Housing & Food Service Agreement | Virginia State University

Housing & Food Service Agreement

Agreement Requirements

1. Admission to Virginia State University.

2. Full-time student or in final semester prior to graduation.

3. Clearance of any outstanding balances with student accounts.

4. Paid required fees for housing, prior to the deadline – It is strongly suggested that payments

be submitted, no less than one week, prior to the deadline to allow time for processing.

Terms and Conditions: 2022-2023

The housing terms, rates and fees are subject to change with or without notice pending the approval from the Board

of Visitors.

1. PERIOD OF AGREEMENT:

This Agreement is for the Fall and Spring semesters of the 2022-2023 Academic Year. The

student signing this Agreement will live in University housing with an on-campus meal plan for

the entire period of the Agreement. The Agreement period begins the first scheduled date of the

arrival of residential students for the Fall 2022 semester and ends on the last day of final

examinations for the Spring 2023 semester. A student, who enrolls late and applies for residence

hall accommodations, will be bound by this Agreement for the balance of the period. Students

who have earned between 0-59 credit hours (Freshmen and Sophomore) are required to

reside on-campus. Students who have earned between 0-59 credit hours are exempt only after

the approval from Director of Residence Life and Housing. Students seeking an exemption must

submit the Housing Exemption form on or before July 15 (Fall)/December 15 (Spring) to avoid

penalties. The exceptions are as follows:

Exemptions will only be made for students who submit an exemption request by the posted

deadline and can provide documentation verifying that they meet any of the following

requirements:

• Permanent home of residency (with parents) is within a 25 mile radius of VSU

• 21 years of age or older; (must provide copy of birth certificate or copy of your passport)

• Married (must provide copy of marriage license)

• Classified as an independent student as determined by the Office of Student Financial Aid.

• Completed 12 months of consecutive active military service (must provide a copy of orders

or DD214).

• A Parent – having primary custody of dependent child(ren).

2. REQUIRED FEES:

NEW HOUSING RESIDENT:

$150.00 Refundable Room Deposit

RETURNING RESIDENT:

$150.00 Non-Refundable Room Reservation Fee

3. PAYMENTS:

The resident agrees to retain accommodations for the entire period and to render payment to the

University at the established rate for both room and board. Room and board rates are payable

by the semester. All payments must be made prior to, or, not later than, the time of validation.

Failure to comply will result in the loss of the student’s room assignment.

DIRECT ALL PAYMENTS TO THE ONLINE PAYMENT PORTAL:

Online: When completing the online housing application via banner – housing self-service.

4. HOUSING PROCESS:

Students seeking housing must submit the required fees upon completing their Housing & Food

Service Agreement. Room assignments are made only after the receipt of a signed Housing

& Food Service Agreement and all required fees have posted to the student’s account.

5. ROOMMATE REQUESTS:

First-time VSU students must indicate their desired roommate when completing the Housing &

Food Service Agreement. Each student must list the other to increase the likelihood of the

roommate match being honored. Current students must complete their roommate match during

the housing lottery process. Please note that during unprecedented times such as global pandemic

or domestic health crisis the University will act in accordance with CDC guidelines, therefore

roommate request will potentially not be considered.

6. SINGLE ROOM REQUESTS:

Singles are extremely limited and are assigned on a first-come first-serve basis. Students

interested in securing a single room must indicate the desired room preference when completing

the Housing & Food Service Agreement. In addition, for continuing students to secure a single

you must have a cumulative GPA of 3.0 during the housing process. Requests will be honored

on a first come, first serve bases – based on the date the online application and payment was

completed. Please note that during unprecedented times such as global pandemic or domestic

health crisis, only single rooms will be offered based on the universities decision in accordance

with the CDC guidelines.

7. ROOM ASSIGNMENTS:

New students, who submit their Housing & Food Service Agreement and pay fees prior to the

posted deadline, can expect to view their housing assignment no later than June 15 via Housing

Self-Service on Banner. Students whose Housing & Food Service Agreement and fees are

received after the priority deadline will be placed on a waiting list and will receive a room

assignment according to the following: (1) the date that the signed Housing & Food Service

Agreement and payment was received; AND (2) when space becomes available.

Returning students who fail to register for the specified term will forfeit their housing

assignment. The housing assignment will be assigned once student has completed registration.

8. MOVE-IN DATES & DEADLINE:

Dates are subject to change, see academic calendar for official dates. All students must adhere

to the posted schedule for move in and select a move in day and time via housing self-service.

Early Arrivals – Early arrivals are prohibited due to a strict scheduled move-in process. Each

student will be required to schedule their move in date and time based on the schedule provided

by the Office of Residence Life and Housing.

Late Departures – Residents seeking to remain on-campus beyond the stated Housing & Food

Service Agreement period (i.e., term breaks and year closings) must submit the extended stay

request form for approval to the Director of Residence Life and Housing within 2 weeks of the

last day of regular classes prior to the subject break. Any resident approved by the Department

of Residence Life and Housing to remain after the closing of residence halls will be assessed

$40.00 per day, to be paid in advance to the Cashier’s Office (this does NOT include meals).

Students who do not seek prior approval but remain in the halls past the designated date

are subject to a $200.00 fee.

Claim It or Lose It - Failure to claim a room assignment by the designated move in deadline

will result in the student automatically forfeiting their room assignment, and possibly the right

to a reassignment during that term.

9. ROOM CHANGES:

Requests for a Room Change must be submitted during the designated Room Change Period,

which occurs at the conclusion of the late-registration/validation period of each semester. At the

appropriate time, the Director of Residence Life and Housing will announce the Room Change

Period. Students are responsible for knowing when the Room Change Period begins and ends.

If a student wishes to change their assignment, they must obtain the Room Change Form and

detailed instructions from their Residence Coordinator. If the request is feasible, the Housing

Office will grant the student’s request. The University does not provide moving assistance for

students seeking a room change.

• If a student moves without authorization, they could lose their room assignment and will

be charged up to $3,896 for an unauthorized move.

• The University reserves the right at any time to (a) assign temporary housing if demand

exceeds capacity; (b) alter or cancel an assignment; (c) require a student to move from one

room and/or residence hall to another; or (d) consolidate vacant spaces / rooms to

achieve maximum occupancy. Residents who fail to consolidate within seven-days of

receiving the notice, you will automatically be charged and obligated to pay the single

room rate

• If there is a conflict between residents that cannot be resolved amicably, the Director of

Residence Life and Housing will move all residents involved to a different housing

assignment. Any resident who refuse to move could receive a disciplinary sanction up to

and including fine, probation, and or removal from housing.

10. FOOD SERVICE:

All students living in University Housing must participate in the meal plan and will be

automatically charged the approved meal plan rates. There will be no refunds for missed meals.

Students with special dietary needs must contact the Office of Student Health Services.

The meal plan begins with the first day of arrival of residential students in the Fall and extends

through the last day of Spring semester final examinations. The dining hall will be closed

between semesters and during scheduled holidays and breaks (Thanksgiving, Winter, &

Spring). During inclement weather closings, students should check their VSU email for any

adjustments to the dining hall hours of operation.

Residence hall students are responsible for having their University One Trojan Card validated at

the designated time and location for use in the dining hall and/or on-campus retail locations.

Failure to do so does not relieve a student from paying meal charges.

Virginia State University meal plans have been designed to accommodate the various needs of

our students. The meal per week allowance come as part of all our meal plan options and allows

you to enjoy the number of meals specified in the plan. You can use your meals for breakfast,

lunch, and dinner in our all-you-care-to-eat dining halls and/or in our various five retail locations

using meal equivalency options. Each time you use a meal, it is subtracted from your

daily/weekly balance. First-year resident students have the option to sign up for the 14, 19 or 21

meal plan. Second year students and upperclassmen have the option to purchase a 21, 19, 14,

10 or 7 meal plan. All meal plans include flex dollars which may be used for additional meals

or in the retail units. Returning students who fail to select a meal plan option will be

automatically assigned the standard 19 meal plan. Meal plan changes will only be honored

during the meal plan change period only.

Meal plan flex dollars do not carry over from one semester to the next, nor are there any

refunds for unused meals or dining flex dollars at the end of the semester. When you

become a meal plan member, your student ID card (Trojan Card) becomes your pass to use your

meal plan in Jones and/or Gateway Dining Halls and any of the five on-campus retail food

service venues. Meals do not carry over from day to day, week to week, or semester to

semester. Additionally, meal plans are reset every Sunday night. Additional information

regarding Food Services should be obtained directly from Thompson Hospitality at (804) 524-

5112.

11. FACILITY:

Under the terms of this Agreement, Virginia State University agrees to provide furnished living

spaces with cable and internet connections in the residence halls and to provide facility

maintenance as required. The University Post Office will provide shipping addresses for each

residential student. Each hall is equipped with computer labs. There will be absolutely no

TAMPERING with any computer equipment. All requests for room repairs must be reported to

the Residence Hall staff immediately. Any damages caused by tampering with State property

will result in full charge for repairs or replacement.

12. LIABILITY, LOST, DAMAGE OR THEFT

Although the University will use reasonable efforts to protect student’s property, the student

agrees to accept full responsibility for loss or damage to personal property. The purchase

or expansion of household content or renter’s insurance is recommended to cover personal

belongings prior to the resident’s move-in at the University.

The student agrees to cooperate with his/her roommate in the common protection of their

property. Room doors are to be locked at all times. Never should a student lend his/her room

key to any other student not assigned to his/her designated room.

The student agrees that any personal effects, valuables, or other property of the student left in

the residence halls after expiration of the Housing & Food Service Agreement period; residence

hall closures and openings; and/or Winter and Summer breaks and not claimed within 10 days

after the end of such period, may be considered abandoned and will be retained by the University

as its property.

13. RESIDENCE HALL MAINTAINANCE

Residents are responsible for maintaining established standards of cleanliness and safety

throughout the building. Specifically, residents are solely responsible for maintaining the

cleanliness of their rooms and, where applicable, entire suites–including living room areas and

bathrooms. Residents are responsible for notifying the Residence Coordinator or hall staff

directly of any maintenance needs or extermination issues that need to be addressed.

14. DAMAGES

Common area repair cost as a result of willful abuse, vandalism, and otherwise disorderly

conduct will be prorated among residents and each account will be billed accordingly in the

event the responsible party is not identified. In the event of major damages to furniture or

fixtures within a specific residence hall or to the physical facility, damage(s) will be evaluated

and each resident will be assessed an equal amount based on the cost incurred to restore damaged

furniture, fixtures, or physical facility to its original condition in the event the responsible party

is not identified.

The University reserves the right to apply all or a portion of a student’s housing deposit toward

payment of any room and board charges, damages or other University charges at the time of

departure from the residence hall.

15. SAFETY AND COMPLIANCE WITH FEDERAL, STATE, AND UNIVERSITY

POLICY

Residence Hall Safety

The university reserves the right to inspect the residence hall rooms, common areas and

bathrooms at any time to ensure cleanliness and university health and safety standards.

(a) Accumulation of bottles, magazines, newspapers, and other items that present a potential fire

or health hazard are not permitted.

(b) Students are not permitted to hang items on/from the sprinkler system.

inspection visits by the Fire Marshall.)

(d) Suite residents are expected to clean common areas and bathroom areas regularly.

(e) Residents are expected to clean their rooms regularly.

Firearms, ammunition, fireworks, hunting knives, or weapons/guns of any type are not permitted

in residence halls. This also includes hunting bows and arrows, slingshots, CO2 cartridges,

flammable/combustible chemicals, replica weapons, air-soft and paint pellet guns.

Candles and incense are not permitted in residence halls for any purpose. It is recommended that

each student have a flashlight for emergencies. Halogen lamps are prohibited on campus.

Small fish in 10 gallon tank is the only permitted pet. Any other pet/animal is not authorized

with the exception of service animals.

The use, distribution or possession of illegal drugs, and the use, distribution or possession of

illegal contraband or stolen property, or unlawful possession or distribution of prescription drugs

is against university policies, federal and state and local laws.

Personal electrical equipment allowed in the residence halls is limited to clocks, small

refrigerators (no larger than a 3.6 cubic ft.), small radios and stereos, fans, shavers, and small

hair dryers. ELECTRICAL HEATERS AND ELECTRICAL COOKING APPLIANCES ARE

NOT PERMITTED. If these items are found in your room, they will be confiscated. SURGE

PROTECTORS ARE THE ONLY ELECTRICAL EXTENSION CORDS THAT ARE

AUTHORIZED.

Hoverboards and any similar device, which uses portable, rechargeable technology, are

prohibited on campus. Due to continuing reports highlighting the safety and fire risk, these

devices should not be used, stored, charged, or possessed in the residence halls. If these items

are found in your room, they will be confiscated.

According to Executive Order 63 the wearing of face coverings while inside of buildings will be

enforced within community areas to prioritize the health and safety of each student.

Fire Drills

Commonwealth Law requires that evacuation drills be held regularly in university residence

halls. Your assistance and cooperation is expected when drills are held. Every student must

evacuate the building during the drill. Residents refusing to cooperate with the evacuation

regulations are subject to disciplinary action and/or removal from university housing.

Student’s Rights of Privacy Summary Statement:

University premises occupied by students, and the personal possessions of students, shall not be

searched unless appropriate authorization has been obtained. Students have a right to privacy

except in extreme emergencies as determined at the sole discretion of the university or under the

following conditions:

A. Scheduled Residence Hall Room, and Health & Safety Inspections – There will be room

inspections throughout the academic year and prior to the closing of university residence

halls for university break periods (Fall Break, Thanksgiving Break, Winter Break and

Spring Break). Students residing on campus will be given prior notice and may or may

not be present during the inspection. Room inspections for break periods will consist of

a visual inspection of the room to ensure that windows are closed, lights are turned off,

and electrical items are unplugged, perishable foods removed from refrigerator and that

garbage cans are emptied. This is to ensure the security and safety of the room and its

contents during the break. During these inspections, if evidence of university policy

infractions and/or violations of federal, state or local laws exist, the occupants of the

room may be subject to the disciplinary/legal process. More specifically, if, however,

illegal substances or other evidence of policy violations are found in plain view during

health and safety inspections, or in response to an emergency involving student health or

safety, residents of the area may be subject to police action (including arrest) and/or a

referral to Judicial Affairs for violations of the University Student Code of Conduct. If

necessary, VSU or Chesterfield County Police may conduct searches of residences for

illegal drugs, contraband, or other illegal activity by obtaining search warrants or gaining

the resident’s consent to search.

B. Inspections resulting from suspected violations of university rules, policies or regulations

or Federal, State and/or local laws – Whenever probable cause leads a representative of

the Vice President for Student Success and Engagement (ex. Director of Residence Life

& Housing, Residence Coordinator, Resident Assistant, Graduate Assistant) to believe

that an infraction of the university’s rules, policies or regulations and/or federal, state, or

local laws is occurring in a student’s residence hall room, that representative is delegated

the authority to conduct an inspection of the student’s room after announcing that such

an inspection is requested. Should a student deny access, such a denial could result in the

issuing of an Administrative Search Authorization, or a criminal search warrant. Campus

Police will be contacted if a criminal search warrant needs to be obtained. If any

contraband is found during an inspection, it shall be confiscated and may be used in a

disciplinary proceeding and/or criminal proceeding against the involved student(s).

C. Administrative Searches – Administrative searches are those conducted due to probable

cause that a university rule or regulation has been violated and that evidence of the

violation will be found in a particular place. Authorization is given in writing by the Vice

President for Student Success and Engagement (or designee). In extreme emergencies, a

verbal authorization may be given. Authorizations, which are in the form of an

Administrative Search Authorization, shall include the time, date, place, purpose, and

scope of the search. The student should be present, if possible, and may have a witness

present at the time of the search. Contingent on the circumstances, administrative

searches may take place without anyone being present. At the conclusion of the search,

the student will be notified in writing by the person authorized to conduct the search, of

what was found, and the names and titles of all persons conducting the search.

Administrative searches are not done in conjunction with, nor under the direction of,

Campus Police nor on their behalf. Administrative searches are not generally conducted

for the purpose of criminal prosecution; if it is believed that potential criminal violations

exist, and that an illegal or dangerous object might be found, the Police will be contacted

and a criminal search warrant obtained.

D. Searches and Entries by Campus Police – Campus Police searches and/or entries to a

student’s room in order to conduct a police action are normally done by student consent

that has been given freely and intelligently. Campus Police may gain entrance without

the prior consent of the student for the following reasons:

1. Police reasonably believe that a person within the room is in need of immediate

emergency aid due to injury, accident or medical condition.

2. Police are in pursuit of a person suspected of committing a felony.

3. Police are in possession of a valid arrest warrant and have reason to believe that the

person is inside the room.

4. Police action is imperative because there exists a threat of physical harm to police

officers or to other individuals.

16. ENTRANCES / EXITS:

The side and rear doors of residence halls are not to be used except in emergencies (e.g., fire,

fire drills, emergency evacuations, and other times specifically designated by the Residence Hall

Staff or Emergency Response Personnel). Failure to comply with Fire & Safety policies will

result in fines and/or removal from the residence hall.

17. CANCELLATION OF ASSIGNMENTS

The Housing & Food Service Agreement cancellation form must be submitted to the Department

of Residence Life and Housing by the established deadline via email at [email protected] or at

the mailing address below:

• Department of Residence Life

P.O. Box 9073

Virginia State University, Virginia 23806

This Agreement is binding for the said academic term in section 1; therefore, students who have

not cancelled the Housing & Food Service Agreement in writing and the written cancellation has

not been received by the Housing Office on or before July 21 (Fall) or December 15 (Spring)

will be bound by this Agreement. Canceling a room assignment after the aforementioned

deadlines will result in forfeiture of the room deposit and an assessment of a $500.00

cancellation fee.

Students who cancel their housing assignment after the residence hall opening date will be

accessed charges for the time the student is in possession of the room and forfeiture of their

$150.00 room deposit. Having possession of a room includes (1) having a current housing

assignment, (2) having possession of the key to the assigned room and (3) having personal

belongings in the assigned room.

Students who submit a Housing Cancellation and/or Withdrawal form must vacate the residence

hall the day the form is submitted. If a student cancel their room assignment prior to moving

in at the beginning of each semester and they have 60 credits hours or more, the student

will be charged a $500 cancellation fee and forfeit the room deposit.

Freshmen, Second and Sophomore year full time students (0 to 59 credit hours) attending

the University must receive approval to cancel on-campus housing by submitting a Housing

Exemption form for review by the Director of Residence Life. If approved, the student will

be charged a $500 cancellation fee and forfeit the room deposit.

ALL CANCELLATIONS WILL BE PROCESSED ACCORDING TO THE

PROCEDURES OUTLINED IN SECTION 18 (WITHDRAWAL/CANCELLATION /

VALIDATION).

18. WITHDRAWAL / CANCELLATION / VALIDATION

All requests for release from the Housing and Food Services Agreement must be submitted via

the Housing & Food Service Agreement Cancellation Form to Residence Life & Housing with

documented proof of the circumstances related to the release request.

Students who cancel their housing assignment after the residence hall opening date will be

accessed charges for the time the student is in possession of the room and forfeiture of their

$150.00 room deposit and charged a $500 cancellation fee. Having possession of a room

includes (1) having a current housing assignment, (2) having possession of the key to the

assigned room, and (3) having personal belongings in the assigned room.

Students who officially withdraw or are released from the University or Housing (during

any session) within the first five calendar days of the beginning of classes and are

VALIDATED or NOT VALIDATED, will be charged a prorated room and board fee for

the number of days in the residence hall. They are NOT eligible for a refund of any deposits.

Students who submit a Housing & Food Service Agreement Cancellation Form and/or

Withdrawal form must vacate the residence hall the day the form is submitted.

Students who officially withdraw or are released from the University or Housing (during

any session) after the fifth calendar day from the start of classes and are VALIDATED,

will be charged the ENTIRE Room Rate for the semester and a prorated Board Rate (Meal

Plan), based on the exit date. They are NOT eligible for a refund of any deposits. Students

who submit a Housing & Food Service Agreement Cancellation Form and/or Withdrawal

form must vacate the residence hall the day the form is submitted.

Students who officially withdraw or are released from the University or Housing (during

any session) after the fifth calendar day from the start of classes and are NOT

VALIDATED, will be charged the PRORATED rate for room and board (Meal Plan), up

until the date the student vacates and charged a $500 cancellation fee. They are NOT

eligible for a refund of any fees. Students who submit a Housing & Food Service Agreement

Cancellation Form and/or Withdrawal form must vacate the residence hall the day the

form is submitted.

Students who have a housing assignment but fail to enroll will forfeit the $150 room deposit

and charged a $500 cancellation fee if they fail to cancel their housing assignment by July

because the housing assignment was held in reservation by the student.

Students who are required by the University to depart the residence hall for reasons of

misconduct will not receive a refund for unused room charges; however, the dining plan (meals)

will be prorated. They are NOT eligible for a refund of any fees.

19. EXITING THE RESIDENCE HALL

Students vacating the residence halls during a semester, but who plan to return the next semester,

must submit a new Housing and Food Service Agreement for the upcoming semester.

Students who fail to properly turn in their key at the end of the Housing & Food Service

Agreement and/or prior to any departure will be charged the cost of changing the lock.

When a room is permanently vacated, the residents are responsible for returning the room and

its contents to its original and satisfactory condition. Failure to do so will result in charges to the

resident(s) of the room.

20. TERMINATION OF AGREEMENT:

The University may terminate this Agreement and take possession of the room at any time for

violation of the provisions herein, for violation of any federal or state law, University regulation,

or for health or administrative reasons.