University Housing Policies and Resources

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It is the intent, goal, and responsibility of the department of Housing & Residence Life to provide a safe, secure, and educational community and residential experience for all students living on-campus. The Housing & Residence Life Policies and Procedures portion of this handbook is designed to help residents understand and navigate the policies, procedures and regulations specific to students of the residential community.

These policies are in addition to or in conjunction with the policies stipulated in the University of Hawaiʻi at Hilo and Hawaiʻi Community College Student Conduct Codes. Any violation of any University of Hawaiʻi at Hilo policies can result in disciplinary sanctions and jeopardize the status of a student at the University of Hawaiʻi at Hilo/Hawaiʻi Community College, as well as the privilege of being part of the residential community living on-campus.

The following policies and procedures constitute a general guideline for residents set forth by the Department of Housing & Residence Life. Other issues may arise that will be dealt with on an individual basis. It is a resident’s responsibility to read, learn, and understand the University’s Student Conduct Code and Housing & Residence Life policies and procedures.

If residents are unsure of and/or requires clarification about a policy or procedure, they should contact their Resident Assistant (RA) or a member of the Housing & Residence Life Staff.

Residence Hall and Apartment Check In Requirements

Students who are assigned for the current fall or spring semester, must schedule a check in date and time prior to their arrival to check into their assigned space that is determined and communicated by University Housing and Residence Life. Students may not check in early without receiving prior approval and will not be able to proceed with their check in to their assigned space in the residence communities. Any student assigned for the current fall or spring semester will receive check in information from the University Housing and Residence Life office to help students to prepare to live on campus. Each resident may bring no more than two (2) guest(s) to assist with their check-in.

Any student currently assigned and living on campus must complete and clear ALL mandatory health requirements and health holds prior to checking into the residence communities at UH Hilo. All medical documentation of all health clearance requirements must be submitted through Med+Proctor and cleared by Student Medical Services (SMS) before the student is able to schedule their check in date and time. Please visit the UH Hilo Student Medical Services Website or Med+Proctor Support Page for more information on how to properly submit medical/immunization records.

Mandatory Health Requirements Include:

• Tuberculosis Clearance
  • TB requirement must be met before attending classes.
• Immunizations
  • If it is your first year at your campus, living in a dormitory/residence hall, and 21 years of age you are required to have been vaccinated with MCV (Meningococcal Conjugate).
  • Two doses of live measles-containing vaccine, with at least one being an MMR is required, of students born after 1956. The first dose must have been given on or after 12 months-of-age and after January 1, 1968. Dose 2 must have been given at least a month after the first dose. Titers will no-longer be accepted.
  • Two doses of Varicella (Chicken pox), Exemption given to individuals born before 1980 or those with a documented disease by a medical provider.
  • One dose of Tdap (Tetanus-diphtheria-acellular pertussis)

Students who are assigned to on campus housing must submit proof of the MCV vaccination through Med+Proctor. All students must have received the MCV vaccination and have been cleared before they can check in to their on campus housing assignment.

Any new future resident who will be checking in to on campus housing will have a MCV hold placed on their student account. Unlike other holds, the MCV hold only affects your ability to check into your assigned building and space.

If you have received the Meningococcal Conjugate Vaccination (MCV) and would like to remove this hold from your student account, please email the University Housing and Residence Life Office to inform us that you have received the MCV vaccination and to provide them with the status of your Health Clearance Form. We will assist you and will remove the hold on your student account once your Health Clearance Form has been verified and confirmed.

All student medical/immunization records may be submitted through Med+Proctor. Students may reach out to the Student Medical Services office at their location: UH Hilo, Room 212 or via phone (808) 932.7369. Student Medical Services will remove your MCV Hold once you have been cleared to proceed with scheduling your check in. Please visit the UH Hilo Student Medical Services if you need further assistance.

If the Meningococcal Conjugate Vaccination (MCV) is not available in your area, please contact us via email at uhhhouse@hawaii.edu or by phone at (808) 932 7403 so that we may provide you with contact information to a 24 Hour Pharmacy that offers the MCV vaccination here in Hilo, Hawaiʻi.

Experience in Housing

The following rules, regulations, expectations, and policies are in place to make it possible for all students to have a reasonably satisfying experience living in Housing. Due to the diverse backgrounds, experiences, and living arrangements from which resident students come from, it is necessary to have these guidelines in place. Should residents have any questions, concerns or suggestions they should contact Housing and Residence Life staff to initiate a discussion.

General Resident Rights and Responsibilities

All members of the residential community have the following rights:

• Adequate amount of sleep
• Reasonable right to study in their space and community
• Reasonable right to privacy
• Reasonable amount of quiet
• Reasonable degree of cleanliness
• Reasonable right to entertain friends in your space*
• Reasonable amount of personal time
• Speak your mind
• Be heard

Residents are within their rights to respectfully ask other residents to respect these rights. Part of the responsibility in creating and achieving a balance between an academic and living environment falls on members of the residential community.

*Overnight guests do not fall into this category.

Civil Cohabitation

Residents are partly responsible for their own residential experience. For a positive residential experience, the Department of Housing and Residence Life advises that roommates agree or come to an agreement on the following:

1. Maintaining an environment that is reasonably conducive to study and sleep
2. Demonstrate tolerance for various lifestyles and individual needs
3. Be able to discuss differences in a positive and productive fashion
4. Be willing to compromise and resolve differences
5. Equitably contribute to the room/unit cleaning and upkeep responsibilities
6. Have respect for each other’s properties
7. Equally share the total unit space assigned to all roommates
8. Abide by all Housing policies
9. Ask for help from Housing & Residence Life staff if individual communications are no longer productive.

Roommate Conflicts

Roommates experiencing conflict are encouraged to resolve disputes among themselves when possible. Housing and Residence Life staff is available to assist when support is needed or to help with mediation. In situations where no compromise can be agreed upon and/or differences cannot be resolved by the roommates, Housing and Residence Life staff may move all parties involved.

Unsafe vs. Uncomfortable Roommate Situations:

In an unsafe room situation, Housing and Residence Life staff will prioritize safety. One or all roommates may be forced to move into different accommodations immediately. Depending on the situation, the roommate(s) causing the harm may be found in violation of policy or laws.

Steps for Roommate Mediation or Request to Change Rooms for “Uncomfortable” Roommate Situations

1. Roommates have completed a Roommate Agreement and filed it with their residence hall office.
2. Roommates have communicated about the conflict and have tried to resolve it on their own.
3. One or more roommates can request a roommate mediation meeting with a Housing and Residence Life staff member. Agreements made in that meeting will be noted and a minimum of a week must pass to let the residents try out the new agreement before they can request a room change.
4. If the conflict persists and one resident would like to move rooms, they can contact their Resident Manager about options.

Cleaning Standards

1. Residents are expected to dispose of their trash in the dumpsters.
2. Trash should not be stored in front of doors or in the hallways.
3. Food should not be disposed of in the common bathroom areas.
4. Items saved for recycling may not be stored outside of the resident’s unit.
5. Regularly wipe down surfaces in their rooms with cleaner
6. Regularly vacuum and/or sweep their rooms
7. Manage any food products and dispose of any old or molding food to prevent bugs and vermin from being attracted to the unit
8. All sidewalks, hallways, patios, grounds, lanais and the area in front/rear of the units should be kept free of litter, debris, and personal items.
9. Large trash receptacles intended for outdoor use are not permitted for personal use in or around the housing units.
10. Do not put grease, rice or large food items in the kitchen drains/garbage disposals as they clog easily and can become damaged.
11. Large amounts of toilet paper and feminine products will clog the bathroom drains.

General Department of University Housing and Residence Life Rights

The Housing and Residence Life staff has the right to:

1. Speak to the residents of the room
2. Examine the entire unit, including the living room, bedroom, bathroom, University provided fridge, and walk in closets
3. See proof of residents’ identification and ask where guests reside
4. Take pictures of residents, guests, and evidence of policy violations
5. Ask all guests of the room to leave if the resident(s) of the room are found to be uncooperative
6. or in violation of policy. If the guests of the room are asked to leave, they will not be permitted to return for 24 hours.
7. Call for additional assistance from Housing staff, Campus Security, police and/or medical/fire crews
8. Terminate a student’s ability to seek University provided housing when found in violation of University or Housing policies
9. Any additional rights of Housing and Residence Life staff may be deemed necessary in unusual circumstances.

Room Entry

While University Housing respects the privacy of residents of the residential community, there are circumstances in which the right to privacy may be limited. Housing and Residence Life reserves the right to enter housing units at any time for certain circumstances:

These include, but are not limited to:

• Building and room upkeep and maintenance
• Health and safety concerns such as indication of danger to life, health, safety, and/pr property
• Inspect a space when there is a suspected policy violation or maintenance concern
• Enforcement of University and Housing policy
• Conduct room preparation for outgoing and incoming residents.

Before entering, staff will knock to announce their presence. If no response is received, staff will again knock and announce their presence up to three (3) times before announcing their intent to enter the space. At this time, the door will be unlocked and the staff will, from the doorway, again announce their presence and intent to enter, and will proceed if no response is heard.

If a policy violation is discovered when entering a room, a visual search may be conducted. The purpose of a search is to either confirm the presence of an illegal or prohibited item or policy violation, or to determine that no imminent risk to health or safety appears to be present. Please note that staff is required to report any policy violation they come across during a resident room entry.

During the academic break periods (i.e. Thanksgiving, Winter, Spring, and Summer breaks), Housing and Residence Life staff have the right to enter residents’ units without advanced notice to conduct room inventories, room safety inspections, room preparation, and maintenance work.

Confiscation

University Housing and Residence Life can confiscate or have Campus Security and/or police confiscate any items that break University policies, Housing policies, state or federal laws, or aid in the breaking of policies.

Select items may be returned while others may not. Alcohol, drugs, weapons, and related items cannot be requested to be returned to the owner. Items such as candles are the owner’s responsibility to request to be returned by a Resident Manager. Requests will only be approved before major breaks or if a resident is leaving University Housing. Items returned are expected to immediately be moved off campus. Items found in a resident’s room for a second time may not be returned. Items not requested to be returned to their owners will be discarded or donated at the end of each Spring semester.

Confiscated items will be placed in a safe location behind locked doors.

University Housing and Residence Life staff will not reimburse individuals for items confiscated.

General List of Prohibited Items

General List of Approved Items

This is a short list of items we commonly get asked about.

Alcohol

State, and federal laws, as well as University policy, prohibit alcoholic beverages from being sold to, possessed by, or given to any person under the age of 21.

Hale Kauanoe, Hale Kanilehua, Hale Kēhau, and the B-Wing of Hale ‘Alahonua are “dry halls", in which alcohol, alcohol collections, containers, recycled alcohol containers and/or alcohol paraphernalia are prohibited, unconditionally.

Residents of B and C-Wing in Hale ʻAlahonua and ‘Ikena and their guests who are of legal drinking age are permitted to drink inside their apartments/suites.

However, residents are not permitted to become intoxicated to the point that they put themselves or the University at any risk or who become disruptive to the community.

Products labeled as “non-alcoholic” or “alcohol removed”, such as Heineken, will be treated as alcoholic beverages.

The following policies are set forth by the Department of Housing & Residence Life for consumption and use of alcohol within Hale ʻAlahonua suites and Hale ‘Ikena apartments for those who are 21 years of age or older:

1. Residents and their guests of legal drinking age must consume alcohol in the privacy of the resident’s apartment/suite.

2. Residents may not provide alcohol to anyone who is under 21 years of age. Residents in violation of this policy may lose the right to host social gatherings and to possess and/or consume alcohol on residential grounds.

3. Underage guests may be present in the apartment/suite where alcohol is permitted, but may not consume or handle any alcohol even with a guardian’s permission.

4. Underage residents of Hale Alahonua and Hale ‘Ikena, whose roommates are of legal drinking age, may be present in the apartment/suite while alcohol is being consumed, but they may not consume or handle any alcohol.

5. All individuals found in a room in which there is an alcohol policy violation may be considered participants in the violation and may be held responsible. Residents and their guests are responsible for the situations they put themselves in as well as understand that they should remove themselves from situations that may associate them with any violations of University and/or Housing & Residence Life policies. The host is responsible for ensuring that alcohol policies are not violated.

6. Residents and their guests of legal drinking age may have only one open alcohol beverage per person at a time.

Transportation of Alcohol via Public Areas & University Vehicles

Containers of alcohol that are transported through public and/or common areas must remain unopened and enclosed in a bag or cooler. Residents who consume alcohol in Hale ʻAlahonua and Hale ‘Ikena must bring their alcohol directly to their space immediately upon their return to residential grounds. All transportation of alcohol through Hale Kauanoe, Hale Kanilehua and Hale Kēhau is strictly prohibited, as is transporting alcohol in a University and/or State vehicle.

Housing & Residence Life and Campus Security staff have the right to stop a resident and/or guest to conduct further investigation if they believe that a resident or guest is in violation of Housing & Residence Life alcohol transportation policies. The investigation may involve a visual and/or physical examination of the item(s) in question. Residents and guests are expected to comply with this investigation.

Prohibited Areas

Possession and/or consumption of alcoholic beverages in any public area is illegal. Public areas are defined as any area outside of a resident’s unit or apartment. Residents are not permitted to have open alcohol containers in lounges, grass areas, parking lots, dining halls, walkways, hallways, balconies, ledges and lanai’s.

Alcohol Collection & Containers

Alcohol containers (e.g. empty bottles, cans and recyclable items) or other keepsakes (e.g. shot glasses, beer caps, beer labels and “yard glasses”) are prohibited in Hale Kanilehua, Hale Kauanoe, Hale Kēhau, Hale Alahonua B Wing. This includes empty alcohol containers used as decoration. Residents not of legal drinking age residing in Hale ‘Ikena and ‘Alahonua are prohibited from keeping alcohol containers as keepsakes.

Common Source Containers, Alcohol Bongs & Drinking Games

Common source containers and all devices designed for the rapid consumption of alcohol (e.g. beer bongs and funnels) are strictly prohibited on University Housing property and are subject to confiscation. Drinking games or activities of any sort that encourage the rapid or excessive consumption of alcohol (e.g. beer pong, century club and quarters) are not permitted on University Housing property. Prohibited alcohol paraphernalia is subject to confiscation by Housing & Residence Life staff, Campus Security or the police.

Common source containers and games include, but are not limited to:

• Kegs
• Pony kegs
• Party balls
• Bulk containers
• Beer pong
• Century club (game)
• Quarters (game)
• Water pong

Open Containers

Housing & Residence Life and/or Campus Security staff members who have reasonable suspicion of an alcohol policy violation may investigate to confirm the presence of alcohol in any open container. Confirmation of alcohol will be based on the appearance and smell of the beverage.

Removal of Alcohol & Alcohol Paraphernalia

When alcohol is found in the possession of underage persons in a dry hall, the resident and/or guest will be required to immediately discard all alcoholic beverages whether or not the beverage has been opened.

If a policy is broken in a room where the residents living in that room is over 21, such as repeated noise complaints, someone under 21 is consuming or handling alcohol, etc., any open containers will be required to be dumped and discarded immediately by the resident and/or guest.

Prohibited alcohol paraphernalia is subject to confiscation. Larger quantities of alcohol (e.g. kegs or party balls) will be removed, emptied and properly disposed of by Housing & Residence Life staff, Campus Security and/or the police.

Alcohol confiscated, discarded, poured out, etc. will not be reimbursed to the students. Residents and/or guests cannot request the items be returned if confiscated.

Drugs

The possession, buying, selling, sharing or use of illicit substances, drugs (including prescription drugs) and drug paraphernalia is strictly prohibited. Housing & Residence Life staff or Campus Security will investigate possible violations if they have reasonable suspicion that a violation has occurred. Reasonable suspicion of violations of the illicit substance policies can be based on sights, sounds, smells or reports from secondary parties.

All persons are prohibited from partaking and/or being in the presence of illegal drug activities or illicit drug use while in Housing. Residents present when a drug violation occurs may be held responsible, regardless of whether or not the drugs or drug paraphernalia belong to the resident or they are in physical possession of the drugs and/or drug paraphernalia.

Below is a list of some things that can be used as confirmation to the use of marijuana though this list is not exhaustive:

• Smell of marijuana in the immediate area
• Haziness within the room
• Outward facing fans
• Disabling and/or covering the smoke detectors
• Excessive presence of air fresheners and/or other odor masking devices.

Obstruction of safety equipment in particular such as a smoke detector is a serious offense. This violation may result in serious judicial sanctions and/or eviction from residential grounds.

Drug Paraphernalia

Possession of any drug paraphernalia is strictly prohibited. Drug paraphernalia includes but is not limited to:

• Pipes
• Bongs
• Hookahs
• Grinders
• Needles
• Water-based smoking apparatuses
• Flags or signs promoting drugs/drug items

Any object used to hide the presence of drugs or drug use within the room may be considered drug paraphernalia such as:

• Smoke filters
• Towels blocking the door
• Outward facing fans
• Disarmed or obstructed smoke detectors

Removal of Drugs & Paraphernalia

Prohibited drugs and paraphernalia are subject to confiscation and will be removed and destroyed by the police and/or Campus Security.

Residents found in the possession of drugs besides personal prescription drugs, selling drugs, or distributing drugs may be reported to the police.

Residents found breaking the drug policy may face sanctions. Examples include monetary sanctions, and being removed and banned for University Housing at UH Hilo.

Firearms, Explosives & Weapons

The use and/or possession of firearms, explosives or weapons of any kind are strictly prohibited on campus and University Housing property. Campus Security will be notified immediately if Housing & Residence Life staff become aware of a potential violation.

Examples of banned items include but are not limited to:

Residents who have an educational need to be in possession of a hatchet or machete will need to make arrangements with a friend that lives off campus and/or their professor to hold these items for them.

Three-prong spears may be kept on University Housing property so long as it is disassembled: the spear-head and rubber loop have been removed. If the head is not removable, the spear must be kept in an enclosed PVC tube or similar case and placed in a secured place. They may not be left outside or somewhere they can fall.

Fire

In the case of a fire, the fire alarm will sound. Residents should immediately evacuate from the building in a timely and orderly fashion and stand at least 50 feet away from the building. Additionally, Housing & Residence Life staff will respond appropriately and begin and/or assist with evacuation procedures. Housing and Residence Life staff will direct residents to safe areas away from the situation. Failure to evacuate is serious and may result in disciplinary action, legal action, bodily harm, and death. Residents will be allowed to re-enter the halls only after Housing and Residence Life staff and/or emergency personnel confirm the buildings are safe.

Safety Equipment

It is a federal offense to tamper with any type of fire safety equipment. Doing so will result in serious disciplinary action.

Safety equipment includes but is not limited to: - Smoke detectors - Water sprinklers and their pipes - Fire alarms - Fire pulley stations - Fire extinguishers - Etc.

Smoke detectors

Tampering with, misusing, removing, and/or disabling any fire safety equipment or system will result in judicial sanctions. These violations warrant and will likely result in immediate eviction from the residence halls.

This includes but is not limited to: - Covering/removing smoke detectors - Misuse of a fire extinguisher - False activation of a fire alarm - Removal of emergency evacuation cards

Sprinklers

Hanging items on sprinkler heads and/or sprinkler pipes is prohibited as they may be accidentally activated. When activated, sprinklers will release, at minimum, 3-5 gallons of water per minute around the entire room. Should anyone be found responsible for the activation of the fire sprinkler system, they may be personally liable for any costs of damage to Housing and/or other properties.

Barbecue & Cooking Restrictions

Residents are welcome to use small grills and hibachis but only under the following conditions:

Grill policies

1. Gas grills (that use 16 ounce disposable propane cylinders) and self starting charcoal grills (that do not require lighter fluid) are permitted in Housing. Lighter fluid is highly flammable and not permitted for safety reasons.
2. Grills must be used at ground level and on concrete.
3. All grills in use must be at least 20 feet away from any building or walkway.
4. Coals must be extinguished with water, allowed to cool and disposed of properly in a dumpster. There should be no heat or smoke emitting from the coals before dumping. Coals should not be dumped on grass or dirt areas.
5. Grills should not block walkways or building exits.
6. Housing and Residence Life reserves the right to ask residents to move if members of the community are negatively impacted or they believe there is a safety risk.

Cooking and Food Policies

• Residents can only cook in designated kitchen areas.
• Food items must be stored properly to prevent food poisoning, bugs, and vermin.
• To keep the community safe from fire hazards, electrical cooking appliances are NOT permitted in the rooms of Hale ʻAlahonua, Kanilehua, Kauanoe and Kēhau.
  • The exceptions are coffee pots, rice cookers, and 2-slice toasters with automatic shut-offs and small microwave ovens under 900 watts.
• Small refrigerators 3 cubic feet or less are permitted in Hale ʻAlahonua, Kanilehua, Kauanoe, and Kēhau.
• Small refrigerators are not permitted in Hale ‘Ikena rooms.Residents found in violation of this policy will be mandated to remove the small refrigerator from premises.
• Food or unclean dishes left in community kitchens may be thrown away if they become a potential safety hazard, are left behind, or are molding.
• All community kitchen policies are expected to be followed.
• Community kitchen access can be denied if a resident or their guest is found repeatedly not following the policies.

Candles, Incense, Halogen Lamps, Lava Lamps, Gasoline & Other Fire Hazards

Due to potential fire hazards, the burning of candles or incense, and the use of halogen lamps are not permitted. Gasoline, gas cans and petroleum-based items are also not permitted in residence halls. Additionally, hot plates and any open flame item/device are prohibited.

Smoking & Use of Other Plant-Based Intoxicants

Per statewide legislation signed into effect on July 10, 2018 (SB 134, Act 160, SLH 2018), all University of Hawaiʻi campuses and properties are tobacco and smoke-free locations. This law prohibits the use and consumption of the following while on the UH Hilo campus regardless of age:

• Cigarettes
• Cigars
• Vaping apparatus
• Chewing tobacco and pipes
• Other smoking products

These items must be stored out of view and securely. Items used on University grounds will be confiscated.

Noise Levels

Housing & Residence Life noise limits are established to maintain an environment that, above all, is conducive to academic success and supports the academic goals and health of all community members. Housing & Residence Life staff will work with members of the residential community to set a standard for appropriate noise levels. Noise that unreasonably disrupts members of the community at any time is considered a violation of the community noise policy.

Some common examples of noise violations include but are not limited to:

1. Talking excessively loud, yelling and/or screaming in person and/or over the phone
2. Blasting of music and/or stereo
3. Excessively high volume levels when watching TV/movies or playing games

All persons present in an apartment, room, or suite that is documented for excessive noise will be presumed to be contributing to the community disruption and will be held accountable.

Vehicular noise on residential grounds that disrupts the community (e.g. a car’s stereo music, the revving of an engine, screeching tires, honking, etc.) is also considered a violation of the noise policy. Persons found responsible may have their University issued parking permits rescinded and/or be prohibited from parking on residential grounds. This sanction will be in addition to any other disciplinary outcomes.

Courtesy Hours

Please be aware that Housing and Residence Life will enforce 24 Hour Courtesy Hours, which requires all residents to uphold their responsibility towards creating a safe, quiet, and comfortable space in our residence halls. Residents can be asked to minimize noise levels originating from their apartment, room, or suite at any time as a courtesy to the community. Courtesy hours are in effect at all times.

1. Noise levels should not be heard from more than a unit down the line, building to building and/or floor to floor. It is the responsibility of every resident to make sure that their activities are not disturbing their neighbors.
2. Residents should ensure that noise from singing, musical instruments, computers, video games or audio equipment cannot be heard outside of their living space.
3. Musical instruments played in open areas should be played at a volume and in a location that is not disruptive to the community.

Quiet Hours

During quiet hours, television, stereo and other sound amplifying devices should be kept at a minimum so as to not be heard outside of the room. In addition, outbursts of yelling, screaming or other noise that can disrupt neighbors should be avoided.

Quiet hours are: - Everyday: 10:00 PM to 10:00 AM

Final Exams Week & Quiet Hour Expectations

During finals week, a 24-hour quiet hours policy is enforced. Finals week is considered to begin at 10:00 PM on the evening of the last day of instruction. It continues until 6:00 PM on the Friday of Finals week. Regular quiet hours policies are in effect after this period.

Guest Policies Intended for Housing Residents

A guest is defined as any person other than the registered occupants of a particular apartment, room or suite. Any and all individuals that residents allow onto residential grounds (e.g. persons let into a building, apartment, room, or lounge) will be considered that resident’s guest(s) and will be held responsible for their actions and behaviors.

Guests must be accompanied and escorted by their host, the resident, at all times. Guests are not permitted in an apartment, room, suite and common areas without their host present.

The host will assume responsibility for any damages caused to Housing & Residence Life property on behalf of their guests.

Unaccompanied guests will be escorted off residential grounds by Housing & Residence Life staff, Campus Security and/or the police.

Residents that reside in an apartment, suite, and/or room other than their own will be considered guests.

Residents are responsible for informing their guests of all University and Housing & Residence Life policies. Guests are required to present valid picture identification upon request by any Housing and Residence Life and/or Campus Security staff. Failure to present identification may result in the immediate removal of that individual from residential grounds.

Guests who do not reside on-campus and in violation of policies will be escorted off residential grounds and the resident host will be held responsible.

Guests 16 and younger must have a signed note from a legal guardian giving permission for them to stay the night in a specified unit and person. The guardian’s contact information must be included on the note.

Overnight Guests

Overnight residential guests are defined as guests in apartments, suites, or rooms between the hours of: - 11:00 PM and 9:00 AM on all days of the week

Residents who wish to host guests beyond the permitted hours of visitation MUST have the permission of all roommates and suitemates. The following standards will be enforced:

• Permission will be determined by a completed Roommate Agreement Form that is managed in the respective hall office. This document can be amended as necessary with the assistance of the Resident Assistant.
• Requests for overnight guests must be proposed and agreed by all residents of the room at least 3 days in advance.
• Residents of the room can request at any time that the guest does not stay the night.
• Overnight residential guests are permitted for a maximum of (5) nights per semester.

Limited Visitation Areas & Hours of Visitation

Residents have the right to privacy in their assigned room. Residents should not feel obligated to surrender and/or compromise their right for a guest. Residents experiencing hours of visitation violations after attempts to discuss the situation with their roommates and/or suitemates should contact their RA.

Room Occupancy Limits

For safety considerations, these maximum occupancy limits have been established:

• Hale Kēhau Suite Style Unit
  • Occupancy limit of 10 persons
  • 5 individuals per room space
• Hale Kanilehua & Hale Kauanoe Traditional Style Unit
  • Occupancy limit of 5 persons
• Hale ‘Alahonua Unit
  • Occupancy limit of 6 persons
  • 3 individuals per bedroom
• Hale ‘Ikena Apartment
  • 1-bedroom apartments: Occupancy limit of 5 persons
  • 2-bedroom apartments: Occupancy limit of 10 persons

Room Alterations

Residents will be held financially responsible for any damages caused by room alterations/decorations. Residents are expected to comply with the following guidelines. Not following the guidelines will result in disciplinary actions and/or fines for the repairs and/or non-compliance:

• All repairs need to be done by Housing maintenance professionals.
• Residents may not paint, draw on, place stickers, puncture or otherwise deface the walls or surfaces.
• Residents are not permitted to use tacks, nails, staples or screws for wall mountings.
• Tape on painted walls and ceilings can damage the surfaces. Use blue painter’s tape to decorate the walls.
• Duct tape is especially harmful to painted surfaces and is prohibited.
• Glow in the dark paint is prohibited.
• Hanging anything from the sprinklers/sprinkler pipes or smoke detectors
• Dart boards are not allowed on any walls or doors in the apartment, room, suite or in the hallways.
• University Housing furniture may not be removed from the apartment, room and suite or switched with other units.
• Furniture must be intact and kept on the floor. Lofts, bunk beds, forts/room dividers and stacked furniture are not permitted.
• Residents are not permitted to modify the furniture or physical structures.
• University property (i.e. lounge furniture, outside tables or University signs) are not allowed in the individual apartment, room, & suite.
• Residents may not remove screens, blinds and/or window louvers.
• Hammocks, tarps, or additional coverings are not allowed for use on University Housing property.
• University electrical fixtures may not be altered or substituted.
• Wallpaper, borders, contact paper and self-adhesive liners are not permitted.

• Unplug campus wi-fi routers or plug in your own wi-fi routers

• Safety regulations during the holidays:

  • Only artificial Christmas trees shall be permitted in the residence halls
  • No lights are permitted around the outside of doors, windows, balconies, patios and/or railings.
  • Artificial snow is not permitted.

Residents may be required to remove materials that violate the UH Hilo Student Conduct Code, impede access in any way, or visually/physically obstruct emergency exits and hallways.

Prior to formally checking out of the residence halls, all furniture must be returned to its original configuration.

Any personal furnishings brought into residential grounds (e.g. sofas, mattresses and dressers) are not allowed without an accommodation.

Disruptive Behavior

Please respect all members of the community. Avoid actions and behaviors that are disruptive to community living. Disruptive behavior will result in disciplinary action. In cases where the intent was not to create harm as is often the case, the result of the actions and how they perceived will be what determines if the behavior was disruptive or not.

Examples of disruptive actions and behaviors include, but are not limited to:

• Excessive noise, singing, yelling, and fighting words
• Excessive, disruptive or repetitive noise from sources such as musical instruments, games, and computer games.
• Verbal, written, and/or physical harassment (including catcalling)
• Fighting and assaults
• Vandalism
• Pranks
• Property damage or theft
• Threats or intimidation
• Tampering with safety equipment such as fire alarms
• Interfering with Housing & Residence Life Operations
• Failure to comply with Housing & Residence Life staff or Campus Security
• Providing false information to Housing & Residence Life staff or Campus Security

Pets & Animals

Each resident may have only one aquarium with a capacity of up to 10 gallons. The owner must have an aquarium cover and keep it clean at all times. If an aquarium is found to be unsanitary, the resident will have to correct the situation or dispose of the aquarium. Residents in violation of the pet policy will be fined, charged for fumigation and room cleaning.

Please review the University of Hawaiʻi at Hilo Animals on Campus Policy and Guidelines.

Exceptions to the pet policy will be made to accommodate residents and guests with a documented and approved need. All residents and/or guests that have an Emotional Support Animal (ESA) and/or service animal need to receive prior approval from the Director of Disability and Access Services, Housing Director, and the Associate Director for Residence Life prior to entering Housing with their ESA/service animal. Upon receiving approval from the Director of Disability and Access Services, the resident must go through an orientation with the Department of Residence Life and sign a housing agreement about the expected care and responsibilities of having an animal in University Housing before the animal is permitted on Housing grounds.

Students found not following University Housing policies around having animals in the residence halls, including ESAs and service animals, may be banned from living in University housing.

Unapproved animals found living in the residence halls will have 24 hours to be removed. Failure to remove the animal will result in a call being placed to an animal service agency to have the animal removed. University Housing and Residence Life is not liable for costs associated with the removal, retrieving the animal, etc.

Stray and feral animals are not to be fed or housed on University Housing property.

Keys, Locks, and Doors

Residents are responsible for all keys issued to them at the time of check in. Residents should keep their keys with them at all times. Residents are not allowed to give their keys to others including friends, significant others, and family.

In order to ensure the safety of the community, residents are required to immediately go to their hall office to report any lost keys. A lock/key replacement charge will be assessed.

If a resident is locked out of their room, they should go to the nearest open hall office for assistance. Housing & Residence Life staff will only open the door for the assigned resident(s) of the room. Residents will be required to show identification and/or answer a security question for safety purposes. Residents are not permitted to install personal locks on Housing & Residence Life furniture or doors.

Residents who repeatedly get locked out due to negligence of managing their keys may be assessed a lock out charge.

Residents locked out of their room after hours should contact Campus Security at (808) 974-7911 for assistance.

Residents are not allowed to change any locks or add additional devices that would prohibit or hinder the entrance of Housing or safety personnel.

Residents can only prop open their unit doors if they are present in their unit. Residents cannot prop open any external doors. Doors noted as open without a resident within the room will be closed by Housing and Residence Life staff immediately for security reasons.

Cameras

Security cameras that allow a resident to record within their unit, or door cameras that record the outside of their unit, are not permitted.

As units are shared spaces, residents cannot have cameras that may record their roommates as it is a violation of policy. Door cameras are not allowed as it may accidentally record other residents entering or exiting their rooms, and that would violate privacy.

Bikes

Bicycles are only permitted at designated bike racks and inside of apartments, rooms, or suites. It is recommended students purchase a bike lock and learn how to lock their bike up for maximum security.

Identification

While in and on residential grounds, all persons must be able to provide valid picture identification when asked by Housing and Residence Life staff and/or Campus Security. Persons who fail to provide adequate identification and/or provide a false identity are in violation of University and Housing and Residence Life policies. Persons who cannot and/or will not provide a valid picture identification will have their picture taken by Housing and Residence Life staff and Campus Security and they will be escorted from residential grounds.

Trespassing

A “Notice of Trespass” is issued to individuals the University has determined to pose a health and safety risk to the residential community. Non-residential guests who repeatedly break housing policies may also be issued a “Notice of Trespass.” This individual may have limited or no access to campus. Trespassed individuals are not permitted in and on residential grounds, including the parking areas and the Hale Kēhau Dining Hall. Residents may not allow trespassed persons into their apartments, rooms, and suites. Doing so will result in disciplinary action.

False Reporting

When asked and/or requested, residents are expected to provide truthful information and identification to Housing and Residence Life staff and Campus Security. Anyone found responsible for presenting false information will be subject to disciplinary action

General Resident Restrictions

1. Students and campus visitors may not use skateboards, rollerblades, bicycles, motorcycles, mopeds, go-carts, or scooters on sidewalks and walkways.
2. No vehicles other than authorized University and State vehicles are permitted on the grass areas of residential grounds. Non-authorized vehicles will be towed at the expense of the owner.
3. The unpaved access road that parallels the flood channel (behind Hale ‘Ikena, Hale Kehau, and Hale Kanilehua) is not for personal vehicle use. Only authorized University and State vehicles are permitted.
4. Residents may not store mopeds, motorcycles, or electronic and/or fuel powered vehicles in their apartments, rooms or suites.
5. Speeding and reckless driving on residential grounds are not permitted
6. The following activities or items are not allowed on University Housing property because of their potential for community disruption, property damage or personal injury: Sporting activities, such as baseball, golfing, soccer, darts, kickball, football, frisbee, horseshoes.

Exceptions may be made to some sporting activities at the approval of the Resident Manager of the hall.

Residents are encouraged to speak to the Resident Manager of the hall prior to engaging in sporting activities.

1. Volleyball after dark
2. Laser lights and pointers
3. Swimming or entering of the flood channel at any time
4. Surfing, body boarding or boogie boarding on grass areas
5. Dumping of any trash or waste products in or around the flood channel or any areas other than the designated rubbish bins or dumpsters
6. Blocking access to recycling bins and trash chutes by leaving oversized items around these areas
7. Throwing of items from balconies or upper floors

If a resident is found responsible for a violation of any vehicle restrictions, they may have their privilege to park on residential grounds taken away and face additional University sanctions.

General Suggestions for Residents

Renter's Insurance

The University is not liable for lost, stolen or damaged personal property. It is a good idea to consider purchasing insurance that will cover personal items brought to campus such as bikes, books, computers, cars etc.

Personal Safety

Taking personal responsibility for safety is imperative in a community living environment. Although the RA’s and Campus Security Officers conduct rounds at night, residents need to take appropriate personal safety precautions.

Residents should:

• Carry their keys at all times. Do not lend your keys to anyone.
• Lock apartment, room, and suite doors even if stepping out of the room for a moment.
  • Ikena residents residing on the first floor are encouraged to not use their sliding door for primary entry/exit into their apartment as leaving this door unlocked when no one is home poses a serious safety/security risk.
  • Residents who choose not to abide by this policy do so at their own risk. University Housing is not responsible for any thefts that occur due to the negligence of residents.
• Keep Residence Hall entrance doors closed at all times and not give access to unknown guests
• Keep doors to common bathrooms closed.
• Completely close louvers and windows when leaving their room or apartment.
• Avoid walking alone at night. Walk with a friend or call Campus Security.
• Avoid parking or walking in unlit areas.
• Report any non-functioning doors, locks or windows to the Housing front desk staff.
• Report any unsafe or suspicious items or persons to Campus Security or the nearest Housing & Residence Life staff personnel.

Residents are encouraged to contact Campus Security at (808) 974-7911 should they require assistance in an emergency, feel unsafe in their space, and/or in danger. Additionally emergency resources include Hawaiʻi Police Department, Hawaiʻi Fire Department, and Emergency Medical Services and can be contacted by dialing 911.

Inventory

Residents will be asked by their RA or any Housing and Residence Life staff to review and sign an inventory form for their assigned living space when they move in.

This form is used to document any pre-existing damages in the space prior to a resident’s move into the space. Residents are responsible for taking the time to examine their room and report any pre-existing damages to the Housing and Residence Life staff and/or to their hall office the day they move in. Any damages that are found in a resident's assigned living space when they complete a formal checkout may result in room damage charges. The assigned resident of the space will be held responsible for the assessed damage charges. Damages and cleaning charges will be split and shared amongst all residents of the space.

Maintenance

General maintenance work orders for non-emergencies can be obtained and submitted at each residence hall office. In the event of a maintenance emergency, a resident should immediately go to the closest residence hall office to notify a Housing and Residence Life staff member.

Failure to report clear maintenance concerns or continuing to not follow maintenance instructions can result in fines for the costs to fix the damage that has occurred.

When a work order has been placed, it is agreed that Housing/maintenance staff have permission to enter the unit to make the needed repairs.

Housing or maintenance staff will enter rooms without notice in advance for emergency maintenance situations.

It is also agreed that the reporting resident will be responsible for notifying their roommates about Housing and/or Maintenance entering the unit to address the situation.

Health & Safety Inspections

Health and Safety inspections will be conducted each semester. Residents will be notified at least 24 hours in advance before an inspection is conducted.

Health & Safety inspections involve a visual inspection of the space by Housing & Residence Life staff. Housing & Residence Life staff will not touch residents’ belongings. Any prohibited items and paraphernalia in plain sight may be disposed of and/or confiscated.

Any prohibited items will be confiscated and potentially disposed of by University Housing and Residence Life Staff or Campus Security.

Residence Hall Offices

Office Assistants are trained to address and support the needs of residents. Residents are permitted to check out cleaning equipment, games, and recreational equipment from the residence hall desks. The person who checks out the equipment will be responsible for loss or damage of the equipment.

Check-out on some equipment, such as vacuums, are subject to availability and time restrictions. A UH Hilo/HCC validated Student ID card is required as collateral when checking out equipment. Keys, cell phones, credit/debit cards, or any other form of collateral will not be accepted in place of a student ID.

Residence Hall Appearance

To maintain an environment that is appealing to all, items deemed unsightly by Housing & Residence Life staff must be removed upon request.

Hanging or draping of any items on the railings is not permitted on University Housing property. Outside clothes lines are not permitted.

Lounge Areas

Lounge areas are available for use by Housing residents and their escorted guests during the posted hours. The lounge may be reserved and/or closed for pre-approved meetings, events, or Housing & Residence Life sponsored activities. Lounge furniture is to be kept inside the lounge at all times. The use of lounge areas is a privilege, not a resident right.

Lounge areas are considered common spaces. Maintaining the clean condition of the lounge areas is the responsibility of members of the community. Any damages and/or cleaning issues of lounge areas and/or property will be assessed to the person/persons responsible, or the entire community if no one claims responsibility. Failure to respect and/or use the lounge properly will result in the revocation of this privilege.

Computer Labs

Computers are available for Housing residents in the Hale Kauanoe computer lab, and Wailau Computer Lab in Hale Kanilehua. The computers are equipped with Microsoft Office and limited printing services are available at the labs.

Only Housing residents may use the lab facilities and priority is given to those with educational purposes.

The following activities are not permitted in the computer labs – residents will be asked to leave immediately if they are found:

• Downloading or uploading audio/video files
• Gaming or gambling
• Downloading, uploading or viewing pornography
• Conducting private business activities, sharing copyrighted files, installing programs/software
• Involved in illegal or prohibited activities

Resident Checkout & Hall Closing

Residents leaving the residential community at the end of each semester (including Summer Sessions) must formally check out of their unit with a Housing & Residence Life staff member via appointment.

Detailed procedures will be communicated to all residents prior to the checkout deadlines via email. Residents are responsible for reading their emails, following Housing and Residence Life instructions and deadlines, and asking clarifying questions if needed.

Graduating residents have until 6 PM graduation day to check out of their space. Non-graduating residents must check out of their space by 9 AM the Saturday before graduation.

Residents must request in advance for check out extensions, and extensions are not guaranteed. Typically, extensions are only given for those with particular circumstances. Residents granted extensions will be charged an additional fee per night they are staying past the deadline.

Residents with additional/further questions about checkouts should contact a Residence Life staff member. It is highly encouraged that residents speak with a Residence Life staff member or with the Student Housing Office (PB-11) to confirm hall checkout dates prior to finalizing travel and departure plans.

Residents who try to stay beyond the checkout deadlines without approval will be charged a fee, have their locks changed, and their items may be removed from their unit and donated.

Residents leaving mid-year are encouraged to speak to a professional Residence Life staff member about how to properly check out.

Residents will not be permitted to return to their rooms once they have checked out.

Improper Checkout

Improper checkouts are constituted by the following:

1. Failure to show up at your checkout appointment on time.
2. Failure to schedule your checkout by the deadline.
3. Failure to reschedule your checkout with 24 hours notice.
4. Your checkout takes longer than 15 minutes to complete due to being unprepared (not finished cleaning, not finished packing, etc.)
5. Vacating the premises without notifying your RA and filling out all the appropriate documents.

The charge for an improper checkout is $25 per instance.

Storage

Designated storage facilities are available within the Hale Kēhau and Hale ‘Alahonua residence hall. Residents are eligible to store their items within these facilities if they are returning to University Housing for the following semester.

Storage is a free service available on a first come, first serve basis. This is a privilege we offer our students based on space we have free, but it is not guaranteed and students found not respecting the storage rules can be banned from storing items in the future. Students utilizing the storage must sign a storage agreement and will be held liable to it.

Students who decide to study abroad the following semester from when they stored their items must make a plan for someone to pick up their things from storage by the pick up date in the storage agreement.

Items not picked up by the pick up date in the storage agreement will be donated or disposed of. The University Housing and Residence Life department is not responsible for sending out notices that items will be disposed of, and the department will not reimburse students for items disposed of due to failure on the student’s part to pick up their stuff.

Please note that we have limited space for storage. Due to the limited space for storage, residents are permitted only 2 medium and 2 large boxes. Storing a microwave will replace 1 medium box; storing a mini-fridge (must be 3 cubic feet) will replace 1 large box. Perishable and flammable items, and other items in violation of Housing & Residence Life policies will be refused from storage. Mini-fridges must be completely defrosted and cleaned. If you wish to put your bike into storage, please visit the Hale 'Alahonua office for further instructions.

Each box should be labeled with a full name, cell phone number, and hawaii.edu email address. We reserve the right to refuse any items that are not packed and labeled properly, contain unpermitted items such as food products, or exceed size limitations.

University Housing and Residence Life is not liable for any damages to items in storage.

University Property & Damages

Residents will be billed for parts and labor associated with negligent or intentional damages to University-owned property. Charges are based on current prices for supplies, labor, and/or replacement. If the cost of repair or replacement of the University property exceeds that of a resident’s security deposit, the balance will be billed to the resident’s account.

Costs related to the damage, removal, loss or theft of University property may be incurred both individually and/or as a group. In situations where damage is done to common areas and no individual takes responsibility, the entire floor, wing, apartment or residence hall can be charged, depending on where the damage occurred.

Vandalism

Willful or malicious destruction of public or private property is a serious violation and is prohibited. Students may be assessed restitution for any damages to University property. Damage assessments are based on the cost (materials and labor) to restore to the original state through repair, replacement, or cleaning of the damaged item or area. Group assessment may be charged when the individual(s) does not come forward to claim responsibility or cannot be identified.

Windows, Ledges, Railings & Roofs

No one is allowed on window ledges, railings/guard rails, roofs, or attic crawl spaces, as it is extremely dangerous and unstable. In addition, climbing on the exterior of the buildings (e.g. between rooms on upper floors or climbing from the ground level to second floor windows or balconies) is also prohibited. Removal of any louvers, doors, or screens will result in financial charges and disciplinary action.

Emergency Operations Plan

For more details on how Housing & Residence Life staff will operate and respond to emergency situations, please view the UH Hilo Emergency Operations Plan.