Residence Life Administrative Procedures

Return to 2024-25 Residence Life Handbook (online)  main page

Assignments

The College and the Residence Life Office reserve the right to determine room and residence hall assignments. Assignments are made on a first come-first served basis.

Students who do not designate a roommate request on their housing application will be assigned a roommate(s) on the basis of all information listed without regard to race, color, sexual orientation, creed or religion. All assignments are made by priority according to the date a student’s completed application and security deposit are received by the Residence Life Office.

If the requested residence hall is full, the student will be assigned a room in another residence hall as vacancies exist.

Students must fill out a new application for each term (Fall/Spring and Summer) they wish to live in a residence hall. On the application, the student is allowed to request a hall and/or roommate. The Residence Life Office will make assignments based on completed applications and will send assignment notification to students via their SPC email.

Students who wish to cancel their housing assignment for an upcoming semester should email the cancellation to housing@southplainscollege.edu.

Break Housing

Residence halls close for Thanksgiving, Christmas, Spring Break, and between the spring and summer semesters. Residence hall fees do not cover the cost for these break periods. Housing and meal services are not provided during each of the break periods.

In special circumstances, if housing is available, residents may request to live on campus during breaks. Students that require break housing must request special arrangements with the Associate Dean of Students a minimum of two weeks before the scheduled break. All requests for break housing are subject to approval and are not guaranteed. Students may be charged $20 per night during breaks and may be required to relocate to a temporary room during the break period.

During the break period, the following rules apply to all students:

• NO GUESTS are allowed during breaks. Students registered for break housing may visit other registered break housing residents ONLY within designated common areas. If you allow anyone else to enter your room/apartment/building for any reason without written authorization from the Residence Life Office, your actions can result in disciplinary action.  
• Students staying during break must carry their student ID and keys at all times. If you lock yourself out of your room/apartment/building, please recognize that there may be a substantial delay in a response, as staffing will be minimal.  
• Students are responsible for knowing and understanding policies and procedures as they appear in the Residence Life Handbook and Student Guide.
• Preparation work or maintenance in your room/apartment may need to be completed and college staff may enter to complete the work without prior notification. Maintenance work may continue in an adjacent space to your room/apartment/building 24 hours a day, therefore, you should have no expectation of quiet time due to cleaning, maintenance, or other preparations.

Checking into Halls

Check-in is supervised by the residence hall staff and is conducted according to a specific schedule of dates and times. Students will not be allowed to check-in until their room and board fees have been paid in full or an installment contract is on file with the Business Office.  

When you check in to your hall, you will be asked to provide a room inventory to check the condition of your room as well as complete a personal information form online. It is important to document any damages clearly and in detail on the room inventory sheet or the online version to avoid possible charges at check-out.

Checking Out of Halls

Residents are expected to vacate their rooms by the day, time, and procedures posted for each semester. Each resident must check out in person with the Hall Director or other hall staff. Rooms are to be clean and in the same general condition as they were at the time of check-in. In halls where beds are adjustable, the beds must be lowered when checking out. Fees may be assessed for excessive cleaning, loss of keys/fobs, late check-out, and/or damages (See Damages).

If a resident requires special check-out arrangements, they must contact their Hall Director to schedule an appointment in advance of checking-out. Residents who wish to check out during the semester must contact the Hall Director and the Residence Life Office to process the necessary paperwork.

Unless officially released from their Housing Contract, students may be held responsible for the full amount of their room and board charges. If a student checks out prior to the last week of classes each semester and/or improperly, the security deposit will be forfeited. Failure to follow these steps may result in the assessment of fees for cleaning, key/fob replacement, and improper checkout charges.

Students who withdraw from all classes will be given 48 hours to check-out of their residence hall. Students should contact their Hall Director immediately after withdrawing to coordinate the checkout process.

Complaints

Residents should never hesitate to communicate any problems in the hall or any actions by roommates or fellow residents which infringe upon resident’s rights.  Most problems in a residence hall can be solved in-hall. Resident concerns, problems or complaints should first be taken to the Resident Assistant who may in turn consult with the Hall Director of that area. 

In situations where residents feel uncomfortable approaching their Resident Assistant, they may take their concerns directly to the Hall Director.  Complaints that are not able to be resolved at that level can then be discussed with the Residence Life Leadership Team.

Confidentiality

Communication, reports, and information shared between residents and their hall staff members or the Residence Life Office are kept in strictest confidence.

Confiscation

Residence hall staff, the Residence Life Office and/or South Plains College Police may confiscate items that are deemed illegal, in violation of residence hall or South Plains College policy or unsafe. In instances where residence hall staff have confiscated an item and the resident is not present, notice will be left in the room and the residents of that room should expect to receive further notification from the Hall Director and Residence Life Office about conduct follow-up or disciplinary action.

Confiscated items may be claimed before a break to take home (with Hall Director permission). Unclaimed items will be disposed of at the end of each semester.

Consolidation

The College and Housing Office reserve the right to determine room and residence hall assignments and to consolidate rooms with single occupants, except when those students have paid for a private room. Consolidation occurs to:

• Make room for students housed in temporary assignments

• Facilitate cleaning

• Reduce the cost of utilities

• Support the private room practice

If a resident is assigned to a room without a roommate and all temporarily assigned residents have been placed, the residence hall staff will notify residents when consolidation will be required. All consolidations must be completed by the end of the second week of each semester.  Residents will have the option to request a private room ($500 fee), request a specific student be consolidated into their room, or move in with another resident who does not currently have a roommate. If a resident has not requested a private room,  they may receive a new roommate at any time during the semester.  Refusal of a roommate will result in the $500 private room fee.

Damages

Residents are responsible for keeping the premises (room and hall) and its contents in good order and free from damage both by themselves and their guests. Residents will be held accountable for any damages they cause in common areas and/or resident rooms. Each resident understands and agrees that they are responsible for the replacement cost for any damages that may occur to the room and/or its contents.

Your active involvement in reducing damages within your community is encouraged. You can assist by following these guidelines:

• Report any damages to your Hall Director immediately
• Treat College property with as much respect as you would your personal property
• Discourage others from behaving irresponsibly in your hall

In situations where no individuals can be held accountable for damages, the Residence Life Office reserves the right to “group bill” all residents that may have been associated with damages.

Evictions

Residents may be evicted from housing when they fail to meet enrollment requirements, make payments, or as a result of disciplinary action. Residents who have been evicted may return to campus when they meet the terms of eviction; re-enrollment in the College, payment of fees and clearance by the Residence Life Leadership Team.

Extermination of Pests

Residence halls are exterminated on a regular basis throughout the year. Contact a staff member should you have questions related to this service. Students who discover insect problems should report them to the Hall Director immediately so that their rooms may be treated.

Bed bugs

The staff of the South Plains College Residence Life Office are committed to an effective and efficient response to students who suspect they may have bed bugs.  For the safety and comfort of all students living in the residence halls, our staff will adhere to the following guidelines:

1. As soon as a student suspects that they may have bed bugs, the student should contact their Hall Director.  If their Hall Director is unavailable, the student should contact the Resident Assistant on call or the residence life office at 806-716-2379 during regular office hours.  
2. Student Housing will dispatch the College’s exterminator to the location to perform an inspection of the room on the next business day.  The exterminator cannot be dispatched on weekends or holidays.

Students who report suspected bed bugs on a workday when the exterminator can be dispatched within 48 hours will NOT be granted an immediate temporary room change nor will they be issued a new mattress. This is CRUCIAL so that we can prevent the spread of bed bugs if they are found to be in the student’s room and belongings.

If the exterminator is unable to respond to the student’s room to inspect within 48 hours, Residence Life staff may be able to provide a temporary location in which the student can sleep until the inspection can take place.  This is based on the availability of space within the residence halls.  Any student who is given a temporary relocation is required to wash and dry (in hottest dryer setting) whatever clothing they need to take with them for up to 5 days.  Upon doing that, the student should shower and put on clean clothes.  The clean laundry is all the student can take with them to the temporary room.  We want to ensure that if there are bed bugs in the student’s room, they do not travel to another room with the student.  Please refer to the Bed Bug Treatment Checklist for Students and follow all procedures required by students on the checklist.

Students may not, at any time, deny the College’s exterminator or Residence Life staff access to their living space (including their bedroom, suite common space, apartment, kitchen, living room, closets, bathroom, etc.)

The reporting student and any other students assigned to the room will be required to see the Student Health Office if they are presenting bites.

Exterminator Findings

Only the College’s exterminator can confirm or deny the presence of bed bugs - NOT Primary Care Health Services or any outside person.

If the exterminator finds that there are no bed bugs present in the student’s room, suite or apartment, then no further action will be taken.  The student will be asked to continue monitoring their living space, and to notify Residence Life immediately if there are further problems.

If the exterminator concludes that bed bugs are present in the room, suite or apartment, the Residence Life Office will provide the affected student(s) with a detailed list of instructions for the removal and laundering of their personal items and the exterminator will treat the room for a total of five treatments. While the Residence Life Office can provide the student(s) with laundry detergent, the office will not cover the cost of anything a student wishes to dry clean or have laundered by an outside vendor.

Bed bugs are a serious community health issue, and ALL students are expected to comply with all instructions given to them within 24 hours once bed bugs have been confirmed within their living space

Financial Responsibilities

Students are expected and required to promptly address all financial responsibilities owed the campus. Unpaid debts, returned checks and other cases of financial irresponsibility can result in action that may not be limited to holds placed on records, eviction from residence halls, and/or criminal or civil actions.

Group Billing

Financial charges relating to the cleaning of, damage to, or theft of college property are billed to the specific individual(s) responsible whenever such individuals can be identified. However, when damage or theft cannot be assigned to a specific individual(s), the charges may be divided equally among the residents of the affected, floor, unit, building, or area. Residents will be given every opportunity to identify individual(s) responsible for the damage before group billing is finalized.

Damage charges will be assessed by the Associate Dean of Students to those individuals that are charged through the group billing process.

Hall Staff

Resident Assistants - Resident Assistants (RAs) are student staff members responsible for aiding residents and organizing activities within the residence halls. RAs are on duty in each residence hall lobby during the following times:

• Sunday - Wednesday

6:00PM - 12:00AM

• Thursday - Saturday

8:00PM - 12:00AM

Hall Directors - A Hall Director is a professional, live-in, staff member responsible for the daily operations of each residence hall or housing complex. They supervise the RA staff and assist with the planning and execution of residence life activities. Residents have access to a Hall Director 24 hours a day while school is in session with the exception of holiday breaks (Thanksgiving, Christmas, Spring Break, and between spring and summer semesters). Hall Directors hold office hours from 8:00 am - 4:00 pm Monday to Friday. Additionally, residents are encouraged to seek out their Hall Director for advice and/or resolution to questions, concerns, or issues that may arise while living in the residence hall. Hall Directors maintain office hours within their respective residence hall offices. If a resident is issued a Hall Director Referral, he or she must schedule a time to meet with their Hall Director during office hours. This meeting must be scheduled within 24 hours of receiving the Hall Director Referral or the resident may receive a $25 fine.

On-Call Hall Staff - Hall Directors and Resident Assistants will rotate responsibilities after hours, on weekends, and during breaks.  If a resident needs assistance during these times, they can reach the on-call Resident Assistant at the posted number in each hall.  On-call information will be posted in the residence halls each semester.

Residence Hall Charges

Housing fees are charged each semester a student resides on campus. Charges differ based on the residence hall. Fees include room charges, as well as a full meal plan charge.  Prior to the fall payment deadline set by the Business Office, students are required to pay their total balance due in full, or set-up a payment plan to pay at least 50% of the total remaining balance due. 

Housing Security Deposit

A room security deposit of $100.00 must accompany the student’s Housing Application. This deposit may be refundable if the student fulfills the housing contract agreement and properly checks out of the residence hall each semester they reside on campus. The security deposit will rollover to the next contract term or credited to the student’s account after the student moves out and check-out charges and/or damages to the room are assessed.

If at any time a student checks-out prior to the last week of classes or does not properly check-out of their room/hall, they will forfeit their security deposit and will be required to pay an additional security deposit to remain assigned to a residence hall for subsequent semesters.

Students wishing to cancel their housing reservation may do so in writing prior to August 1 for the Fall Semester, January 2 for the Spring Semester, May 15 for the Summer I Session and June 15 for the Summer II Session to receive a full refund of their security deposit.

Any refund of a security deposit will first be applied to any outstanding balance the student owes the College. If the student has no outstanding debt to the College, the student’s account will be credited for the amount refunded.

Identification

For the safety and welfare of all students and to protect the property of the residence halls, members of the staff may request proof of identity of any person in residence halls. Your cooperation is appreciated should such an occasion arise. Failure to identify yourself to a College staff member upon request may result in disciplinary action. Individuals that are unable to provide identification may be asked to leave and SPC Police may be contacted to assist with the situation.

Occupancy

Students may occupy their rooms according to the schedule published by the Residence Life Office. No student will be allowed to occupy their room in advance of the official opening of the halls or between semesters or sessions. Special arrangements can be requested with the Residence Life Office at least two weeks prior to the end of the semester. However, the Residence Life Office reserves the right to deny requests for special arrangements. There may be a charge for such accommodations when they are available.

Private Rooms

Frazier Hall has been designated as a female single occupancy residence hall (currently being renovated and scheduled to open mid fall 2024).  Stroud Hall is designated as a male single occupancy residence hall.  Individuals may request these residence halls and be assured of a private room if they get the assignment.  Room rates for Frazier and Stroud are listed and private room fees are not added.

For residence halls other than Frazier and Stroud, single occupancy is not guaranteed or offered prior to consolodation.  Once room consolidation begins at the beginning of each semester and all temporarily assigned residents have been placed, private room requests may be made in the Residence Life Office. Students must pay an additional $500 per semester if approved for a private room.  The additional fee must be paid, financial aid must be in place, and/or installment plans must be adjusted within 48 hours of being granted a private room to keep the accommodation. The Residence Life Office reserves the right to deny private room requests.  

Programming

Numerous academic, cultural, educational, social and recreational activities will be offered in the residence halls and on campus. Most programs are provided at no cost to the residents and provide opportunities to grow socially, culturally and educationally while interacting with their peers and having fun.  All housing programs will be conducted per guidelines established by the Residential Curriculum emphasizing, Personal Achievement, Personal Identity Development, Civic Engagement, Community Building, and Individual Development. (For more information, please contact the Residence Life Office)

Reassignment

Residential hall staff and/or the Housing Office reserve the right to assign, reassign or consolidate rooms in any way that will best utilize the facilities available. The right is also reserved to assign a second student to a double room in which only one student is living. For this purpose, or for other reasonable cause, the Housing Office may change room assignments or require a student to move to different accommodations at any time during the housing contract period.

Refunds

If a resident chooses to check out of the residence hall prior to the end of the semester they may be eligible for a prorated refund.  When a resident has checked out properly a prorated refund for the remainder of room charges will be granted based on the official day of check out.  The student will lose their $100 security deposit.  

Room Changes

Once room consolidation begins at the beginning of each semester and all temporarily assigned residents have been placed, room change requests may be made in the Residence Life Office.  Students must request a room change through the Hall Director and/or Housing Office prior to moving. Non-approved room changes or unapproved room changes may result in a disciplinary action and reassignment.  Any resident who changes rooms without approval will be charged a $100 improper check out fee.

Room Entry

The College, through a residence hall staff member or agent of the College, reserves the right to enter a resident’s room at any time for the following purposes:

1. To ensure compliance with all health and safety regulations.
2. To provide cleaning and/or maintenance.
3. To conduct an inventory of college property.
4. An indication of imminent danger to life, health, and/or property.
5. Reasonable belief that a violation of rules or regulations is or has occurred.
6. To search for missing property.
7. To ensure that proper break period closing procedures have been followed.

Items that violate College or departmental regulations will be confiscated. Examples of items that will be confiscated include candles and unapproved appliances. SPCPD may be contacted to confiscate alcohol, alcohol containers, drugs and drug paraphernalia. A room search by a designated College official is possible for any of the above listed purposes (see Confiscation).

Room Checks

Room checks will occur a minimum of once a month. During room checks, hall staff will check for cleanliness, prohibited items, health and safety violations, maintenance needs, and damages.

Health and Safety Inspections

The College, reserves the right to enter a resident’s room to determine compliance with health and safety regulations with probable cause.

Shall probable cause be established or consent of resident(s) is given, agents of the College may perform a Health and Safety Inspection of the room or other area. Probable cause can include but is not limited to:

1. Odor of drugs or alcohol
2. Evidence of a fire hazard
3. Evidence of a danger to health or life
4. Statements made indicating a violation
5. Video or photographic evidence of a violation
6. Social media content indicating a violation

Technology Resources

The residence hall rooms each have at least one network access port, some rooms have two. These ports connect to the internet through the school’s internet connection. It is recommended that residents use these ports to connect Smart TV’s, Streaming Devices, Game consoles, computers, and anything with an Ethernet port. Approved gigabit switches are available from Information Services to residents who might need more ports than are available in the rooms.

The residence halls also have Wi-Fi installed. This system is designed to handle only the devices that do not have Ethernet ports. Saturating the Wi-Fi will degrade the signal and cause intermittent outages, slow speeds, and connection problems on the Wi-Fi network. If at all possible, plug all personal technology devices into a wired connection.

Wireless routers, Wi-Fi extenders, personal network routers, and other unapproved network extension devices are not allowed in the residence hall rooms. These wireless devices interfere with the installed Wi-Fi in the residence halls. Personal network routers can interfere with the normal operation of the network.  Wireless routers, Wi-Fi extenders, personal network routers, and other unapproved network extension devices will be confiscated by the hall staff and individuals responsible may be subject to disciplinary action.

The residence halls have student use computers located in designated areas in the halls. These devices are provided for students who do not have access to personal computer devices. The purpose for these devices it for students to complete school work. They are not intended for entertainment.

Be considerate of your neighbors when using the technology resources in the residence halls. The wired network as well as the wireless network in the residence halls has limited capacity and can be overwhelmed during peak usage times. It should also be noted that microwave ovens operate on the same signal as Wi-Fi. If you are using a microwave in your room while connected to the Wi-Fi you can expect to lose signal on your device.