Housing Policies

Residency Requirements

Randolph-Macon College requires that all students live in College-owned residence halls unless they are: residing with their parents, guardians, or spouses; 23 years of age or older; part-time students with 11 or fewer semester hours; students returning for a 5^th year; or those students who have approved accommodations through Disability Support Services.  

Due to capacity constraints, there may be times when the College permits other students to move off-campus. When this permission is granted, the criteria for selecting students will be based on class seniority and will be regulated by the Office of Residence Life. Authorization to live off-campus will be granted for the particular academic year only. Students must comply with all instructions provided by the Office of Residence Life to accept a waiver, if one is offered. Waivers may be revoked at any time due to unacceptable behavior by the student. If any student fails to comply with the designated process for living off-campus, including failure to complete required forms, the student will be billed for housing and meals as a residential student. 

IMPORTANT: Students cannot sign a lease until they receive approval for their off-campus waiver from Residence Life. If a student signs a lease and is not approved for an off-campus waiver, they will still be responsible for the cost of campus housing. 

Room Search Policy

While the College respects students’ privacy and seeks to avoid unnecessary intrusion, it reserves the right to enforce institutional policies and regulations. Students living in campus housing are responsible for complying with local, state, and federal laws, as well as the College’s Housing Contract, Student Handbook, and, when applicable, the Fraternity and Sorority House Corporation Agreement. 

Room Search Policy 
The College may conduct room or vehicle searches when there is reasonable cause, defined as credible information suggesting a violation of College policy. These searches must be authorized by the Vice President or Associate Vice President for Student Affairs and are conducted by Campus Safety or authorized staff from Student Affairs. The College will make every reasonable effort to contact the student(s) before the search takes place. If the student cannot be reached, the search may proceed, and a written notice will be left outlining the reason for the search and the areas that were inspected. 

Health and Safety Inspections 
Resident Assistants conduct Health and Safety checks before breaks or as directed. These are not considered searches and involve only observing items in plain sight. 

Residential Facilities Policy

I. General Statement on Residential Facilities Policies and Procedures 

All policies and procedures outlined in the Residential Facilities Policies and Procedures, as well as those listed below, apply to campus housing and residents. Violations are addressed by the Student Conduct Administrator or their designee through either Informal or Formal Administrative Action. 

Students notified of a housing violation may choose Informal Administrative Action by accepting responsibility and completing the assigned sanction, as outlined in the Student Handbook. 

If the student does not accept responsibility, they may request Formal Administrative Action by submitting the Housing Violation Appeals Form within 24 hours of receiving the notification, including all supporting evidence. The Student Conduct Administrator or designee will review the case and issue a decision based on the preponderance of the evidence. Students may also request a meeting with the appellate officer via the appeal form. Only the student and a Randolph-Macon College student, faculty, or staff member acting as their conduct advisor may attend. 

II. Prohibited Conduct 

R1 Appliances 

1. Residents may have and use appliances with closed coil elements, such as coffee pots, air fryers, hot pots, hot air popcorn poppers, and blenders. 

2. Residents may only use grills with self-igniting charcoal. Grills are only to be used outside. Charcoal and lighter fluid may not be stored in or around residential facilities. 

3. Residents are permitted one microwave and one refrigerator per resident. Maximum output for microwaves is 1000 watts, and refrigerators are to be no larger than 4.1 cubic feet. 

4. Halogen lamps, space heaters, electric and/or heated blankets are not allowed in residential facilities.  

5. Personal air conditioner units are not allowed in residential facilities unless installed by the College. 

Minimum Sanctions: 

• A first violation will result in an official warning letter sent to the student, allowing 48 hours for the appliance in question to be removed. 

• Subsequent violations will result in a $50 fine. 

R2 Abandoned Property 

If student property is left in the facilities after the housing contract period has ended, the property will be removed at the owner’s expense and either disposed of or donated to charity. Throughout the year, if property is found and not claimed, it will be disposed of or donated. This includes items left in shared spaces, such as bicycles. 

Minimum Sanction:  

• $50 Fine for Removal of Items or the cost of removal if there is an excessive amount left behind. 

R3 Bed Risers 

Any device used to prop or elevate furniture is not permitted in any College-approved housing facility (i.e., cinder blocks, bed risers, wood blocks, etc.). 

Minimum Sanctions: 

• First violation will result in an official warning letter sent to the student, allowing 48 hours for the object(s) in question to be removed. 

• Subsequent violations will result in a $50 fine. 

R4 Bulletin Boards and White Boards 

Removing or damaging residential bulletin/white boards is prohibited. Bulletin/white boards are created and maintained by the Resident Assistants for educational purposes and are for your benefit. They often contain information that is helpful in various spheres, including academics, wellness, societal issues, community, and social life. Excessive damage will be considered a vandalism violation of the Student Conduct Code. 

Minimum Sanctions: 

• First violation will result in a $50 fine assessed to Individuals and/or the Hall 

• Subsequent violations will result in a $100 fine assessed to Individuals and/or the Hall 

R5 Cohabitation 

Cohabitation occurs when a guest or non-resident uses a room as if they live there or stay regularly. Guests must not be left in a room without their host. All students and their guests, whether RMC students or not, are required to adhere to the Student Visitation Agreement and the Visitation Violation Policy. Guests may not interfere with a roommate’s ability to sleep, study, or access their room, nor disrupt the residential environment for others. 

Minimum Sanction: 

• First violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $100 fine and/or loss of overnight guest privileges. 

R6 Community Bathroom Standards  

All residential students residing in residence halls that utilize community bathrooms must agree and abide by the terms of the Community Bathroom Agreements.  

Minimum Sanctions: 

• First violation will result in an official warning letter sent to the student. 

• Second violation will result in a $25 fine. 

• Third violation will result in a $75 fine. 

R7 Community Damages 

Financial charges relating to the damage or theft of College property are billed to the specific individual(s) or Organizations responsible. If the responsible individual(s) cannot be identified, the charges will be divided equally among the residents of the affected floor, building, or area. Physical Plant personnel and student affairs professional staff will assess all damages. Please reference your Housing Contract for more information. 

Minimum Sanction:  

• Restitution for the cost of repair, replacement, cleaning, or maintenance (inclusive of parts, labor, and material), as determined by the Office of the Physical Plant. 

R8 Courtesy/Quiet Hours 

Courtesy hours for all College housing are always in effect. Be considerate and flexible regarding the sound level in your room or hall to minimize disturbance to others around you. 

Quiet hours are from 10:00 p.m. to 9:00 a.m. Sunday through Thursday and from 1:00 a.m. to 9:00 a.m. Friday and Saturday. During finals week, 23-hour Quiet Hours are in effect with a snap hour from 7:00 p.m. to 8:00 p.m. 

Minimum Sanctions: 

• Finals week quiet hours violations will result in a $50 fine. 

• Otherwise, a first violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $50 fine.  

R9 Decorations, Posters, Banners, Flags, and other Personal Items 

Decorations include personal items such as banners, flags, posters, or similar objects. They must not block or restrict access to hallways, doorways, stairs, windows, or fire safety equipment. Do not attach items to light fixtures or exit signs. Live Christmas trees and garland are prohibited. Holiday and LED light strips may not be placed around doors or windows, and adhesive strips that damage walls are not allowed. Window-facing decorations are not permitted at any time. The College reserves the right to regulate the time, place, and manner of all displays. All decorations must meet fire code, and students may be charged for any resulting damage. 

Minimum Sanctions: 

• A first violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $25 fine.  

R10 Door Entry Codes 

All door entry codes should be kept confidential among residents of that particular house/ residence. No charge will be issued the first time a code must be changed due to resident behavior or sharing. With any subsequent changes,  a fine will be imposed. 

• A first violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $25 fine.  

R11 Electric Power Strips 

Residents must use UL-approved electrical power strips with built-in circuit breakers when in need of additional electrical outlets. Students are not permitted to use multiple plug adapters. Students may not plug power strips into power strips. Extension cords are not permitted in the residence halls.  

Minimum Sanctions: 

• A first violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $25 fine and confiscation of the violating item.  

R12 Exterior Doors and Student IDs 

 All exterior residence hall doors are locked 24 hours a day. Student IDs are used to gain access to buildings/rooms on campus using proximity readers. Student IDs allow access to your residence hall 24/7 and to other residence halls between the hours of 8 AM and midnight. Students will keep their Student ID for the duration of their academic career at Randolph-Macon College. Student IDs should remain with students at all times. Propping exterior doors and/or tampering with locks is prohibited.  

Students can obtain replacement Student IDs from Campus Safety when they are reported as lost, stolen, or damaged. Student IDs will be returned to Campus Safety or the Office of Residence Life upon leaving Randolph-Macon College.  

Minimum Sanctions: 

• Propping exterior doors and/or tampering with locks: open Sanctions 

• Replacement Fee for lost, stolen, or damaged Student IDs: $30.00. 

R13 Fire Drills 

State law requires that some residence halls conduct a fire drill during each semester. Participation in evacuation is mandatory, and a Residence Life staff member, Campus Safety personnel, or appropriate fire personnel will check all rooms. Students must promptly evacuate the building and go to the meeting locations. 

Minimum Sanction:  

• $50 fine. 

R14 Hall Opening and Closing 

1. Check-In: Students must meet all requirements, including paying fees, completing online forms by the deadline, and picking up their key. 

2. Check-Out: Students must leave their residence within 24 hours of their last final or by the posted hall closing time, whichever comes first. Year-end check-out includes returning the key, following closing procedures, and submitting all required paperwork. Exceptions require approval from the Director of Residence Life or their designee. 

3. Occupancy Dates: Students may access their rooms only during dates set by the College calendar. Entry during breaks or after move-out deadlines requires written permission from the Director of Residence Life or designee. 

4. Seniors: Seniors may remain in housing through graduation and must check out by 5:00 p.m. on the day of graduation. 

5. Summer Storage: Students participating in summer programs are not permitted to store belongings in residential halls between the academic and summer sessions. 

6. Procedural Compliance: Students must follow all check-in and check-out procedures as directed by the appropriate office. 

Minimum Sanctions: 

• For break closings: $50 fine. 

• For year-end closings: $100 fine. 

R16 Hall Meetings 

Hall meetings are held when necessary, and attendance is mandatory. Hall meetings are for your benefit, and you are responsible for all information discussed there. If you cannot attend a hall meeting for an excused reason, please speak with your hall’s Resident Assistant. 

• Minimum Sanction: $25. 

R17 Health, Sanitation, and Safety 

Residents must maintain a clean living environment to prevent health or safety risks, pests, or significant discomfort. If students fail to clean as requested, staff may arrange for housekeeping, and residents will be charged for labor and materials. 

Resident Assistants conduct regular Safety Checks to test smoke detectors, assess electrical safety, and identify fire hazards. Items violating College or fire safety policies may be confiscated. 

Housekeeping is responsible for cleaning public areas and hall bathrooms, not student rooms. Students in Townhouses, Birdsong Apartments, and Special Interest Houses are responsible for cleaning their own spaces. Community bathrooms in Kappa Alpha Order, 203 College Avenue, and the International House are cleaned by staff. Students may be charged for repeated or excessive cleaning as determined by Physical Plant. 

Fraternities and Sororities are expected to maintain their facilities and grounds. If, at any time, a College official determines that the level of cleanliness at the facility is unacceptable, the organization will be deemed to violate the Clean Facility and Yard Policy. Monthly inspections will be conducted to ensure the facilities remain in good condition throughout the year. 

Minimum Sanction:  

• First Offense: $50 and/or cleaning charges assessed to individual(s), hall, or organization. 

• Second Offense: a $200 fine and the individual(s), hall, or organization may be placed on Housing Warning 

• Third Offense: $300 fine and the individual(s), hall, or organization may be placed on Housing Probation 

• Fourth Offenses: May lose housing for no less than one academic year. 

R19 J-Term   

Only students who are enrolled in a credit-bearing J-Term course(s) may live in on-campus housing during J-Term. Students working in a college office during J-term are also required to be enrolled in at least one J-Term Course to remain eligible for housing. Students who are not attending J-Term but are returning for the Spring semester may leave their personal belongings in their residence hall. Exceptions may be made only upon the discretion of the Director of Residence Life or their designee.  

Minimum Sanction: 

• $50 fine. 

R20 Keys 

Any assigned keys should always be kept in your possession. If you lose your key, inform Campus Safety and Residence Life immediately. The lock will be changed, and you will be billed for a lock change and replacement keys. Students may not duplicate their keys. Residence Life will note your first lost key on your eRezLife profile. 

Minimum Sanction for Duplicating Keys: $100 Fine. 

Minimum Sanction for Replacing Key Lock:   

• First Lost Key: No charge 

• Additional Lost Keys: 

• Single room:   $100.00 

• Double room: $125.00 

• Triple room:   $150.00 

• Quad room:    $175.00 

• Townhouse/Apartment: $200.00 

R21 Lock-Outs 

Residents need to carry their room key(s) and Student ID at all times. If a student is locked out of his/her room, contact an RA on the hall, the Duty RA, or Campus Safety. A student will be in violation if they have an unreasonable amount of lockouts due to not carrying their key or Student ID card, to be determined by the Director of Residence Life or their designee. 

Minimum Sanctions: 

• First and second violations will result in an official warning letter sent to the student. 

• Third and fourth violations will each result in a $25 fine. 

• Subsequent violations will each result in a $50 fine. 

R22 Lofts 

Only College-provided lofts are permitted in residence halls.  

Minimum Sanction:  

• $100 Fine and/or Removal of Loft. 

R23 College-Owned Common Furniture 

All College-owned furnishings, including, but not limited to, lounge furniture, must remain in their designated areas. 

Minimum Sanction:  

• $50 fine 

R25 Candles, Incense, Wax Warmers, and other Paraphernalia Requiring Heat 

Items requiring an open flame or heating element—such as candles, incense, candle warmers, plug-ins, and simmering potpourri—are not allowed in any residential facility. 

Candles may only be used during official fraternity or sorority rituals and only in Fraternity and Sorority Life Housing. When not in use, ritual candles must be stored in the designated ritual closet or cabinet. 

Minimum Sanctions: 

• A first violation will result in an official warning letter sent to the student. 

• Subsequent violations involving an unlit candle will result in a $25 fine.  

• All other subsequent violations will result in a $50 fine. 

R26 Personal Furniture/Items and Clothing 

All personal items brought to school must be kept within student rooms and must not be left in the hallways, bathrooms, laundry rooms, or any other common area. College provided furnishings may not be removed from the room to accommodate personal items. 

Minimum Sanctions: 

• A first violation will result in an official warning letter sent to the student. 

• Subsequent violations will result in a $50 fine.  

R28 Room Alteration 

Students are not permitted to make any alterations or install anything in their residence hall room or common area, whether permanent or semi-permanent, that may cause damage during installation, operation, or removal. Examples include but are not limited to: permanently mounted stickers, wall-mounted televisions, shelving, adhesives, or hardware that penetrates the surface of walls and ceilings.  

Minimum sanction:  

• $100 Fine and removal of item, plus any cost of damages. 

R29 Room Changes 

Students desiring to make a room change must do so through the Office of Residence Life. Only students who complete the necessary processes through the Office of Residence Life will be allowed to conduct a room change. Students changing rooms with the permission of the Office of Residence Life may be assessed a $150 room change fee and must return their old room key to the Office of Residence Life within 48 hours of the change, unless otherwise specified. During the first month of the new semester, a room change freeze may be announced, during which no changes can be made. 

Minimum Sanction: 

• Improper move fine: $300 Fine. 

R30 Room Furniture 

When arranging furniture in residence rooms, students should not block egress from the room, air vents, or air conditioning or heating units. Room furniture should be used in the way that it was intended, and it must remain in the room. Students will be held accountable for the costs of any missing items at the end of the year.  

Minimum Sanction:  

• $100 Fine plus the cost of missing item(s). 

R31 Single Rooms   

Single rooms are not guaranteed unless approved by the Office of Disability Support Services. If a roommate moves out, creating an accidental single, the remaining student may not use the extra furniture. Within 48 hours, they must either: (1) find a new roommate, (2) move to another accidental single, or (3) be prepared to accept a roommate assigned by the Office of Residence Life after the 48-hour window. 

R32 Signs 

College-owned signage, local, state, and federal signs are prohibited in residential facilities. This will be referred to the Student Conduct Office for Adjudication in cases where signs have been stolen. 

Minimum Sanction:  

• $50 Fine. 

R36 Pets 

Animals approved through Disability Support Services, as well as fish, are the only pets permitted in residential facilities. Fish tanks must not be larger than 10 gallons. Students and guests are not allowed to have animals other than service animals in any other college-owned facility. Pets are not allowed to visit.  
 
Minimum Sanction:  

• $75.00 

R37 Clean Yard and Facility Policy 

While Physical Plant will take care of all yard maintenance, students are expected to help maintain the grounds by not throwing trash in the yard. If, at any time, a College official determines that the level of cleanliness at the facility is unacceptable, the students or organization will be found to violate the Clean Facility and Yard Policy. 

Minimum Sanctions: 

• First Offense: a $100 fine 

• Second Offense: a $200 fine, and if applicable, the organization will be placed on Housing Warning 

• Third Offense: a $300 fine, and if applicable, the organization will be placed on Housing Probation 

• Fourth Offense: if applicable, loss of housing for at least one academic year. 

Fraternity and Sorority Housing Additional Policies and Information

Capacity 

Fraternities and sororities granted special interest housing must fill their facility to minimum capacity by April 1 each year. Failure to do so may result in the facility being reassigned for general student housing. While organizations are encouraged to reach maximum capacity, they may retain the facility by paying for one additional vacancy if doing so brings them to the minimum required number. Beyond that, the house will be returned to Residence Life, and any unfilled beds may be reassigned to non-affiliated students. 

Room Changes and Disaffiliation 
During the academic year, any room changes within the house or relocation to other campus housing require prior approval from both the chapter President and Residence Life staff in the Student Engagement Center. 

If a member disaffiliates or changes to alumni status, they must submit signed documentation to the Student Engagement Center. Once verified, the student will be removed from the chapter roster and reassigned to an appropriate campus housing placement, based on space availability. 

Impact of Vacancy Mid-Year 
If a member’s departure causes the chapter to fall below minimum occupancy, the organization may (1) fill the space with another member or (2) pay for one remaining vacancy at a prorated cost to retain control of the house. If the organization falls short beyond that, Residence Life will reclaim the house for the remainder of the academic year. At that point, the College may fill all remaining beds with other students, and the organization will be required to remove all chapter materials and store them elsewhere. 

House Address	Minimum Occupancy	Maximum Occupancy
101 College Avenue	12	12
105 College Avenue	13	16
113 College Avenue	12	16
115 College Avenue	12	14
201 College Avenue	9	14
203 College Avenue	13	18
208 Patrick Street	7	7
307 N. Center Street	15	18**
314 Center Street	8	8
320 Center Street	6	6

* Sigma Alpha Epsilon will be allowed to house up to 20 people in their facility as long as the roster is received by April 1, like all college/owned and maintained facilities. No one will be moved to the SAE facility after April 1. 
 
**Downstairs Room 12 in Kappa Alpha Order will be used for common space unless the upstairs is full, which would increase capacity from 18 to 20. This agreement ensures that the living quarters are separate from the event space moving forward, unless additional living space is required, thereby improving student safety. This has been agreed to by the College and the Zeta Lodge. 

Responsibility for Insurance and Reporting 

Organizations residing in housing designated for the organization whether owned by the college or not are required to submit to the Student Engagement Center a Certificate of Insurance each year which must show RMC as a certificate holder and additional insured with $1,000,000 in liability insurance. This is to include proof of alcohol, hazing, and sexual assault liability insurance. Organizations who have expired certificates will be given one week to provide them as all facilities must be insured in order for the organization to occupy the facility. 

Please contact TJ Horan with any questions or clarifications: TJHoran@rmc.edu 

Fraternity and Sorority Life Housing Requirements and Assignment Policy 

I. Purpose and Philosophy 
 
Randolph-Macon College affirms its longstanding commitment to student safety, responsible stewardship of facilities, and the sustained viability of Fraternity and Sorority Life. In alignment with institutional values and historical Board of Trustees actions, the College recognizes that fraternity and sorority housing must meet the same standards of safety, maintenance, and accountability as other student residences under College oversight. The College views this policy as a necessary measure to mitigate risk, protect students, and ensure consistency in student housing standards. 

II. Background and Foundation 
 
This policy is rooted in the recommendations of the Greek Life Safety Task Force (2001), the Fraternity and Sorority Life Corporation Agreement (drafted 2001), and the formal endorsement by the Board of Trustees in February 2002. The guiding principle established in these documents remains central: 

“If a house corporation fails repeatedly to meet these expectations OR if a chapter facility fails to meet safety and health standards expected of non-College-owned facilities which house RMC students, the College may revoke the recognition of the chapter as a student organization, disallow its continued operation, and immediately revoke students’ permission to live in the facility UNLESS the College is allowed to take ownership of and responsibility for the chapter facility.” 

III. Policy Provisions 

1. Housing Requirements for Returning or New Chapters 

1. Any fraternity or sorority newly forming or returning at Randolph-Macon College shall be required to reside in College-owned and College-maintained housing. 

2. This policy reflects the College’s ongoing responsibility to uphold safe and equitable residential environments for all students. 

3. Housing assignment is at the discretion of the College. 

2. Facility Standards and Expectations 

1. All fraternity and sorority housing—whether leased or College-owned—must meet the same standards of health, safety, and maintenance as College-operated residence halls. 

2. The College retains the right to inspect all fraternity and sorority facilities housing students to ensure compliance as outlined in the Residential Policies. 

3. Standardized Agreements 

1. The College shall provide and require a standardized occupancy agreement for any fraternity or sorority residing in a College-owned facility. 

2. Any remaining Corporation Boards must enter into and remain in good standing with the House Corporation Excellence Agreement, which defines responsibilities and standards for governance, maintenance, and safety. These are only reissued when the College feels a substantive change is needed. No additional housing corporations will be given agreements, as they are only issued to chapters that are not living in College-owned or -maintained housing. 

4. Consequences of Noncompliance 

If a house corporation persistently fails to meet College expectations or if a facility fails to meet the requisite safety and health standards, the College reserves the right to: 

• Revoke the recognition of the chapter as a student organization; 

• Disallow its continued operations as a residential facility for students; 

• Immediately revoke student permission to reside in the facility; 

• Offer to assume ownership and management of the property to maintain Greek housing continuity under safe conditions. 

5. Governance and Oversight 

The Office of the Vice President for Student Affairs and the Student Engagement Center, in coordination with the Office of the President, shall serve as the primary point of contact for issues arising from this policy. 

IV. Enduring Policy Status 
 
This policy, grounded in formal actions taken by the Randolph-Macon College Board of Trustees—including its endorsement of the 2002 Task Force recommendations and reaffirmed by subsequent discussions in 2004—remains binding. Concerns or proposals for modification shall be considered only through formal governance channels and shall not undermine the College’s foundational commitment to student safety and institutional responsibility.