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Fraternity and Sorority Housing Manual

Introduction

This manual is intended to assist Chapter Presidents and other chapter members serving and living in Fraternity and Sorority houses, Housing Assistants, Chapter Liaison, and Chapter Advisors. Except for the contract portion of this manual, Residence Life reserves the right to modify the policies and procedures herein as necessary. If you have specific questions regarding the contents you can contact the following individuals:

General questions	Shylan Scott, Assistant Director for Fraternity and Sorority Housing Rodney Franks, Area Director (Ludwell) Rich Schofield, Area Director (Lodges)
Contract and Special Interest Housing questions	Deb Boykin, AssociateVice President for Student Affairs (Campus Living) and Director of Residence Life
Assignments and room changes	Katrina Pawvluk, Associate Director
Facilities, furnishings and damages	Chris Durden, Director of Housing Operations

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Special Interest Housing Information

The College of William and Mary Fraternity/Sorority Housing Agreement

This Fraternity/Sorority Housing Agreement serves to create a productive understanding between the College's Residence Life department and its Fraternity and Sorority housing system. This understanding is based on the mutual responsibilities and cooperation that are necessary to establish a positive living environment in the Chapter houses.

Residence Life agrees to make available to the Chapter the use of the premises (the structure, stairwells, patios, window wells, and grounds immediately around the structure) known as Area & Unit as residence accommodations only for Fraternity/Sorority Name from Saturday, August _, 201_, until Monday at 12:00 noon, May _, 201_, except during the periods when the College is not in session.
The Chapter and residents of the house are jointly responsible for abiding by the terms and conditions of the current edition of the Student Housing Contract and the Student Handbook.
Residence Life will maintain the premises in a structurally sound and habitable condition, equivalent to that provided in all other residence halls. In particular, this will include routine housekeeping and maintenance services.
Without in any way delimiting or waiving the obligation and responsibilities of the Chapter and residents provided herein, Residence Life reserves the right to enter the premises and conduct periodic inspections to insure that the premises are being used in accordance with this agreement and College policies.
Residence Life will provide individual rooms with bedroom furnishings as specified in the current edition of the Student Housing Contract and a kitchen refrigerator and stove. The Chapter will provide other kitchen appliances (which must comply with the state fire code), and other furniture and furnishings, unless otherwise arranged with Residence Life.
Residence Life will disburse to the Chapter once per semester, the interest accumulated by the damage deposit paid by each occupant of the house. Residence Life will disburse interest money only after all outstanding accounts for charges have been settled.
Residence Life will seek to arrange for security of the premises during periods when the College is not in session equivalent to that provided in other residence halls. The Chapter, and each resident, is nonetheless encouraged to obtain personal property insurance. Notwithstanding anything to the contrary, it is understood and agreed that the College, its agents and employees, shall not be responsible for any damage or loss to the property of the Chapter, or its residents, while on the premises, no matter the cause including the absence of, or inadequate security to the premises.
The Chapter or the residents may not sublet the premises.
No person other than undergraduate or graduate members, or pledges, of the fraternity/sorority may live in the house without prior written approval from Residence Life.
Notwithstanding anything to the contrary, the Chapter will maintain the premises in an orderly, safe and sanitary condition during the term of the housing agreement.
Notwithstanding anything to the contrary, the Chapter shall be responsible for any loss, damage or extraordinary cleaning to the premises as a result of misuse, negligence or vandalism or other cause except and only when the Chapter demonstrates that the loss, damage, or required cleaning to the premises was not caused by a resident, guest or invitee to the premises, or by anyone participating in a fraternity/sorority function or activity. The Chapter shall reimburse, in a timely manner, Residence Life for the cost of such replacement, repair and cleaning.
Residence Life will provide an opportunity for inspection and acceptance of the premises by the Chapter prior to occupancy and also at the termination of this agreement for assessment of any damages. If deficiencies or damages reported in the initial inspection or others reported throughout the duration of this agreement are not remedied satisfactorily, then the Chapter may appeal for a rent rebate according to the terms of the current edition of the Student Housing Contract.
All residential units on campus are State owned buildings, and therefore under the jurisdiction of a number of State regulatory agencies. In accordance with this, the Chapter agrees to make no alterations, repairs, additions, or improvements to the premises without first receiving written approval from the Assistant Vice President for Student Affairs/Director of Residence Life. All alterations must meet appropriate State codes.
The Chapter will provide during the semester # occupants persons to occupy the premises who will be billed by the College per semester at the 201_-1_ rates as approved by the Board of Visitors and published on the Residence Life website.
For the following academic year, the Chapter will provide to Residence Life a complete roster of names and signed contracts for those who will occupy the premises according to instructions (including penalties for non-compliance) that will be distributed to the Chapter by February 201_.
If a vacancy occurs between semesters or prior to the end of the third week of classes, the Chapter has five class days to fill the vacancy without penalty. If the vacancy is not filled the Chapter will be billed for the total amount. Vacancies that occur at the end of fall semester may be filled by eligible students residing elsewhere in College housing providing the room switch takes place prior to the holiday break as per the current edition of the Student Housing Contract.
Storage is permitted only in those areas specifically designated by Residence Life. All items stored must meet the conditions of the current edition of the Student Housing Contract.
It is agreed that the College may cancel this agreement at any time upon written notice to the Chapter for violations of this agreement or College policy by the Chapter or any residents or guests; or if occupancy of the premises drops below 90%; or failure of the Chapter to promptly pay the College any indebtedness. In the event any such condition arises, failure of the College to cancel in one case shall not constitute a waiver of right to cancel for any later case. It is also agreed that the College shall not be responsible to the Chapter or any resident in the event the premises are damaged or destroyed in whole or in part by fire, earthquake, riot, flood, Act of God, or any other cause beyond its control; in such an event, either party may cancel this agreement upon written notice to the other; provided any such cancellation shall not release any party from responsibility under this agreement arising prior to the date of such cancellation.
Either party may cancel this agreement with 30 days written notice to the other.
In the event of cancellation of this agreement as provided above, Residence Life reserves the right, but not the obligation, to reassign individuals to alternative residence hall space.
Nothing in this agreement shall be interpreted as a waiver of the sovereign immunity of the Commonwealth of Virginia, directly or indirectly; nor the assumption of any liability or obligation by the College contrary to the Virginia State Code.

As Chapter President, I warrant that I am authorized to enter into this agreement for and on behalf of the Chapter, and that I have read and understand this agreement, and will communicate this information to the members of my house. Our Chapter agrees to abide by the terms and conditions of this agreement.

________________________________________

PRESIDENT (ADDRESS)(CHAPTER) & DATE

______________________________________

Deb Boykin

Associate Vice President for Student Affairs (Campus Living)
and Director of Residence Life
Date

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Greek Life Task Force Report Recommendation - Interpretation by Vice President for Student Affairs

The Greek Life Task Force Report submitted to the Vice President of Student Affairs in 1997 contains the recommendation noted below.

No more than 20% of residents in a fraternity and sorority house that accommodates more than 15 people should be non-members. If that limit is exceeded for one year, the chapter will be placed on probation, after which time its protected housing status will be reviewed for possible reassignment. Houses accommodating fewer than 15 people will be reviewed if, over a three-year period, less than 50% of the assigned spaces are filled with members. Specific implementation of this policy should be the responsibility of Residence Life.

In determining when a chapter will be placed on probation, the following criteria apply to this recommendation.

Special Interest Housing status is a privilege. Chapters are expected to fill the spaces assigned to them with official members or pledges of their chapter. Those students whose names are submitted to the Office of Student Activities as members or pledges of the organization are the only students who will be considered official members.
As noted in the Fraternity and Sorority Housing Agreement, item #10, No person other than undergraduate or graduate members, or pledges, of the fraternity/sorority may live in the house without prior written approval from the Office of Residence Life.
If the allocated space has a capacity for 36, then 36 residents are expected to reside there.
The percentage of members residing in the allocated space is based on the actual capacity of the space, not on the occupancy. If the capacity is 36, the chapter is expected to have no less than 80% of the spaces assigned to members. The minimum number of members required for a space with a capacity of 36 is 29.
In any semester that a chapter drops below 80% members in the house, the chapter will receive a letter of probation indicating that the percentage of members residing in the house or unit must increase. In the example noted above, if only 28 of the 36 spaces are occupied by official members, then the chapter would be placed on probation.
Probationary status means that when the chapter submits its housing roster for the subsequent academic year the roster must meet the minimum number of required members for the chapter to retain the assigned space.

ADDENDUM

In an effort to assist chapters whose members study abroad in the spring semester this policy was amended to reduce the percentage of members or pledges required from 80% to 70%. This change became effective in the spring of 2008.

Fraternity and Sorority Occupancy Numbers

90% Occupancy Levels
Capacity of House	Number of Vacancies Allowed	Number of Spaces that Must be Occupied by Members
36	3	33
24	2	22
20	2	18
19	1	18
18	1	17
17	1	16
16	1	15
12	1	11
7	0	7
6	0	6

80% Members/Pledges*
Capacity of House	Number of Vacancies/ Non-members Permitted	Number of Spaces that Must be Occupied by Members
36	7	29
24	4	20
20	4	16
19	3	16
18	3	15
17	3	14
16	3	13
12	2	10
7	1	6
6	1	5

70% Members/Pledges*
Capacity of House	Number of Vacancies/ Non-members Permitted	Number of Spaces that Must be Occupied by Members
36	10	26
24	7	17
20	6	14
19	5	14
18	5	13
17	5	12
16	4	12
12	3	9
7	2	5
6	1	5

*Vacancy = Non-member

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Special Interest Housing Committee Criteria

Criteria to be met by Fraternity and Sorority chapters or academically-related groups (Living Learning Communities) seeking Special Interest Housing.

While any recognized organization or group can apply to reserve College facilities through the established procedure for scheduling, the recognition of a Fraternity or Sorority chapters or academically-related groups (Living Learning Communities) in no way obligates the College to provide permanently assigned space or provide residential accommodations for the members of the group in separate, distinct housing.

According to the Special Interest Housing Calendar the following dates are to be followed:

Friday before Thanksgiving Break	Proposals from groups applying for new Special Interest Housing space due to the Special Interest Housing Committee.
Before Semester Break	Committee will meet to review and render recommendation to Vice President for Student Affairs to approve or deny requests for new Special Interest Housing space.
Before the end of January	Vice President for Student Affairs will render a decision which will then be communicated to the proposing group and to the Special Interest Housing Committee.

According to Special Interest Housing Guidelines, the number of spaces allocated to Special Interest Housing must comply with the percentages.

No more than 15% of female and 15% of male sophomore-junior-senior housing will be allocated for Fraternity and Sorority-letter social organizations. The present percentage for fraternities exceeds these guidelines but have been grandfathered based on the physical limitations of the facility.

No more than 10% of female and 10% of male sophomore-junior-senior housing will be allocated to Living Learning Communities.

The following guidelines establish the procedures for Fraternity and Sorority chapters to request special interest housing space when available.

The Fraternity or Sorority-letter social organization must be a duly-recognized social organization. The group must not currently be on probation.
The membership of the Fraternity or Sorority chapter must be stable. At least twelve members and pledges must have existed over the past two years.
The Fraternity or Sorority chapters must have evidence of sound financial standing. This must be demonstrated in at least the following ways:
1. Sufficient resources must exist to support the goals of the organization.
2. An active house corporation must exist in accordance with national bylaws. When national bylaws do not prescribe the membership of a House Corporation, the membership must be agreeable to the National Organization as confirmed by the Office of Student Activities.
3. An adequate number of members must exist to support the facility under consideration. At least the minimum occupancy of the house must be met with members and pledges.
4. There should be no outstanding indebtedness to the College at the time of the request.
5. The proposal for Fraternity or Sorority chapters to receive approval for special interest housing space must include a list of the members and pledges with a commitment by them to live in their acquired housing for the following academic year. This proposal must be submitted to the Special Interest Housing Committee no later than the Friday before the College's Thanksgiving Break and must include written recommendations from either the Inter Fraternity Council (IFC) or the Panhellenic Council; a letter of support from an alumni advisor; and a letter of support or acknowledgement from the chapter's national headquarters noting their awareness that the chapter is applying for special interest housing. The chapter must also provide a letter of support from the Assistant Vice President for Student Affairs and a statement of conduct history provided by the Office of the Dean of Students. The proposal must include (1) a mission statement and goals of the organization, (2) a plan for achieving these goals, (3) why having special interest housing space is important to achieving these goals, (4) how the organization will contribute to the residential and campus community, and (5) how the organization will assess its progress and success. The proposal should also suggest a preference for space and should include the minimum and maximum size for the housing unit.
6. A one-year conditional Fraternity/Sorority Housing Agreement will exist for any new social organization approved to occupy (or reoccupy) special interest housing space.
7. After the conditional first year, continuance in housing will depend on the ability of the social organization to meet the requirements stated in the Student Handbook, the Fraternity/Sorority Housing Agreement, the guidelines adopted from the Greek Life Task Force Report, and the expectations set forth in the Special Interest Housing Review process.

The following guidelines establish the procedures for academically-related groups (Living Learning Communities) to request special interest housing space when available.

The academically-related group (Living Learning Community) proposing allocation of Special Interest Housing space must have the support of an academic department or program to include:

Faculty members must be officially designated to serve as advisors and provide administrative support to the Living Learning Community.

There must be a commitment of funds to support the programming efforts of the Living Learning Community. The proposing group must present evidence that financial support is committed for at least two years and must include the sources and amounts of funding. The Committee will consider appeals to this provision but must see significant evidence that sufficient resources exist to support the goals of the organization.

Where appropriate, a tutor must be employed by the academic department or program to provide in-house support to the residents who will reside in the space. The proposal should include details concerning the preferred qualifications, hiring, compensation, training, and supervision of the tutor.

The proposal must include the process whereby the housing spaces will be assigned each year. At a minimum, this will include a proposed written application form that would be completed by students interested in residing in the Living Learning Community and the procedures that would be used to select the house members. Procedures for developing and maintaining a wait list will also be required.

The proposal for the Living Learning Community to receive approval for special interest housing space must include a list of students with a commitment by them to live in their acquired housing for the following academic year. This proposal must be submitted to the Special Interest Housing Committee no later than the Friday before the College's Thanksgiving Break and must include the written recommendations of faculty members who will assume advising and/or administrative support for the house. The proposal must include:

a mission statement and goals of the Living Learning Community

a plan for achieving these goals

why having special interest housing space is important to achieving these goals

how the group will contribute to the residential and campus community

how the group will assess its progress and success; the proposal should also suggest a preference for space and should include the minimum and maximum size for the housing unit.

Adopted 1994

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Review of Special Interest Houses by the Special Interest Housing Committee

In accordance with the schedule developed by the Special Interest Housing Committee, Special Interest Houses must submit responses in writing to the items detailed below. PLEASE RESPOND IN ORDER TO EACH OF THE FOLLOWING CATEGORIES AND DESIGNATE THE QUESTION NUMBER ON YOUR RESPONSE. For each of the categories below, the Committee will rate the special interest house as exceeding expectations, meeting expectations, or being below expectations, and will issue an overall rating.

MISSION AND PURPOSE
Mission, goals, and objectives consistent with mission statement and goals of the College as stated in the Undergraduate Program Catalog and evidence that the housing enhances the chapter's ability to meet its goals and objectives.

Statement of mission, goals and objectives of the chapter and a description of their relationship to the mission and goals of the College.

PROGRAMS AND PROJECTS FOCUSED ON BUILDING COMMUNITY AMONG ORGANIZATION MEMBERS AND PARTICIPANTS

Quality and quantity of programs and projects in terms of fulfilling the mission, goals and objectives of the chapter and clear and appropriate targets and plans for program improvement. Responses to this section must include incorporating how the chapter wuses the assigned residential space.

Please list community building programs and projects, aside from chapter meetings and academic or philanthropic activities descripted elsewhere in this report, completed during the last academic year including activities that occurred in the house. If projects are collaborative, indicate the percentage or degree your chapter contributed.
For one event that was held in the house, please give the following information:
1. title and type of program
2. whether it was a public or private event
3. number of organization participants
4. specific goal or purpose
5. describe the activity or activities involved
6. whether it should be continued or repeated
What areas are targeted for improvement in terms of community building programs and projects? What will you do for improvement?

PROGRAMS, PROJECTS, INITIATIVES, AND POLICIES FOCUSED ON THE ORGANIZATION'S ACADEMIC MISSION AND GOALS
Quality and quantity of programs and projects in terms of fulfilling the mission, goals and objectives of the chapter and clear and appropriate targets and plans for program improvement. Responses to this section must include incorporating how the chaper uses the assigned residential space.

Please list programs, projects, initiatives and policies focused on the organization's academic mission and goals that occurred during the last academic year. If projects are collaborative, indicate the percentage or degree your chapter contributed.
Included with your cover letter is the total number of members of your chapter currently listed on file with the Office of Student Leadership Development. Also included are the average GPAs of your members for the past three years. Please provide any comments you have about these two numbers. Does your National organization have academic standards. If so, please explain them along with your chapter's means of compliance.
What areas are targeted for improvement in terms of programs and projects related to academic mission and goals? What will you do for improvement?

PROGRAMS AND PROJECTS FOCUSED ON THE ORGANIZATION'S COMMUNITY SERVICE AND PHILANTRHROPIC ACTIVITIES
It is a strong expectation that fraternities and sororities assigned housing be active in community service and philanthropic activities. This expectation will play a significant role in the overall evaluation determining whether these organizations should receive the privilege of a house assignment. Accordingly, such consideration as the number of these organizations' members who participate in community service and philanthropic activities, and the frequency of their participation, will figure importantly in their Special Interest Housing overall assessment. Responses to this section must include incorporating how the chapter uses the assigned residential space.

Please list and describe each of your organization's community service and philanthropic activities, giving the number of members involved in each and their usual level of involvement (e.g., an hour a day, a week, a semester, etc.). If the activity was a fund-raiser, please include how successful it was (money raised).
What areas are targeted for improvement in terms of community service and philanthropic programs and projects? What will you do for improvement?

FACULTY, ADMINISTRATOR OR ADVISOR SUPPORT
The frequency and level of participation, involvement and support from faculty, administrators, and/or advisors. Connections with a strong and involved advisor will strenghten the chapter. Identifying and requesting individuals to serve in these roles should become a priority for the house leadership. Chapters are encouraged to develop a position description for a faculty member and initiate asking a faculty member to serve in this capacity.

Describe the chapter's relationship to and support it receives from College faculty and administrators.
Do you have a Chapter Advisor? If so, describe the relationship the chapter has with him or her. How many times each academic year does that advisor visit the residence?

HOUSE ADMINISTRATION AND OCCUPANCY

Evidence of reasonable house administration; physical facility and other resources sufficient to meet mission, goal and objectives; frequency and level of participation of membership.

Please provide a list of committee(s) that have a purpose specific to the physical house.
How do house improvements get accomplished?
How are your house programs financed? Have dues or donations been invested in house improvements? If so, how?
Are your physical resources adequate (libraries, videos)? Does the assigned space adequately meet your organization's needs? For example, do you need more common space? Do you need an increase or decrease in the number of spaces?
Are there particular needs and/or additional resources that would enhance your programs? Please list. Do you need additional resources?
Included with your cover letter are statistics about the capacity and occupancy rate of the house for the past three years, including, where appropriate, the number of non-members who resided in the house. If your house has had vacancies and/or non-members during the past three years, please provide an explanation for this and how you will address this as a chapter in the future.

CITIZENSHIP/RESPONSIBLE BEHAVIOR

Responsible citizenship (including evaluation of group damages, group student conduct history, and outstanding financial obligations to the College). Where appropriate below use a scale of 1 - 10 with 1 being unacceptable and 10 being outstanding.

Included with your cover letter is a summary of any damage charges for each of the past three years. Please rate yourself and where applicable provide information on how you will address this as a chapter in the future.
Included with your cover letter is a summary of any outstanding financial obligations your chapter has to the College. Please rate yourself and where applicable provide information on how you will address this as a chapter in the future.
Included with your cover letter is a summary of any conduct history for each of the past three years. Please rate yourself and where applicable provide information on how you will address this as a chapter in the future.

OTHER

This category is optional. What is one accomplishment of which you are most proud?

LETTER FROM ADVISOR(S)

If you have an Advisor, please include wiht your report at least one letter from either a Chapter or Faculty Advisor, or both. These letters should address the advisor' refelctions and perspective on the past and future of the chapter.

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Special Interest Housing Committee Review Report Schedule

Based on the tentative schedule noted below fraternities and sororities will be reviewed in alphabetical order (using the English alphabet) and will follow a regular cycle in which each chapter is reviewed at least once every four years. Fraternities and sororities will be reviewed over a three year period; the Living Learning Communities will be reviewed in the fourth year of the four year cycle.

Year one: three-five fraternities and three-four sororities
Year two: three-five fraternities and three-four sororities
Year three: three-five fraternities and three-four sororities
Year four: Living Learning Communities

2010-11	2011-12	2012-13	2013-14
Alpha Epsilon Pi	Kappa Delta Rho	Sigma Chi	Africana House
Beta Theta Pi	Kappa Sigma	Sigma Pi	Arabic House
Delta Chi*	Lambda Chi Alpha	Theta Delta Chi	Chinese House
Delta Phi	Phi Kappa Tau	Chi Phi	Community Scholars
Kappa Alpha*	Delta Gamma	Kappa Delta	Eco-House
Alpha Chi Omega	Delta Sigma Theta	Kappa Kappa Gamma	French House
Chi Omega	Gamma Phi Beta	Phi Mu	German House
Delta Delta Delta Omega	Kappa Alpha Theta	Pi Beta Phi	Italian House
			Japanese House
			Mosaic House
			Reves
			Russian House
			Spanish House

*Delta Chi and Kappa Alpha began sharing unit G in 2009-10 (review will be in same year)
Theta Delta Chi housed in Ludwell 10-11
Sigma Pi housed in Ludwell in 10-11
Phi Kappa Tau housed in Ludwell in 10-11
Delta Sigma Theta re-housed in Bozarth in 10-11
Chi Phi first housed in 10-11(Ludwell)
Alph Tau Omega housed in 11-12 (Ludwell)

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House Improvements and Modifications

Special Interest Housing - Sorority House Policies and Procedures

This document serves to clarify the responsibilities of and relationship between the chapters and the Office of Residence Life as defined in the Fraternity/Sorority Housing Agreement. The Fraternity/Sorority Housing Agreement supersede anything outlined in this document.

Maintenance
1. The house and spaces therein will be maintained in accordance with the Student Housing Agreement and Special Interest Housing Agreement.
2. The level of upkeep and allocation of resources will be equivalent to that of other student housing areas on campus.
  1. Kitchen facilities will be provided and maintained as appropriate for the number of house residents.
  2. Common areas will be provided and maintained as appropriate for the number of house residents.
  3. Routine requests for maintenance concerns should be addressed through the Facilities Management on-line work order system.
Furnishings
1. The house and spaces therein will be furnished and maintained as appropriate for the number of house residents in both common areas and student rooms.
2. Washers and dryers may be provided as part of the campus laundry services contract.
3. Any installation involving electrical or plumbing work must be done by College personnel.
4. Kitchen facilities
  1. Appliances provided by the College
    1. cook-top, oven or stove
    2. refrigerator
  2. Permissible chapter supplied additional appliances
    1. microwave
    2. dishwasher (if feasible without kitchen modification, only with permission and must be installed by Facilities Management personnel)
    3. extra refrigerator/freezer
    4. disposal (if compatible with the plumbing set-up, only with permission and must be installed by Facilities Management personnel)
    5. ice maker - dispenser type only (if compatible with the plumbing set-up, only with permission). Bin type ice makers are prohibited.
5. Student rooms
  1. Each official resident will be provided with the following:
    1. bed and mattress
    2. desk
    3. dresser
    4. desk chair
    5. wardrobe or closet
  2. All supplied room furniture is to remain in student rooms as indicated in the Student Housing Agreement.
  3. Air conditioners will only be installed in student rooms in which residents have received prior approval from the Health Center. Air Conditioners may not be left in the room at the conclusion of the academic year.
6. Common areas
  1. Each common area will be provided with furniture as appropriate for the number of house residents and equivalent in nature with other campus housing.
  2. Chapters are permitted to provide air conditioners for common areas on the first floor, upstairs hallways and upstairs bathrooms.
  3. Furniture
    1. Each common area will be provided with furniture as appropriate for the number of house residents and equivalent in nature with other campus housing; the chapter will assume responsibility for the presence and condition of the furnishings including reimbursement for damaged or missing items.
    2. Individual chapters have the option of providing their own furnishings, at which point the college will remove the provided common area furniture.
    3. As outlined in the Housing Contract and Guide: "College furniture from student rooms and common areas may not be taken outside".
  4. Carpeting/ flooring
    1. The college does not provide carpeting for common areas (some exceptions exist as defined by maintenance requirements or existing flooring).
    2. The college will provide wood or tile floors and steps in good condition.
    3. Individual chapters may choose to have carpet installed although area rugs and hallway runners are strongly recommended.
  5. Paint/wall coverings
    1. Interior and exterior spaces will be painted according to the planned maintenance schedule or as needed due to damage (i.e.: leaks, plaster failure, etc.).
    2. Hhouses that are scheduled for painting may select specific colors for common areas - if there is no preference the existing scheme will be duplicated.
    3. Student rooms will be painted standard "birch" white, and residents will not be permitted to paint their rooms a different color as specified by the student housing agreement.
    4. Off schedule painting of common areas
      1. Off schedule painting related to interior design is permissible.
      2. Any such request must be made within the deadline listed for summer projects.
      3. Off schedule painting will be done by contractors at the expense of the chapter subject to the materials and procedure guidelines supervised by Facilities Management and Residence Life.
  6. Wallpaper/borders
    1. New installation of wallpaper on wall space is not permitted.
    2. Trim borders are permissible and must be installed by college contractors at chapter expense subject to the materials and procedure guidelines supervised by Facilities Management and Residence Life.
    3. Wwallpaper will be removed as requested by Facilities Management at no cost to the chapter.
  7. Chapters are permitted to provide air conditioners for common areas in the basement and on the first floor subject to dimension and electrical requirements as determined by Facilities Management.
Improvements
1. Project requests
  1. All requests for improvements, painting or installation of new fixtures must be made in writing to the Assistant VP/Director of Residence Life as indicated in the Special Interest Housing Agreement for the chapter.
  2. Failure to follow the procedures as outlined in the Special Interest Housing Agreement may result in financial charges to the sorority and/or student conduct referral.
2. General guidelines
  1. Small projects and/or work requests may be accomplished during the year (ex: light fixture replacement, installation of new appliances).
  2. Larger projects
    1. Projects involving significant work will only be done during the summer months and must be requested by February 1^st preceding the summer that the work is to be completed.
    2. Requests for summer work after this date may be scheduled if time allows.
    3. Pprojects will be completed only as time and resources allow.
3. Installation of new fixtures/furnishings
  1. Individual chapters may purchase alternate fixtures for their house - these items may be purchased privately.
  2. Any project work by College personnel above and beyond simple installations will be charged to the chapter at cost.
  3. Items that must be installed by College personnel
    1. Any work involving electrical wiring or new electrical fixtures (ex: light fixtures, door bells, common area air conditioners)
    2. Any work involving plumbing (ex: disposals, icemakers, dishwashers)
    3. Any structural or cabinetry work
    4. Any permanent flooring including wall-to wall carpeting
    5. Any additional telecommunications work
    6. Wwashers/dryers
  4. Items that may be installed by an outside contractor hired by the chapter
    1. Window treatments
    2. Aartwork
    3. Ffurniture
    4. Rrefrigerator/freezers
    5. 1. Machines with ice makers must be installed by college personnel
      2. Any additional plumbing required will be charged to the chapter
      3. New units must be sized and powered appropriately for the space
      5. Exterior flag poles are prohibited

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Fraternity House Improvement - Policies and Procedures

This document serves to clarify the relationship between the chapters and Residence Life as defined in the Fraternity/Sorority Housing Agreement. The Fraternity/Sorority Housing Agreement supersedes anything outlined in this document.

Maintenance
1. The house and spaces therein will be maintained in accordance with the Student Housing Agreement and Fraternity/Sorority Housing Agreement.
2. The level of upkeep and allocation of resources will be equivalent to that of other student housing areas on campus.
  1. Kitchen facilities will be provided and maintained as appropriate for the number of house residents.
  2. Common areas will be provided and maintained as appropriate for the number of house residents.
  3. Routine requests for maintenance concerns should be addressed through the Facilities Management on-line work order system.
Furnishings
1. The house and spaces therein will be furnished and maintained as appropriate for the number of house residents in both common areas and student rooms.
2. Washers and dryers will be provided as part of the campus laundry services contract unless the chapter chooses to provide their own washer and dryer, including maintenance and/or replacement.
3. Any installation involving electrical or plumbing work must be done by College personnel.
4. Kitchen facilities
  1. Appliances provided by the College
    1. Cook-top, oven, or stove
    2. Rrefrigerator (no modifications or lock installations will be permitted)
  2. Additional permissible chapter supplied kitchen appliances
    1. Microwave
    2. Dishwasher (if feasible without kitchen modification, only with permission)
    3. Eextra refrigerator or freezer
    4. Disposal (if compatible with the plumbing set-up, only with permission)
    5. Ice maker - dispenser type only (if compatible with the plumbing set-up, only with permission). Bin type ice makers are prohibited.
5. Student rooms
  1. Each official resident will be provided with the following:
    1. bed and mattress
    2. desk
    3. dresser
    4. desk chair
    5. wardrobe or closet
  2. All supplied room furniture must remain in student rooms as stated in the Student Housing Agreement.
  3. Air conditioners will only be installed in student rooms in which residents have received prior approval from the Health Center to have them. ACs may not be left in the room at the conclusion of the academic year.
6. Common areas
  1. Each common area will be provided with furniture as appropriate for the number of house residents and equivalent in nature with other campus housing.
  2. Furniture
    1. Individual chapters have the option of providing their own furnishings, at which point the college will remove the provided common area furniture. Starting for the 2013-2014 academic year, such furnishings must be privately purchased and approved by Residence Life and the House Corp. - no used furniture.
    2. As outlined in the Housing Contract and Guide: "College furniture from student rooms and common areas may not be taken outside".
  3. Chapters are permitted to provide air conditioners for common areas in the basement and on the first floor subject to dimension and electrical requirements as determined by Facilities Management.
  4. Paint
    1. Interior and exterior spaces will be painted according to the planned maintenance schedule or as needed due to damage (leaks, plaster failure, etc.).
    2. Sstudent rooms will be standard "birch" painted white, and residents will not be permitted to paint their rooms a different color as specified by the student housing agreement.
Fraternity Letters and Crests: guidelines
1. Designs for installation of letters and crests for any external signage must be approved in writing by the Assistant VP/Director of Residence Life. Request must be made in writing and must include diagrams of the proposed letters and crests complete with dimensions and preferred location.
2. All letters and crests shall be no larger than 36" high and 24" wide (for each letter) or 36" wide for crests.
3. Letters and crests can be constructed out of wood, metal, plastic, etc. as long as the design is approved.
4. Letters and crests must be constructed with appropriate attachment points for mounting to the wall (strong reinforcement at these attachment points is recommended).
5. Starting with the 2013-2014 academic year, letters may be mounted on the front and back sides of the buildings.
6. Lighting for letters and crests are permissible. If approved, electrical connections and/or modifications needed will be completed by Facilities Management billed to the fraternity.
7. Facilities Management personnel must mount the letters and crests on the buildings. Periodic removal for maintenance or cleaning by the chapters must also be done by College personnel by prior arrangement with Director of Housing Operations, [[mcdurd]], and the Facilities Management Office.
Stages & Platforms: for safety reasons and in accordance with state policy, stages and platforms are prohibited.
Wiring and Audio Visual Equipment
1. All audio-visual equipment hung from ceilings must meet the following guidelines:
  1. All installations must be approved in writing prior to installation.
  2. Under no circumstances shall the overhead fluorescent light fixtures be modified, tampered with or have the bulbs replaced by any bulbs other than those provided by the College. Any damage or misuse of these fixtures will result in damage charges and possible judicial sanctions.
  3. Individual ‘black light' fixtures may be mounted to the ceiling grid under the following conditions:
    1. Installed fixtures must be UL approved, designed, and constructed to be plugged directly into an outlet
    2. Fixtures should not hang more than 6" below the ceiling and should be secured by lengths of chain
    3. Fixtures should be plugged directly in an outlet - no extension cords shall be used.
    4. Any fixtures should have a cover to enclose the fluorescent bulb or if the bulb is exposed then a plastic sleeve should be put over the bulbs to protect them.
    5. If an outlet is needed in the ceiling, the chapter shall contact the Director of Housing Operations, [[mcdurd]], to request such an outlet.
  4. All installations above the ceiling tile including running of cable and speaker wires must be done by Facilities Management personnel.
  5. Under no circumstances may extension cords be run above the ceiling tiles.
  6. Any needed outlets to be mounted in the ceilings must be approved in writing prior and installed by Facilities Management personnel.
  7. Any "party" lights, bubble machines or other devices must be approved prior to installation and use and must be either mounted into the ceilings or suspended by hooks from the ceiling grids must be approved prior to installation and use.
  8. Only Facilities Management personnel may permanently attach these objects to the structural framing above the ceiling tiles.
  9. Hooks for suspending cables and equipment below the ceiling can be purchased and may be self installed. Nothing may be hung on the wooden pillars unless prior written permission is obtained. Chapters will be held financially responsible for any repairs necessary to repair damage to the wood.
  10. No items may be attached to the walls unless approved in writing, including tape, nails, staples, wiring or extension cords.
  11. Duct tape shall not be used to attach any item to the ceilings or walls.
2. All wiring and equipment must pass inspection and any required changes to wiring and equipment must be completed as directed by the Campus Safety Officer, Facilities Management, or Residence Life.
Improvements
1. Project requests general guidelines
  1. All requests for improvements, painting or installation of new fixtures must be made in writing to the Assistant VP/Director of Residence Life as indicated in the Fraternity/Sorority Housing Agreement.
  2. Failure to follow the procedures as outlined in the Fraternity/Sorority Housing Agreement may result in financial charges to the chapter and/or student conduct action.
2. Small projects and/or work requests may be accomplished during the year (examples: light fixture replacement, installation of new appliances).
3. Larger projects
  1. Projects involving significant work will only be done during the summer months and must be requested by February 1^st preceding the summer that the work is to be completed.
  2. Requests for summer work after this date may be scheduled if time permits.
4. Installation of new fixtures and furnishings
  1. Individual chapters may purchase alternate fixtures for their houses. These items may be purchased privately.
  2. Any project work by College personnel above and beyond simple installations will be charged to the chapter at cost.
  3. Items that must be installed by College personnel
    1. any work involving electrical wiring or new electrical fixtures (examples: light fixtures, door bells, air conditioners)
    2. any work involving plumbing (examples: disposal, dishwashers, ice makers)
    3. any structural or cabinetry work
    4. any additional telecommunications work
    5. washers/dryers
    6. any work requiring modifications to drop ceilings
  4. Items that may be installed by the chapter pending approval
    1. appliances should be energy star compliant
    2. air conditioners in common areas
    3. furniture
    4. refrigerator/freezers
      1. machines with ice makers must be installed by College personnel
      2. any additional plumbing or electrical work required will be charged to the chapter
      3. new units must be appropriately sized and powered for the space
    5. Exterior flag poles are prohibited

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Special Interest Housing - Common Area (Mural) Painting Agreement (October 2012)

We the undersigned residents of _______________________________________ (name of special interest house) request to paint a mural ___________________________________ (proposed location of mural). Our signatures or our use of official W&M email indicate that we have read and agree to the following conditions.

Attach a sketch of the design (or description of your idea) and submit to the Director of Housing Operations for approval. Written or email authorization must be provided before painting may commence.
Establish a realistic date of completion and provide dimensions in sections noted below.
Take care to keep floors, doors and other unpainted areas protected during painting. The individuals signing this Agreement will be held responsible for the cost of any required clean up or repair of damages caused to the facilities as a result of the painting.
Unused paint and supplies will be properly stored after every use and discarded or securely stored when the project is complete.
Notify the Assistant Director for Fraternity and Sorority Housing/Area Director when the painting is complete to have the project inspected for approval or disapproval. If the finished product is found to be unacceptable by the Assistant Director for Fraternity and Sorority Housing/Area Director, the individuals responsible for this Agreement will repaint the space or will pay to have it repainted.
As part of a standardization of common area painting, no painting of doors, trim, ceilings, walls, floors, or stairwells will be allowed. Painting of murals, crests, letters, and flags is acceptable as long as the background remains in the standard off-white or beige color. Painting stripes or borders will not be permitted. Murals, crests, letters, and flags may only be painted in approved sizes and locations and only after official permission is granted.
Before beginning work on any such project, the responsible party must obtain written approval from the Director of Housing Operations will then arrange to procure the paint. You will be notified when the paint is ready for pick-up in the Residence Life Office, Campus Center 212. Residence Life will provide paint only. Brushes, rollers and drop cloths will not be provided.

Estimated completion date:

Approximate dimensions of the mural:

Name(s) and contact information of individual(s) accepting responsibility for project:

Paint colors and amounts:

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Banners

The College’s Use of Campus Facilities policy governs the posting of Posters, Banners, Signs and Decorations as specified in the Student Code of Conduct.

College’s Use of Campus Facilities Policy

Recognized student organizations, departments and offices of the College, and members of the College community may place posters on kiosks, bulletin boards and other areas designated by the Office of Student Activities. ("Posters" means signs, advertisements, handbills, announcements, and other flat or one-dimensional information devices.)
Posters may be placed on campus bulletin boards provided that:
- They may not exceed 14 inches by 22 inches in size.
- They must indicate the date (week) of posting. Posters must be removed at the end of two weeks unless an extension is granted.
- No advertisement offering paid-for research may be posted on campus.

Banners or posters not satisfying these requirements are subject to removal.

Banners and signs in excess of 14 inches by 22 inches in size must be approved for size and form by the Executive Director of Student Activities prior to hanging and may be hung only in certain designated areas with the following provisions:
- Banners may be posted for no longer than two weeks unless an extension has been granted by the Executive Director of Student Activities.
- Signs and banners hung near entryways must not obscure vision or entry and should be securely fastened. Signs must be constructed of material that can withstand adverse weather conditions.
Banners or posters may not be posted or hung on trees, poles, walls, doors, windows, or fences without special permission.
Chalking of buildings and sidewalks is not permitted on College property, except in designated areas.

Residence Hall Banner Policy

The following policies apply to the hanging of banners in, on or from residential facilities. These policies are designed to complement the College's policy on Posters, Banner, Signs and Decorations. Banners must comply with the provisions noted in both policies.

Items must not be secured by tape, glue, staples, nails or otherwise permanently affixed to the interior or exterior of the buildings. String or rope wrapped around pillars or porch railings to hang banners is permissible.
Items must not be secured in such a way as to restrict or obstruct safe entry or exit from the buildings. No banners may be placed over entry/exit ways.
Residents must not enter restricted areas to hang banners. This includes balconies, building or porch roofs, fire escapes or areas marked "restricted" or locked.
Items hung from or on residence halls are subject to inspection by the Campus Fire Safety Officer or other staff from Facilities Management. Any banner judged to be a safety hazard must be modified or removed as directed.

Once permission has been granted to hang or display a banner, official will be provided to the organization or the individual student.

Requests to hang a banner in, on or from residential facilities may be made electronically via the Banner Request Form.

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Chapter Rooms/Closets

Space permitting, chapters may be provided with storage space. This area is provided to store fraternity ritual items, files and other chapter property that should be restricted to member use only or the room can be arranged for other chapter use, i.e. study or social lounge. This area is not ‘private' and falls under the auspices of all pertinent policies and procedures regarding the use of common spaces on campus. Residence Life, Facilities Management, Fire Safety, Campus Police and approved contractors may access the area at anytime during the performance of their duties to clean, perform repairs, conduct safety inspections, respond to fire alarms, or complete routine preventive maintenance.

The punch code lock on the door may be set to any combination as requested by the chapter. If it becomes necessary to change the combination during the academic year, the chapter should contact the Assistant Director for Fraternity and Sorority Housing to initiate a work request to do so. This only applies to Fraternities housed in the Units for the 2012-2013 academic year.

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Fraternity and Sorority Summer Storage

Chapters in the Fraternity Complex are permitted to leave chapter property in their houses over the summer. Chapters located in the Lodges and Ludwell must make separate arrangements to store their items during the summer. Resident property that is improperly stored in houses is subject to removal and will be discarded.

Chapters in Sorority Court (including Delta Phi) are permitted to leave chapter property in their houses over the summer. Chapters with assigned storage sheds are permitted to use these at their discretion. Shed keys are issued only to designated chapter officers. Resident property that is improperly stored in houses or storage sheds is subject to removal and will be discarded.

When preparing the house for the summer, items must be neatly stored in stackable containers to allow College staff and approved contractor's clear access to maintain, repair and clean the buildings.

Please note that summer storage is a store at your own risk arrangement, exactly as the student storage in Landrum Attic is maintained. Residence Life bears no responsibility for lost, damaged or missing items stored over the summer. Any valuable items should be stored off site by the chapter in order to guarantee security.

Chapters must also review and follow the guidelines regarding what can be stored below:

Permissible to Store	Not Permissible to Store
Chapter Property Only: athletic and recreational equipment ritual supplies kitchen items* (cabinets should be empty so we can clean) composites general supplies files/pictures banners/signs cleaning supplies chapter washers and dryers chapter furniture that you want to keep	personal property personal furniture alcohol combustibles bikes/moped stereo equipment valuables

We recommend that pianos and pool tables be wrapped in plastic (plywood should cover the top of the pool table) to protect them from dust or damage.

During the summer it may become necessary to move items within the house for cleaning, making repairs, and completing routine preventive maintenance.

For Fraternity Basements: Because of the high heat and humidity in Williamsburg over the summer, it is important that items are not packed too tightly in the basements. If we come across broken or heavily mildewed furniture, we reserve the right to dispose of these items to keep the buildings clean and the atmosphere as healthy as possible.

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Landscaping Work

The College's Garden and Grounds department is responsible for the maintenance of the grounds surrounding both Sorority Court and Fraternity Complex. As with all chapter house modifications previously mentioned all requests to do landscaping, plantings and the permanent installation of exterior furniture (such as benches) beyond what is already provided must first be approved by the Assistant Vice President/Director of Residence Life. Once approved, Residence Life will coordinate the work to be done with the Associate Director, Garden and Grounds to assure that all work is completed properly and is consistent with adjacent landscaping.

It should be explicitly understood that all chapter installed plants, landscaping and furniture are the responsibility of the chapter and will not be maintained by College personnel. However, the Associate Director, Garden and Grounds will be happy to advise chapters on appropriate plants to use and may arrange for the loan of gardening tools if they are available.

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Custodial Services Information

Residence Life has and the Facilities Management Custodial Services is charged with cleaning the common areas in the residence halls and houses of normal debris and dirt that results from normal daily use. The staff is on campus from 7am - 4pm, Monday - Friday. Emergency services are available as needed in the evenings, on weekends and holidays.

Custodial staff is assigned to specific areas and buildings. In the Fraternity houses, each custodian is responsible for two houses and shares the responsibility filling in for co-workers during their absence. In the sorority area, each custodian is responsible for cleaning three houses.

The desired outcome is a collaborative effort in providing a clean, healthy, and safe environment in which students can reside and participate in community activities.

Items issued to each Group

Custodial Services Closets in the Units: Residents will have the need to access supplies and cleaning equipment. Cleaning supplies and equipment available to each house. The closets located in the basement and on the second floor are designated for resident use. They are stocked with toilet paper, plastic bags, paper towels, cleaning solutions, broom, dust pan, mop, mop bucket and wringer.

To prepare a floor for cleaning:

First clear the floor of all debris (broom swept).
Using the proper mix of cleaning solution, mop the area, rinsing the mop frequently.
Once moped with the cleaning solution the floor surface should be rinsed with water and damp mopped.
Use a figure 8 motion while mopping to ease strain on the wrists and to obtain full coverage of the floor surface.

The Custodial Services closets in the fraternity houses, located on the first and third floors are designated for Custodial Services staff. It is a place for them to keep their tools and equipment for daily cleaning of the residences. They are locked and residents are not permitted to access them.

Added Charges: Occasionally the Custodial Services staff will encounter situations that are beyond what we have outlined in their daily responsibilities. In the event that the staff is directed or due to code, required to perform certain tasks, the residence/unit will be charged additional cleaning charges at a rate of $25.00/hour/staff member during normal work hours. After hours, that rate is $50.00/hour/lead staff member and $25.00/hour for every additional staff member needed to assist in the cleaning.

Students are expected to maintain their rooms in an orderly and sanitary condition. Trash removal is the responsibility of the residents of each room. This includes removal of personal trash (ex: trash bags, pizza boxes, etc.) to a College dumpster and recycling to College approved recycling areas. Hallways and stairwells must be kept free of personal belongings. The chapter will be charged $10.00/bag for trash removal of this debris.

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Damages, Billing and Appeals

It is understood that the organization is responsible for any damages or loss caused or non-routine cleaning or trash removal required to the common areas of their residence halls. Common areas include corridors, stairwells, fire escapes, recreation rooms, kitchens, study rooms, living rooms, laundry rooms, common baths and lounges. When damage occurs, the organization will be billed directly for the repairs.

Billing occurs on an "as needed" basis. A weekly comprehensive walk-through will be conducted in each house. Housing Assistant will complete safety checks twice daily. Damage, trash, and extra cleaning charges will be assessed and billed on a daily basis. Vacancy charges are billed no earlier than 2 weeks after the first day of classes in the fall and spring semesters.

Damages should be paid within 30 days at the Residence Life office in Campus Center 212.
Vacancy charges are to be paid to the Bursar's Office through Sharon Mikanowicz, 221-7697 and must be paid within 30 days. The Bursar's Office, at their discretion, may work out terms for repayment in installments. However, due to state regulations regarding collections of outstanding debt all vacancy charges must be paid within the semester that the charges were incurred.
Please note that overdue damage bills or vacancy charges will result in the suspension of event approval and may impact the chapter's Special Interest Housing status.

Procedures for Appealing Damage Charges
In the event the chapter wishes to contest the charges for damages or loss, the following procedure is prescribed:

Contact in writing the Assistant Director for Fraternity and Sorority Housing or Area Director for the building in which the alleged damage occurred.
If the matter is still unresolved, contact in writing the Director of Housing Operations.
Charges must be appealed in writing within 30 days of the date of the bill. Bills received during the summer must be appealed in writing before the end of the first full week of fall classes.

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Work Orders

Service Work Requests to Facilities Management

The Facilities Management Work Control Customer Service Desk is the point of contact for all facilities inquiries, including maintenance, grounds, and projects. The Customer Service Desk is the initial point of entry for all work submitted to Facilities Management.

Work Control Customer Service Desk Contact Information

Hours of operation: 24 hours a day
Location: Facilities Management Building, Grigsby Drive
Phone Numbers: 221-2275 or 221-2270; Fax Number 221-2254
Online Service Work Request

The preferred method of submitting a routine Service Work Request is through the online work request form . For emergency situations, telephone call-ins are appropriate. The Work Control Staff, upon receipt of a Service Work Request, will enter the request into the work order system. Specific information about the request should include requestor’s name, email address and telephone number; building in which the problem exists; room number; and detailed description of the request. It is anticipated that duplicate calls will occur and Facilities Management will screen them.

Incomplete Work Orders

Most work order requests should be attended to within a week's time. Safety, plumbing or electrical issues will receive priority as will heating during cold weather. If there are concerns about a delay in completion of the work, chapter members may contact the Assistant Director for Fraternity and Sorority Housing or Area Director who will then find out the reason for the delay and work with Facilities Management to complete the work request.

Maintenance Emergencies

Maintenance emergencies are problems that should be called into Work Control (221-2270, 24 hours a day). A maintenance emergency is generally defined as a deficiency or problem that could cause damage to the building and furnishings (including resident property) or to residents if not corrected immediately. Definitely, significant life safety and security issues should be dealt with promptly. Work requests are prioritized by Work Control as either urgent, emergency, or routine. Urgent or emergency requests are normally issued by radio as soon as possible and are those that will affect the security or safety of the campus. The following guidelines are designed to be helpful in determining if a situation warrants an emergency request.

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Emergency Work Order Requests

Emergency

Non-Emergency

Fire Safety

When in doubt about any fire safety equipment - call Work Control or W&M Police

Visible smoke or fire

Smell of smoke or burning

Buzzing smoke detector

Buzzing fire alarm panel (normally located near an exterior door to the building)

Nuisance alarms

Discharged fire extinguisher

Un-mounted fire extinguisher

Physical damage to detector

Electrical

Power outages

Sparking/smoking outlet or fixture

Lights out in stairwell or bathroom that severely restrict visibility

Any faulty electrical appliance - if smoking or sparking

Light out in student room

Single light out in hallway

Plumbing

No water
No hot water - residence halls only
Major leaks with flooding
Major clog with flooding
Clogged suite toilet where there is no access to a hall bathroom
Continually running toilet or shower

Clogged toilet - not overflowing

Dripping faucet or showerhead

Slow drain

Slow filling or flushing toilet

Heating and Air Conditioning

Building (multiple rooms) a/c is out (~April 15~October 15)

No heat (in cold weather)

Individual room a/c is out

Partial heat

EH&S Concerns

Detectable haze/cloud or odors (i.e. fumes, vapors) indoor coupled with physical discomfort

Live wild animal (i.e. bat, raccoon) found inside building

Dead wild animal found in sleeping area

Swarm of stinging insects (i.e. wasps or bees) inside a building, NOT outside

Visible signs of mold/mildew on interior surfaces

Dead feral animal found in non-sleeping areas of the building

Nuisance odors, dusts, fumes, etc.

Insect infestation

Unusual build-up of trash/garbage

Locks and Doors

Inability to lock room or exterior building doors

Inability to open room or building doors

Broken door closure on building entrance

Malfunctioning ID access system affecting both entrances to the house

Door is hard to close

Lock sticks but is operable

Broken Windows and Glass Doors

Shattered or missing glass on door or window on main or basement level

Jagged glass

Cracked glass

Missing screen

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Room Selections and Assignments

Vacancy Information

Below is information related to vacancies and vacancy charges:

It is the responsibility of the chapter president to determine how vacancies will be handled. Filling vacancies must have the approval of the chapter president*. The chapter president must notify Residence Life with the name(s) of the person(s) filing the vacancies. That approval may be made over e-mail provided that the approval comes from the email account of the chapter president. If the individual filling a vacancy currently lives in campus housing he/she must complete a Room Change Request Form with the Residence Life office. If the individual is not currently in housing, he/she must submit a housing application which is available through the Residence Life website.
- An exception to getting chapter approval is made during the Room Selection Process for filling vacancies not filled by the chapter during the Fraternity and Sorority Room Selection Process.
- Occupancy and Release (student staff offers impacting occupancy): In the event that a chapter member residing in a fraternity or sorority house is offered a student staff position after having signed a housing agreement to live in the fraternity or sorority house, the Chapter President must agree to release the member from house residency. In doing so, the Chapter accepts responsibility to fill that space or pay the established rate for that house vacancy. The approval may be made over e-mail provided the approval comes from the William and Mary e-mail account of the Chapter President.
Current freshmen are not permitted to fill vacancies in Fraternity or Sorority houses.
Vacancy charges will be assessed two weeks after the first day of classes in the fall and spring semesters.
New vacancies that occur later than two weeks after the first day of classes will be assessed to the chapter on a prorated basis based on the date the vacancies occur. Organizations will have two weeks from the date of the vacancy to fill the space before charges are assessed.
Vacancies that occur after the first day of classes following fall break in the fall and spring break in the spring will not be assessed to the organization.
When Fraternity and Sorority Room Selection rosters are submitted for the next academic year any space not filled by the chapter will be made available during the official Room Selection Process. The official Room Selection Process concludes when the last wait listed student is offered a space in campus housing. Vacancies not selected during the regular Room Selection Process will be the responsibility of the chapter.
The maximum number of vacancies and non-members permitted in any given semester cannot exceed the numbers listed below to remain in compliance with the terms of the lease agreement:

Number in House	Max. # of Vacancies Allowed	*Non-members Allowed** * Vacancies = non-members
36	3	7
24	2	4
16-19	1	3
12	1	2
7	0	1
6	0	1

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Room Selection Process

Fraternity and sorority housing rosters for (current academic year) are due to Residence Life no later than 2:00 p.m. on (date changes based on academic year). These rosters must be accompanied by signed Housing Agreement forms (contracts).

The attached instructions should be followed carefully. Because Residence Life is working with a large number of Fraternity and Sorority organizations it is imperative that the information be in the format that we are requesting. There should be a room order listing and an alphabetical listing just like the examples given in the attached information. The information must be typed and should be in a landscaped format. In addition, we request that you use gridlines on the rosters.

If your organization would like our office to look up potential members that will be placed on your housing roster to see if they have paid the $200 Room Reservation Deposit BEFORE the (date changes based on academic year) deadline, we would be happy to do so. A Residence Life staff member will contact you in early February to reiterating our desire to help and check on deposits. Nothing will be more frustrating to you then to find that someone failed to pay the $200 deposit and it is after the deadline. We will NOT accept any payments after the deadline. Spaces may be made available during the Room Selection process if members fail to pay the housing deposit!

Please remember that turning in rosters and Housing Agreements does not necessarily guarantee that Residence Life will enter into a Special Interest Housing Agreement (lease) with your organization. This process involves several steps including the paying of debt, student conduct reviews of pending and new cases and submitting a complete and accurate housing roster. The president will formally sign the Special Interest Housing Agreement for the organization in late April.

I realize that this is a busy time of year and that rosters are due the Wednesday before Spring Break. Residence Life will be counting on the Presidents to provide the information needed for the room selection. If you choose to delegate this to another brother or sister, make sure they are reliable and understand the process- we had a group in the past that almost lost their house because everyone assumed that someone else was taking care of turning the information in.

Please let the Associate Director know if additional assistance is needed.

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Fraternity and Sorority Room Roster Instructions

This document contains the procedures that fraternities and sororities must follow in order to fill their Houses for the (designated) academic year. Please read this carefully.

$200.00 NON-REFUNDABLE Room Reservation Deposit
All eligible students who wish to live in Fraternity or Sorority housing for (date changes based on academic year) must have a $200 Room Reservation deposit on file by 5:00pm on (date changes based on academic year). This NON-REFUNDABLE deposit can be paid at the cashier's window in Blow Memorial Hall 102 between 8:00am -5:00pm. It is imperative that all individuals on the roster submit the $200 Room Reservation Deposit by the deadline.

If a student pays a $200 Room Reservation Deposit in order to live in a fraternity/sorority house and the house subsequently fills so that he/she is unable to live there, the deposit may be refunded. The President or Chapter Liaison must make this request in writing to Residence Life [[living]] on the individual's behalf, by the housing roster deadline (date changes based on academic year).
Rosters
In order to provide Fraternities and Sororities the opportunity to control who resides in their houses, to protect Fraternity and Sorority house residents from being wait listed, and insure that only the necessary number of room selection participants are wait listed, the completed Fraternity or Sorority rosters and signed Housing Agreements must be submitted by 2:00 p.m. on Wednesday, (this date changes based on academic year) to the Residence Life Office, located in the Campus Center 212.

A completed roster will be defined by the guidelines listed below. Failure to submit a complete roster and Housing Agreements by the deadline or submission of an incomplete roster may result in the loss of the assigned space.
Eligibility
All names on the roster must:
1. Be eligible members or pledges. (Current membership rosters on file with the Student Activities Office will be used by Residence Life to verify housing rosters.)
2. Have paid the $200 Room Reservation Deposit by (this date changes based on academic year). The $200 deposit will only be accepted until 5:00 pm on (date changes based on academic year). Postmarks will not be honored.
3. Have a $75.00 Room Damage Deposit on account if currently living in College housing.
4. Not have outstanding bills for loss/damage to the Residence Life.
5. Be a currently enrolled, full-time student at the College of William and Mary for the spring semester of (this date changes based on academic year), including students on a College approved study away program.
Rosters Due
Two rosters must be submitted to Residence Life,
The first roster must include:
A listing in room number order of House members with full name (please no nicknames--last name first),
1. Student ID number,
2. Whether person is a member or non-member of the Fraternity or Sorority, and
3. W&M e-mail address for each student

EXAMPLE:
ORGANIZATION'S NAME: ______________________________________________________

Room Number	Student ID Number	Last Name	First Name	Member or Non-Member	W&M E-mail Address
113	930000000	Mary	William	Member	xxx@email.wm.edu

The second roster must include:

1. A listing in alpha order (full name -- last name first), and
2. Student ID number
3. Room number
4. Whether person is a member or non-member of the Fraternity or Sorority
5. W&M e-mail address for each student

EXAMPLE:
ORGANIZATION’S NAME: ______________________________________________________

Last Name	First Name	Student ID Number	Room Number	Member or Non-Member	W&M E-mail Address
Mary	William	930000000	113	Member	xxx@email.wm.edu

Both rosters must be typed. We strongly suggest that the President and/or Chapter Liaison keep at least one copy of each roster.

All students who have paid the $200 Room Reservation Deposit and sign a housing contract will not be able to participate in any other part of the Room Selection process. Once an individual signs a Housing Agreement to live in the House, they cannot be waitlisted and are not eligible to participate in the Room Selection Process, or trade places with anyone who is.

Billing
Each House will be billed for any existing vacancies two weeks after the first day of classes at the beginning of each semester. A list of vacancies will be provided to the President and Chapter Liaison and a rent charge will be levied for each vacancy.
Vacancies
The following guidelines apply to vacancies that occur after the conclusion of the spring semester. The assumption is that all House rosters are full and must remain full through graduation in May. (Vacant spots in Fraternity and Sorority housing will be made available during the Room Selection Process to be selected by independent students. The Room Selection Process officially ends once the last wait listed student is offered as space in campus housing.)

To insure a full House, Fraternity and Sorority chapters need to consider:

Making sure the President of the Fraternity or Sorority has an alternate list of brothers/sisters who are not locked into other leases and who know that if someone drops from the House roster, they will be the next one to move in.
Not including members on the roster who are:
1. considering or in the process of transferring or applying to study abroad.
2. in shaky academic standing.

This implies that the responsibility is on the fraternity/sorority to know the status and plans of their members and to communicate the need for commitment to the House. If members in situations as described above are included on a roster, it is the responsibility of the House to have predetermined replacements for these individuals.

Due to confidentiality, Residence Life will not notify chapters about vacancies that may occur due to withdrawal, academic drop, student conduct removal or non-member changes after the Fraternity and Sorority Room Selection Process. At the beginning of the fall semester Residence Life will send each chapter a copy of their house roster but Chapter Presidents may, at any time, request a copy of their current house roster.
Holding spaces during the Room Selection Process as buy-outs is not an option. Any space not filled by the chapter will be made available to any student during the Room Selection Process.
Making contingency plans to replace members on the roster who will only be in residence one semester (are graduating, studying abroad, dismissed, etc.)
Residence Life will help provide on-going assistance to Houses needing to fill vacancies by discussing options that other organizations have tried. However, the ultimate responsibility falls on the Fraternity or Sorority to fill their house or be charged for the vacancies.
If a resident of the House withdraws late in the summer (after July 31), the fraternity/sorority will be given an extension to fill it (2 weeks after the first day of classes in the fall semester). Each chapter President will be responsible for communicating with the Associate Director of Residence Life when changes occur with the house roster.

REMINDER: All students who pay $200 Room Reservation Deposit are entered into the Room Selection Process. Once they sign the agreement to live in a Fraternity or Sorority House, they cannot be removed from the process and are not eligible to participate in any other part of Room Selection.

Click here for a blank room order roster.

Click here for a blank alpha roster.

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Instructions for Completing Housing Agreements

Step 1: Have each individual fill out their name and student ID number at the top of the agreement.
Step 2: Fill out the building name and room number.
Step 3: Have them place their initials in the following boxes on the agreement: (You may want to highlight the boxes to make it easier)

I understand this is a legally binding agreement for the full academic year (fall 200_ and spring 200_) and is specific to the room indicated above. If I properly change rooms this agreement will be transferred to the new space. Failure to pick up a key will NOT release me from this agreement.

I have paid the $200 Non-Refundable Room Reservation Deposit by the (this date changes based on academic year) deadline.

Step 4: Have them place their initials in ONLY ONE of the following boxes on the agreement and fill in the Fraternity or Sorority letters:

I am a member or pledge of ________________ fraternity/sorority and agree to live in the fraternity/sorority house.
I am not a member of _________________ fraternity/sorority, but agree to live in the fraternity/sorority house.

Step 5: Fill out the projected semester room rates for 20__-20__, if available: Actual rates will not be set until the Board of Visitors meets in April.
- Main campus singles - $
- Main campus double - $
- Main campus triples - $

Step 6: Have the brother/sister or non member read and sign/date the housing agreement:

My signature below acknowledges that I have read, understand, and agree to abide by all terms, conditions and policies of the “Residence Life Contract and Resource Guide” and agree to pay the indicated rate for my assigned space.

__________________________________________________________________
SIGNATURE DATE

Step 7: Do not give them the yellow copy of the agreement.

Once we have verified that they have paid the $200 Room Reservation Deposit, do not have an outstanding debt with the College and the fraternity/sorority membership numbers are correct, we will give you the yellow copies back.

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Chapter Liaison Position Description

The Chapter Liaison is a volunteer position with accountability to Student Affairs through Student Activities and Residence Life. Liaisons are full-time students who are trained to provide leadership and administrative support to fraternity and sorority chapters and their members. Liaisons are expected to comply with all policies, procedures, and conditions printed in the current edition of the Student Handbook and the Student Housing Agreement. The Liaison serves as a resource, referral, and communication agent between residents, chapter members, and Student Affairs. Each chapter will be expected to designate at least one and no more than three members to serve as Liaisons. For chapters assigned to campus housing at least one designee must reside in the house.

Member Care and Development

Respond to crises and emergencies as outlined in established protocols (MEEP, Sexual Assault, Fire Safety, Weapons, etc.) or as directed by Student Affairs or WMPD
Serve as a resource and “go to” person for chapter member concerns.
Refer chapter members to appropriate resources to best meet their needs.
Seek assistance from Student Affairs in resolving individual student needs and concerns
Report incidents and concerns through the Student Affairs online Incident Report system

Housing Responsibilities (for chapters with facilities)

Facilitate hall meetings to educate residents about maintaining safe and secure living environments including development, revision, and submission of Community Agreements
Participate in official PRC orientation. Chapters assigned to campus housing may make use of the PRC for house purposes only (not for chapter business)

Training

Attend training sessions as scheduled. Training will typically occur on the day before classes begin in both the fall and spring semesters. Orientation for new Fraternity-Sorority Chapter Liaisons will occur each April.

Qualifications/Eligibility

Must be a currently enrolled, full-time student of the College of William and Mary and a member in good standing of the fraternity or sorority for which they will serve
Must have a cumulative 2.0 grade point average

Expectations

Must return to campus prior to the official opening of both the fall and spring semesters for training
Must provide a personal telephone number for emergency contact purposes
Must sign a confidentiality agreement

Housing Assistant

Housing Assistants at the College of William and Mary are part-time student staff members. The Housing Assistant is a member of the Residence Life staff reporting directly to the Assistant Director for Fraternity and Sorority Housing, the Assistant Vice President for Student Affairs/ Director of Residence Life and ultimately to the Vice President for Student Affairs.

Housing Assistants will comply with all policies, procedures, and conditions printed in the current edition of the Student Handbook, the Student Housing Agreement, the Fraternity & Sorority Housing Manual, the Residence Life Student Staff Manual, the Housing Assistant Employment Agreement, the Student Acknowledgement of Confidentiality in Working with Administrative Data Agreement, and the written expectations provided by the Assistant Director. Housing Assistants work a maximum average of fifteen (15) hours per week over the course of the spring and fall semesters according to the dates contracted.

Administrative Responsibilities and Communication

Assist the Assistant Director for Fraternity and Sorority Housing in the administration and management of the assigned area, including completion of tasks and duties, and attending weekly staff meetings.
Document information as instructed on departmental and area-specific forms (work orders, damage reports, inventories, Incident Report system, Room Condition Reports, weekly reports, surveys, etc.). Complete other paperwork as required and directed by The Assistant Director.
Perform key inventories and complete required forms according to instructions.
Perform building/safety inspections; identify and report safety/security concerns and violations of College and Residence Life policies.
Distribute paperwork, flyers, and brochures; email residents as directed.
Help educate residents about safety/security measures and College and Residence Life policies and procedures; attend chapter meetings as needed.

Training, Meetings, and Duty Responsibilities

In coordination with other staff members perform day and night time building/safety checks as scheduled by the Assistant Director.
Serve office hours as scheduled by the Assistant Director.
Attend staff meetings, training sessions and individual meetings with supervisor; work as member of a staff team.
Assist with the opening and closing of the residence halls at the beginning and end of each semester and other officially scheduled breaks.
Serve as a resource, referral, and communication agent.
Abide by College policies; assist campus officials or other responsible parties elsewhere on campus when requested to do so.
Assume other duties as assigned.

Qualifications/Eligibility

Must be a currently enrolled, full-time degree-seeking student of the College of William and Mary or a candidate for admission.
Must have a cumulative 2.0 grade point average to be eligible for application, appointment and continuance.
Must not have a student conduct sanction that is equal to or more stringent than disciplinary/honor probation during the application, appointment, and employment period.
Must return to campus prior to the official opening of both the fall and spring semesters and must remain after the official closing of both the fall and spring semesters as contracted.
Student staff members hired for the subsequent year must attend job orientation meetings conducted in the spring semester.
Must agree to be listed in the College Directory in both paper and electronic formats.
Must provide a digital telephone to link with campus phone system (access assigned number and voicemail).
Preference in hiring will be given to members of fraternities and sororities.

Compensation

Room rent as specified in the Housing Assistant Employee Agreement
$500 in 4 installments of $125 each paid at the midpoint and end of each semester

Table of Contents
Banners	Fraternity/Sorority Housing Agreement	Room Selection and Assignments
Chapter Liaisons	Fraternity and Sorority Occupancy Numbers	Room Selection Process
Chapter Rooms	Fraternity and Sorority Room Roster Information	Sorority House Protocol
Common Area Painting Agreements	Fraternity and Sorority Summer Storage	Special Interest Housing
Contract Instructions	Greek Life Task Force Report	Special Interest Housing Criteria
Custodial Services	Housing Assistant	Special Interest Housing Review Report Schedule
Damages and Billing Information	Improvements and Modifications	Vacancies
Emergency Work Order Requests	Landscaping	Work Order Requests
Fraternity House Protocol	Review of Special Interest Housing