Greek Housing Manual

Introduction

This manual is intended to assist Chapter Presidents, Resident Assistants and other chapter members serving and living in Greek houses 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, Area Director
Contract and Special Interest Housing questions	Deb Boykin, Assistant Vice President and Director of Residence Life
Assignments and room changes	Katrina Pawvluk, Associate Director
Facilities, furnishings and damages	Chris Durden, Director of Housing Operations
Custodial Services, RA questions	Allison Wildridge, Associate Director

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

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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 Office and its Greek 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.

1. The Residence Life Office 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 (current academic year), until Monday at 12:00 noon, May (current academic year), except during the periods when the College is not in session.
2. 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.
3. The Residence Life Office 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 custodial and maintenance services.
4. Without in any way delimiting or waiving the obligation and responsibilities of the Chapter and residents provided herein, the Residence Life Office 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.
5. The Residence Life Office 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 the Residence Life Office.
6. The Residence Life Office, with the exception of chapters housing 12 or fewer members, will employ one resident of the house as a Resident Assistant to serve as a liaison between the chapter and the Area Director, and to perform duties outlined in the Resident Assistant job description.
7. The Residence Life Office will disburse to the Chapter once per semester, the interest accumulated by the damage deposit paid by each occupant of the house. The Residence Life Office will disburse interest money only after all outstanding accounts for charges have been settled.
8. The Residence Life Office 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.
9. The Chapter or the residents may not sublet the premises.
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 Residence Life Office.
11. 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.
12. 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, the Residence Life Office for the cost of such replacement, repair and cleaning.
13. The Residence Life Office 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.
14. 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 Director of Residence Life. All alterations must meet appropriate State codes.
15. The Chapter will provide during the semester # occupants persons to occupy the premises who will be billed by The College per semester at the following (current academic year) rates:

Per Single: $

Per Double: $

Per Triple: $

16. For the following academic year, the Chapter will provide to the Residence Life Office 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 (current academic year)
17. 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.
18. Storage is permitted only in those areas specifically designated by the Residence Life Office. All items stored must meet the conditions of the current edition of the Student Housing Contract.
19. 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.
20. Either party may cancel this agreement with 30 days written notice to the other.
21. In the event of cancellation of this agreement as provided above, the Residence Life Office reserves the right, but not the obligation, to reassign individuals to alternative residence hall space.
22. 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, Assistant Vice President
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 the Office of Residence Life.

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

1. 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.
2. 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.
3. If the allocated space has a capacity for 36, then 36 residents are expected to reside there.
4. 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.
5. 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.
6. 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.

Greek 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 Greek-letter social organizations or academically-related groups 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 Greek-letter social organization or academically-related group 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 communicate his decision 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 Greek-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 for academic special interest.

The following guidelines establish the procedures for Greek-letter social organizations to request special interest housing space when available.

1. The Greek-letter social organization must be a duly-recognized social organization. The group must not currently be on probation.
2. The membership of the Greek-letter social organization must be stable. At least twelve members and pledges must have existed over the past two years.
3. The Greek-letter social organization 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 Assistant Director 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 Greek-letter social organizations 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 Council on Fraternity Affairs (CFA) or the Inter Sorority Council(ISC) and both the Assistant Vice President for Student Affairs and 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 to request special interest housing space when available.

1. The academically-related group proposing allocation of Special Interest Housing space must have the support of an academic department or program to include:
   1. Faculty members must be officially designated to serve as advisors and provide administrative support to the house.
   2. There must be a commitment of funds to support the programming efforts of the group. 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.
   3. 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.
   4. 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 house and the procedures that would be used to select the house members. Procedures for developing and maintaining a wait list will also be required.
2. The proposal for the academically-related group 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
   1. a mission statement and goals of the group,
   2. a plan for achieving these goals,
   3. why having special interest housing space is important to achieving these goals,
   4. how the group will contribute to the residential and campus community, and
   5. 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.

It is expressly understood that those social organizations and academically-related groups that are allocated Special Interest Housing space will be required to undergo regular assessments through the formalized Special Interest Housing Review process. If the organization or group fails to meet the requirements noted herein or in the opinion of the Vice President for Student Affairs fails to remain an appropriately functioning organization, the Special Interest Housing privilege may be revoked.

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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.

1. Statement of mission, goals and objectives of the chapter and a description of their relationship to the mission and goals of the College.
2. Special interest housing is normally expected to promote one or more of the following:
   1. an atmosphere that benefits its members and participants;
   2. a setting that promotes community;
   3. a setting that enhances the academic mission and goals of the College, including where appropriate, the academic mission and goals of the department or program; and
   4. a setting that promotes community service/philanthropic activities. How does having a house enhance your ability to meet these goals and objectives?
3. Briefly assess how successful the house has been in pursuing its mission, goals and objectives.
4. Included with your cover letter is the total number of members of your chapter currently listed on file with the Student Activities Office. 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 long with your chapter's means of compliance.

Programs and Projects Focused on Building Community among Organization Members and Participants
The quality and quantity of programs and projects in terms of fulfilling the mission, goals and objectives of the chapter as stated by clear and appropriate targets and plans for program improvement.

1. Please list community building programs and projects 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.
2. 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
3. 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
The quality and quantity of programs and projects in terms of fulfilling the mission, goals and objectives of the chapter as stated by clear and appropriate targets and plans for program improvement.

1. 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.
2. 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 Philanthropic 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.

1. 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.).
2. 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.

1. Describe the relationship to and support from faculty and administrators.
2. Do you have an advisor? If so, describe the relationship the chapter has with him or her. If you would like, have your advisor submit something in support of your housing.

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.

1. Please provide a list of committees that have a purpose specific to the physical house.
2. How do house improvements get accomplished?
3. How are your house programs financed? Have dues or donations been invested in house improvements? If so, how?
4. 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?
5. Are there particular needs and/or additional resources that would enhance your programs? Please list. Do you need additional resources?
6. 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 judicial 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.

1. 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.
2. 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.
3. Included with your cover letter is a summary of any judicial 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.

Letter from Advisor(s)
Please include with your report at least one letter from a Chapter or Faculty Advisor, or both. These letters should address the advisor's reflections and perspective on the past and future of the chapter.

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

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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 Language Houses and Reves (and other academic special interest houses that may exist at the time) will be reviewed in the fourth year of the four year cycle.

Year one: four fraternities and four sororities
Year two: four fraternities and four sororities
Year three: three fraternities and four sororities
Year four: Language Houses, Reves, Community Scholars and other academic units

2006-07	2007-08	2008-09	2009-10
Alpha Epsilon Pi	Phi Kappa Tau	Theta Delta Chi	Africa House
Delta Phi	Pi Kappa Alpha*	Kappa Alpha*	Arabic House
Kappa Alpha*	Psi Upsilon*	Kappa Sigma	Chinese House
Lambda Chi Alpha	Sigma Chi	Pi Kappa Alpha*	Community Scholars
Kappa Delta Rho	Sigma Pi	Kappa Delta	French House
Alpha Chi Omega	Delta Sigma Theta*	Kappa Kappa Gamma	German House
Alpha Kappa Alpha	Delta Gamma	Phi Mu	Italian House
Chi Omega	Gamma Phi Beta	Pi Beta Phi	Japanese House
Delta Delta Delta	Kappa Alpha Theta	0	Mosaic House
0	0	0	Reves
0	0	0	Russian House
0	0	0	Spanish House

Beta Theta Pi re-housed 07-08
Delta Sigma Theta forfeited their housing privileges spring 07
Kappa Sigma returned to housing 06-07
Pi Kappa Alpha failed to meet minimum numbers for 06-07; re-housed 07-08
Kappa Alpha's housing privileges were suspended for the 06-07 year; re-housed 07-08
Africa, Italian and Mosaic first housed in 06-07
Psi Upsilon was suspended in the spring of 06
Community Scholars and Delta Sigma Theta first housed in 05-06
Theta Delta Chi regained housing in 05-06
Alpha Kappa Alpha first housed in 04-05
Alpha Epsilon Pi first housed in 03-04

Previous Schedules

2002-03	2003-04	2004-05	2005-06
Delta Phi	Phi Kappa Tau	Sigma Chi	Arabic House***
Kappa Alpha	Pi Kappa Alpha	Sigma Phi Epsilon##	Chinese House*
Kappa Delta Rho	Pi Lambda Phi##	Sigma Pi	French House
Lambda Chi Alpha	Psi Upsilon	Kappa Kappa Gamma	German House
Alpha Chi Omega	Sigma Alpha Epsilon##	Phi Mu	Japanese House
Chi Omega	Gamma Phi Beta	Pi Beta Phi	Russian House**
Delta Delta Delta	Kappa Alpha Theta	Beta Theta Pi*#	Spanish House
Delta Gamma	Kappa Delta	Alpha Kappa Alpha#	Reves
0	Delta Phi+	0	0
0	Lambda Chi Alpha+	0	0

1998-99	1999-2000	2000-01	2001-02
Delta Phi	Kappa Alpha +	Alpha Phi Alpha'	French House
Kappa Alpha	Phi Kappa Tau	Sigma Chi	German House
Kappa Delta Rho	Pi Kappa Alpha	Sigma Nu	Italian House
Kappa Sigma	Pi Lambda Phi	Sigma Phi Epsilon	Japanese House
Lambda Chi Alpha	Psi Upsilon	Sigma Pi	Spanish House
Alpha Chi Omega	Sigma Alpha Epsilon	Theta Delta Chi	Reves Hall
Chi Omega	Delta Sigma Theta	Gamma Phi Beta	0
Delta Delta Delta	Kappa Alpha Theta	Phi Mu	0
Delta Gamma	Kappa Delta	Pi Beta Phi	0
0	Kappa Kappa Gamma	Pi Lambda Phi +	0

* first housed in 01-02; no previous reviews conducted
** first housed in 02-03; no previous reviews conducted
*** first housed in 03-04; no previous reviews conducted
#forfeited housing in spring '04
##lost special interest housing privileges
+re-review required by Committee
&Alpha Phi Alpha did not have special interest housing in 2000-2001
Chapters will be added or deleted depending on current housing status.

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House Improvements and Modifications

Special Interest Housing - Sorority Improvement Projects: 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.

1. 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. public 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
2. Furnishings
   1. the house and spaces therein will be furnished and maintained as appropriate for the number of house residents in both public areas and student rooms
   2. washers and dryers will 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)
         3. extra refrigerator/freezer
         4. disposal (if compatible with the plumbing set-up, only with permission)
   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. 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
   6. public areas
      1. Each public 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 public areas on the first floor
      3. furniture
         1. Each public 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 public are furniture
      4. carpeting/flooring
         1. the college does not provide carpeting for public 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/wallcoverings
         1. Interior and exterior spaces will be painted according to the planned maintenance schedule or as needed due to damage (ie: leaks, plaster failure, etc.)
         2. houses that are scheduled for painting may select specific colors for public areas - if there is no preference the existing scheme will be duplicated
         3. student rooms will be painted standard “birch” white
         4. off-schedule painting of public 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 supervised by the college at the expense of the chapter
      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
         3. wallpaper will be removed as requested by Facilities Management at no cost to the chapter
3. Interior Decorations and Improvements
   1. project requests
      1. all requests for improvements, painting or installation of new fixtures must be made in writing to the 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 disciplinary action
   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 1st 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. projects 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, public area air conditioners)
            2. any work involving plumbing (ex: disposals, icemakers, dishwashers)
            3. any structural or cabinetry work
            4. any flooring including wall-to wall carpeting or stair runners
            5. any additional telecommunications work
            6. all new appliances should be energy star compliant
            7. washers/dryers
         4. items that may be installed by an outside contractor hired by the chapter
            1. window treatments
            2. artwork
            3. furniture
            4. refrigerator/freezers
               1. machines with ice makers must be installed by college personnel
               2. any additional plumbing required will be charged to the chapter

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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 supercede anything outlined in this document.

1. 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. Public 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.
2. Furnishings
   1. The house and spaces therein will be furnished and maintained as appropriate for the number of house residents in both public areas and student rooms.
   2. Washers and dryers will 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 (no modifications or lock installations will be permitted)
      2. Additional permissible chapter supplied kitchen appliances
         1. microwave
         2. extra refrigerator or freezer (lock are permissible on chapter owned equipment)
   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. 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
   6. Public areas
      1. Each public area will be provided with furniture as appropriate for the number of house residents and equivalent in nature with other campus housing as requested by each chapter
         1. chapters may choose to furnish such area themselves with their own furniture
         2. as requested, the college may provide surplus furniture for fraternity use
      2. Chapters are permitted to provide air conditioners for public areas in the basement and on the first floor
      3. 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. student rooms will be standard "birch" painted white
3. Fraternity Letters and Crests: guidelines
   1. Designs for installation of letters and crests for any external signage must be approved in writing by the 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 52” high and 30” 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. Letters may be mounted on the front and back sides of the buildings.;
   6. Preferably, large letters should be mounted on the backs of the buildings above the porches.
   7. Crests and smaller letters can be mounted over the front doors of fraternities.
   8. Lighting for letters and crests are permissible. If approved, electrical connections and/or modifications needed will be completed by Facilities Management and billed to the fraternity.
   9. 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 Assistant Director of Residence Life for Operations and the Facilities Management Office.
4. Stages and Platforms: for safety reasons and in accordance with state policy, stages and platforms are prohibited.
5. 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 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 to the required installation by Facilities Management.
      7. Any “party” lights, bubble machines or other devices must be either mounted into the ceilings or suspended by hooks from the ceiling grids and 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 as long as written approval from Residence Life has been granted in advance.
      10. 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.
      11. No items may be attached to the walls unless approved in writing, including tape, nails, staples, wiring or extension cords.
      12. 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.
6. Improvements
   1. Project requests general guidelines
      1. All requests for improvements, painting or installation lf new fixtures must be made in writing to the 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 judicial 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 1st 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
      4. Items that may be installed by the chapter pending approval
         1. appliances should be energy star compliant
         2. air conditioners in public 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

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Special Interest Housing - Public Area (Mural) Painting Agreement

We the undersigned residents of _________ request to paint a mural ________ (provide proposed location of mural). Our signatures below 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 Residence Life for approval. Written 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 when the project is complete.
• Notify Area Director when project is complete to have project inspected for approval or disapproval.
• If the finished product is found to be unacceptable by the Area Director, the individuals signing this Agreement will repaint the space or will pay to have it repainted.

• As part of a standardization of public 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 permission from the Director of Residence Life and must submit a Public Area Painting Agreement form to the Area Director who will then arrange to procure the paint.

Estimated completion date:__________________________
Approximate dimensions of the mural:__________________
Print names, date, and contact information and provide signatures of individual(s) accepting responsibility for project:

Area Director approval to begin project [Signature][ Date]

The College will provide paint only. Brushes, rollers and drop cloths will not be provided. Please determine colors and amounts and list below. Bring this form to the Office of Residence Life, Campus Center 212, to obtain paint requisition form.

Paint Color(s):
Paint Amount:

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Banners

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 and Signs as noted in the Student Code of Conduct. Banners must comply with the provisions noted in this policy.

1. 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.
2. 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.
3. Residents must not enter restricted areas to hang banners. This includes balconies, building or porch roofs, fire escapes or areas marked "restricted"; or locked.
4. Items hung from or on buildings 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.
5. Once permission has been granted to hang or display a banner, official notification must be provided to the organization or the individual student with a copy provided to Residence Life.

Items C and D from the Student Code of Conduct, Posters, Banners and Signs

The entire section is not included in this Manual but should be read in its entirety.

3. Banners and signs in excess of 14 inches by 22 inches in size must be approved for size and form by the Assistant Vice President for Student Affairs prior to hanging and may be hung only on certain designated areas with the following provisions:
   1. They must carry the name of the sponsoring organization.
   2. Banners may be posted for no longer than two weeks unless an extension has been granted by the Assistant Vice President for Student Affairs.
   3. Signs and banners which are 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.
4. Banners, signs, or posters may not be posted or hung on trees, poles, walls, doors, windows or fences without special permission. Unauthorized signs will be removed.

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Chapter Rooms

Space permitting, chapters may be provided with a space that can be accessed by chapter members only. 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 public spaces in the residence halls. 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 Area Director to initiate a work request to do so.

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Greek Summer Storage

Chapters in the Fraternity Complex are permitted to leave chapter property in their houses over the summer. Chapters located in the Lodges must make separate arrangements with Residence Life to store their items during the summer.

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. Chapters located in Randolph must make separate arrangement with Residence Life to store items during the summer.

When preparing the house for the summer, items must be neatly stored in stackable containers to allow College staff and approved contractors 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.

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. 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 basement so we can clean, make repairs, and complete routine preventive maintenance. 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 and such) 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 a Custodial Services Department that is charged with cleaning the public 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.

Our staff is assigned to specific areas and buildings. In the Greek Units, each housekeeper is responsible for two units and shares the responsibility filling in for co-workers during their absence. In the sorority area, each housekeeper 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. We make 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, H2 Orange 2, broom, dust pan, mop, mop bucket and wringer.

Cleaning Supplies: H2 Orange2 - This is a water and hydrogen peroxide based cleaning agent that is not harmful to people. It is a sanitizer which can be used for most cleaning problems. It is compatible with the chemicals we use in the building, and therefore preferred for use by students in the buildings we clean. Refills are available in Unit K Basement.

To prepare a floor for cleaning:

• First clear the floor of all debris (broom swept).
• Using the proper mix of H2Orange2, mop the area, rinsing the mop frequently.
• Once moped with the H2 Orange2 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 Units, 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 students 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.

Trash removal is the responsibility of the residents of each room. Excessive trash left in public areas will be removed by the Custodial Services Staff.  To offset the additional labor of personal and/or chapter trash removal a rate of $10.00/bag will be charged for this service.

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Billing and Appeals

Billing occurs on an "as needed" basis. Every Monday, a comprehensive walk-through will be conducted in each Fraternity house. Damage, trash, and extra cleaning charges will be assessed and billed on a weekly 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, x17697.

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:

1. Contact in writing the Area Director for the building in which the alleged damage occurred.
2. If the matter is still unresolved, contact in writing the Director of Housing Operations.
3. 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: 7:30am until 4:30pm Monday -Friday
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 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 the Customer Service Desk (221-2275, 7:30am to 4:30pm) or to Campus Police (221-4596, 4:30pm to 7:30am, weekends and holidays). 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

Non - Emergency	Emergency
Electrical
Light out in student room Single light out in hallway	Power outages Sparking/smoking outlet or fixture Lights out in stairwell or bathroom that severely restricts visibility
Plumbing
Clogged toilet - non overflowing Dripping faucet or showerhead Slow drain Slow filling or flushing toilet	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
Heating and Air Conditioning
Partial heat Individual room air conditioning is out	No heat (in cold weather) Building AC is out (April 15 to October 15)
Fire Safety
Fire extinguishers	If in doubt call Work Control or Campus Police Buzzing smoke detector Buzzing fire alarm panel
Locks and Doors
Door is hard to close Lock sticks but is operable	Inability to lock room or exterior doors Broken door closure on building entrance Malfunctioning ID system
Broken Windows and Glass Doors
Cracked glass Missing screen	Shattered or missing glass on door or window on main or basement level Jagged glass

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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 e-mail 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 web site.
  • An exception to getting chapter approval is made during the Room Selection Process for filling vacancies not filled by the chapter during the Greek Room Selection Process.
• Current freshmen are not permitted to fill vacancies in Greek 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 Greek 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 bumped 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 I am working with a large number of Greek organizations it is imperative that the information be in the format that I am 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, I would like to have gridlines on the rosters.

If your organization would like our office to look up 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. I will be having one of our staff members contact you the week of February 12 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 at the Housing Lottery 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, judicial 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. I will be counting on the Presidents and RAs to provide me the information I am asking for. If you choose to delegate this to another brother or sister, make sure they are reliable - 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 me know if I can help out with this process in any way and don't be afraid to ask questions if you are unsure of what to do.

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Greek Room Roster Instructions

This document contains the procedures that fraternities and sororities must follow in order to fill their Houses for the 2008-2009 academic year. Please read this carefully.

1. $200.00 NON-REFUNDABLE Room Reservation Deposit

All eligible students who wish to live in Greek 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 RA or President 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).

2. Rosters

In order to provide Greek organizations the opportunity to control who resides in their houses, to protect Greek house residents from being bumped, and insure that only the necessary number of room selection participants are bumped, the completed Greek 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.

3. 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.
4. Rosters Due

Two rosters must be submitted to Residence Life.
The first roster must include:

1. A listing in room number order of House members with full name (please no nicknames--last name first),
2. Student ID number,
3. Whether person is a member or non-member of the Greek organization, and
4. 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@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 Greek organization
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@wm.edu

Both rosters must be typed. We strongly suggest that the RA/President 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 “bumped” and are not eligible to participate in the Room Selection Process, or trade places with anyone who is.

5. 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 RA/President and a rent charge will be levied for each vacancy.

6. 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 Greek 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 bumped student is offered as space in campus housing.)

To insure a full House, Greek chapters need to consider:

1. Making sure the President of the Greek organization 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.
2. 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.

3. Due to confidentiality, Residence Life will not notify chapters about vacancies that may occur due to withdrawal, academic drop, judicial removal or non-member changes after the Greek 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.
4. Making contingency plans to replace members on the roster who will only be in residence one semester (are graduating, studying abroad, dismissed, etc.)
5. 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 Greek organization to fill their house or be charged for the vacancies.
6. 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 or RA will be responsible for communicating with Katrina Pawvluk, 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 Greek House, they cannot be bumped 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 Greek 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 2008-2009, 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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