Policies, Procedures, and Life Safety Information

In accordance with federal guidelines, and partnership with the Accommodations Office, the Office of Residential Education & Housing works diligently to provide housing students with a wide variety of housing accommodations. Please note that our office does not make any determination or decision around accommodative needs. All accommodative requests must go through the Accommodative Services Office.

If a student is approved for accommodation, The Office of Residential Education & Housing will be notified formally, and work on finding a housing assignment that meets the approved needs of the student. More information on housing accommodations can be found on the accommodations page of our website.

When moving in and out of on-campus residences, all students are expected to adhere to the specific dates and times associated with these processes published by the Office of Residential Education & Housing. Students should consult the Move-In Information portion of our website for specific information regarding dates, early arrivals, and move-in details.

At the end of each term, Res Ed will publish check-out procedures. Students are responsible for checking out of their rooms when they leave campus for a term away, summer break, academic dismissal, leave of absence, room change, etc. Failure to check out via a required method will result in a $150 charge for improper checkout. Upon move-out of a room students are required to leave the room in clean condition.

Students should consult the Move-Out portion of our website for specific information regarding residence hall closing, and move-outs.

Before move-in, Res Ed & Housing staff complete inspections in each room across campus to note the general condition of the physical rooms and any furniture/fixtures within each room. This information is then generated into a Room Condition Report (RCR) that is visible on each student's housing portal. Each student is required to use the student housing portal to review and note any additional damages within the first week of living in an assigned space.

When a student vacates an assignment on campus, Res-Ed & Housing staff complete a departure inspection and note any damage in the room on a Check Out RCR. The Residential Education & Housing staff will assess appropriate charges and fines based on the comparison of the check-in and check-out Room Condition Report.

Union College students living on campus have the opportunity to elect to live in gender inclusive housing by indicating the choice during the room selection process. Gender inclusive housing is opt-in only. If no preference is indicated, it will be assumed the student wishes to live in a single-gender room, and will be housed as such.

In the event of an emergency, the Union College Campus Safety Department should be contacted at 518-388-6911. Campus Safety is a 24/7 service and is available 365 days out of the year for any on-campus emergencies that occur.

If a situation arises, on or off campus, that the college considers an ongoing threat, a campus-wide warning will be issued to students, faculty, and staff via our Rave Alert System.

Unless otherwise noted below, all Union College fire alarm systems within residential buildings contain smoke detection in each sleeping area, hallway, and common area. These devices are tied into a central fire alarm panel within the building and transmitted to a central monitoring station that is manned 24 hours a day by Union College Campus Safety. Students are required to respond to all alarms as true emergencies and follow all emergency protocols. Evacuation compliance is mandatory for all students whenever fire alarms are activated, regardless of cause. In the event of an alarm being activated, Campus Safety and Res-Ed & Housing staff may check every room to ensure that all residents evacuate the building.

Tampering with fire safety equipment, including fire doors, exit signs, fire extinguishers, smoke detectors, heat detectors, or fire alarms is prohibited. This includes intentionally covering a fire alarm, smoke detector, or sensor. Fire safety equipment that is malfunctioning should be reported to Campus Safety immediately. Students are prohibited from dismantling, removing, or attempting to repair any fire safety equipment. Students are additionally prohibited from lighting stove pilot lights and flipping breaker box switches.

As per the New York State Fire Code, Union College notifies the local Fire Department upon receiving a general building fire alarm. In addition to the Campus Safety 911 link, Union College has direct radio communication abilities with the Schenectady Fire Department. Campus Fire Safety Act reporting data can be found on our Union College website. This data complies with New York State Law A.5715-A/S.4180-B; Kerry Rose Fire Sprinkler Notification Act 2013.

Prohibited Items

Bonfires, propane gas tanks, charcoal, lighter fluid, grills, open fames, and other combustibles are prohibited in campus residences and on patios or lawns near student housing. Open flame devices (including candles and incense) are not allowed in any on campus residences.

Throughout the academic year, there are specific dates and times when campus residences are "closed". Students are not permitted to reside in campus housing while campus residences are closed or during break periods unless they have received explicit approval in writing from the Office of Residential Education & Housing. On-campus dining is not available when residence halls are closed/during break periods, and student meal plans are inactive. Official opening and closing times, as well as break periods, can be found in the Union College academic calendar. Students are required to vacate on campus residences 24 hours after their last final exam or by the published residence closing date at the end of each academic term.

Students who are requesting approval to remain on campus for any period of time during one of the College Breaks are required to fill out an application requesting authorization to stay. A member of the Residential Education & Housing team will review this application and students will be informed if they are approved or denied to remain on campus for any part of the break.

Summer Housing space is very limited, and is not guaranteed. In order to be considered for summer housing, students must be affiliated with the College for the summer. Preference will be given to students involved in research with professors and those attending summer session classes offered at the College. All requests for summer housing must be made to the Office of Residential Education & Housing by the posted deadline during spring term.

Union College is designed as a residential college. All students are required to live on campus while enrolled at the College unless they are released from this requirement by the Office of Residential Education & Housing.

Commuter & Exemption Status: Students who live with their parent/guardian at their parent/guardian's permanent address are eligible to apply for commuter status if this address is within 30 miles of the College. Proof of residency is required. Students who apply through Admissions as a commuter student are not given commuter status until the Res Ed & Housing Exemption Form is complete and approved.

Please email us if you plan to commute from home. Additional exemption criteria to the live-on requirement can be found on our website.

Senior Off Campus Release: Each year, Union College permits a small number of eligible rising seniors to be released from their Housing requirement to secure Private Off-Campus housing (housing not owned by/affiliated with the College) for the upcoming year. Unless a student receives a written "release" from the College, they are not authorized to secure private housing or a lease for an off-campus residence in place of their College Housing Contract.

Cancellation of the Housing License Agreement: This housing license agreement contract governs one (1) academic year (fall, winter, spring terms), excluding vacation periods, and is not transferable except to room reassignments made by Union College. This housing license agreeement will immediately terminate in the event of the student’s withdrawal, suspension, leave of absence or dismissal from on campus residences or Union College. Failing to check into an assigned space for a term will not result in cancellation of a student's housing license agreement.

Housing selection takes place in the Winter Term for the upcoming academic year. All returning students select their own housing assignments and roommates. Students who choose not to participate in the process will be assigned a room on a space-available basis.

Housing Selection Summary

1. Students complete their Housing Registration Form within their housing portal. This registration form allows students to indicate if they wish to live in a specific community (Fraternity/Sorority Housing, Minerva Housing, Affinity Housing) or be considered for Senior Off-Campus Release.

2. Student match with preferred roommates: Once students complete their Housing Registration Form, they will receive a confirmation email that will include a copy of the housing/dining terms and conditions, and instructions on how to complete the next steps such as Roommate Matching, and individual room selection. Students are not able to match with other roommates until they complete their Housing Registration Form. When creating roommate groups, students may choose to pull in students from other class years without penalty.

3. Students participate in room selection: Each student is assigned a selection date and time - based on their current class year. If pre-matched with roommates, that roommate group would use the earliest selection time within their roommate group to select a room.

Union College is not responsible for loss or damage to any personal property kept on the premises. Residents agree that they are fully responsible for any damages, injuries, or personal property losses or damages arising from any act or neglect of Residents, Resident’s family, guests, or invitees and shall fully indemnify and defend Union for any such losses.

It is recommended that an individual has personal rental insurance as Union will not accept responsibility in case of loss or damage. Union College works directly with GradGuard to provide renters insurance opportunities for students and staff member.

The Office of Residential Education & Housing recommends that each student reviews their parent/gaurdians homeowner's or renter's policy to see what is covered prior to moving on campus. Traditionally home owner policies cover most damages, but not theft or loss.

Residential Education & Housing performs Life and Safety Inspections of all residential spaces throughout the academic year. Inspections will only be announced before happening each term. Life Safety Inspections are primarily designed to find and eliminate any potential safety concerns in student rooms, which sometimes can be related to student behavior. The responsibility for complying with health and safety requirements rests with each resident. These inspections are not intended to be a substitute for that responsibility.

The inspection will include, but not be limited to, a visual examination of electrical cords, sprinkler heads, smoke detectors, fire extinguishers, and other life safety systems.

In addition, each room will be examined for the presence of prohibited items (e.g., candles, non-surge protected extension cords, halogen lamps, cooking appliances in non-kitchen areas, etc.) or prohibited activity (e.g., smoking in the room, tampering with life safety equipment, possession of pets, etc.). This inspection will also include a general assessment of food and waste storage and the cleanliness of the room. Residents are encouraged to be present but are not required to be in the room during inspection times.

Safety and security in residence is the responsibility of all community members, including students. Students are encouraged to adhere to the following safety guidelines:

• Lock residential room doors when not present in the room
• Travel with a companion at night on campus
• Notify Campus Safety or Res-Ed & Housing staff of any unusual occurrences in the halls
• Use emergency exits and stairwells appropriately
• Never allow strangers or unknown persons to follow you into a residence hall
• All residence hall entry doors must be locked and secure at all times. Propping doors for any reason is not permitted.
• Students should not give their room keys to any other individual
• Report theft or unauthorized entry to rooms to Campus Safety

Room changes are processed on a case-by-case basis and are not automatically granted or guaranteed. If you are interested in pursuing a room change, please reach out to your Community Director to schedule a meeting.

Room changes are not permitted during the first or last two (2) weeks of any term, All room changes (including those within a suite) must be authorized through the Office of Residential Education & Housing before any moves take place. Additional information on the types of room changes permitted on campus can be found on our website. An unauthorized room change may require a student to return to their assigned room and potential student conduct action.

The residential life staff or campus safety officers will enter a student’s room unannounced under exigent circumstances and when it is reasonably determined that an emergency exists or when, for reasons of health, safety, or fire prevention, entry is necessary. Routine room inspections are conducted for reasons of fire prevention and safety and are often conducted during break periods. Any prohibited items will be removed.

Union College cooperates with law enforcement in a manner consistent with its legal duties and the interests of the community. We reserve the right to enter student rooms if we have reason to believe that there is unlawful behavior occurring or violations of the Code of Student Conduct taking place. A room search can be conducted by a College Official at any time regardless of whether or not the student is present.

Residents are issued a picture identification card that also serves as their meal card, food debit card, and access card to the front door of their residence hall. Residents are also issued one or two keys (depending on where they live), which open their room door.

Giving or loaning a key or ID card to another person is not permitted as it jeopardizes the safety of the entire residence hall or house. Students who loan their key or card, or students who are found in possession of keys or cards other than their own are subject to fines or student conduct action. The duplication of room keys is not permitted.

Students who are locked out of their residence may contact a member of the Residential Education & Housing staff or Campus Safety to access their space. The cost of a lock change for lost keys is $50. A lost ID card may be replaced at the Campus Safety Desk in College Park Hall for $25.

Any personal property left in the residence halls at any point after a student is required to vacate housing will become the property of Union College. Students will be held responsible for the labor costs to remove abandoned property from the residence halls, as well as any fines or fees for improper checkout. The fine for an improper checkout is assessed as needed and charged to a student's bursar account.

Hallways, stairwells, lounges, or other common spaces are not designated storage areas for personal items and may be removed without warning. This includes storage of personal items inside our Fraternity and sorority-designated locations.

Union is primarily a community of students under the legal drinking age, and experience teaches that the abuse of alcohol can often interfere with the productive pursuit of a College education. Students who are under the age of 21 may not possess or consume alcohol anywhere on campus including the residential spaces. Residential spaces are defined as all College-owned and administered living units. The following actions relating to alcohol are prohibited:

• Possessing, consuming or distributing alcoholic beverages by student under the age of 21 years.
• Furnishing or selling any alcohol beverages to any person under 21 years of age.
• Possessing or consuming alcohol in any public area outside the residence halls.
• Possessing or consuming alcohol outside individual bedrooms or suites within the residence halls.
• Cans and/or bottles that contain or formerly contained alcohol may not be stored, collected, or used as decorations in student rooms, suites, or apartments regardless of resident age.
• Being incapacitated by alcohol or drugs whether under or over the age of 21 years.
• Possessing or consuming alcohol from common sources including, but not limited to kegs, beer balls, wine boxes, and punch bowls.
• Possessing or using a tap system or “regulator.”
• Possessing any binge-drinking device including, but not limited to, funnels or beer pong tables.
• Participating in flip cup, beer pong or water pong, or any other organized games intended for rapid personal consumption.

Students over the age of 21 are allowed alcohol in their residences. The amount of alcohol allowed for students over the age of 21 is listed as follows:

• One 12-pack (twelve 12 oz. bottles/cans) of beer, hard cider or seltzer OR,
• Two 750 ml bottles of wine OR,
• One 750 ml bottle of hard alcohol.

Union College does not condone the possession, use, sale, or distribution of illegal drugs. Students who participate in these illegal activities are subject to severe disciplinary action, up to and including expulsion. Drug paraphernalia, including bongs, clips, pipes, and other items used in preparing or consuming illegal drugs, are not allowed in the residence halls.

It is recommended that all bicycles that are brought on campus be registered with the Campus Safety Department. There is no fee required. Campus Safety has bicycle locks available for sign-out at their front desk in College Park Hall. Bicycles must be stored in designated areas or a student’s assigned room. Bicycle racks are available outside many of the residence halls on campus. Bicycles are not permitted to block entrances, exits, corridors, or stairwells at any time. Bicycles are not permitted to be chained to fences, doors, trees, lamp poles, or other objects on campus. Motor-powered bikes and motor-powered scooters are not permitted inside any student residences.

Students are expected to provide accurate and truthful information and comply with the directions of College officials or agents (which include hall staff, law enforcement, or security officers) who are acting in good faith in the performance of their duties.

Residents are prohibited from establishing an unacceptable pattern of misconduct. An unacceptable pattern of misconduct occurs when they are frequently documented for violations of policy. Chronic misbehavior may result in the termination of a student's Housing License Agreement and removal from College Housing without reimbursement.

Residents are obligated to remove themselves from any situation where a violation of College policy is occurring. Residents present during a violation of hall policy and/or code of conduct will be held responsible for that violation.

As part of community living at Union College, students must respect the safety and security of all College property, including property found in individual rooms and public areas. Students must also encourage their fellow residents to be respectful in ensuring that property is not damaged or stolen, and must report any knowledge they have of someone responsible for damages to College property. Students aware of any person responsible for specific damages are expected to contact a member of the Residential Education & Housing team or Campus Safety.

Individual Charges
Students will be held responsible for any damage, misuse, or misappropriation of any College-owned property in their rooms. Occupants are required to pay any costs associated with the replacement or repair of the furnishings (including labor, materials, and overhead costs). Where two or more students occupy the same room or suite. Where the determination of specific responsibility for the damage or losses cannot be determined, an assessment will be made against both or all assigned students to the space equally.

Individuals responsible for damages within the common area of the residence halls will be assessed restitution equal to the cost of the damage that occurred as well as potential formal student conduct action.

Community Charges
When damage, misuse, or theft of College-owned property occurs within common areas of buildings and the responsible person(s) cannot be determined or the property is not returned, appropriate restitution will be assessed and divided among the residential community where the damage/vandalism occurred.

Gambling is not permitted in the residence halls. Any activity illegal under New York state gaming laws is prohibited. Casino Nights and other game events for which money is not exchanged are permitted in designated areas and with special permission of the Department of Residential Education & Housing and/or student engagement. Failure to comply may result in formal student conduct action.

Guests are defined as individuals, invited or not invited, who are not currently enrolled Union College students and/or assigned to the room, suite, apartment, theme house, Minerva, residence hall, or Fraternity/Sorority house that they are visiting.

Students may have no more than two overnight guests in their rooms for no more than two consecutive nights. Roommates must consent for overnight guests to be permitted in an assigned residence. Roommates can revoke consent to having an overnight guest at any point in time, which would require the overnight guest to leave. Guests are prohibited from sleeping in lounges, hallways, or any public spaces on campus. Guests are expected to follow all the rules and regulations of Union College.

Hosts assume all responsibility for a guest’s conduct, both in the halls and/or on campus. Any conduct violation for which the guest is documented will result in the identical conduct change being brought against the host.

Sports are not permitted in common areas or hallways of the residence halls due to the potential for injury and damage. This includes but is not limited to, activities such as rollerblading, throwing/hitting/bouncing balls or pucks, or frisbees, and wrestling, etc.

Washers and dryers are located in each residence hall and are free to operate for students living on campus.

• Submit a Laundry Work Order (select building/floor to submit)

For machines that do not have LaundryConnect (Seward/Roger Hull), you can report service as follows:

• Call: 617-969-4340

• Email: service@automaticlaundry.com

• Website: https://automaticlaundry.com/report-service/

Students are responsible for cleaning their rooms and for cleaning floors and lounges after programs. Any maintenance emergency should be directed immediately to Facilities (or to Campus Safety Monday-Friday after 5:00 PM. and on weekends).

If these areas are found unkempt, students will be charged for excessive cleaning. Students requiring repairs in their room can notify their Community Advisor, Community Director, or House Manager, or contact Facilities Services via their website at union.edu/fix, or directly at (518) 388-6181.

Any maintenance emergency should be directed immediately to Facilities (or to Campus Safety Monday - Friday after 5:00 PM and on weekends).

All College-owned furniture assigned to a room or suite must remain in that room or suite. Exit paths from the room or suite must remain clear and unobstructed at all times. Occupants will be billed for the replacement of any missing or damaged furniture. Furniture assigned to lounges or common area spaces is not allowed in individual student rooms. Furniture is not permitted to be switched for furniture in other rooms on campus.

In compliance with the building and fire codes, all beds and lofts must remain in designated bedrooms only and not in the common rooms of residence halls/apartment suites.

Students who violate this policy may receive a fine and possible conduct charges for the misuse or removal of common area furniture.

Quiet hours are established to ensure the rights of students to study and sleep in the residence halls. Quiet hours are 10:00 PM - 8:00 AM, Sunday through Thursday and 1:00 AM - 10:00 AM, Friday and Saturday. Residents may collectively agree to extend or adjust the hours on their floor or building, but may not reduce the hours.

Courtesy hours are in effect at all times. Televisions, radios, stereos, conversations, musical instruments, etc. should be kept at a level that doesn't interfere with other residents' study or sleep. Residents disturbed by noise should speak to the offending party directly. If the disturbance persists, students should contact a member of the Residential Education & Housing team.

During final exam weeks, a 24-hour quiet policy is in effect.

All animals (other than non-aggressive fish in a 10-gallon tank or less) are strictly prohibited inside residential facilities. Service Animals or Approved Assistance Animals are not designated as pets and are permitted inside student residences. Visitors may not bring pets inside the residential facilities. If an unauthorized pet is found in a residence hall, students will be directed to remove the pet immediately and will face potential formal student conduct action.

Some apartments, theme, and greek houses on campus have front and back porch space, in addition to lawn space, that residents can utilize. All of these spaces are considered open spaces on campus property and all college policies must be abided by. Open container policies will be enforced and residents may face judicial action for excess and/or dangerous occupancy of porch spaces. Students are not permitted to install fire pits, swimming pools, or any other open element hazard on campus. Students are permitted to use the Union College-owned grills located on campus. Bonfires, non-union college owned propane gas tanks, charcoal, lighter fluid, grills, open flames, and other combustibles are prohibited in the residence halls and on patios or lawns near student housing.

Soliciting in the residence halls is prohibited. Students are advised to contact Campus Safety or notify a Community Advisor/Community Director/Office of Residential Education if there are solicitors in the building.

The Office of Residential Education & Housing retains the responsibility for approval of all flyers hung in residential spaces, including all traditional residence halls, theme, Greek, Minerva houses, and apartments. The posting policy is listed below for reference.

• All flyers/posters must be approved and stamped by a ResEd & Housing employee, located on the fourth floor in Reamer 408/409.
  • Event Flyers: Must include the name of the Union College sponsoring organization, department or responsible individual, and the program's date, time, and location.
  • General Interest Flyers for College-Sponsored Groups: Must include the name of the Union College sponsoring organization, department, or responsible individual.

• All copies of flyers must be stamped in The Residential Education & Housing office
  • Flyers/posters must be posted in the approved or appropriate locations in each building.
  • Approved locations will be indicated by the Approved Posting Area graphic in a residential area.
• Length of Posting
  • Flyers can only be posted for a maximum of two weeks
  • Each flyer stamped will receive a written expiration date two weeks from the date it was stamped
  • All expired flyers will be removed from residence halls once expired
• Flyers/posters may only be hung in pre-approved locations in each residential space. Any flyers/posters hung in other locations will be taken down.
  • Flyers should not be hung directly over another approved flyer.
  • Flyers cannot be hung on the building exterior, windows, glass doors, any painted surface, AED, or fire emergency signs. Any found in violation may result in a loss of postering privileges to the club/organization.
  • Distribution of handbills/door hangers or leaving unapproved items in the Halls is prohibited.
• Flyers/posters cannot be approved for private residences. Any flyers/posters for apartments must be in the community-approved location.
• It is the responsibility of the Residential Education staff for posting to put up flyers/posters. It is also the responsibility of that staff to take the flyers/posters down.
  • Flyers will be distributed to hall staff on Monday afternoons/evenings.
• Flyers may not advertise drugs, tobacco, alcohol, gambling, or anything else that would be a violation of College policies, either language or artwork. Posters may not include profanity.
• ResEd & Housing has priority for promoting and communicating its programs, activities, services, etc. and, if necessary, may restrict the placement of posters and fliers due to space considerations.

Students are prohibited from intimidating or discouraging potential or newly assigned occupants from living in a residence on campus. The intentional discouraging of a potential roommate will result in formal student conduct action.

The roofs of all residence halls, theme houses, apartments, and Greek houses are unprotected areas and are not designed for recreational use. Students are prohibited from climbing onto a roof or congregating on any roof for any purpose. Students found to violate this may be subject to formal student conduct action.

The College does not provide storage for students’ personal belongings at any point throughout the year, including break periods. Students wishing to store belongings in some place other than their room may wish to contact a local storage company to make arrangements. All College-provided furnishings must remain in the room.

Waterbeds are not permitted in residence halls because of excessive weight and potential for water damage.

Windows must remain unobstructed. Furniture, bedding, fans, lights, etc. must not block windows. Items may not be hung from or in residence hall windows.

It is strictly prohibited to hang, drop, or throw items out of residence hall/house windows. Students are prohibited from removing the screens in the windows at any time.

Cooking is permitted ONLY in those areas equipped with kitchenettes. Students must be mindful of fire safety concerns while using the facilities. In apartments with kitchens, residents must clean the kitchen thoroughly after each use. Before the end of each term, the kitchen must be completely cleaned and all food disposed of properly. Students who fail to clean up after cooking will be held accountable according to our Health and Safety expectations.

The following appliances ARE NOT allowed in residence hall rooms: non-approved microwaves, non-approved air conditioners, electric heaters, toaster ovens, toasters, “George Foreman”-style grills, waffle irons, sandwich makers, or any other heat-producing electrical devices or appliances, including 3D printers. Students may use coffee pots, hot pots, air fryers, insta-pots, and popcorn makers in their rooms as long as there are no exposed heating elements or coils and they are used responsibly. Electric blankets with an automatic shutoff are allowed. Areas with fully kitchens have more flexibility in appliance usage, including having independent microwaves.

Air conditioners are not permitted in residence halls due to excessive energy demand caused by large numbers of such appliances. Students with severe medical conditions that may require an air conditioner may request a Special Accommodations Form from the Office of Accommodative Services. If approved, it must be installed by Facilities Services. Arrangements for installation must be made by the students by contacting Facilities at (518) 388-6181 or www.union.edu/fix.

Warning: Do not plug in multiple appliances at the same time. Many of our residence halls were built when students did not have all of these "luxury" items. The power supply to all rooms is limited, so be careful not to blow the circuits.

It is the responsibility of all residents to maintain a healthy living space for both themselves and fellow students. Additionally, it is the expectation that all residential students practice proper hygiene. Residents are expected to maintain reasonable sanitation and safety standards.

Each residence hall contains a bin for collecting trash and a blue colored bin for collecting recyclable materials. Residents are encouraged to participate in the Recycling Program and to use these bins accordingly. All residents are required to dispose of their own trash and recycling by taking it to the designated disposal locations. Students with excessive trash or garbage in their living space are creating both health and fire hazards and may be subject to student conduct violations.

Activities producing odors considered offensive to members of the residence hall community must be curtailed upon request. In the event of such odors, a Residential Life or Campus Safety staff member may check common areas and individual rooms for the source.

Students may incur fines or the cost of cleaning their space or the repair of any damage.

When decorating, remember that the residence halls have to remain in good condition for future residents. If you damage or alter your room, you will be billed the cost of repair and restoration.

Painting is not permitted in any residential, common area or hallway without permission to do so. Any residents found to have painted a residential area without permission will be subject to costs for repair and possible disciplinary action.

Students should look over the list of Prohibited Items to get additional information on items allowed inside residential spaces. Tapestries (flags, cloth banners, and all other cloth decorations) are permitted in residential areas but cannot cover more than fifty-percent of a given wall/surface. Other decorations and posters may not be hung over the smoke detectors, heat detectors, fire sprinkler heads, alarm notification devices, overhead lights. Fabric material, including curtains, must be factory labeled as "Flame Resistant" by the manufacturer. No decorations can be displayed in exterior, public-facing windows. Decorations should not make permanent changes to the room, such as installing a tv mount onto a wall.

All holiday decorations must be removed prior to fall, spring and summer residence hall closing. Live trees and cut vegetation are prohibited (exception: temporary display of cut flowers and/or house plants are acceptable, as long as it does not create a fire or health hazard). Decorations for holidays and celebrations should be of noncombustible material.

Beds may not be lofted in Garnet Commons, Minerva Houses, and College Park Hall. Students can request lofts during the first two weeks of the term via the Loft Request Form located on the Residential Education & Housing home pages. Facilities will begin implementing loft requests in the three week of the term. No requests will be granted at the end of the second week of each term. A work order is not necessary and will be rejected by Facilities Services if entered.

Unless otherwise noted below, all Union College fire alarm systems within residential buildings contain smoke detection in each sleeping area, hallway, and common area. These devices are tied into a central fire alarm panel within the building and transmitted to a central monitoring station that is manned 24 hours a day by Union College Campus Safety. Students should respond to all alarms as real. Evacuation compliance is mandatory for all students whenever fire alarms are activated, regardless of cause. Campus Safety and residence hall staff may check every room to ensure that all residents evacuate the building.

Tampering with fire safety equipment, including fire doors, exit signs, fire extinguishers, smoke detectors, heat detectors, or fire alarms is prohibited. The act of covering a smoke detector is considered tampering with fire safety equipment, and will be addressed via conduct charges and possible fines. Fire safety equipment that is malfunctioning should be reported to Campus Safety immediately. Do not dismantle, remove, or attempt to repair any fire equipment. This includes intentionally covering a fire alarm, smoke detector, or sensor.

Any tampering with fire safety equipment will result in a conduct hearing and a fine.

Halogen lamps, paper lanterns, and lava lamps are not permitted in the residence halls due to their proven fire hazard potential. True neon signs in your room or any hallway is prohibited. String lights must be LED based to be inside our residential spaces.

The use of extension cords beyond their recommended use and the use of multiple outlet plug adapters, “octopus cords,” are prohibited.

UL approved power strips that contain both surge and circuit protection may be used instead of adapter plugs and extension cords. The power strip must have a circuit reset button.

Candles, incense, and any other open-flame items (burned or unburned) are prohibited in student residences. Only one type of incense is allowed on campus in the residence halls. These incense are electric, slow fragrance-warmers that do not result in heat emission. This type of incense can be found in the College Bookstore.

Be advised that in accordance with New York State Law, all candles, lit or unlit, will be confiscated and destroyed.

Bonfires, propane gas tanks, charcoal, lighter fluid, grills, open flames, and other combustibles are prohibited in the residence halls and on patios or lawns near student housing.

Each room is only allowed one refrigerator or Microfridge unit and each suite is allowed only a total of two units. Small refrigerators measuring five cubic feet or less and drawing three amps or less to start, or one and one half amps or less to run, may be used. Students may rent the Microfridge unit, a combination refrigerator/freezer/microwave unit, from a vendor who will contract directly with the student.

The Refrigerator Leasing Company, Inc. can be reached at (607) 431-9525 or www.refrigeratorleasing.com.

First floor windows have been provided with a security screen designed to prevent theft and inappropriate access to first floor rooms and common areas. The security screens must remain closed at all times. Tampering with the security screens, including but not limited to removing the screen to install an air conditioner, is prohibited.

All areas of the College campus, all campus properties, and all campus vehicles are designated as smoke/tobacco-free. Individuals needing to smoke must go off-campus property to the public sidewalks or streets. This policy includes e-cigarettes and vaporizers of any kind. Union College recognizes that smoking, breathing secondhand smoke or using tobacco products constitutes a significant health, safety, and environmental hazard for students, employees, visitors, and campus facilities. The College is committed to promoting health, wellness, and prevention within its community, as well as providing a healthy learning and working environment for administration, faculty, staff, students, visitors, contractors, and vendors.

For the purpose of this policy, smoking and tobacco use is defined as using any type of tobacco product including, but not limited to: cigarettes (commercial, handmade, or electronic), cigars, cigarillos, pipes, hookahs, vape pens, oral tobacco (spit and spitless, smokeless, chew, snuff), or any other similar smoking material or delivery device including anything that simulates smoking.

The Smoke/Tobacco Free Policy strictly prohibits:

• Smoking or the use of any other tobacco product in all College campus buildings, on the College grounds, and on properties owned, leased, or rented by the College.
• Smoking and the use of any tobacco product in all College owned, leased, or rented vehicles.
• The sale of tobacco products on campus.
• The free distribution of tobacco products on campus.
• Tobacco advertisements in College-produced (run) publications.
• Organizers and attendees at events, such as conferences, meetings, public lectures, social and sporting events, using College facilities, will be required to abide by the College’s Smoke/Tobacco Free Policy. Organizers of such events are responsible for communicating and enforcing this policy.

The use, possession, or cultivation of cannabis products for recreational or medical purposes is not allowed on College property, nor is it allowed at any College-sponsored event or activity off campus. Federal laws (including the Controlled Substances Act and the Drug Free Schools and Communities Act) prohibit cannabis products at educational institutions and on the premises of other recipients of federal funds, even if otherwise permitted under state or local law. Therefore, students, including students with valid medical cannabis prescriptions, are prohibited from possessing or using cannabis products on the Union College campus.

Activities producing odors considered offensive to members of the residence hall community must be curtailed upon request. In the event of such odors, a Residential Life or Campus Safety staff member may check common areas and individual rooms for the source.

Possession or use of any type of firearm or any other potentially dangerous weapon on college-owned/controlled property is prohibited. Weapons of any kind are dangerous and have no place in a college community. All instruments that can be construed as weapons including, but not limited to, Airsoft guns, BB guns, pellet guns, handguns, rifles, pistols, knives (blade length over 3”), bows and arrows, swords, brass knuckles, night sticks, and handcuffs may not be brought onto College property. Students wishing to bring any such property to campus for sporting purposes must register the weapon or firearm with Campus Safety and store it in the Campus Safety Office.