UPPS 07.03.01 - Operating Guidelines for Student Housing

POLICY STATEMENT

Texas State University is dedicated to providing housing that supports and aligns with the university’s mission and values.

1. SCOPE

   1. The purpose of this policy is to provide guidance for decisions that affect Texas State University’s student housing program. These procedures affect the division of Student Success and the division of Finance and Support Services. The following procedures contribute to the implementation of this policy.

2. PROCEDURES FOR DETERMINING STUDENT ELIGIBILITY AND RESPONSIBILITIES

   1. Eligibility for Housing

      In support of the educational mission of the university and the value of the on-campus residential experience to students, the department of Housing and Residential Life (HRL) provides students with a programmatically intentional, secure, comfortable, and convenient living environment.

      For these reasons, the university requires all students who graduated from high school within the preceding 12 months of the semester of their admission to live in on-campus university housing.

   2. Exemptions

      Students may apply for an exemption from the on-campus housing university requirement, based upon one of these criteria:

      1. Married or Parenting Student – Texas State does not offer married or family housing. If the student is married or has a child, the student must submit appropriate documentation prior to enrolling in classes.

      2. Documented Disability or Medical Condition – Students with a documented disability or medical condition requiring an accommodation that HRL is unable to provide. The student must submit all required documentation for evaluation by staff from Disability Services.

      3. Commuting from Home of Parent or Legal Guardian – Students that have a permanent address located within 50 miles (driving distance) of Texas State (San Marcos campus location), may request to live with a parent or legal guardian. The student must submit all required documentation for evaluation by HRL staff.

      4. Admitted Campus – Students admitted and enrolled in a degree program other than the San Marcos campus are exempt from the on-campus housing requirement.

      5. Online Degree Program – Students admitted and enrolled in an online degree program are exempt from the on-campus housing requirement.

   3. Students Responsibility for Housing

      1. Students are required to sign a Housing and Residential Life Housing Contract (Housing Contract) that is binding for the contract period.

      2. Students must be enrolled at Texas State San Marcos campus through the duration of the contract period.

      3. Contract Period – Residence Halls

         The contract period begins when the residence halls open for student residents as published on the HRL website. The contract period ends 24 hours after the student’s last final examination or their graduation ceremony. Exceptions may be considered on a case-by-case basis by the executive director of HRL, or designee.

         1. All residence halls will remain open for Thanksgiving and Spring Break at no additional cost to residents.

         2. Winter Break Housing – Residence halls will be available for winter break-housing at an additional cost. Applicable dates can be found on the HRL website. Residents must sign up for break housing in advance of the winter break.

      4. Contract Period – University Apartments

         The contract period will begin when upper-division housing opens for students. The contract period will end 24 hours after the student’s last final examination or their graduation ceremony.

         1. University apartments will remain open during summer session for summer school students. Students may choose to remain in their assignment by signing a summer school contract, at an additional cost. Students will be eligible for housing on-campus if they are enrolled in the spring semester immediately preceding the session and the fall semester immediately following.

      5. Occupants will be required to vacate their assigned space within 48 hours if not enrolled at the university. Exceptions may be made on a case-by-case basis by the executive director of HRL, or designee.

      6. Students who reside in residence halls are required to purchase a full residential dining plan (commuter plans are not acceptable), as determined by the university. Students who reside in university apartments will not be required to purchase a dining plan.

3. PROCEDURES FOR DETERMINING OPERATIONAL RESPONSIBILITIES

   1. HRL has the operational and project management responsibility for the university-owned residence halls and apartments, in collaboration with Texas States Facilities, to provide facilities designed to enhance experiences, maintain standards that allow students to feel comfortable, and create engagement opportunities that develop strong community.

   2. The primary responsibility of HRL is to provide on-campus housing that promotes student success and advances university retention goals through a focus on care and support for students and to make sure that students understand that Texas State is their home.

   3. In overseeing housing facilities, HRL will work closely with Texas State Facilities in carrying out the daily functions, maintenance, repair, renovation and construction of the physical facilities. The associate vice president for Facilities, or designee, shall:

      1. serve as the university Authority Having Jurisdiction (AHJ) for building code compliance and will coordinate projects with Environmental, Health, Safety, Risk and Emergency Management for fire, life, and safety code compliance. They will also review construction, renovation, and repair projects for code compliance;

      2. delegate preventive maintenance, maintenance, and repair activities to HRL;

      3. coordinate development and submittal of project approval documents requiring Texas State University System (TSUS) approvals;

      4. delegate construction management responsibilities to HRL for projects less than $6M and provide assistance as requested; and

      5. provide project management responsibilities for projects >$6M, and act as liaison between HRL, consultants, and contractors.

   4. On an annual basis, the executive director of HRL will work in conjunction with the vice president for Student Success, the executive vice president for Operations and Chief Financial Officer, and their respective staff members to make recommendations for room rates for the subsequent year. The president of the university will make the final determination of room rates for submission and approval by the TSUS Board of Regents.

4. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Executive Director, Department of Housing and Residential Life	January 1 E5Y
      Associate Vice President for Facilities	January 1 E5Y

5. CERTIFICATION STATEMENT

   This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this until superseded.

   Executive Director, Department of Housing and Residential Life; senior reviewer of this UPPS

   Vice President for Student Success

   President