University Policy 96
WCU Student Residency Requirement and Residence Hall Agreements Policy
Approved by: Executive Council 1/22/2007
Posted: January 30, 2008
Revised: October 1, 2007
Revised: September 29, 2014
Policy Topic: Student Activities and Services
Administering Office: Residential Living

I. POLICY STATEMENT

University residence halls are an integral part of campus life, offering a variety of experiences that enhance a student's intellectual, personal, and social development. The Department of Residential Living supports a core philosophy of student housing that envisions students living in on-campus housing during the early stages of their college experience at WCU and progressing towards living in off-campus apartment communities before graduating from WCU.

Accordingly, Western Carolina University requires new undergraduate students to live on campus in the residence hall system for a specific period of time (based upon student type at the point of enrollment). Furthermore, students living in campus residence halls are required to purchase a campus meal plan each semester.

In general terms, first-year students enrolling at WCU will be required to live on-campus for two academic years and new transfer students for one academic year.  Students are expected to comply with the terms of the residence hall agreement while living on-campus.

 

II. DEFINITIONS

First-Year Students:  All newly admitted, degree-seeking undergraduates who have not attended college following high school completion (excluding enrollment in the summer immediately following high school graduation) are subject to a two academic year (four fall or spring semesters) requirement to live in the residence halls. This student type includes those who have earned credit while in high school (i.e., early college or dual enrollment students).

Transfer Students:  Undergraduates who have attempted college courses in a regular term after completion of high school and who have earned less than 30 hours of transferrable credit to WCU prior to their initial term of enrollment at WCU are subject to a one academic year (two fall or spring semesters) requirement to live in the residence halls.

Returning or Resuming Students: Undergraduates who are re-enrolling for any reason are responsible for satisfying the residency requirement terms that were not fulfilled at the time of their departure from Western Carolina University.

Summer Programs: Special programs including but not limited to the Academic Success Program, other freshman transition programs, mini-mesters, and summer student housing may include on-campus housing requirements or options.  These programs do not apply toward meeting the residency requirement outlined in this policy.

Other Residential Programs:  Programs such as the Intensive English program, University Participant Program, etc. may include on-campus housing requirements or options.  These programs do not apply toward meeting the residency requirement outlined in this policy.

Residence Hall Agreement:  The binding agreement that students sign which states the terms and conditions for living on campus.

III. REQUIREMENTS AND EXEMPTIONS

First-Year Students are required to live in residence with the Department of Residential Living two academic years (four fall or spring semesters).

Transfer Students are required to live in residence with the Department of Residential Living one academic year (two fall or spring semesters).

Returning or Resuming Students are required to live in residence with the Department of Residential Living for the unfulfilled requirement of initial enrollment student type.

Some undergraduates who fall within the student types outlined in policy may qualify for one or more exemptions from the residency requirement, including:

  1. Distance Learning Students: Enrolled exclusively in an online program.
  2. Extension Students: Enrolled exclusively in extension courses.
  3. Part-time Students: Enrolled in less than 6 total hours in a term.
  4. Non-degree Students: Unless participating in a program that requires campus housing.
  5. Nontraditional Students: Age 21 or older before 8/1 for fall entry or 12/1 for spring entry.
  6. Married Students: A copy of the marriage certificate must be submitted.
  7. Students with Dependents:  Documentation (i.e., birth certificate) must be submitted.
  8. Local Students: Living with legal parent/guardian in Jackson or contiguous county.
  9. Veterans: Minimum of 18 months active duty. Documentation required.
  10. Seniors: Students who have earned 90 or more hours toward graduation.

Students choosing to request an exemption must complete and submit a “Residency Exemption Form” that can be found on the Residential Living website.  The form must be submitted prior to July 1 for fall entry and December 1 for spring entry.

IV. PROCEDURES

The Department of Residential Living will make every effort to secure bed spaces for all students required to live on campus by this policy. 

  1. Unless otherwise communicated by the Department of Residential Living to the student’s Western Carolina University email account before January 16th to those first-year students governed by this policy, the second-year residency requirement will be in effect for the following year.  Residential Living could elect to inform current first-year students that the second year of the residency requirement is waived.  This decision would be based on residence hall construction or renovation plans, increased retention and persistence rates, and/or a higher expected enrollment.  Note that waiving the second-year requirement would be an exception to standard practice and must be intentionally communicated as stated above.

  2. Space will be held for new undergraduate students subject to this policy based on enrollment estimates.  Students completing their first year will be expected to go through Residential Living’s Room Selection Process to choose a room for their second year.  Those students subject to the policy who do not go through the Room Selection Process but have paid a housing deposit and submitted a completed Residence Hall Agreement will be assigned a room.  Those students enrolled and subject to the policy who do not pay a housing deposit and/or submit a completed Residence Hall Agreement will be assessed on their student account a penalty charge equal to the average residence hall rate and the default block meal plan cost for each semester remaining to meet the residency requirement. 

  3. The Department of Residential Living will hold only the number of estimated beds to cover students required to live on campus by this policy.  In the event more beds are needed than have been estimated, unassigned students will be assigned to available space by student classification with First-Year students first, then Transfer students, and finally Returning or Resuming students, all by their housing deposit date.  Any housing deposits received after April 30 will be waitlisted for a housing assignment and might not be accommodated with housing.  All related decisions and subsequent email communications will be sent as soon as possible.

V. RESIDENCE HALL AGREEMENTS

Each student living in a residence hall must sign a Residence Hall Agreement for the entire academic year, or summer programs, or any part of any remaining semester when the student moves into the residence hall.  Students who must meet the residency requirement but who do not sign a Residence Hall Agreement will be required to pay room and food charges as approved by the WCU Board of Trustees for the remainder of the time needed to satisfy the residence hall requirement.  Students who fail to abide by the Residence Hall Agreement will be billed an early termination charge as set forth in this agreement.

The Residence Hall Agreement may be cancelled for the following reasons without violating the agreement:

  1. Graduation:  A student graduating at the end of the fall semester must provide written notice to Residential Living before December 1.
  2. Medical reasons:  A physician must certify the medical reasons or injury that necessitates a student’s need to live off campus or withdraw from the university.  Western Carolina University can provide on-campus housing that meets most medical needs.  If the University can provide accommodations that meet the documented medical needs, the Residence Hall Agreement will not be cancelled.  Requests for residing off campus due to allergies/asthma are typically not approved.
  3. Marriage:  Proof of marriage must be presented to the Department of Residential Living.
  4. Academic or disciplinary dismissal from the university. Students who are removed from the residence halls for a violation of the Code of Student Conduct, but remain enrolled in the university will be billed an early termination charge. Students who are subject to the residency requirement will be required to pay the room rate and meal plan fees for any remaining terms needed to satisfy the residency requirement.
  5. Participation in a WCU educational program, outside of Jackson County, that requires living off campus while attending three hours of class per week or less on the Cullowhee campus.
  6. Official withdrawal from the university.
  7. Dependent children:  A copy of the certificate of birth, adoption, or other custody paperwork must be submitted as documentation.
  8. Military:  Called to active duty.  A copy of the deployment papers must be provided.


VI. APPEAL PROCEDURES

Students submitting letter of appeal are encouraged to provide any and all relevant supporting information; including but not limited to, documentation of early college completion, transfer hours completed, etc.

A:  Appeal of Residency Requirement

Students who desire to appeal the residency requirement must submit a letter outlining their reasons to the Assistant Director for Operations, Department of Residential Living, as well as meet with the Assistant Director for Operations to discuss those reasons.  The Assistant Director for Operations will then rule on the Appeal.  If the student wishes to appeal that ruling, the student must submit a letter of appeal to the Residential Living Appeals Board for review at their next scheduled meeting.  The Director of Residence Life chairs the Appeals Board.  The Appeals Board membership includes student, faculty, and staff representatives.  Rulings of the Residential Living Appeals Board are final.

B. Appeal of an Early Termination Charge and/or the Housing Cancellation Charge

Students who desire to appeal the terms of the Residence Hall Agreement must submit a letter outlining their reasons to the Assistant Director for Operations, Department of Residential Living, as well as meet with the Assistant Director for Operations to discuss those reasons.  The Assistant Director for Operations will then rule on the Appeal.  If the student wishes to appeal that ruling, the student must submit a letter of appeal to the Residential Living Appeals Board for review at their next scheduled meeting.  The Director of Residence Life chairs the Appeals Board.  The Appeals Board membership includes student, faculty, and staff representatives.  Rulings of the Residential Living Appeals Board are final.


VII. RELATED POLICIES AND RESOURCES

 

 

 

 

 

 

 

 

 

Copyright by Western Carolina University      •      Cullowhee, NC 28723      •      828.227.7211      •      Contact WCU
Maintained by the Office of Web Services      •      Directions      •      Campus Map      •      Emergency Information      •      Text-Only

Office of Web Services