residential space to assess the student's well-being. Advance notice may not be provided when there is concern that delaying entry could pose a risk to the student or others. The purpose of a well-being check is to ensure student safety and connect students with appropriate support resources when needed.

The College reserves the right to enter student rooms, apartments, townhouses, and other residential spaces for health and safety inspections, maintenance and repair, facilities management, policy enforcement, emergency response, well-being checks, and other legitimate College purposes.

Whenever reasonably possible, advance notice will be provided for scheduled inspections, maintenance, and repairs. However, advance notice may not be provided when immediate access is necessary to address emergency maintenance issues, health or safety concerns, facility emergencies, suspected policy violations, or situations that may pose a risk to persons or property.

By accepting College housing, residents acknowledge the College's right to enter residential spaces under these circumstances.

Requesting an Emotional Support Animal (ESA)

Students may not bring an ESA to campus or into College housing until final written approval has been received from the Office of Residential Life.

Students requesting approval for an Emotional Support Animal (ESA) must first complete the Request for Special Housing Accommodations form available in MyWC under Student E-Forms. Students must log in using their Westminster credentials to access and submit the request.

As part of the housing accommodation process, students will be required to provide a personal statement and supporting documentation from a qualified healthcare provider. Additional information regarding accommodation requests, required documentation, deadlines, and the review process can be found within the Request for Special Housing Accommodations form.

In addition to the Request for Special Housing Accommodations, students seeking approval for an ESA must submit:

ESA Certifying Professional Form
A letter from their healthcare provider explaining the need for the ESA and the relationship between the student's disability and the requested accommodation. The letter must include the provider's license number and be faxed directly FROM THE PROVIDER to Student Services at 573-592-5709.
ESA Housing Agreement
Veterinarian Verification Form
Current Rabies Vaccination Certificate

If a request receives conditional approval, additional documentation may be required, including:

Proof of pet liability insurance
Roommate/Suitemate Acknowledgement Form (once housing assignments have been finalized, if applicable)

Submission of documentation does not guarantee approval. All requests are reviewed on an individualized basis through the College's housing accommodation process and in accordance with applicable law and College policy.

ESA approvals are granted for one academic year and must be renewed annually. Renewal documentation may include updated provider documentation, proof of pet liability insurance, and current vaccination records (if expired).

Forms and Resources

For questions regarding Emotional Support Animals, Service Animals, or the housing accommodation process, please contact the Office of Residential Life.

Students must complete the checkout process established by the Office of Residential Life, which may include an express checkout, checkout with a Resident Advisor (RA), House Manager, or other designated College representative, and the return of all issued keys, access devices, and College property.

Check-In

Upon arrival, students will receive access to their assigned residential space and are expected to review the condition of the room and furnishings. Students must complete and submit a Room Condition Report (RCR) within the timeframe outlined in the Room and Board Agreement.

Students should carefully inspect their room, suite, apartment, townhouse, furnishings, and common areas, noting any existing damages, deficiencies, or maintenance concerns. Students are strongly encouraged to take dated photographs of their assigned space at move-in for their records.

Failure to submit the Room Condition Report by the stated deadline may result in the report not being accepted. If an RCR is not submitted or accepted, the condition of the room as documented by Residential Life staff during move-in may be used when assessing responsibility for damages at move-out.

Students are responsible for reporting maintenance concerns promptly through the appropriate work order process.

Check-Out

Students are expected to vacate their assigned residential space by the published closing date and time and complete all required checkout procedures.

Prior to checkout, students are expected to complete all items on the express checkout form, including but not limited to:

Remove all personal belongings.
Remove all trash and recycling.
Clean their room and any shared spaces.
Return furniture to its original configuration.
Remove any unauthorized items.
Secure windows and doors.
Complete any additional closing instructions provided by Residential Life.

Students must complete a checkout with a Resident Advisor (RA), House Manager, or other designated College representative and return all issued keys, access devices, and College property.

Failure to properly check out, vacate by the required deadline, return issued keys, or complete required procedures may result in additional charges, improper checkout fees, lock change charges, housing charges, or conduct action.

The checkout process is not the final assessment of room condition. Following student departure, Residential Life, Facilities, and other designated College officials conduct comprehensive inspections of residential spaces. Damage, excessive cleaning needs, missing furnishings, abandoned property, policy violations, or other concerns identified during the final inspection may result in damage charges even if they were not identified during the initial checkout process.

Students who fail to remove personal belongings by the published move-out deadline may have items removed and disposed of by the College. The College assumes no responsibility for items left behind after a student vacates housing.

Questions regarding move-in, move-out, or checkout procedures should be directed to the Office of Residential Life.

Residence halls close during Winter Break and other periods designated by the College. Students are expected to vacate their residential space during official break periods unless they have received approval to remain on campus.

Information regarding break housing availability, eligibility requirements, application procedures, deadlines, costs, and operational expectations will be communicated to students prior to each break period.

Students approved to remain on campus during a break may be required to relocate to a designated building or area, comply with additional housing expectations, and pay applicable break housing fees.

Prior to departing for any break period, students are expected to:

Remove perishable food items.
Empty trash and recycling.
Secure all windows and doors.
Turn off and unplug non-essential electrical items.
Follow any additional checkout instructions provided by Residential Life.

Residential Life staff may conduct health and safety inspections prior to break periods to ensure rooms are secured and prepared for building closure.

Students who remain in College housing without authorization during a break period may be subject to administrative action, housing charges, and/or conduct action.

Questions regarding break housing should be directed to the Office of Residential Life.

Students are responsible for maintaining their assigned residential space and are financially responsible for damage, loss, excessive cleaning, or missing College property beyond normal wear and tear.

At check-in, students are expected to carefully inspect their assigned room and complete a Room Condition Report (RCR) documenting the condition of the space and any pre-existing damage. The completed RCR must be submitted within the timeframe outlined in the Room and Board Agreement. Failure to submit the RCR by the stated deadline may result in the report not being accepted.

Students are strongly encouraged to take dated photographs of their room, furnishings, and any existing damage at move-in. These photographs may be helpful in documenting the condition of the space and resolving questions regarding room condition at move-out.

If a student does not submit an RCR by the deadline, or if the submitted RCR is not accepted due to late submission, the condition of the room as documented by Residential Life staff during move-in may be used as the basis for determining responsibility for damages at move-out.

At the end of the academic year or upon vacating housing, students are expected to complete the checkout process with a Resident Advisor (RA), House Manager, or other designated College representative. During checkout, the room condition will be reviewed, keys collected, and move-out expectations verified.

The checkout process is intended to assist students in identifying potential concerns; however, it is not the final assessment of room condition. Following student departure, Residential Life, Facilities, and other designated College officials conduct comprehensive inspections of residential spaces. Damage, excessive cleaning needs, missing furnishings, unauthorized alterations, abandoned property, policy violations, or other concerns identified during the final inspection may result in damage charges, even if the issue was not identified during the initial checkout process.

Students may be charged for, including but not limited to:

Damaged or missing furniture
Broken blinds, screens, windows, fixtures, or appliances
Wall damage, excessive marks, holes, tape residue, adhesive damage, or unauthorized painting
Missing keys, lock changes, or failure to return issued keys
Excessive trash, abandoned property, or cleaning needs
Unauthorized items requiring removal
Damage to flooring, ceilings, doors, walls, or other College property
Damage caused by guests, pets, or approved Emotional Support Animals
Unauthorized room modifications or alterations
Failure to return the room to its original condition and configuration

Charges may include the actual cost of repair, replacement, cleaning, labor, or materials necessary to restore the space.

When responsibility for damage cannot be assigned to a specific individual, charges may be assessed to all residents of a room, suite, apartment, townhouse, floor, wing, chapter facility, or other shared area where the damage occurred.

Students will be notified of damage charges through their student account. Students who believe a damage charge was assessed in error may submit a written appeal by emailing [email protected]. Appeals must be submitted by the deadline communicated with the damage billing notification. Late appeals will not be considered.

Students are provided one opportunity to appeal a damage charge and should include all supporting documentation, photographs, statements, receipts, or other relevant information at the time of submission. Appeal decisions are final. Additional appeals, supplemental documentation, or requests for reconsideration will not be accepted after a decision has been rendered.

Questions regarding damage billing should be directed to the Office of Residential Life.