Selected Policies and Procedures
The College of Saint Rose prohibits the unlawful possession, use or distribution of alcohol and illicit drugs and/or paraphernalia by students and employees on its property or as part of any of its activities. The College’s alcohol policy is meant to support and enforce NYS Law, while also promoting responsible alcohol consumption among students who are of legal age.
For students who are at least 21 years of age, small amounts of alcohol for personal consumption are allowed in the student’s bedroom.
Residence Life staff members work with the Office of Safety and Security to confront situations and confiscate and dispose of items accordingly.
Students found in violation of the alcohol and/or alcohol paraphernalia policy may be removed from campus housing after their third violation or earlier depending on the severity of the incident. Additionally, students found in violation of the drug and/or drug paraphernalia policy may be removed from housing and/or the College after their second violation or earlier depending on the severity of the incident.
For complete versions of the College’s Alcohol and Drug policies, please refer to the Student Handbook.
Most residence halls are equipped with at least one cooking unit in a common area, which can be used by the residents of that building. One-cup coffee makers with an automatic shut-off and without an exposed base heating element are permitted in student rooms. Other small appliances, such as larger coffee makers with an automatic shut-off, or a blender, may be stored in the kitchen. The College does not take responsibility for any student-owned items stored or kept in public areas.
In addition, first-year students are allowed to have 1 refrigerator and 1 microwave per room. Transfer and returning students are allowed to have 1 refrigerator per room. Refrigerators must be UL approved, Energy Star rated, and be less than 115 volts/3.1 cubic feet. Microwaves in first-year student rooms must be UL approved and not exceeding 700 watts/0.7 cubic feet.
Upperclass students are allowed to have 1 refrigerator per room based on the same specifications above.
Allowed: Televisions, radios, computers, tablets, phones, gaming devices, hair dryers, curling irons, fans, iron, floor lamp (non-octopus-style), desk lamp with plastic lamp covers provided the bulb used matches the wattage recommended by the manufacture (we recommend an LED bulb), vacuum, refrigerator and microwave (see above).
Prohibited: Air conditioners, halogen lamps, heating coils, hot pots, George Foreman grills, toaster ovens, lava lamps, and sun lamps.
If you have an appliance not listed here, please contact our office before using it in your room/residence hall.
Please keep in mind that many of our residence halls were built when students did not have access to such a variety of items. The power supply in our buildings is limited and we try to be careful to not overload the circuits. Please view our complete “Things to Bring” and “Things to Leave at Home.“
The College of Saint Rose does not discriminate on the basis of age, race, color, sex, religion creed, disability, national/ethnic origin, gender identity or expression, sexual orientation, familial status, marital status, military status, domestic violence victim status, or other protected statuses in the administration of its educational policies, admissions policies, scholarship and loan programs, athletics and other school-administered programs. The College’s Notice of Non-Discrimination is available here. >
These Procedures provide the grievance process for Students to follow when they believe they have been discriminated against or harassed on the basis of any of the protected statuses listed in the Non-Discrimination Policy above.
These Procedures do not apply to Students who believe that they have been subjected to sexual harassment, assault, or misconduct. In these situations, the College’s Sexual Harassment and Misconduct Policy applies. See www.strose.edu/titleix.
- A. Designated Official – A College Employee who is designated to receive and investigate complaint of discrimination and/or harassment.
- B. Discrimination – Treating a Student or applicant for admission unfavorably because of that individual’s Protected Status.
- C. Employee – In this Policy, Employee refers to individuals who hold full-time and part-time positions as faculty members, administrators, or staff members.
- D. Harassment – Severe, persistent or pervasive conduct towards or about a Student or applicant on the basis ofthat Student’s or applicant’s Protected Status that creates a hostile working environment.
- E. Respondent – The individual who the complaint is filed against under this Policy.
- F. Retaliation – Treating someone differently or subjecting that individual to an adverse employment action because the individual:
- Filed a complaint alleging discrimination or harassment,
- Reported an incident of discrimination or harassment, or
- Participated in an investigation of discrimination or harassment
- G. Sexual Harassment – Severe, persistent or pervasive and objectively offensive unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct or communication of a sexual nature that creates a hostile working environment.
- H. Student – An individual who is currently attending the College or has applied for admission to the College.
A. Informal Process:
- Students who believe that they have been harassed or discriminated against on the basis ofa Protected Status shall contact the applicable Designated Official:Complaints Filed About Non-Faculty Employees:
Associate Vice President for Human Resources and Risk Management
518-458-5374Complaints Filed About Faculty Employees:
Dean of Math & Science
518-458-5396Complaints Filed About Students:
Director of Student Conduct
- In most instances, Students should contact the Designated Official promptly and within 30 days from the date in which the alleged discrimination or harassment took place. If the Student is unable to contact the applicable Designated Official, the Student may contact the Chief Diversity Officer, General Counsel, or another Designated Official so the College can determine who should handle the matter.
- The Designated Official will meet with the Student and collectively they will determine if an informal review may be appropriate. This could include mediation, discussions with a supervisor, or another potential resolution.
B. Formal Process:
- If the informal process is unsuccessful or if the Designated Official determines that an informal process should not be utilized, the Student may file a formal complaint by providing as much information as possible about the alleged discrimination and/or harassment.
- Within 10 days of receiving a formal complaint, the Designated Official or a third party appointed by the College (the “Investigator”) will begin an investigation. If needed, the Investigator will consult with the College’s General Counsel or Human Resources Office throughout the investigation. A second person will accompany the Investigator during all meetings with the Student filing the complaint (the “complainant”), respondent, and witnesses.
- The investigation will include meeting with the complainant, respondent and any identified witnesses or other individuals who may have knowledge about the matters in the complaint and any supporting documentation/evidence associated with the complaint.
- At the conclusion of the investigation, the Investigator will prepare a written report which must include the following components:-A summary of the complaint,
-A summary of the respondent’s response,
-A summary of the statements and evidence obtained during the investigation,
-A recommendation on whether or notthis Policy was violated with an explanation to support that recommendation,
-If the Investigator believes that a violation occurred, a statement about the severity of the violation, and
-A recommendation with respect to any disciplinary action that should be taken.
- The Investigator will forward the completed report to one of the following division heads:-For complaints filed against administrators, staff, or third parties – to the Vice President for Finance and Administration,
-For complaints filed against faculty – to the Provost and Vice President for Academic Affairs, or
-For complaints filed against Students – to the Vice President for Student Development & Chief Diversity Officer.
- The applicable division head will consult with the Vice President for Student Development & Chief Diversity Officer, Associate Vice President for Human Resources, and/or General Counsel, as needed, and issue a final decision regarding the complaint. If termination is recommended, the applicable employee handbook, student handbook, or union contract will be followed.
Students may not move into their room before the official designated opening at the start of each semester and following vacation periods. All residents are responsible for checking into their residence hall by completing the appropriate paperwork with their RA. Residents who do not check-in by the end of the first week of classes will be determined to be “no shows”, forfeit their spaces, and may be liable for room and board charges.
When a student checks out of their room, they are required to:
- Sweep the floor, remove trash and all personal belongings
- Return keys to the Office of Residence Life or other designated area
- Fill out a mail forwarding card in the Campus Mailroom
- Fill out an official Residence Life Withdrawal Form in the Office of Residence Life
Failure to do any of these may result in fees being assessed to a student’s account. In addition, moving or damage fees may be added to a student’s account for any non-College owned/assigned furniture left in a student’s room or any damages done to the space.
It is expected that students living on campus will continue to do so for the entire academic year as part of the Occupancy Agreement students agree to when requesting housing. If a student moves out of housing, but does not withdraw from the College, additional fees will be assessed to the student’s account. Please refer to the Occupancy Agreement for specific information on fees applied.
Each room has had the furniture inventoried and assessed prior to a student moving into it. At the time damage is reported, at the end of a semester, or when a student moves out of a room, the Residence Life Staff will check each space and compare the condition of the room to the documentation made when the student moved in. Students may be billed for any individual room or common area damages, including additional cleaning by the Housekeeping Staff. If the individual(s) responsible for damage cannot be identified, the costs for cleaning, replacement or repairs will be divided equally among the residents of the building, floor or room.
Housing on campus is available to students enrolled in full-time undergraduate and graduate programs. Generally, students must be at least 17 years of age, enrolled full time in an undergraduate program, and remain academically engaged at The College of Saint Rose to live in College-provided housing. A student whose course load falls below full-time status should contact the Office of Residence Life for permission to remain a resident.
Other exceptions will be granted on a space available basis. In order to maintain a positive learning and social environment, the College reserves the right to deny housing to any individual who is determined to be a potential risk to the comfort and wellbeing of other residents.
For complete information on Fire Safety on campus and in the residence halls, please refer to the Student Handbook.
In the event of an alarm, you should leave the building immediately as there is no way of knowing which are real and which are not.
Individuals should never tamper with any safety equipment (i.e. fire alarms, door alarms, carbon monoxide detectors, fire extinguishers, exit signs, sprinklers, smoke or heat detectors, etc.). The College offers a mandatory personal/fire safety meeting for residents at the start of each academic year. Open flame items (candles – burned or unburned/with or without a wick) as well as incense and potpourri are not allowed on campus and will be confiscated and disposed of if found.
The Office of Residence Life recommends that each student prepare a “go” bag to keep in their room for the semester. This bag will serve as a resource should a student need to move into another space in a timely fashion. It is our hope that encouraging students to have a “go” bag ready will minimize transition time from their normal assignment to a temporary one. Below we have provided a list of items that we encourage each student to have in their “go” bag for the semester:
- 14 days worth of clothing
- Shower items
- Toothbrush and toothpaste
- Dirty Laundry Bag
- Pillow and Pillowcase
- Hand Sanitizer
In addition to these items, students should prepare to grab more immediate items prior to the move. We have listed items below that students should consider in addition to the items listed above:
- Laptop and Laptop Charger
- Mobile Device and associated accessories (i.e Charger)
- Room Keys and Student ID
- Books and applicable classwork
- Everyday toiletries
- Skin Care
- Over the Counter (Ibuprofen, Tylenol, etc.)
A guest is any person who intends to visit or sleep in a residence hall room and is not a resident of that room. Residents may have no more than 2 guests per resident in their room, to the extent that it does not negatively affect the shared living environment created by the residence hall atmosphere.
A Saint Rose Student Guest is defined as any student that attends The College of Saint Rose and does not reside in the building they are signing into (in other words, anyone with a valid College of Saint Rose ID Card – resident or commuter.)
A Non-Saint Rose Guest is defined as any person that is not a College of Saint Rose student.
Rooms are private and this privacy is conditioned by the nature of living in a community. The right of a resident to privacy outweighs another’s right to guest privileges. Therefore, a resident may not bring a guest into the room without the consent of the roommate(s). If the presence of a guest is an invasion of a roommate’s privacy, the guest must leave.
Resident students are responsible for the conduct of their guests, and for making their guests aware of College policies. Guests who do not observe College policies may be asked to leave and may be denied the privilege of visiting the campus again. Resident students must escort their guests at all times. Given that residents are responsible for the actions of their guests, it is recommended that a resident only signs in guests with whom they are familiar and that they believe will abide by College policies and expectations.
The Resident Assistant must be notified of an overnight guest 24 hours prior to the guest’s arrival. In addition, the permission of the room’s other occupant(s) must be obtained by the hosting student for an overnight guest. Overnight guests may stay only a maximum of 5 nights per 30-day period. Additionally, a guest may stay no more than 2 consecutive nights.
Non-Saint Rose guests will not be permitted the week preceding an exam period, during exams or during any College recess.
No resident student will be allowed to sign a guest into a building who is under the influence of alcohol or drugs. Additionally, guests are not permitted to bring alcohol into the residence halls, regardless of their age.
Brubacher Hall and Lime Hall guest sign-in procedures:
*All guests must sign in whether they are an on-campus resident guest or an off-campus guest.*
Saint Rose Student Guests must sign in and present a valid College of Saint Rose ID Card to Security. No Saint Rose Student Guests will be allowed in the building without a valid Saint Rose ID Card being presented to Security.
A Saint Rose Resident Student must create a Guest Visitor Registration Pass through MyHousing for any Non-Saint Rose Guests they are looking to host. The Non-Saint Rose Guest must present their Visitor Pass (via phone) to Security upon checking in and out. Guests who do not have a Pass created prior to their arrival can have one created for them with Security. Student hosts and guests must be patient in this scenario as this will take a few minutes. Hosts or Guests viewed as disrespectful or rude to Security may not be allowed into the building. No Non-Saint Rose Guests will be allowed in the building without proper photo ID being presented to Security.
Failure to sign a guest in or out of the building will be considered a violation of the visitation policy, and all violators will be subjected to student conduct action.
All other residence hall guest sign-in procedures:
All students are required to sign their guest in on the sheet hanging on their RA’s door 24 hours prior to the guest arriving. Residents with a roommate(s) are required to obtain the permission of their roommate(s) to bring a guest into the room. Failure to sign-in a guest will be considered a violation of the visitation policy, and all violators will be subjected to judicial action.
Members of the campus community are responsible for the behavior, action, and/or damage of their guests. The Residence Life Staff has full authority to limit guests in a room, reject guests or evict guests if the health and safety of students is being jeopardized and/or reasonable behavior standards are being violated.
Residence Life staff members will perform a non-invasive search called a Health and Safety Check in student rooms in late September/early October and then at all of the break periods (Thanksgiving, Intersession, and Spring Breaks) to increase the safety within our buildings and to ensure that any prohibited items are removed. The first check allows for a personal, educational interaction. Students may be referred through the Student Conduct process.
In addition, during the academic year, the New York State Office of Fire Prevention and Control completes random checks in our residence halls. The College works closely with OFPC to make any necessary changes during and after these inspections.
Due to safety concerns regarding fire safety and operator safety, hoverboards are not permitted to be stored or used anywhere on campus. The term “hoverboards” includes but is not limited to self- balancing scooters, battery or gas operated scooters, hands- free Segway’s and electric powered skateboards.
All College residence halls and apartments have card access on the door facing the campus quad. In Brubacher and Lima Halls, students swipe their cards at the Security Desk. It is the expectation that students not lend their College identification card to any person at any time.
In addition to their identification card, resident students are also issued a room key. If a student is locked out of their room, they should contact Safety and Security at 518-454-5187 to have either a Security Officer or an RA come let the student into their room. If excessive lock-outs occur, Residence Life will institute a nominal fee. Students should not loan their own or use another student’s key for any reason.
If a student loses their key, they should contact the Office of Residence Life at 518-454-5295 to have their lock and key replaced. There is a $30 fee that will be placed on the student’s account.
Upperclass and transfer resident students may purchase a parking permit through the Office of Safety and Security. This allows students to park in one of the resident parking lots; however, it does not guarantee a student a parking space. First year resident students are not allowed to bring a car to campus.
Students may bring a fish to campus, provided it is properly maintained in an aquarium of 10 gallons or less); otherwise, no pets will be allowed in the residence halls or apartments. Service Animals are exempt from this policy and residents in need of a Service Animal should refer to the Student Handbook for additional information.
A visiting pet should always be attended. Any animal that is not leashed and/or licensed should not be in the residence halls, food preparation or service areas, and are subject to removal from other areas of the campus.
Quiet Hours in the Residence Halls exist to support the academic mission of The College of Saint Rose. As a member of the residential community, students are expected to contribute to the maintenance of an environment conducive to the sleep and study needs of others. Residents are expected to attempt to resolve problems by speaking politely and directly to others in the community about disruptive noise. As a result, residents are expected to comply with requests from other community members to cease bothersome noise or activity. The RAs will assist residents in bringing these issues forward for discussion and address reoccurring concerns.
During the academic year, 24 hour courtesy hours are enforced daily. Regardless of the time of day, residents are expected to keep noise to a minimum and maintain a positive living atmosphere. Residents should always comply with requests from their neighbors to cease bothersome noise or activity.
In addition, the halls adhere to the following quiet hours:
- 11 p.m. – 8 a.m. on Sunday – Thursday
- 1 a.m. – 9.a.m. on Friday and Saturday.
In an effort to provide additional support for academic success, the week prior to and during final examinations, extended quiet hours are in effect daily from 8 p.m. – 12 p.m.
Residents are expected to be considerate of their neighbors during all hours of the day and help keep an atmosphere conducive to both sleep and study. To help keep this atmosphere, conversations, music, television, and other electronic devices must be kept at a level where they cannot be heard outside of the residents’ room.
The two-year housing requirement will be reinstituted in Fall 2021 for first-year students and students entering their second year whose permanent address is more than 60 miles away from the College. Students must reside on-campus during their second year to fulfill the housing requirement.
All students will receive information in February regarding the room selection process for the 2021-2022 academic year. There will be an appeal process to reside off-campus for the 2021-2022 academic year for students who meet one of the following criteria:
- Change in household income
- Parent/guardian has tested positive for COVID-19 and the student is the primary caregiver
- Diagnosed physical or mental health condition
- Residing with a family member within 60 miles of campus
- Are married; or
- Have and live with their children.
Any student wishing to appeal should reach out to the Office of Residence Life at email@example.com and have documentation to support the request.
Residents are encouraged to decorate their rooms or apartments. We need to work that such decorations not present a fire or safety hazard. Because of the wide variety of possible decorations, it is impossible to detail regulations to cover every situation. However, the following examples should provide a guide to what is and is not acceptable.
To provide students privacy, the College hangs shades and/or blinds in every student room. Students may not hang curtains on the residence hall windows or anywhere else in the room for fire safety reasons.
According to the College’s interpretation of the applicable policies of Section 805 of the New York State Fire Code as it relates to the question of decorations on the walls, the College has established limits for the decorations including a restriction allowing no decorations/combustibles to be hung over any student beds, due to the possibility of flaming decorations falling on the beds.
Regarding coverage of walls in student rooms, there are two different limitations based on the space the student lives in. In rooms with a Fire Sprinkler System, approximately 50% of the walls can be covered, while in rooms without a Fire Sprinkler System, only 20% of the walls can be covered. All hangings must be fire-rated, non-combustible and be hung at least 18 inches from the ceiling; nothing may be hung from the ceiling.
Posters, photographs, etc. are acceptable. Large, bulky paper or fabric decorations hanging from the ceiling or wall are not acceptable (i.e. fish nets, tapestries, parachutes, sheets, etc.), nor are constructions such as room dividers, as they add significantly to the combustibility of the room and its contents. Room murals are not acceptable, nor are any decorations or appliances that require wiring into the electrical system (i.e. ceiling fan).
The use of two (2) light strands will be permitted. Light strands must be unplugged when unattended. All lighting must be UL (Underwriter’s Laboratories) approved and designated as indoor lighting. Only “miniature” lights may be used. Lighting within residence hall rooms must be hung in ways that will not cause wires to wear thin. Lighting cannot be mounted on doors or doorframes. Electric powered lights must not cross doorways or go through windows.
The use of extension cords is prohibited. Students are permitted to use UL rated surge protectors only.
For the safety of all members of the College, the use of skateboards, roller skates, roller blades, and human powered cycles (bicycles, unicycles, etc.) is prohibited within all buildings on campus. Use of these devices is permitted on walkways and paths as long as the right of way is granted to pedestrians. Riding such devices on walls, benches, stairs, curbs, ramps, railings and the like is prohibited.
Written notification of withdrawal from housing must be submitted to the Office of Residence Life so as to void a residence contract. Failure to provide this information and to properly check- out of a room may result in charges for cleaning, lock change or other services required to prepare that space for use by a new resident. “Withdrawal From Residence” Forms are available in the Office of Residence Life and on our website.
If a student decides that living on-campus is not the best option for them, they may ONLY cancel their room to be able to live at their permanent address or at another off-campus location PRIOR TO THE START OF THE FALL SEMESTER OR WHEN THE STUDENT MOVES IN (whichever is earlier). When a student cancels their room at any time after selecting/being assigned to their space, a cancellation fee will be applied to their student account. The Room Cancellation Fee schedule is listed below:
|Notification Received a Student is Moving Off-Campus and/or Keys to the Room are Returned||Room Cancellation Fee|
|Room is Selected – May 31st||$150|
|June 1st – July 15th||$200|
|July 16th – Friday Prior to Move-In Weekend||$250|
If a student withdraws from the College after the semester starts, the room refund schedule is listed below:
|Notification Received a Student is Withdrawing and/or Keys to the Room are Returned||Room Refund|
|First Week of Classes||Full Refund|
|Second Week of Classes||50% of Room Rate|
|After Second Week of Classes||No Refund|
In all situations, the charge for a student’s meal plan will be prorated based on the number of days into the semester when a student withdraws from housing.