Housing Costs and Policies

• Housing Costs
• Bottle and Can Collection
• Common Area Damage
• End of Year Closing
• Fire Extinguisher, Fire Alarms and Fire Related Activities
• Fire Prevention and Safety
• Housing Termination and Cancellation Policy
• Housing Contract
• Housing Mold FAQ
• Housing Registration
• Keys and Key Fobs
• Laundry and Vending Services
• Misuse of Campus Telephones
• Official Recesses
• Personal Property
• Pest Control
• Pets
• Physical Plant and Maintenance
• Quiet Hours and Noise
• Residence Hall Property
• Residency Requirement
• Room Changes
• Room Condition Report
• Room Searches and Safety Inspections

• Visitation (Student Guests and Visitors)

   

Housing Costs

Residence Halls and dining venues will be closed during Winter Break. 

All Students must temporarily vacate their assigned college housing during winter break and may not return until the published College opening date for the spring semester.  Students who believe they are unable to leave campus due to exceptional  circumstances (e.g. homelessness, emancipated foster youth, inability to return to home country due to travel restrictions, etc.)  may petition to reside on campus during the Winter Break. 

The petition form will be made available late in the fall semester. Submitting a petition to remain on campus during Winter Break does not guarantee a space will be available or that the petition will be approved.  

Petitions should be submitted by Friday, November 1, 2024.

Bottle and Can Collection

Cans and/or bottles may not be stored, collected, or used as decorations in a resident’s room. Violations of this policy will result in a $50.00 fine for the first offense. Subsequent violations may result in additional disciplinary action.

Common Area Damage

When intentional and deliberate damage occurs in a common area (hallway, communal bathroom, social room, etc.) and no one claims responsibility for such damage, the RAs of the building will notify the residents of an impending Common Area Damage charge. If the individual(s) responsible cannot be identified, then the charge is equally distributed among the community members.

Each resident should feel as though he/she has an intrinsic investment in the residential community. As such, residents should feel motivated to hold each other accountable for their actions. If a student damages college property, he/she is bound to accept responsibility and report these actions to their RA. Damage to public areas often goes unreported. Failure to take responsibility for our actions and allowing members of the hall to pay for damage is a serious breach of our Honor System. If damage occurs accidentally, the student still holds the responsibility to report the incident to their RA honestly and promptly.

If damage occurs to an area outside of the residence hall, but can be connected back to a particular residence hall, the damage charge may be assessed to the residents of that residence hall.

Charges will often be assessed based on a standardized fine. Situations that require additional work from sources outside of the college will result in the fine plus the cost of the outside contractor. Damage fines can be incurred for the following but are not limited to: Vomit, excessive trash, and cracked or broken window panes. Additional fines may be assessed for deliberate contamination of recycling bins.

End of Year Closing

Students must remove all their belongings within 24 hours after his/her last exam. Only graduating seniors and students associated with an official college function will have permission to remain past the official closing. When extenuating circumstances exist, students must agree to be relocated (along with all their possessions). Students who remain beyond the official closing will be fined $50.00 per day.

Fire Extinguisher, Fire Alarms and Fire Related Activities

1. Falsely pulling a fire alarm or discharging a fire extinguisher, possession of fireworks on campus, and burning items (e.g., paper on doors or walls, paper in bathrooms, etc.) is prohibited. Minimally, first-time offenders will be fined $100.00 and the SRC will take other appropriate action. If the person responsible cannot be identified, the charge may be divided equally among residents of the floor. Clean-up fees may also be charged.
2. Any student who willfully fails to exit the residence hall after the fire alarm sounds will be subject to disciplinary action that may result in removal from the residence hall.
3. Rhodes is required to conduct fire drills each semester to ensure that fire safety systems are in working order.

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Fire Prevention and Safety

The residence halls are private residences owned and maintained by the college. They are subject to the Memphis Fire Code, and are regularly inspected by the Fire Marshall′s Office.

1. Physical Plant will check smoke alarms in the students rooms regularly to assure proper operation of the alarm. Service requests for malfunctioning alarms or new batteries should be submitted through the work order request page on the web or through Campus Safety (after hours). Smoke alarms must not be tampered with or covered.
2. No upholstered furniture that has significant cuts or ruptures in the upholstery will be permitted in the residence halls. Students may be asked to remove items on walls that create a fire hazard. No items are to be hung from ceilings, covering lights, or covering smoke detectors.
3. Students may be asked to remove appliances to avoid overloading the circuits and to avoid fire hazards. All electrical appliances should be turned off when not in use.
4. Refrigerators in residence halls must be no larger than 33" high or 19" wide. Only one refrigerator per room.
5. Any appliance with an open flame or burner, including but not limited to candle warmers, hot plates, electric skillets, toaster ovens, toasters, counter top style grills, sandwich makers and woks are prohibited.
6. Halogen and other exposed bulb lamps (upwards-facing lamps) are not permitted.
7. “UL Approved” power-strips with surge protectors not exceeding 15 amps must be used.
8. “UL Approved” Christmas tree lights designed specifically for indoor use may be used. No other forms of extension cords or multi-outlet extenders can be used.
9. Neon lights, beer signs, fireworks, flammable liquids of any kind, and open flame devices, including but not limited to candles and incense, are not allowed in residence halls.
10. Residents are prohibited from installing air conditioners or ceiling fans in their rooms. Students are prohibited from plugging air conditioner units into any other outlet not designated specifically for the unite.
11. Space heaters are prohibited.
12. All residence hall spaces are non-smoking.

Failure to comply with any of these fire safety requirements will minimally result in a $50.00 fine for first offense. Subsequent offenses may result in suspension or expulsion from the residence halls.

Housing Termination and Cancellation Policy

Termination

Termination of the Housing Contract: Termination occurs when the student’s current (and/or future) contract is canceled or revoked for violating the Rhodes College Community Standards and/or Office of Residence Life Policies. When the contract is terminated after the start of an academic year term (fall and spring semesters), the student remains responsible for the entire cost of room and board for the remainder of that term.

The college reserves the right to terminate this agreement if the student no longer meets the eligibility requirements and is enrolled for less than twelve (12) credit hours in a semester at Rhodes College.

Cancellation

1. Housing contract is canceled when: 
   The student graduates from the College at the end of a fall or spring semester. 
2. The student does not re-enroll or register for classes at the College. 
3. The student takes a leave of absence/mid-semester withdrawal from the College.
4. If the accommodations assigned to the student are destroyed or become otherwise unavailable, the College cannot furnish substitute accommodations.
5. This contract may be canceled if the student is granted an exemption to the residency policy. Meeting one of the requirements does not guarantee a student will be approved for an exemption from the terms and conditions of the housing contract. A student must maintain a required meal plan if the agreement cancellation is granted after the end of the second week of the fall semester. 
6. If the student violates any College or residence regulations as stated in the Student Handbook or the College Catalogue, which are incorporated herein by reference, or if the student poses a threat of substantial harm to persons or College property.
7. A student who has submitted a housing contract is obligated to the terms herein for the academic year regardless of their meeting the requirements of the residency requirement. Students may request an exemption from the housing contract from the Office of Residence Life. Submitting a request for exemption from the housing contract does not guarantee the exemption will be approved. 

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Housing Contract

All students who reside in campus housing sign the Housing Contract and agree to abide by the policies and regulations contained therein. Students have a responsibility to know all college policies in general, and specifically all residence hall policies contained in the Housing Contract and The Student Handbook.

2023-2024  Housing Contract
2024-2025 Housing Contract

Housing Mold FAQ

What causes mold to grow? 
Mold is a part of the natural environment that aids in the decomposition of leaves, trees, and other natural outdoor organic materials. Individual mold spores are invisible to the human eye and are continually floating around outside. However, those spores make their way indoors and, when exposed to wet/humid areas, can begin to grow or colonize. It is impossible to eliminate mold and mold spores in the indoor environment due to daily human activity—as people enter and exit buildings, mold spores are carried in on clothing, shoes, and backpacks.

Mold is found almost everywhere and can grow on wood, paper, carpet, foods, insulation, ceiling tiles, clothing, and painted walls, as long as moisture and oxygen are present. Mold needs water/moisture to grow, therefore maintaining indoor moisture and humidity levels between 30-60 percent will reduce the likelihood of indoor mold growth. Controlling humidity in large, heavily populated buildings is difficult, especially in hot humid weather.

Where is mold and mildew found? 
Mold can come in a variety of colors, including white, which is sometimes seen on a damp carpet or other fabric materials; pink, which is often found on shower walls that are not cleaned regularly; and dark green/black, which is often seen around windowsills and in restrooms due to a large amount of condensation and moisture.

How does mold spread? 
Air circulation in a building varies throughout the day and depends on the level of activity in the space. Mold spores are always present in both the indoor and outdoor environment, and can be carried in on clothing, shoes, backpacks, etc.

Tips for mildew and mold prevention and cleaning:

• Leave all bathroom doors open (at least on your side of a suite bath) to allow time for any steam or moisture to dry and to increase ventilation, and wipe moisture from walls, ceilings, and floors after showering. Note: While using your AC Unit, the air from your AC can assist in drying the moisture in the air following a shower.
• DO NOT leave windows open while blowing air from the AC unit.
• Be sure to clean and disinfect your suite bathroom periodically (at least once a week). Note: It is the responsibility of residents to ensure the cleanliness of private suite bathrooms and residence hall rooms.
• Do not place furniture or other items in front of the heating and cooling units that can obstruct airflow.
• Do not place potted plants or any other source of moisture on or around heating and cooling units.
• Do not leave wet or damp clothes, shoes, or towels in closets. Place them on a drying rack until completely dry. Please do not place drying racks in public spaces. Also, utilize laundry room clothes dryers.
• Empty your room and bathroom trash regularly and do not let trash accumulate.
• If you find mold/mildew be sure to apply your cleaning solution to the affected area and/or the cloth you are using to clean the area.

What can I expect after reporting a mold concern: 
Residence Life takes a report of the mold concern, visual mold, and/or odor issue and submits to Physical Plant.

1. Physical Plant performs a visual inspection in accordance with the college’s mold protocol.
2. If the investigation determines that no mold or moisture intrusion is present, as confirmed by protimeter (moisture meter) measurements, Physical Plant will report findings to Residence Life. Residence Life will communicate the results to residents. No further action is required.

What will be done if mold is found in my room by Physical Plant staff? 
If surface mold is present (approximately 10 square feet or less of light surface mold present), then Physical Plant will proceed with maintenance level mitigation, which includes:

• Containing the area with general dust control measures
• Isolating the HVAC returns and supplies and turning the mechanical systems to “off,” if feasible
• Controlling access to the space until after work is completed (close doors, etc., to minimize air movement)

If the area where mold is found is non-porous (concrete, porcelain, tiled, plastic, vinyl, etc.), mitigation includes:

• Cleaning the area with solution of soap and water or approved disinfectant (HALT) to remove surface deposits
• Wiping surface with disposable cloth and allowing the surface to dry
• Disposing of generated debris in heavy duty plastic bag for sealed transport

If the area where mold is found is porous (drywall, etc.), mitigation includes:

• Misting the area with general amended water solution to minimize spore dispersal
• Covering the area with plastic sheeting and sealing with duct tape
• Removal of mold to 24” beyond visibly impacted area and placing generated debris in heavy duty plastic bag for sealed transport
• Inspecting the reverse face to ensure demolition sufficient to remove impacted materials; the interior of wall cavities should be cleared, brushed, and damp wiped only, as needed
• Once surface is dried, finishes will be reinstalled
• Debris will be bagged and sealed for transport through the facility, and microbial contaminated materials and general construction debris will be disposed of in general outdoor trash containers.

If surface mold is present (approximately 10 square feet or more of heavy or embedded mold present), then all documentation will be provided to a mold abatement vendor. The mold abatement vendor will work directly with Physical plant to investigate and complete the work plan as recommended by the vendor.

Regardless of the specifics of each case, Physical Plant will document an action plan and report findings to Residence Life. Residence Life will communicate results to residents. No further action is required.

Is it safe for me to stay in my residence hall if there is currently mold in the space? 
In most cases, yes, it is safe. Mold growth is commonly found in both indoor and outdoor environments and can be easily cleaned; however, if not addressed by cleaning as soon as it appears, it can lead to additional mold growth and elevated spore counts in a space.

What is the inspection process to determine how to address any mold in my residence? 
 If students or families have concerns about mold, they should contact Residence Life at (901) 843-3241 or submit a work order through Rhodes Express Online:

• Log in to Rhodes Express Online
• Select Work Order Reporting in the right column
• Log in to the Self-Service Portal
• Submit a work order to Physical Plant

Should I purchase a portable air cleaner and dehumidifier? 
This is a personal choice. The air cleaner and dehumidifier should be UL approved. Humidifier use is discouraged, as the device increases moisture in a space.

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Housing Registration

To participate in housing selection, a student must complete an online registration from the link sent to them via e-mail in February of each year. Students who register on time will receive a lottery number to use in selection of an apartment or room during the housing selection process. 

By registering for housing selection, students agree to the housing cancellation policy. 

Students that cancel their registration or housing after the housing selection process starts are subject to a progressive cancellation fee.  

• Rising seniors and students who have fulfilled the residency requirement:

1. A student cancels by 5:00 p.m. on March 17, the student will not incur a cancellation fee.   
2. A student cancels between March 17 and May 13, a cancellation fee of $750 will be placed on the student's account.   

• Students that cancel after May 13 are responsible for complete payment for the contract.
• A student registers for housing and then decides to participate in a study abroad program during the fall semester, the registration will be deferred to the spring semester, and no cancellation fee will be incurred.   
• A student registers for housing and subsequently is released from the residency requirement, the registration is canceled without penalty.   
• A student registers for housing and subsequently withdraws or transfers, the student registration is canceled without penalty.

To cancel your application or your housing assignment for Fall 2024, complete the Housing Cancellation Form. The Office of Residence Life will confirm all information submitted with necessary campus partners before making a determination on the requested cancellation. 

In the case that a roommate withdraws from housing, a student may be assigned to the open space, or the remaining student may be asked to move to another under booked room. Students on the waiting list will not be charged the cancellation fee unless they accept a housing assignment and subsequently cancel.

Updated information about the housing selection process will be available on the Residence Life web page and emailed out in February of each year.

Returning Students

To participate in housing selection, a student must complete an online registration from the link sent to them via e-mail in February of each year. Students who register on time will receive a lottery number to use in selection of an apartment or room during  the housing selection process. 

Keys and Key Fobs

Individual room keys will be issued to each resident student by the Residence Life Office upon arrival on campus. Students will have access to the outside doors of residence halls via electronic key fob. It is the responsibility of each student to protect all other students by taking care neither to lose residence hall keys and key fobs nor lend them to others. Lost keys and fobs should be reported to Campus Safety. A new fob and room key can be requested via the campus work order system. Residents must return keys to the Residence Life Office when leaving campus or at the end of the year. Students who fail to report a lost or stolen key are jeopardizing the safety and security of their fellow students. The cost for a replacement key fob is $25. Lost or unreturned keys will result in a $10.00 charge. Students are to keep their key fob unless they withdraw or graduate from the college. Mailbox keys are to be returned to the mail room.

Due to the serious compromise to the security of all residents, exterior doors should never be propped. A $50.00 fine and a possible referral to SRC will be assessed for individuals found violating this policy.

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Laundry and Vending Services

Laundry and vending services are available in many of the residence halls. Refunds for lost money may be obtained from Rhodes Express. See section on Physical Plant for reporting broken machines. Laundry services return to coin operation during the summer months.

Official Recesses

All residence halls remain open during fall, Thanksgiving, spring, and Easter breaks. Food service is limited or not available during this time and meal plan is not in effect. Break housing is not available between fall and spring semesters. Students who remain in halls after the posted closing times or who arrive prior to halls opening will be asked to leave immediately, may be fined $50 per day, and may face disciplinary action.

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Personal Property

Students’ personal belongings are not covered by college insurance. Students are encouraged to have renter’s insurance or confirm that personal belongings are covered under parent’s homeowner’s policy. Bicycles must be locked in a rack or stored in one of the bicycle storage rooms when not in use. Students may apply for a key to the bike closets from the Residence Life Office.

Pest Control

The college contracts with a pest control company to provide service to control insects and rodents. Service is requested by submitting a work order to Physical Plant by Tuesday of each week. If it is found that unsealed food, excessive trash, or improper storage of belongings has led to extra treatment, the resident(s) will be charged the total cost incurred by the college. Do not use your own pest control products. Use of such chemicals can pose a serious health risk to you and the other residents who live near you.

Pets

Fish (in tanks with maximum capacity of 10 gallons) are the only pets which may be kept in student rooms with the permission of roommates. The only exception is guide dogs for people with disabilities. Violators of these policies regarding pets will minimally be fined $100.00 for each infraction. Exceptions will not be made for any temporary keeping of pets.

Guests or commuter students are required to keep pets on leashes while on campus and are responsible for cleaning up after the pet. Pets should not be taken inside Residence Halls.

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Physical Plant and Maintenance

Routine maintenance may be requested via the Rhodes webpage. For emergency requests, call Physical Plant at x3870; if no answer, call Campus Safety at x3880.

Quiet Hours and Noise

Quiet hours are times when no noise should be heard in the hallways or outside of the building. Courtesy hours are times during which the noise level may be higher than during quiet hours. As the term implies, students are expected to be courteous to one another and respect the rights of other residents. Quiet hours begin at 10:00 p.m. and end at 8:00 a.m. the following morning Sunday through Thursday. On weekends (Friday and Saturday), these hours begin at 1:00 a.m. and last until the following morning. Courtesy Hours are in effect at other times. During final exams and reading days, quiet hours are extended to 24 hours.

Violations of the noise policy will result in a $25 fine and possible disciplinary action.

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Residence Hall Property

1. All residence hall furniture in students′ rooms at the beginning of the academic year must remain in their rooms throughout the academic year.
2. Beds may not be stacked on other beds, dressers, or desks. Only one set of cinder blocks, placed horizontally, may be used to elevate beds. Cinder blocks may not be used with bunk beds; they also may not be used under beds with adjustable bed heights. Beds may not be inverted.
3. Students are responsible for removing trash and debris and for cleaning their residence hall room when moving out of a room. Failure to do so is subject to a fine. No items may be stored on campus during the summer. Anything left behind will be discarded and the expenses incurred will be charged to the owner(s).
4. Social rooms serve as a place where residents can gather as a community. Thus, priority for reservation is given to residents of the hall and residence life sponsored programs. A group can reserve a social room for a meeting but not on a regular basis. The primary use of social rooms should allow for maximum availability and access to hall residents. Social rooms are not intended to serve as sleeping spaces for residents or their guests.
5. Personal furniture or equipment must not be placed in the halls or lounges. Any items of furniture found missing from a residence hall room will be charged to the residents of that room. A student who leaves personal furniture in a room after checking out will be charged a disposal fee. Social Room furniture must remain in social rooms at all times. Removal of furniture is considered a violation of the Honor Code. Additionally, any costs involved and a fine of up to $100 will be assessed in such matters. Screens must not be removed from windows. Student-made or individually purchased lofts of any kind are not permitted in residence halls. Students with lofts will be fined no less than $100.00 for any offense. Marring and destruction of furnishings and defacement of walls, doors and woodwork, breakage of windows, etc., is not tolerated. Compensatory damages will be assessed for any violation, and disciplinary action will be taken against those responsible.
6. Students are prohibited from being on the roof or other unapproved spaces. Violation of policy may result in $50 fine and housing probation.
7. Students are not permitted to play sports or ride bicycles or skate boards in residence halls. These actions can cause personal injury or damage to flooring and/or hallways.

Residency Requirement

Residential living is an integral part of the mission of Rhodes College and the student experience; all unmarried, full-time undergraduate students are required to live on campus and participate in one of the college meal plans during the academic year for three years (six fall and spring semesters).  Exchange students must live on campus and participate in one of the college meal plans for the duration of their enrollment.

Residency requirement exemptions may be made for students who meet any of the following criteria and provide supporting documentation:

• Students who are married.
• Students who are legal guardians of minors who reside with them permanently. 
• Students who are at least 24 years old. 
• Students with a documented medical disability that cannot be accommodated in on-campus living. 
• A limited number of junior-level students may apply for exemptions to live off-campus based on projected space availability. The availability of this option varies from year to year, depending on enrollment numbers and housing availability. The Office of Residence Life will notify students if this option is available. Exemptions granted, if any, will be made at the sole discretion of the Office of Residence Life. 

Students who reside off-campus without meeting one or more criteria and do not get appropriate approval will be held responsible for all room and board costs for all semesters they are enrolled and residing off-campus without such approval.

By accepting a room assignment, a student is contractually obligated to occupy that room for the entire academic year unless the student withdraws from the College, is approved for a mid-semester withdrawal, is approved for a leave of absence, graduates, or participates in a study abroad program. Vacant spaces are subject to assignment by the Office of the Residence Life.

Financial hardship: If a student or their family/caretakers face financial hardship or experiences a significant life change that has impacted income and may be challenging to pay for housing, please contact Financial Aid for assistance. 

Residency exemption request process

Students who are married:

Complete the Residency Exemption Request form and provide a copy of your marriage certificate. It must be submitted before approval. This exemption, if granted, remains in effect for the remainder of your time at Rhodes. 

Students who are 24 or older:

Complete the Residency Exemption Request form, and a copy of your birth certificate, driver’s license, or passport must be submitted before approval. This exemption, if granted, remains in effect for the remainder of your time at Rhodes.

Students with a medical condition:

A student has a medical condition that warrants the necessity to live off-campus.  The student needs to go through the  SAS accommodation request process. There must be an attestation of the medical condition from a qualified professional who has treated the student in the last six (6) months. Student Accessibility Services and the Office of Residence Life will review all required documentation. 

Most medical and mental health conditions can be accommodated in on-campus housing. We are anticipating not approving many exceptions for medical/mental health reasons. Please keep this in mind as you plan for the upcoming academic year.

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Room Changes

All changes in room assignment during the term of this Contract must be preapproved by the Residence Life Office. A checklist of procedures necessary for initiating a room change, including execution of room assignment forms, is available in the Residence Life Office. During the academic year, a student may not change rooms during the first two weeks or last two weeks of either semester. The Student making an unapproved room change without proper notification and approval will be fined $250.00 and may have the preferred room assignment revoked.

Room Condition Report

In the fall, Resident Assistants fill out the Room Condition Report online and mark all noteworthy items. Residents should inspect their living quarters along with the Resident Assistant. Damage to any part of the room or to any furniture should be described clearly.

Failure to complete the RCR or failure to describe in full any damage that existed at the beginning of occupancy will cause student occupants to pay charges for damages. Students will be charged for nails, decals, and “mounting squares” added to walls, ceiling, or furniture.

Room Searches and Safety Inspections

The Dean of Students or the Dean’s designee, in consultation with the Director of Campus Safety and/or Director of Residence Life, may authorize a search of a student′s premise if there is reasonable cause to believe that a violation of college policy is occurring or has occurred.

Authorized personnel of Rhodes have the right to enter student rooms at any time for purposes of maintenance and repair, inspection of health and safety conditions, and investigation of violation of college regulations. Resident Assistants conduct routine checks of battery-powered room smoke detectors. At least once each year, generally during vacation periods, a representative of the Residence Life Office and/or a representative of Physical Plant or Campus Safety will conduct safety, sanitation, and maintenance inspections.

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Visitation (Student Guests and Visitors)

Rhodes College welcomes guests and visitors while maintaining the safety and comfort of our campus community. All guests and visitors must comply with college policies and local, state, and federal laws while on campus. 

Definitions

Guest:  A guest is an individual invited to campus by a student or other member of the Rhodes community. Guests are required to remain under the direct supervision of their host for the duration of their visit.

Visitor: A visitor is an individual who comes to campus for business or personal reasons without a specific host, such as attending events or meetings. Visitors are responsible for their adherence to campus policies.

Guests on Campus

Guests are required to always remain under the responsibility of their host. 

The host is accountable for ensuring the guest abides by and respects all campus policies, including those related to safety, conduct, respect for others, and behavioral expectations.  Failure of the guest to adhere to campus regulations and policies will result in the host’s referral to the Office of Community Standards.  

 The responsibility for hosting a guest cannot be transferred from one individual to another during their visit. 

Guests are not permitted on campus during high-stress academic periods, such as finals week and senior week, to ensure minimal disruption to the learning environment.

Overnight Guests in Residence Halls

Rhodes College allows overnight guests under the following conditions:

Rhodes College allows 24-hour visitation provided the student first secures verbal approval from their roommate(s) and/or suitemate(s) before the guest's arrival.

Roommate Rights: A roommate’s right to free access to the room/apartment, privacy, study, or sleep should not be compromised due to the presence of a guest.

Cohabitation Policy: The College prohibits cohabitation. Cohabitation is a guest staying overnight for more than three consecutive nights. Violations may result in disciplinary action.

Guest Registration Process: All overnight guests must be registered through the Office of Residence Life by completing the Overnight Guest Registration Form. This form must be submitted at least 24 hours before the guest’s stay. The host is responsible for ensuring their guest is registered and for adherence to all Residence Life policies. No one under the age of sixteen can be an overnight guest.

If an unregistered guest is discovered or the guest policies are violated, the student hosting the guest will lose overnight privileges. There may be additional disciplinary action.

Various types of misconduct may result in the removal of guests and referral of hosts to the Office of Community Standards (refer to the Student Handbook for more details).

Guests are not permitted during finals week and senior week to protect the integrity of the academic environment.

Guest and Visitor Check-In Process

All are required to follow the campus check-in process upon arrival:

Identification: Visitors must present a valid driver’s license or other approved government ID at the campus gate.

Guest/Visitor Badge: The guest/visitor's ID will be scanned into the Raptor system, and a visitor badge will be issued with their name, photo, and destination. All vehicle passengers must present identification to ensure campus security.

Students who enter through the North Parkway gate with guests must register guests at the Phillips or Bailey gate when the North Parkway gate is not staffed.

Visitors to West Campus should be directed or taken to one of the staffed gates to allow their guests to check in through the Raptor process before proceeding to their destination.

Students with overnight guests are required to register their guest(s) at one of the staffed gates. The visitor will receive a visitor badge with the expiration date included.

Large Events: 

Pre-registered guests/visitors may bypass the Raptor system by displaying their event parking pass or emailed event pass, allowing quicker access to the campus.

Event organizers are required to submit the list of attendees to Campus Safety at least 48 hours before the event for guests to bypass the visitor check-in process. Campus Safety will send you a visitor pass, which you can forward to your guests.

If multiple people will be in one vehicle, include the names of the passengers on the list sent to Campus Safety.

The pass will allow them to pass through the gate without being stopped.  Guests will not be turned away if you do not follow these steps; they will have their ID scanned and be issued a visitor badge as described above.   

For more details on the visitor check-in process, refer to the guidelines provided by Campus Safety.

Trespass Notice

Campus Safety or any Rhodes official may issue a Criminal Trespass Notice if it is determined that an individual poses a threat to the safety, well-being, or academic environment of the College. If a person is deemed to have committed a crime, they may be subject to arrest by the Memphis Police Department.

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