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Stony Brook University Stony Brook University Campus Residences Campus Residences

STONY BROOK UNIVERSITY, DIVISION OF CAMPUS RESIDENCES

UNDERGRADUATE TERMS OF OCCUPANCY

2013 - 2014 (Download PDF Version)

Table of Contents

Undergraduate Terms of Occupancy

  1. Introduction

    1. Non­Discrimination Policy

    2. Publication of Specific Policies and Procedures

    3. General Policies

  2. Occupancy Guidelines

    1. Eligibility

    2. Continuing, Changing, and Revoking of Housing Contra

    3. Check In/Check Out

      1. Check In

      2. Check Out

    4. Room Change

    5. Consolidation

    6. Guest Policy

      1. Responsibility

      2. Late Night/Overnight Guests

      3. Limitations

      4. Refusal of Guest Status

      5. CODE

    7. Unauthorized Occupants or Trespassers

  3. Financial Obligations

    1. Housing Charges

    2. Utilities

    3. Payment of Housing Charges/Billing

    4. Rate Changes

    5. Meal Plans

    6. Damage Fees

    7. Voluntary Housing Cancellation Policy

      1. Termination after a Residency Period has Commenced

      2. Cancellation prior to First Day of Residency Period

    8. Withdrawal or Dismissal from the University

  4. Standards of Living

    1. Cooking

    2. Appliances

    3. Furnishings and Keys

    4. Smoking Tobacco Products

    5. Specialty Living Communities

      1. 24­Hour Quiet

      2. Substance Free

      3. Modest Living

      4. Gender Inclusive Housing

    6. Quiet Hours Policy

      1. General Quiet Hours

      2. Extension of Quiet Hours

      3. Courtesy Hours

  1. Pets/Animals

  2. Pest Control

  3. Roof Access

  4. Wireless Networks

  1. Safety and Security

    1. Health and Safety Inspections

    2. Safe Conditions

    3. Cleanliness

    4. Fire Safety

    5. Security

    6. Lockouts and Lost Keys

  2. Miscellaneous

    1. Driving, Parking and Bicycles

    2. Use of Residential Sports Courts

  3. Emergency Maintenance/Custodial

    1. Custodial/Maintenance Emergencies

    2. Access by Maintenance or Professional Staff

  4. Minimum Standards

    1. Standard I

    2. Standard II

    3. Standard III

    4. Standard IV

    5. Standard V

Appendix A ­ SUNY Rules of Public Order

Summary

  1. Rules for the Maintenance of Public Order

    1. Prohibited Conduct

    2. Supplementary Rules

    3. Applicability of the Rules

    4. Communication of the Rules

    5. Freedom of Speech and Assembly; Picketing and Demonstrations

  2. Campus Procedures and Penalties for the Violation of the Rules

    1. Procedures and Penalties for Different Categories of Individuals

  3. Mandates for the Enforcement of the Rules

    1. Enforcement Program

Appendix B ­ Property

  1. Campus Residences Abandon Policy

  2. Disposal of Found Property

Tag Sample

Appendix C ­ Housing Eligibility

  1. West Apartments Eligibility

  2. Specialty Academic Housing

  3. Accommodations for Disabilities

Appendix D ­ Room Occupancy Procedures

  1. Assignment and Arrival

    1. Room Assignment

    2. Room Assignment Hold

    3. E-RCR

  2. Voluntary Room Changes

  3. Check Out

  4. Voluntary Termination of Housing Agreement

  5. Room Consolidation

  6. Eviction from Residence Halls by University

Appendix E ­ Health and Safety Cleanliness Expectations

  1. Suite/Living Room Area

  2. Dining Room Area

  3. Kitchen Area

  4. Bathroom Area(s)

  5. Bedroom(s)

  6. Garbage and Recycling Receptacles

Appendix F ­ Repair Costs

I. Minimum Price Index Residential Damage Rates

Bathroom Facilities

Bedding

Blinds

Brick Cleaning

Carpet

Ceiling Tile

Chairs

Check-out

Cleaning

Closets

Cooking Items

Cove Base

Doors

Drapery and Drapery Rod Repair/Replacement

Exit Signs

Faucets

Fire Safety

Flood

Floor Tile

Furniture

Room Furniture

Lounge Furniture

Apartment Furniture

Bedroom

Living/Dining Room

Furniture Removal

Graffiti

Handles

Lights

Lock Changes

Mirrors

Motion Sensors

Painting

Recycling Bins

Phones/Computers

Screens

Signs

Thermostat

Toilet

Upholstery

Upholstery Refinishing Rates (Cushions only)

Wood Refinishing and Cushions

Wood Repair Only

Walls

Water Fountain

Windows

Appendix G ­ Undergraduate Room Rates 2013­2014 (Per Semester)

Appendix H ­ Health and Safety Inspection Form

Inspection List

Appendix I ­ Guest Policy

I. Guest Policies

Appendix J ­ Lockout Policy

I. Lockout Policies

Appendix K ­ Underage Minor Appeals Form

Authorization for a Minor Child Form

  1. Introduction

     

    1. Non-Discrimination Policy

      Consistent with federal and state guidelines, Stony Brook University does not discriminate on the basis of any protected class including race, religion, sex, sexual orientation, gender identity, color, national origin, age, disability, marital status or status as a veteran or disabled veteran in its educational programs/activities or in employment. Pursuant to Title IX of the 1972 Education Amendments Stony Brook University does not discriminate on the basis of sex; prohibited sex discrimination includes sexual harassment or sexual violence. Complaints of suspected violations of this policy should be made to the Title IX Coordinator, 201 Administration building, 632-6280 (www.stonybrook.edu/titleix)

       

    2. Publication of Specific Policies and Procedures

      All policies and procedures referred to herein can be obtained at Campus Residences Central Office and at all residential quad offices. Further, all may be found at the Campus Residences official website (www.stonybrook.edu

      /housing).

       

    3. General Policies

      1. The offer of on-campus accommodations is a privilege and not a right.

        This document creates a license to use on-campus housing and is not a lease. Occupancy in campus housing implies acceptance by each student of the terms set forth below.

      2. The University has the right, using established procedures, to suspend or withdraw accommodations, guest privileges or access to a campus residence to any person(s) for violation of these regulations, for health and safety reasons or for nonpayment of bills. In addition, the University may seek financial or other restitution for loss or damage to residence hall property.

      3. The University, through the provisions listed herein, reserves the right to conduct inspections to ensure the health, safety and general welfare of University community members, and/or the physical security of University property.

      4. The University reserves the right to enter and inspect residential quarters without advance notice, including individual bedrooms and common areas, on receipt of a complaint of illegal activity or a violation of the University Student Conduct Code. Personnel from the Division of Campus Residences, as well as emergency personnel, may access residential quarters in the event of an emergency (i.e. fire alarms, fires, floods, etc.), to complete maintenance requests, to prevent harm or damage to persons or property, and/or to enforce provisions of the Terms of Occupancy.

      5. Upon residency, the student must carry room/suite/apartment key(s) and ID/access card at all times and to provide such ID when requested by University staff member.

      6. The existence of other sets of rules governing social behavior within the on-campus community is presumed. In addition to adherence to these Terms of Occupancy, students must comply, and should become familiar with, the Residence Hall Eviction Procedures, the University Student Conduct Code, and the SUNY Rules for the Maintenance of Public Order. See (Appendix A) (http://studentaffairs.stonybrook.edu/judiciary). In addition, all local, State and Federal laws are in effect for the campus. This set of regulations as written and as applied, is and shall be limited in purpose to ensure an environment which is healthy, safe, and conducive to academic success; and to insure the financial investment in the residence halls. The distribution of this information (by electronic and other means) to residents constitutes official notice of the possible violations and sanctions contained, though not limited to those.

      7. Students themselves are responsible for reviewing, understanding and abiding by the University’s regulations, procedures, requirements, and deadlines as described in all official publications. These include the Undergraduate Bulletin (and supplements), Summer Sessions Bulletin, SPD Bulletin, Graduate Bulletin, Health Science Center Bulletin, Student Handbook, and Class Schedules. Failure to abide by a regulation, procedure, requirement, and/or deadline may result in judicial action and/or loss of housing privileges.

      8. The University shall not be liable to the resident(s) or guest(s) for injury to any person or damage to any personal property caused by water, rain, fire, steam, sewer, pipes, plumbing, stoves, refrigerators, laundry

        machines, dryers, or anything else which is beyond the control of the University.

      9. Liability for risks or injury and/or damage to personal property, are expressly assumed by the resident. It is strongly recommended that each resident obtain appropriate insurance for personal property (Appendix B). Information on insurance can be also obtained at www.stonybrook.edu/housing

         

  2. Occupancy Guidelines

     

    1. Eligibility

      1. The offer of on-campus accommodations is extended to full-time matriculated students who are eighteen (18) years of age or older or who will attain the age of eighteen within their first two semesters of enrollment at Stony Brook University. Note: Although Stony Brook University does not typically provide on-campus housing for students who enroll at the age of 17 but will not turn 18 years old until after their first year of studies have ended, such applicants may contact the Associate Director of Residential Programs for Administration and Services, at 631-632-6966 orReside@stonybrook.edu to request special consideration for campus housing. Students under the age of 17 at the time they enroll are not considered for campus housing. See (Appendix J).

      2. In order to reside on campus, students must maintain their eligibility during the entire fall and spring academic semesters.

      3. Any change in eligibility status (i.e. from full-time student to part-time student, from student to non-student status, or from undergraduate to graduate student status) may result in relocation or termination of housing. Residents who terminate enrollment for any reason, including graduation, must vacate their assignment within 72 hours of the date their enrollment terminates.

      4. Eligibility criteria for specific housing areas are listed in (Appendix C).

         

    2. Continuing, Changing, and Revoking of Housing Contract

      1. A continuing resident will be allowed to renew his/her housing agreement on a space available basis, according to published policies at the time of the renewal request. Academic responsibilities or obligations, such as internships, or research that extend for a semester or longer, and require the student to be

        away from campus may serve as reasons for a resident to terminate his/her housing agreement without financial penalty. There is no guarantee that accommodations will be available should a student re-apply for housing.

      2. If the continued presence of a student would constitute a danger to the student or to the safety of persons or property in the residence halls/apartments, or would pose a threat of disruptive interference with the normal conduct of residence hall/apartment activities and functions, or if otherwise warranted due to the seriousness of a student’s behavior, the University may suspend the student’s privilege of occupancy.

         

    3. Check In/Check Out  ‌

      1. Check In

        1. Billing begins on the first day of the housing agreement, whether or not physical occupancy of the space is also taken at the same time. Billing continues until the student properly checks out of the space which includes returning the key to the space or until the University determines that the space has been vacated.

        2. Upon occupancy of a room or apartment, the resident(s) should make an initial inspection of the premises and furnishings. Within 3 days of occupancy a staff member will email residents their electronic Room Condition Report or Apartment Condition Report. Residents are responsible for reviewing and re-submitting this report via the RCR online system. The report will be retained online for the entire duration of occupancy. The report shall be the basis for determining damage, cleaning, and billing if there are discrepancies during the checkout process. Consult (Appendix D) regarding all check in procedures.

      2. Check Out

        1. To properly check out a student must completely remove personal property and clean the space. He/she must report to either the Quad or Residence Hall Office to return the key to a Professional Staff member or Resident Assistant. A Residential Programs staff member will assess any damages.

        2. Residents are also offered the Express Check Out option as a check out procedure. For the Express Check Out option, obtain an Express Check Out envelope from the Quad or College/Hall Office. Once all personal property is out of the room/apartment, lock the door, complete the form

          in its entirety, and place keys in the attached envelope. Place the envelope in Express Check Out box which is located outside the respective Quad or Residence Hall office.

        3. Any resident who, upon leaving, fails to check out through either of the above procedures shall be assessed the current fees for failure to return room key(s) and improper checkout. In addition, the resident will continue to accrue, and be responsible for, rent charges through the date the University determines the space has been vacated. Additionally, the resident will be responsible for damages that may occur to that room/suite/apartment. All residents are expected to check out by the posted closing time on the last day of their Housing Agreement.

        4. Items for which charges may be assessed include but are not limited to:

          1. Labor and material costs to clean or repair rooms/suites/apartments that are not returned in the same condition as when the student took occupancy, reasonable wear and tear excepted.

          2. Nail/pin holes and other decorating damages, including damage from adhesive materials.

          3. Scarred and broken furniture.

          4. Soiled, stained and damaged carpets

          5. Burns of all kinds

          6. Damage to walls, wood, and metal surfaces, counter tops, screens, doors, etc., beyond normal wear and tear.

          7. Cost for removal of debris and/or personal items left behind from interior and/or exterior of apartment.

          8. Failure to return key(s) issued by the University. See (Appendix F) for itemized list of charges.

             

    4. Room Change

      As a campus committed to promoting diversity, room change requests that are based on the lack of tolerance for others because of race, creed, color, disability, national origin, religion, sexual orientation, or status as a disabled or United States veteran, will not be considered or approved. When requesting a room change, published procedures must be followed. Current room change procedures may be obtained in any Quad office and online. Residents who move without prior approval will be directed to return to their assigned space, will lose their room change privileges until

      the following semester, and may be subject to judicial proceedings. Consult (Appendix D) for a description of the current room change procedure.

       

    5. Consolidation  ‌

      The University reserves the right to consolidate residents upon written notice; residents who live alone in a double room may be relocated.

       

    6. Guest Policy

      1. Responsibility

        Residents hosting guest(s) assume full responsibility for the actions of their guest(s) whether the guest has been formally registered and regardless of duration of visit. This may include liability for the cost of property damage caused by a guest and/or any campus judicial action instituted as a result of guest behavior.

      2. Late Night/ Overnight Guests

        1. Residents are permitted to host overnight guests, which is any person(s) remaining overnight between the hours of 11:00 pm and 9:00 am. Residents wishing to host an overnight guest must follow all published procedures, which are available at all Quad offices and online.

        2. Only overnight guests whose hosts have followed the published procedures are permitted to stay in a residential facility. No individual may be a late night/ overnight guests more than three (3) nights in a seven (7) day period, and a maximum of six (6) nights in any thirty (30) day period.

      3. Limitations

        1. Individuals granted guest status may not become another resident’s guest as a means of extending their visit.

        2. Guest frequency may not be used as a means of obtaining campus housing without being assessed housing fees; he/she may be denied guest privileges, face judicial action and billed restitution for the cost of the period of unauthorized residency.

        3. A guest may not occupy a residence hall bedroom or suite common area in the absence of the assigned occupants of the room.

        4. Each resident of a room/suite may host no more than 2 guests; total occupancy may never exceed twice the number of residents assigned to that space.

      4. Refusal of Guest Status

        A guest may be denied permission to be a guest in the future by the Division of Campus Residences based on behavior which includes but is not limited to posing a potential threat to students and/or the University or is otherwise in violation of the University’s Student Conduct Code or Rules of Public Order. The guest shall be informed of that reason when s/he is asked to leave the halls. Guests who have been denied authorization in one quad may not request guest status in another quad.

      5. CODE

        For additional guidelines on the University guest policy, please refer to the University Student Conduct Code(http://studentaffairs.stonybrook.edu/ judiciary/conduct).

         

    7. Unauthorized Occupants or Trespassers

      Facilities not authorized for sleeping quarters may not be used for that purpose without the consent of the Assistant Vice President for Campus Residences or his/her designee; any person doing so will be considered a trespasser. Unauthorized occupants shall be subject to a charge at the prevailing daily rate for a comparable space during the entire period of improper occupancy, and may be subject to criminal and/or judicial proceedings as well.

       

  3. Financial Obligations

     

    1. Housing Charges

      1. Housing fees in Residence Halls and West Apartments are assessed by the semester. See (Appendix G) for a listing of room rates.

      2. Most undergraduate students must submit an advance room deposit (currently

        $200.00) at the time of application or reapplication each year, which is credited towards the room fees for the appropriate semester. Exceptions to this requirement are delineated in the housing application materials.

         

    2. Utilities

      All utilities are included in the stated room fees.

    3. Payment of Housing Charges/Billing  ‌

      1. Payment of all housing fees is required by the due date on the resident’s University account. Failure by a resident to maintain his / her account in good standing will result in having late fees assessed by the University Bursar and could result in termination of the resident’s housing agreement upon 72 hours written notice.

      2. Residents assigned to temporary spaces (doubles occupied as triples or lounges assigned as bedrooms) will receive a credit (currently $5.00) for each day the resident is assigned to a temporary space. Once the resident is offered a permanent space the credit will be posted to the University account. If the offer of a permanent space is declined or ignored for any reason the daily credit will be discontinued from the date the permanent space was offered.

      3. Only residents in good financial standing will be permitted to participate in the annual room selection process.

         

    4. Rate Changes

      Rate changes resulting from a change in occupancy status will become effective as of the first day the space is made available to the student. A resident will not be allowed to upgrade his or her room or apartment (i.e., transfer from a lower to a higher monthly room charges) or renew his/her housing agreement unless all prior rental charges and outstanding student account bills have been paid.

       

    5. Meal Plans

      All freshmen and transfer residents must participate in a resident meal plan for their first two semesters in campus housing regardless of room/building assignment. Beyond the first year of enrollment, any student assigned to a designated meal plan residence hall must register for one of the Residential Meal Plans offered by the University regardless of class standing. Students beyond their first year of enrollment who reside in designated cooking buildings have the option of whether to purchase a meal plan, subject to all published terms and conditions for meal plan contracts.

       

    6. Damage Fees

      Each person assigned residency in a residence hall will be held responsible for any damage beyond normal wear and tear to his/her assigned room or quarters, the furniture, fixtures (including window treatments), equipment, and structural

      components contained therein and for any damage caused by him/her or his/her guest to any other part of the residence hall/apartment premises. Fees will be assessed for damage to the room/suite/apartment according to section 2.C.1.(b).1. In the event that two or more persons occupy the same room/ suite/ apartment and it cannot be ascertained which student is responsible for the damage, the charge will be assessed against residents equally.

       

    7. Voluntary Housing Cancellation Policy

      1. Termination after a Residency Period has Commenced

        1. When occupancy levels in the residence halls are at or above 100% of useable space, residents who cancel their housing will be assessed housing charges on a daily basis through the date that a proper checkout is processed. However, once occupancy in the residence halls falls below capacity and there is no active waiting list for housing, residents who cancel their housing will be assessed housing charges through the end of that semester with no proration of fees extended. Additionally, the resident will remain responsible for any damages that may occur to that room despite the resident’s non-occupancy.

        2. Individuals wishing to request an exception to the guidelines for early agreement termination may submit a letter of appeal to the Associate Director of Residential Programs for Administration and Services, Division of Campus Residences, Mendelsohn Quad, Z-4444.

      2. Cancellation prior to First Day of Residency Period

        All requests for cancellation of housing must be made in writing to the Division of Campus Residences. The cancellation date will be that on which the space can be reassigned. Advanced payment room deposits will be refunded as appropriate under the cancellation schedule published each year.

         

    8. Withdrawal or Dismissal from the University

      Residents who withdraw or are dismissed from all classes will have their housing agreement terminated and will be expected to check out within 72 hours of the change in their academic status. It is incumbent upon the individual to notify Campus Residences of the change in status immediately and to make arrangements for proper check out.

       

  4. Standards of Living  ‌

     

    1. Cooking

      Cooking may occur only in designated kitchens. Food that is cooking should not be left unattended and should be checked regularly. Any knives used for cooking purposes must be kept clean and stored away. No knives should be visible in any bedroom or common room. Kitchens must be kept clean and free from dirt, grease, garbage, and trash. Failure to comply with cleanliness standards will result in judicial action and/or assessment of cleaning fees.

       

    2. Appliances

      Senior Staff members and emergency personnel reserve the right to remove any personal appliance or heavy electrical equipment that is unauthorized or which is found to be a health and safety hazard. Students will be charged an appropriate removal fee. See (Appendix F).

      1. The following electrical appliances are prohibited from use in bedrooms/suites:

        1. Washing machines

        2. Irons without automatic shut off

        3. Air conditioners not supplied by the University

        4. Space heaters

        5. Torchiere style halogen lamps

        6. Hot plates, and any cooking appliance including, but not limited to: microwaves, grill cookers, coffee makers without automatic shut off, and toaster ovens.

        7. Refrigerators other than those expressly permitted in Section IV.B.3

      2. Residents may use coffee makers with automatic shut off, a hot pot, toasters (“pop-up” type), and a hot air popcorn popper in designated cooking areas of each building.

      3. Refrigerators

        1. Only refrigerators of 1.5 amps (maximum) and 3 cubic feet (maximum) will be allowed.

        2. Units must be plugged directly into wall outlets.

        3. During the check-in period and throughout the semester, refrigerators will be inspected for external cleanliness and deterioration in an attempt to

          deter pest infestation.

      4. Campus Residences reserves the right to remove any personal appliance or heavy electrical equipment that is unauthorized or which is found to be a health and safety hazard. Students will be charged an appropriate removal fee.

      5. Outdoor grilling or cooking is prohibited on any grounds around residence halls or apartments.

         

    3. Furnishings and Keys

      1. Alterations to the physical facilities are not permitted.

      2. Residents are not permitted to install window treatments, or take down those provided by the University.

      3. Upholstered furniture and mattresses that are not provided by the University are not permitted.

      4. Residents will be issued one entry and/or one bedroom key upon check in.

        Residents are responsible for all keys issued. Duplication of University-issued keys is strictly prohibited.

         

    4. Smoking/Tobacco Products

      Currently, the smoking of any burning tobacco or tobacco-like products (including marijuana, incense, “E”-cigarrettes, and/or use of a hookah, bong, or any other device) is strictly prohibited within the residential halls. Any resident or guest who wishes to smoke should vacate the building and smoke at least 15 feet from the perimeter of the building. Residence Hall staff will address any suspicion of smoking in the residence halls and proceed with judicial action if deemed necessary.

       

    5. Specialty Living Communities

      1. 24- Hour Quiet

        1. Residents of 24-Hour Quiet Communities accept a living standard that supports strictly enforced quiet hours 24 hours a day, seven days a week. Noise made in a bedroom/suite may not be heard outside of the room/suite.

        2. Residents who fail to comply with the expectations of a 24 hour quiet community will, after one warning, be administratively reassigned to a space in another residential community and will receive a judicial referral. (Note: warnings may be given in verbal or written form)

      2. Substance Free

        1. Substance Free Communities provide students with a living option free of tobacco products, alcohol beverages, and other illicit drugs.

        2. Substance Free accommodations require all residents and their guests to keep their room free of alcohol, cigarettes, chewing tobacco and other smoking materials, as well as paraphernalia. Use and/or possession of all tobacco and illicit drugs are prohibited in all residence halls. Furthermore, all residents living in the University's residence halls must comply with State and Federal regulations related to the use of alcohol and drugs.

        3. Residents who fail to comply with the expectations of a Substance Free community will be administratively reassigned to a space in another residential community and receive a judicial referral upon the first violation.

      3. Modest Living

        Residents of Modest Lifestyle Communities agree to a living environment that features a 24 hour quiet policy, an alcohol and tobacco free environment, and an environment where guests of the opposite gender are prohibited, with the exception of staff members attending to work-related matters. Residents who fail to comply with the expectations of a Modest Lifestyle community will, after one warning, be administratively reassigned to a space in another residential community and will receive a judicial referral. (Note: warnings may be given in verbal or written form)

      4. Gender Inclusive Housing

        1. Residents of Gender Inclusive Housing will have the opportunity to live with members of the same gender, the opposite gender or students from across the gender spectrum within the same suite or apartment.

        2. Gender Inclusive Housing is available to Stony Brook students who are 18 years of age or older by the start of the semester for when they are requesting accomodations. Applicants will be able to request placement into one of the Gender Inclusive suites or apartments on a space available basis, and will sign a supplemental housing agreement which outlines the expectations of the community. Requests for Gender Inclusive Housing will be reviewed with each applicant including a discussion of community expectations with placement facilitated on a space available basis.

           

    6. Quiet Hours Policy

      1. General Quiet Hours  ‌

        During published quiet hours for each residence hall or apartment, producing noise which can be heard beyond one’s bedroom, suite room or apartment, is prohibited. (Please refer to 24 hour quiet living policy.)

      2. Extension of Quiet Hours

        During finals week, 24-Hour Quiet Hours policy will be extended to all residence halls to begin at 4 p.m. on the last day of classes and continue until 8PM the day of commencement). Violation of quiet hours during this period may result in the student being asked to leave the Residence Hall immediately even if he/she is not done with final exams.

      3. Courtesy Hours

        Courtesy Hours are in effect 24 hours a day. Residents must make reasonable efforts to avoid disturbing other residents and comply with reasonable requests to cease any disruptive activity.

         

    7. Pets/Animals

      1. No resident shall have or harbor pets or other wild or domestic animals in the residence halls. Pet paraphernalia, equipment, supplies and food are also prohibited. Exception: Not more than one aquarium (fish tank) of 10 gallons or less per room will be permitted. No flesh eating fish such as piranha are allowed.

      2. Residents who believe that they have a medical need for a Service Animal that is required to assist them with their daily living and safety needs must contact the Office of Disability Support Services. If appropriate, Disability Support Services will contact Campus Residences.

         

    8. Pest Control

      The University utilizes an Integrated Pest Management System (IPM) approach to pest control. Residents of residence halls/apartments experiencing infestation problems should request treatment through their quad office. All resident students must comply with the requirements of the University pest control program. Residents may not refuse, and are required to properly prepare for the pest control officer. Residents must not remove or tamper with any pest control device placed by the University.

      The University strictly prohibits students from gaining access to the roofs of residence halls, as well as other buildings on campus.

       

      1. Wireless Networks

        1. All Residence Halls contain wireless routers provided by the University. Users of the University network are prohibited from installing or connecting devices which could potentially degrade or deny services. This includes, but not limited to, routers (wireless and wired), proxy servers, gateways, compromised/infected personal devices and Dynamic Host Configuration Protocol (DHCP) appliances. In addition, connecting any device to an unauthorized wireless network will result in immediate judicial action. Stony Brook reserves the right to protect the integrity of the campus network and will disable any connection which violates this policy.

        2. Students should not tamper with, damage, or remove the wireless routers from their locations. If a student’s room/apartment/suite contains a wireless router, students will be responsible for the cost of repair or replacement of the router resulting from accidental or intentional damage.

       

  5. Safety and Security

     

    1. Health and Safety Inspections

      1. In order to ensure a clean and healthy living environment for current and future residents, health and safety inspections are conducted each and every month. All residents are given a mandatory 24-hour (minimum) notice that members of the Residential Programs staff will enter apartments regardless of whether residents are present. Residents are encouraged to use this time to coordinate efforts within their bedroom space and in the common living areas to correct any conditions that do not meet cleanliness or safety standards as outlined in this document. See (Appendix H) for a copy of Health and Safety Inspection Form.

      2. While conducting health and safety inspections, staff members are required to take note of any item which violates any aspect of University regulations. Among the items of concern are:

        1. Illicit drugs or drug paraphernalia

        2. Alcohol in a room occupied by someone under the age of 21

        3. Weapons

    2. Safe Conditions

      No person shall create safety or health hazards in any residence hall/apartment. Examples of prohibited behavior or items include, but are not limited to:

      1. Propping open outside doors, unlocking lounge windows.

      2. Using windows, balconies or unauthorized doors to enter or exit buildings.

      3. Excessive accumulation of garbage or filth in rooms, lounges, or balconies.

      4. Possessing upholstered furniture, mattresses, or window treatments not supplied by the university.

      5. Supporting or raising beds by non-University devices. Approved bedrisers may be no higher than six inches.

      6. Blocking fire equipment or exits from a living space (including doors and windows).

      7. Weights (above 20 pounds per weight) or weight benches in student bedrooms/suite rooms/apartments.

      8. Mopeds or motorcycles inside the residence halls/apartments.

      9. Bicycles may not be stored within any residence hall except when utilizing University issued bike storage racks.

      10. Throwing or pushing objects off balconies or out of windows

      11. Using balcony for storage, barbecuing, placement of University furniture, garbage or recyclable items, etc.

      12. Playing sports or using equipment that is considered, or could be considered, sporting equipment inside of the residence hall/ apartment.

      13. Engaging in any activity that will injure, deface, or damage any part of the Undergraduate residence halls or West Apartments facilities. This includes posting of signs or advertising notices in non-approved areas.

      14. Installation or use of any unauthorized electrical equipment (i.e. washers, dryers, air-conditioners)

      15. Installation of personal locks on windows or doors.

      16. Alteration of the physical facilities.

      17. Duplication of University-issued keys.

         

    3. Cleanliness

      1. University housing spaces must be kept clean and free from dirt, grease, garbage and trash. Proper care, cleaning, and use of community area and facilities, including stairs, stairwells, laundry rooms, and grounds are a resident’s responsibility. Residents shall not sweep trash from inside to outside of the room/suite/apartment

        (shake rugs, dust mops,) or throw dirt, trash, garbage or waste from windows or balconies. Stairwells, landings, walkways and patios must be kept clean and free of clutter from toys, bikes, boxes, etc. Residents and/or guest must not shake items such as rugs and dust mops from patios and balconies.

      2. The following must be kept clean and will be inspected by residence hall/apartment staff: living room, dining room, kitchen area, bathroom(s), bedroom(s), and garbage/recycling receptacle(s). When preparing for health and safety inspections, it is important to review expectations outlined in (Appendix E).

         

    4. Fire Safety

      1. No person shall refuse to observe any safety regulations or procedures. Fire Safety, UPD, and/or Campus Residences staff may enter rooms during fire alarms to ensure compliance with evacuation procedures. The University reserves the right to require that prohibited items are removed immediately from the Residence Hall.

      2. Examples of other prohibited behavior or items include, but are not limited to:

        1. Tampering with, or otherwise misusing, fire-fighting equipment including, but not limited to: fire extinguishers, fire hoses, fire alarms, fire doors, pull stations, heat and smoke detectors, and exit signs.

        2. Possessing/using/starting: fires, candles, incense or other flammable items; the use or possession of gas, kerosene, alcohol or other flame-producing appliances;

        3. Any electrical appliance or device with wiring that is frayed, broken, or taped.

        4. Remaining in the Residence hall during fire alarms.

        5. Possessing lofts/loft beds not supplied by the Division of Campus Residences

        6. Overloading outlets or using extension cords, and use of multi-plug splitters.

        7. Connecting surge protectors to other surge protectors.

        8. The use of octopus lamps, or other lamps with plastic shades.

        9. Curling irons and hair straighteners that are stored on top of electrical wiring

        10. The use of multiple plugs for cooking.

        11. Use of unauthorized appliances.

        12. Blocking or restricting access to hallway, window, room or suite exits.

          This regulation includes, but is not limited to, the presence of refrigerators in such locations.

        13. Use/possession of non-U.L. approved appliances.

        14. Failure to remove grease/oil from range hoods, cooking tables or adjacent surfaces; improper disposal of grease.

        15. Any unattended cooking.

        16. Excessive occupancy (each resident of a room/suite may host no more than 2 guests; total occupancy may never exceed twice the number of residents assigned to that space).

        17. Natural Christmas trees. (Artificial Christmas trees are permitted, but must be less than 6 feet tall).

        18. Holiday or decorative string lights placed on any item other than artificial trees.

        19. Improper installation of items. [Students may not affix anything to the ceilings in their room (i.e. curtains, tapestries, etc.) nor may items be hung in front of the room door or used as a room divider. Any items made of fabric (i.e. tapestries, clothing, fishnets, sheets, etc.) may not be hung up on the walls. Curtains/drapes provided by the University are the only fabric item allowed to be hung in an on-campus student room. Flammable materials are not to be posted on the exterior surface of room doors or on walls or hallways except on designated bulletin boards or in display cases. Wall and door postings must not cover in excess of 50% of the total surface area.]

           

    5. Security

      1. It is the responsibility of each resident to assist the University in providing protection for persons and property. Residents are required to carry their room key(s) and University ID card with them at all times, to lock bedroom and suite or apartment doors whenever exiting, and to report lost or missing keys or access cards immediately.

      2. In order to provide additional building security, the Division of Campus Residences enforces the following policies:

        1. No person shall use or possess any key to a residence hall/apartment or to any lock within a residence hall/apartment which s/he is not specifically authorized to use or possess.

        2. No person shall enter any residence hall area which is not intended for the use of residents or their guests (i.e., attics, storage areas, roofs, equipment rooms) without the permission of the Assistant Vice President for Campus Residences or his/her designee. Nor shall any person assist the unauthorized entry of any person into any restricted area.

        3. No person shall attempt to deny other residents the use of furnishings or facilities intended to be available in or assigned for the use and benefit of those residents.

    6. Lockouts and Lost Keys

      1. It is an expectation that all residents will carry their keys with them whenever they leave their room/bedroom/suite/apartment. Failure to do so, resulting in staff response/assistance, in excess of three (3) times per academic year will result in judicial referral.

      2. All residents are required to attempt to regain access into their room/ suite/ apartment in the following order:

        1. Knock on the entrance door of your room/suite/ apartment, so that a fellow room/suite/apartment mate can give you access.

        2. Contact the RA on duty or Quad Office.

      3. Lost, misplaced or stolen keys must be reported to Quad Office immediately.

        Campus Residences will change the lock or core and new keys will be issued. The responsible resident will be billed for this expense according to the schedule in (Appendix F), and new keys will be issued to all room/suite/apartment-mates at no charge to those individuals. All existing keys and cores remain the property of the University and must be returned to an Apartments Office or Quad Office. A temporary key will be issued until the lock change has occurred. This charge will not be revised or refunded.

         

  6. Miscellaneous

     

    1. Driving, Parking and Bicycles

      1. Residents must obey all traffic and parking regulations.

        1. Only junior (U3) and senior (U4) undergraduate resident students may register a motor vehicle on campus, including motorcycles.

        2. Resident students may only park in designated areas.

        3. The speed limit on all University Housing roads is 15 miles per hour.

        4. Any vehicle without proper registration or insurance may be removed by University Police and/or the Department of Traffic Safety and all expenses will be billed to the owner.

      2. All motor vehicle operators must comply with New York State traffic laws and University motor vehicles regulations. There is a limited amount of parking available and therefore there is no guarantee of a parking space for students with registered vehicles. Handicapped parking stickers may be requested through the Office of Disabled Student Services.

      3. All bicycles must be kept on bike racks or in bicycle storage areas. Bikes should never be chained to stairwells, lampposts, trees or other fixtures. Residents who store bicycles in unapproved areas will not only be responsible for removal charges, but may also be held accountable for a University Student Conduct Code violation.

         

    2. Use of Residential Sports Courts

      The use of all residential sports courts are only for resident undergraduate/graduate students. Hours of Operation are posted on each individual court. Residents who utilize the space outside of the appointed hours or who disturb other residents with excessive noise at any hour will be escorted from the area by University Staff and/or University Police. Tampering with electrical panels, nets, fencing, and other fixtures in and around the sports courts is strictly prohibited.

       

  7. Emergency Maintenance/ Custodial

     

    1. Custodial/ Maintenance Emergencies

      1. Outside of regular business hours (after 4:30 p.m. Monday-Friday, and on weekends and holidays), the Division of Campus Residences’ night or weekend maintenance staff is authorized to respond to emergency situations only when contacted by professional staff. Such emergencies are resolved at no charge to the resident except when damage is the result of carelessness or is of a deliberate nature.

      2. An emergency is defined as a situation which will cause or potentially cause:

        1. Physical harm or extreme hardship to residents.

        2. Physical damage to the building structure.

      3. The following non-exhaustive list provides examples of emergency situations;

        these will be given immediate attention on a call-back basis:

        1. Heat problems (if the inside temperature is below 68 degrees F.)

        2. No electricity

        3. Floods of any kind (i.e. sinks, toilets, pipes in walls etc.)

        4. Clogged or broken toilet (if another toilet is not available)

        5. Frozen water pipes

        6. Clogged sewer lines

        7. Clogged sinks or bathtubs if another sink or tub is not available

        8. Person locked inside any room

        9. No running water

        10. Exposure to bodily fluids

        11. No hot water

           

    2. Access by Maintenance or Professional Staff

      Residents may not refuse access to maintenance or professional staff members, presenting or displaying University ID, in exercising their assigned responsibilities. During emergencies or when responding to maintenance or custodial related issues staff may enter residential areas without having provided notice to the occupants.

       

  8. Minimum Standards

     

    In accordance with the requirements of Chapter 416 of the Laws of 1988, the State University Board of Trustees has approved minimum living conditions standards, which, along with guidelines developed by the campus, set the standard for conditions in residential facilities.

     

    1. Standard I

      The residence halls shall be constructed and maintained to conform to all applicable safety codes and health standards.

       

      Guidelines:

      1. All furnishings and equipment supplied by the University will meet applicable fire and safety codes and standards promulgated by the State of New York.

      2. Each resident’s bedroom will have an operational smoke detector.

      3. Residents are required to adhere to all applicable safety codes and health

        standards in the use of private equipment and applicable safety codes and health standards in the use of private equipment and appliances, as detailed in these Terms of Occupancy.

      4. Access to residential facilities is provided for the disabled in accordance with applicable codes and standards (i.e., section 504 of the Rehabilitation Act of 1973), in renovated residence halls except for Hendrix College.

      5. Inspection and assessment of the physical facility and its components (i.e., water, electricity, and heating systems) is conducted annually by appropriate personnel in Residential Operations. The report of this inspection, including a priority list of repairs, recommended timetable for completion, and any backlog from earlier reports is distributed to appropriate campus personnel.

         

    2. Standard II

      The campus maintenance plan shall provide for a regular schedule of cleaning and repair for all community areas in residence halls.

       

      Guidelines:

      1. Cleaning of lounges, hallways, bathrooms, and other community spaces areas used by all residents will occur on a regular basis.

      2. Every reasonable effort will be made by the Division of Campus Residences to keep residential facilities sanitary and vermin free, and all appliances in good working order or removed from service. Residents will also share in this responsibility.

      3. Whenever a question arises about the suitability of a particular student bedroom, Residential Operations staff will recommend to the Associate Director of Residential Programs whether such rooms should be removed from service until conditions are corrected. The Associate Director for Residential Programs will decide whether such rooms should be removed from service until conditions are corrected.

         

    3. Standard III

      The campus shall provide each student resident with adequate living space, furniture, and appropriate and sufficient heat, light, and hot water.

       

      Guidelines:

      1. Each resident will be provided with adequate room/suite and lounge furniture. As a minimum, except in the case of over-assignment, each resident will be provided with a bed, a desk, a light source, a dresser, and a closet or a wardrobe cabinet. All such equipment will be clean, sturdy, and of acceptable appearance.

      2. The Division of Campus Residences assesses the condition of all bedroom furniture during each academic year, and utilizes the target amount recommended by SUNY Central Administration for replacement of furnishings. It is the responsibility of all residents to report any maintenance problems to their RHD or their Quad Office as soon as problems are identified.

         

    4. Standard IV

      The Campus shall establish procedures for routine and emergency repairs to residence hall facilities.

       

      Guidelines:

      1. All requests for repairs should be entered in the on-line work order system located at (www.stonybrook.edu/fixit). In the event of a facilities related emergency, residents should alert their RHD, or Quad Office, if during business hours or by calling University Police nights and weekends to reach the staff member on duty. Should residents have a question about the status of a service request, they may check on that status by logging onto the work order system and searching for the status of their specific request.

      2. To the extent possible, major rehabilitation or other capital projects will take place at times when residents are not in occupancy. Major construction projects that are disruptive to ongoing programs will not continue during scheduled examination periods. If this is impossible, arrangements will be made to house residents elsewhere.

         

      3. Storage Space after Check Out

        Due to space limitations, the University cannot provide storage for students’ belongings. Students must be prepared to move their belongings immediately upon checking out of the residence halls. The disposal of found property will be done in accordance with the terms set by the New York State Personal Property Law. See (Appendix B).

         

    5. Standard V

      The campus establishes procedures for redress for student residents in the event of the loss of services such as heat, light, and hot water in the residence halls for extended periods that are within the control of the campus.

       

      Guidelines:

      1. Planned outages that extend for a significant period of time will result in a reduction in the basic housing rate for all affected residents.

      2. Should a residential area lose basic service such as heat, hot water, or light, and that loss is expected to persist for an extended period of time, alternate space will be identified, to the extent possible, to accommodate the affected resident. Residents will have the option of accepting an alternate space as either a permanent reassignment or as a temporary living space until service is restored in their regularly assigned space.

      3. If sufficient space in other areas to accommodate affected residents does not exist, to the extent possible arrangements will be made to find alternative living accommodations. If this is not possible, a portion of the resident’s room charges will be credited to their account.

Appendix A

SUNY Rules of Public Order

 

Summary

It is the policy of the State University of New York (University) to comply with legal requirements of NYS Education Law §6430. Accordingly, the Board of Trustees of the State University of New York has adopted written rules (8 NYCRR §535) for the maintenance of public order on University campuses and other campus properties used for educational purposes pursuant to NYS Education Law §6430.

 

This policy outlines the rules for the maintenance of public order (including prohibited conduct), applicability and communication of the rules, and statements regarding freedom of speech, assembly, picketing and demonstrations on campuses. Campus procedures and penalties for the violation of the rules and enforcement procedures are prescribed.

 

  1. Rules for the Maintenance of Public Order

     

    The Board of Trustees of the State University of New York (University) has adopted written rules (8 NYCRR §535) for the maintenance of public order on campuses of the University and other campus properties used for educational purposes pursuant to NYS Education Law

    §6430.

     

    1. Prohibited Conduct

      No person either singly or in concert with others shall:

      1. Willfully cause physical injury to another person, nor threaten to do so;

      2. Physically restrain or detain any other person;

      3. Remove anyone from any place where he or she is authorized to remain;

      4. Willfully damage or destroy property of the campus or property under its care;

      5. Remove property of the campus or property under its care;

      6. Use campus property or property in the campus’s care without authorization;

      7. Enter into any private office of an administrative officer, member of the faculty or staff member without implied or explicit permission;

      8. Enter into and remain in any campus building or facility for any purpose other than its authorized uses or in such manner as to obstruct its authorized use;

      9. Remain in any building or facility after it is closed without authorization;

      10. Refuse to leave a campus building or facility after being required to do so by an authorized administrative officer;

      11. Obstruct the free movement of people and vehicles in any place to which these rules apply;

      12. Deliberately disrupt or prevent the peaceful and orderly conduct of classes, lecture and meetings;

      13. Deliberately disrupt or prevent the freedom of any person to express his or her views, including invited speakers;

      14. Knowingly have in his or her possession upon the premises to which these rules apply, any rifle, shotgun, pistol, revolver, or other firearm or weapon without the written authorization of the president whether or not a license to possess the weapon has been issued to the person;

      15. Willfully incite others to commit any of the acts prohibited in this section with the specific intent to procure them to do so; or

      16. Take any action, create or participate in the creation of any situation, which recklessly or intentionally endangers the mental or physical health of anyone for the initiation into or affiliation with any organization.

         

    2. Supplementary Rules

      The rules in section I.A. of this policy may be supplemented by additional rules for the maintenance of public order but only to the extent that such rules are not inconsistent with those listed here.

      1. The additional campus rules must be approved by the Board of Trustees of the State University of New York and filed with the commissioner of education and the Board of Regents within 90 days of adoption by the Board of Trustees.

        1. The establishment of supplementary rules for the maintenance of public order does not preclude the establishment of student behavior codes by College Councils in accordance with the procedures described in Board of Trustees policy Student Conduct Regulation Guidelines.

        2. Hereafter, whenever this policy refers to the Rules for the Maintenance of Public Order it shall also be deemed to include any supplementary rules promulgated here under.

           

    3. Applicability of the Rules

      The rules and regulations contained in section I.A. of this policy govern the conduct of students, faculty, all other staff, licensees, invitees and all other persons, whether

      or not their presence is authorized, upon any University campus to which the rules apply. They also apply to the same individuals with respect to any other premises or property, under the control of the University or University campus, and that are used in teaching, research, administrative service, cultural, recreational, athletic or other programs and activities.

      1. Charges against any student for violation of the rules in section I.A. of this policy that result from alleged actions upon the premises of any other campus to which these rules apply shall be heard and determined at the campus where the student is enrolled.

         

    4. Communication of the Rules

      The rules in section I.A. of this policy as well as any approved additional campus rules for the maintenance of public order shall be provided to all students enrolled in the campuses of the University.

      1. Campuses shall promptly communicate with all members of the campus community (administration, faculty, staff and students) on issues related to the rules in section I.A. of this policy as well as supplementary rules adopted and approved by the Board of Trustees.

      2. To the extent that time and circumstances permit, such communication shall precede the exercise of the authority, discretion and responsibilities granted and imposed by the rules in this policy. Each campus in matters such as these shall employ such procedures and means, formal and informal, as will promote such communication.

         

    5. Freedom of Speech and Assembly; Picketing and Demonstrations

      1. No student, faculty member or other staff member or authorized visitor shall be subject to any limitation or penalty for expressing his or her views or for assembling with others for such purpose;

        1. Peaceful picketing and other orderly demonstrations in public areas of campus grounds and buildings are not subject to interference provided there are no violations of the rules in section I.A. of this policy.

      2. In order to provide maximum protection to the participants expressing their freedom of speech and to the campus community, each president shall:

        1. Promulgate procedures appropriate to that campus for provision of reasonable advance notice of the date and time of any planned assembly, picketing or demonstrations upon the grounds of the campus; the

          proposed location of the assembly or exercise; and the intended purpose;

          1. The procedures and processes shall be reviewed and revised periodically;

          2. The procedures and processes for advance notice shall not be made a condition precedent to any assembly, picketing or demonstration; and

          3. Providing advance notice shall not automatically have permission to use a campus facility or building without also following the appropriate processes for obtaining permission to use campus facilities and buildings.

             

  2. Campus Procedures and Penalties for the Violation of the Rules of Maintenance of Public Order

     

    The Board of Trustees of the State University of New York has adopted campus procedures and penalties for the violation of the rules of maintenance of public order on campuses and other campus properties used for educational purposes pursuant to NYS Education Law §6430, as outlined herein.

     

    1. Procedures and Penalties for Different Categories of Individuals

      1. The president shall inform any licensee or invitee who shall violate any provisions of these rules that his or her license or invitation is withdrawn and shall direct him or her to leave the property of the campus. In the event of a failure or refusal to leave the premises the president shall cause the licensee or invitee’s ejection from the campus.

      2. In the case of any other violator, who is neither a student nor faculty or other staff member, the president shall inform the violator that they are not authorized to remain on the property of the campus and direct them to leave the premises. In the event of a failure or refusal to leave the premises the president shall cause the violator’s ejection from the campus property. Nothing in this subdivision shall be construed to authorize the presence of anyone at any time prior to such violation nor to affect his or her liability to prosecution for trespass or loitering as prescribed in the penal law.

      3. In the case of a student, charges for violation of any of these rules shall be presented and shall be heard and determined in the manner hereinafter provided

        in section II.3.b.and section II.3.c. of this policy.

        1. The policy Student Conduct Regulation Guidelines authorized by NYS Education Law § 356(3)(g) and codified in 8 NYCRR §500 provides for College Councils to promulgate or review and ratify rules for student conduct subject to supervision of the Board of Trustees of the State University of New York. The rules so established in such local conduct codes are valid only if they are adopted by College Councils in the manner consistent with Trustee policy. The decision to charge a student under such rules in the campus’s local conduct code or those rules contained in section I.A. of this policy must be made. Once the choice is made, the campus must completely adhere to and follow the procedures, processes and penalties described for the path elected. A campus cannot charge a student under both the campus local code of conduct and the rules and procedures set forth in this policy.

        2. Notice, Hearing and Determination of Charges against Students

          1. Whenever a complaint is made to the president of a violation by a student or students of the rules prescribed in section I.A. of this policy or whenever he or she has knowledge that such a violation may have occurred, he or she shall cause an investigation to be made and the statements of the complainants, if any, and of other persons having knowledge of the facts reduced to writing.

          2. If the president is satisfied from such investigation and statements that there are reasonable grounds to believe that there has been such a violation, he or she shall prepare or cause to be prepared charges against the student or students alleged to have committed such violation.

          3. The charges shall state the specific offense and section designation of the offense’s prohibition and shall specify the ultimate facts alleged to constitute the offense. Such charges shall be in writing and shall be served on the student or students named therein by delivering the charges to the student or students personally, if possible, or, if not, by mailing a copy of such charges by registered mail to the student or students at their usual place or places of abode while attending campus and also to their home address or addresses, if different.

          4. The notice of charges so served shall fix a date for a hearing of

            the charges not less than 10 or more than 15 days from the date of service which shall be the date of mailing where necessary to effect service by mail.

          5. Failure to appear in response to the charges on the date fixed for the hearing, unless there has been a continuance for good cause shown, shall be deemed to be an admission of the facts stated in such charges and shall warrant such action as may then be appropriate. Before taking such action, the hearing committee, referred to section II.3.c. of this policy, shall give notice to any student, who has failed to appear, in the manner prescribed in section II.3.b.iv. of this policy, of its proposed findings and recommendation to be submitted to the president and shall so submit such findings and recommendations 10 days thereafter unless the student has meanwhile shown good cause for his or her failure to appear, in which case the hearing shall be rescheduled.

          6. Upon demand at any time before or at the hearing, the student charged or his or her duly designated representative shall be furnished a copy of the statements taken by the president in relation to such charges and the names of other witnesses who will be produced at the hearing in support of the charges. The provision of the witness names and statements shall not preclude the testimony of witnesses who were unknown at the time of such demand.

          7. The president may, upon the service of charges, suspend the student named therein, from all or any part of the campus's premises or facilities pending the hearing and determination thereof, whenever, in the president’s judgment, the continued presence of such student would constitute a clear danger to himself or herself or to the safety of persons or property on the premises of the campus or would pose an immediate threat of disruptive interference with the normal conduct of the campus's activities and functions; provided, however, that the president shall grant an immediate hearing on request of any student so suspended with respect to the basis for such suspension.

      4. In the case of a faculty member having a continuing or term appointment,

        charges of misconduct in violation of these rules shall be made, heard and determined in accordance with title D of Part 338 of the Policies of the Board of Trustees [see UUP Bargaining Agreement Article 19.]

        1. Penalties

          If a faculty member having a continuing or term appointment, is found guilty of misconduct through violations of the rules in section I.A. of this policy, he or she may be subject to dismissal or termination of his or her employment or such lesser disciplinary action as the facts may warrant including suspension without pay or censure.

      5. In the case of any staff member who holds a position in the classified civil service, described in NYS Civil Service Law §75, charges of misconduct in violation of these rules shall be made, heard and determined as prescribed in that section.

      6. Any other faculty or staff member who shall violate any provision of these rules be dismissed, suspended without pay, or censured by the appointing authority as prescribed in the Policies of the Board of Trustees.

      7. Organizations which operate upon any campus of the University or upon the property of any University campus used for educational purposes shall be prohibited from authorizing the conduct described in section I.A.16. of this policy.

        1. The president at each campus shall be responsible for the enforcement of this section.

        2. Whenever the president has determined on the basis of a complaint or personal knowledge that there is reasonable ground to believe that there has been a violation of section I.A.16. of this policy by any organization, the president shall prepare or cause to be prepared written charges against the organization, which shall state the rule, and section violated and shall specify the ultimate facts alleged to constitute such violation.

        3. Such written charges shall be served upon the principal officer of the organization by registered or certified mail, return receipt requested, to the organization's current address and shall be accompanied by a notice that the organization may respond in writing to the charges within 10 days of receipt of said notice. The notice of the charge so served shall include a statement that the failure to submit a response within 10 days shall be deemed to be an admission of the facts stated in such charges and shall warrant the imposition of the penalty described in section

          II.A.7.g. of this policy. The response shall be submitted to the president

          and shall constitute the formal denial or affirmation of the ultimate facts alleged in the charges. The president may allow an extension of the 10-day response period.

        4. Upon written request, by an authorized representative of the organization, the president shall provide the representative organization an opportunity for a hearing. A hearing panel designated by the president shall hear or receive any testimony or evidence which is relevant and material to the issues presented by the charge and which will contribute to a full and fair consideration thereof and determination thereon. The organization's representative may confront and examine witnesses against and may produce witnesses and documentary evidence on its behalf.

        5. The hearing panel shall submit written findings of fact and recommendations for disposition of the charge to the president within 20 days after the close of the hearing.

        6. Final authority to dismiss the charges or to make a final determination shall be vested in the president. Notice of the decision shall be in writing; shall include the reasons supporting such decision; and shall be served on the principal officer of the organization by mail in the manner described in section II.A.7.c. of this policy within a reasonable time after such decision is made.

        7. Any organization, which authorizes the prohibited conduct described in section I.A.16. of this policy, shall be subject to the rescission of permission to operate upon the campus or upon the property of the campus. The penalty provided in this subdivision shall be in addition to any penalty which may be imposed pursuant to the penal law and any other provision of law, or to any penalty to which an individual may be subject pursuant to this policy or the student code of conduct for the campus.

          o c.The Hearing Committee and Its Procedures for Charges against Students

          1. There shall be constituted at each campus a hearing committee to hear charges against students of violation of the rules for the maintenance of public order entailed to in section I.A. of this policy. Such committee shall consist of three members of the administrative staff and three members of the faculty, designated by the president, and three students who shall be designated by the members named by the president. The president shall appoint

            a chairperson of the committee.

          2. Each such member shall serve until his or her successor or replacement has been designated.

          3. No member of the committee shall serve in any case where he or she is a witness or is or has been directly involved in the events upon which the charges are based. In order to provide for cases where there may be such a disqualification and for cases of absence or disability, the president shall designate an alternate member of the administrative staff and an alternate member of the faculty, and the president’s principal designees shall designate an alternate student member, to serve in such cases.

          4. Any five members of the committee may conduct hearings called by the chairperson and make findings and recommendations as hereinafter provided. At any campus where the president determines that the number of hearings which will be required to be held is, or may be, so great that they cannot otherwise be disposed of with reasonable speed, he or she may determine that the hearing committee shall consist of six members of the administrative staff and six members of the faculty to be designated by him or her and of six students who shall be designated by the members designated by him or her. In such event the president shall designate one of such members as chairperson who may divide the membership of the committee into three divisions each to consist of two members of the administrative staff, two faculty members and two students and may assign charges among such divisions for hearing. Any four members of each such division may conduct hearings and make recommendations as hereinafter provided.

          5. The hearing committee shall not be bound by the technical rules of evidence but may hear or receive any testimony or evidence which is relevant and material to the issues presented by the charges and which will contribute to a full and fair consideration thereof and determination thereon.

          6. A student against whom the charges are made may appear by and with representatives of his or her choice. The charged student but not his or her representatives or witnesses may confront and

            examine witnesses against him or her and may produce witnesses and documentary evidence in their own behalf.

          7. There may be present at the hearing: the student charged and his or her representatives and witnesses; other witnesses; representatives of the campus’s administration; and, unless the student shall request a closed hearing, such other members of the campus community or other persons, or both, as may be admitted by the hearing committee.

          8. A transcript of the proceedings shall be made.

          9. Within 20 days after the close of a hearing, the hearing committee shall submit a report of its findings of fact and recommendations for disposition of the charges to the president together with a transcript of the proceedings, and shall at the same time transmit a copy of its report to the student concerned or his or her representative. Within 10 days thereafter the president shall make his determination thereon.

          10. Final authority to dismiss the charges or to determine the guilt of those against whom they are made and to expel, suspend or otherwise discipline them shall be vested in the president. If the president shall reject the findings of the hearing committee in whole or in part, he or she shall make new findings which must be based on substantial evidence in the record and shall include them in the notice of the final determination which shall be served upon the student or students with respect to whom it is made.

            d. Penalties

            Students found to be responsible for a violation of the rules of public order shall be subject to expulsion or such lesser disciplinary action as the facts of the case may warrant, including suspension, probation, loss of privileges, reprimand or warning.

             

  3. Mandates for Enforcement of the Rules for Maintenance of Public Order

 

  1. Enforcement Program

    The Board of Trustees of the State University of New York has adopted enforcement policies for the rules and regulations for the maintenance of public order on

    campuses and other campus properties used for educational purposes pursuant to NYS Education Law § 6430 as outlined herein.  ‌

    1. The president shall be responsible for the enforcement of the rules in § I.A. of this policy and he or she may designate to other administrative officers authorization to take action in accordance with such rules when required or appropriate to carry them into effect.

    2. It is not intended by any provisions herein to curtail the right of students, faculty or staff to be heard upon any matter affecting them in their relations with the campus. In the case of any apparent violation of the rules in section I.A. of this policy by such persons, which, in the judgment of the president, does not pose any immediate threat of injury to person or property, the president may make reasonable effort to learn the cause of the conduct in question. They may make a reasonable effort to persuade those engaged therein to desist and resort to permissible methods for the resolution of any issues which may be presented. In doing so, the president shall warn such persons of the consequences of persistence in the prohibited conduct, including their ejection from any premises of the campus where their continued presence and conduct is in violation of these rules.

    3. In any case where violation of the rules in section I.A. of this policy does not cease after such warning and in other cases of willful violation of such rules, the president shall cause the ejection of the violator from any premises, which he or she occupies in such violation. The president shall initiate disciplinary action as provided in section II of this policy.

    4. The president may apply to the public authorities for any aid, which he or she deems necessary in causing the ejection of any violator of these rules.

    5. The president may request the University counsel to apply to any court of appropriate jurisdiction to restrain the violation or threatened violation of such rules.

Appendix B Property

 

  1. Campus Residences Abandon Policy

     

    1. If any staff member recovers an item from one of the resident(s) room, they need to report it to the quad office in order for the item to be tag* and to returned to its respectful owner.

    2. *If items are found in a room the Quad Office staff will verify that the room is indeed a vacancy and coordinate the bagging and documentation of found items. Documentation shall include the owner name, attempts made to contact the owner, an inventory of items, a picture of the item, date found and full name of finder. Every attempt should be made to reach the owner.

       

  2. Disposal of Found Property

     

    1. The disposal of found property will be done in accordance with the terms set by the New York State Personal Property Law as indicated below:

      1. Property valued at one hundred dollars (100) or less will be held for at least three

        (3) months.

      2. Property valued over one hundred dollars (100), but not more than five hundred dollars (500), will be held for at least six (6) months.

    2. If the property value is estimated to be over a thousand (1000) dollars, the University Police Department needs to be contacted and take custody of the property.

      1. Property valued over five hundred dollars (500), but not more than five thousand dollars (5000), will be held for at least one year.

      2. Property valued at over five thousand dollars (5000) will be held for at least three years.

    3. Unclaimed item(s) having minimal value can be donated to a recognized charity or appropriately destroyed. Cash which has not been claimed by the owner or the finder within the appropriate time period will be deposited into the Stony Brook University General Fund account.

       

    4. After the report has been drawn, a copy should be sent to the Residential Risk Management Director “David Scarzella” at: david.scarzella@stonybrook.edu

 

TAG SAMPLE

ITEM NUMBER: …………………………………. FINDERS NAME: …………………………………. ITEM DESCRIPTION: ………………………………….

LOCATION: …………………………………. (QUAD, BUILDING, ROOM #)

DATE: …………………………………. DEPARTMENT: …………………………………. NOTES: ………………………………….

Appendix C

Housing Eligibility

 

  1. West Apartments Eligibility

     

    All criteria must be met, and eligibility must be continually maintained throughout the residency period. Loss of eligibility may result in reassignment to a space in one of the traditional residence halls or loss of campus housing

     

    1. Students must have U3, or U4 standing;

       

    2. Have lived on campus at Stony Brook for at least one semester;

       

    3. Have a cumulative Stony Brook GPA of 3.0 or greater.

       

    4. Acceptable judicial history at the University- students found responsible for two or more Level I violations OR one or more Level II or III violations are ineligible to reside within West Apartments.

       

  2. Specialty Academic Housing

     

    1. Honors College Students will be assigned to a designated residence hall (currently Toscanini).

       

    2. WISE (Women in Science and Engineering) will be assigned to a designated residence hall (currently Gray).

       

    3. University Scholars are assigned to one of six designated residence halls on campus (currently Dreiser, Greeley, Dewey, Amman, Benedict, or Cardozo).

       

    4. HAB (High Achieving Business) students will be assigned to a designated residence halls (currently Langmuir).

       

  3. Accommodations for Disabilities

 

Any medical or physical related issues that require special housing accommodations must be brought to the attention of the office of Disabled Student Services; modification of housing will be processed based on recommendations from that office.

Appendix D

Room Occupancy Procedures

 

  1. Assignment and Arrival

     

    1. Room Assignment

      Upon arrangement of a housing contract, residents will be assigned a space and date to move in.

       

    2. Room Assignment Hold

      Room assignments will be held until 5:00pm of the first day of classes or until 5:00pm of the day an assignment is given, whichever is later. Late check-ins may be requested through the quad office. Failure to obtain approval for a late check in will result in the forfeiture of assignment.

       

    3. E-RCR

      1. When first occupying a room or apartment, the resident(s) should make an initial inspection of the room(s) to verify the condition of the premises and furnishings. Within 3 days of occupancy a staff member will email residents a link to their electronic Room Condition Report or Apartment Condition Report.

      2. Residents must enter their student ID number and room location (quad, building, room number) when logging into the system. After being logged in, residents will complete the report.

      3. Residents will be prompted with the following chart, outlining all aspects of the facility and furnishings therein. Residents must note any issues with items listed on the report. In addition, there will be a listing of any pending work orders on the room/suite that the quad office is aware of.

         

        Furniture West

         

        Bedroom

         

        Bedframe Mattress Blinds/Curtains Desk

        Telephone

         

        Bookshelf (desk attachment) Desk Light (desk attachment) Dresser

        Pedestal (night stand) Chair (desk) Wardrobe

        Closet with door Towel Bar

        Overhead Lighting (bedroom)

         

        Personal Heating / Air Conditioning Units

         

        Living Room

         

        Sofa

         

        Love Seat (or two lounge chairs) Coffee Table

        Blinds/Curtains

         

        Floor Lamp(Living room)

         

        Overhead Lighting (Common Areas) Bike Rack

        Personal Heating / Air Conditioning Units

         

        Dining/Kitchen

         

        Dining Room Table

         

        Dining Chairs (one per bed in apartment) Refrigerator

        Microwave Oven Stove / Oven combo Stove hood

        Kitchen Cabinets Sink

        Recycling Bin

        Bathroom

         

        Toilet Bathroom Sink Shower Head Shower Curtain

        Bathroom Vanity Bathroom Mirror Overhead lighting Towel Bar

        Toilet Paper holder Soap Dish

         

      4. The report will be retained online for the entire duration of occupancy. The report shall be the basis for determining damage, cleaning, and billing if there are discrepancies during the checkout process.

  2. Voluntary Room Changes

     

    1. During published periods when room changes are permitted, residents may request a room change through their respective Quad Office. Residents must complete a Room Change Request Form, and have it approved by the Hall Director(s) of the building(s) where the original and requested rooms are.

       

    2. During the academic semester, room changes are considered only when moving between spaces with identical rates.

       

    3. As a campus committed to promoting diversity, room change requests that are based on the lack of tolerance for others because of race, creed, color, disability, national origin, religion, sexual orientation, or status as a disabled or United States veteran, will not be considered or approved.

       

    4. Residents who move without prior approval will be directed to return to their assigned space, will lose their room change privileges until the following semester, and may be subject to judicial proceedings.

       

  3. Check Out

     

    1. Residents must check out of their space 24 hours following the end of their last final or at 9am on the day after the last scheduled final, whichever is sooner. All residents are expected to check out by the posted closing time on the last day of their Housing Agreement.

       

    2. To properly check out a student must completely remove personal property and clean the space. He/she must report to either the Quad or Residence Hall Office to return the key to a Professional Staff member or Resident Assistant. A Residential Programs staff member will assess any damages.

       

    3. Residents are also offered the Express Check Out option. To utilize this option, residents must obtain an Express Check Out envelope from the Quad or Residence Hall Office. Once all personal property is out of the room/apartment, lock the door, complete the form in its entirety, and place keys in the attached envelope. Place the envelope in Express Check Out box which is located outside the respective Quad or Residence Hall office.

       

    4. Any resident who, upon leaving, fails to check out through either of the above procedures shall be assessed the current fees for failure to return room key(s) and improper checkout. In addition, the residents will continue to accrue and be responsible for rent charges through the date the University determines the space has been vacated. Additionally, the resident will be responsible for damages that may occur to that room/suite/apartment before the determined vacancy date.

       

  4. Voluntary Termination of Housing Agreement

     

    1. Prior to the start of published residency period, requests by prospective residents who wish to cancel their housing prior to the start of their housing appointment must be made in writing to the Division of Campus Residences. The cancellation date will be that on which the space can be reassigned. Advanced payment room deposits may not be eligible for refund.

    2. After the start of the published residency period, residents wishing to terminate their housing contract prior to the end of their agreement period must submit a request in writing to the Associate Director of Residential Programs for Administration and Services.

       

    3. When occupancy levels in the residence halls are at or above 100% of useable space, residents who cancel their housing will be assessed housing charges on a daily basis through the date that a proper checkout is processed. However, if occupancy in the residence halls is below capacity and there is no active waiting list for housing, residents who cancel their housing will be assessed housing charges through the end of that semester with no proration of fees extended. Additionally, the resident will remain responsible for any damages that may occur to that room despite the resident’s non-occupancy.

       

  5. Room Consolidation

     

    The University reserves the right to consolidate residents upon written notice; residents who live alone in a double room may be relocated.

     

  6. Eviction from Residence Halls by the University

     

    Residents may be obligated to prematurely vacate their room for several reasons including, but not limited to:

     

    1. A student receives three Letters of Warning for infractions of the Student Conduct Code, or these Terms of Occupancy.

       

    2. There is an outstanding balance on the account of the student and/or he/she has unpaid housing fees.

       

    3. A student is dismissed from the university or from classes, or if the student’s course load falls below full time status.

 

If the continued presence of a student would constitute a danger to the student or to the safety of persons or property in the residence halls/apartments, or would pose a threat of

disruptive interference with the normal conduct of residence hall/apartment activities and functions, or if otherwise warranted due to the seriousness of a student’s behavior, the University may suspend the student’s privilege of occupancy in accordance with the University Student Conduct Code.

Appendix E

Health and Safety Cleanliness Expectations

 

  1. Suite/Living Room Area

     

    To allow easy access into this area, living room items (including furniture) should be organized and neat. No open food items should be present. Excess trash should be removed.

     

  2. Dining Room Area

     

    The dining room table should be clean and any food items in that area should be stored in closed containers, to discourage pests.

     

  3. Kitchen Area

     

    The floor should be clean (i.e. swept and mopped). Any food items in the area should be stored in closed containers, to discourage pests. The stove and countertop areas should be cleaned and wiped down properly, (i.e., no oil or grease). The kitchen sink should be clean and empty (i.e., dishes are cleaned, and are in the dish drain and/or stored). The garbage receptacle should be empty or at moderate level; not overflowing.

     

  4. Bathroom Area(s)

    Floors should be clean (i.e., swept and mopped). The tub, toilet and countertop areas should be clean, free of dirt and debris.

     

  5. Bedroom(s)

     

    The room should be set up to allow easy ingress and egress. Clothes and other obstacles should be removed and put away.

     

  6. Garbage and Recycling Receptacles

 

Garbage and recycling receptacles should be emptied regularly. There should not be any garbage or recyclables outside the receptacles and the receptacles must not be overflowing. Garbage and recyclables may not be left outside the apartment at any time. All garbage and

recyclables must be disposed of in designated garbage bins throughout the Residence Halls

& West Apartments.

Appendix F Repair Costs  ‌

 

I. Minimum Price Index Residential Damage Rates

For Residential Damage Rates, please visit: http://studentaffairs.stonybrook.edu/res/housing_facilities/damagerates.shtml

 

Appendix G

Undergraduate Room Rates 2013-2014 (Per Semester)

For a full list of room rates, please visit: http://studentaffairs.stonybrook.edu/res/housing_facilities/rates.shtml

 

Appendix H

Health and Safety Inspection Form

 

Division of Campus Residences Health & Safety Inspection Record

Building Suite/Room

Staff should carefully inspect each room/suite area. If violations are found, place an “X” in the appropriate column. Note specific room (A, B, C, etc.) if violation occurred in the bedroom of a suite.

Use the “comments” section to provide specific information. Once correction of problem is verified, staff must initial. Violations found must be documented on an ICF by the RA conducting inspection.

 

Inspecting RA Initials

 

Personal Health & Safety Issues

 

Exposed food Excessive dirty dishes

Excessive Trash/Recyclables Excessively dirty floor Unauthorized pet(s)

Unsecured bunk beds/H-frames Unapproved loft

Weapons (notify RHD immediately)

 

Bed elevated to excess

 

Bed elevated on University furniture

 

Cinder blocks present Weights and/or bench

Unapproved locking mechanism Non-issued university furniture

Unclean bathroom Garbage/recyclables on balcony Furniture on balcony

No Hazards Present Staff Follow-Up

 

Inspecting RA Initials

 

Fire Hazards

Dirty stove/excessive filth Evidence of cooking in bedroom

(Microwave, Rice cooker, etc…) Unapproved appliance(s) Improper use of outlets

Use of extension cords

Wiring under rugs/behind posters Frayed or exposed wires Combustible/flammable

substances

 

Accumulated combustible materials

 

Stolen University fire equipment Heat/Smoke Detector Covered Blocked window or exit Excessive refrigerators in room Covered light(s)

Halogen lamps

 

Candles, incense, open flame(s) Non-university AC units

Live Trees

 

Resident installed electrical items Rope/string lights

No Fire Hazards Present Staff Follow-Up

Appendix I Guest Policy

 

  1. Guest Policies

     

    1. Residents hosting guest(s) assume full responsibility for the actions of their guest(s).

      Residents are permitted to host overnight guests, which is any person(s) remaining overnight between the hours of 11:00 pm and 9:00 am. Residents wishing to host an overnight guest must follow all published procedures, which are available at all Quad offices and online.

       

    2. Only overnight guests whose hosts have followed the published procedures are permitted to stay in a residential facility. Residential guests may remain overnight for no more than three (3) nights in a seven (7) day period. Permission for extended visits must be obtained from the Residence Hall Director or Quad Director.

       

    3. Individuals granted guest status may not become another resident’s guest as a means of extending their visit. Further, should it be discovered that an individual is hosting a guest frequently as a means of obtaining campus housing without being assessed housing fees, he/she may be denied guest privileges, face judicial action and billed restitution for the cost of the period of unauthorized residency.

       

    4. Further, a resident that hosts a guest (overnight or otherwise) assumes responsibility for the conduct of that guest in residence halls or apartments. This may include liability for the cost of property damage caused by a guest and/or any campus judicial action instituted as a result of guest behavior. In addition, a guest may not occupy a residence hall bedroom or suite common area in the absence of the assigned occupants of the room.

       

    5. A guest may be denied permission to be a guest in the future by the Division of Campus Residences based on behavior which includes but is not limited to posing a potential threat to students and/or the University or is otherwise in violation of the University’s Student Conduct Code or Rules of Public Order. The guest shall be informed of that reason when s/he is asked to leave the halls. Guests who have been denied authorization in one quad may not request guest status in another quad.

       

    6. Each resident of a room/suite may host no more than 2 guests; total occupancy may never exceed twice the number of residents assigned to that space

       

    7. For additional guidelines on the guest policy, please refer to the University Student Conduct Code (http://studentaffairs.stonybrook.edu/judiciary/conduct).

Appendix J Lockout Policy

 

  1. Lockout Policies

     

    1. All lockouts will be responded to in a timely manner by the Resident Assistant (RA) on duty or the quad office staff. However, if there is another more critical or serious emergency, the RA on duty or staff member is obligated to respond to that emergency first.

       

    2. From 8:30AM to 5:00PM Monday- Friday all lockouts should go through your respective quad office. Lockouts that occur between 5:00PM to 7:00PM will be addressed by the RHD on duty. Between 7:00PM to 8:30AM the next morning and on the weekends an RA is on duty to respond to lockouts and other emergencies. All residents are required to make every effort to regain access into their room/ suite/ apartment by first doing the following:

       

    3. Knock on the entrance door of your room/suite/ apartment, so that a fellow room/suite/apartment mate can give you access.

       

    4. If the first option is not available, go to a neighbor or common area phone and contact the RA on duty, Quad Office or University Police.

       

    5. It is an expectation that all residents will carry their keys with them whenever they leave their room/bedroom/suite/apartment. Failure to do so, resulting in staff response/assistance, in excess of three (3) times per academic year will result in judicial referral.

       

    6. All residents are required to attempt to regain access into their room/ suite/ apartment in the following order:

      1. Knock on the entrance door of your room/suite/ apartment, so that a fellow room/suite/apartment mate can give you access.

      2. Contact the RA on duty or Quad Office.

         

    7. Lost, misplaced or stolen keys must be reported to Quad Office immediately. Campus

Residences will change the lock or core and new keys will be issued. The responsible resident will be billed for this expense according to the schedule in (Appendix F), and new keys will be issued to all room/suite/apartment-mates at no charge to those individuals. All existing keys and cores remain the property of the University and must be returned to an Apartments Office or Quad Office. A temporary key will be issued until the lock change has occurred. This charge will not be revised or refunded.

Appendix K Underage Minor Appeal Form

 

All students that plan to reside on campus who have are 17 years old before the start of the school year, but will not be 18 years old before the end of the academic year must have their parents sign and notarize the form on the following page, and return it to the Campus Residences Central Office before they will be considered for housing on campus.

 

Students must demonstrate they have a parent or guardian in the vicinity of campus who will assume responsibility for the student’s welfare for the duration of the academic year. These appeals will be reviewed on a case by case basis by the Associate Director of Residential Programs.

 

Any students with questions or concerns should contact the office of Campus Residences for more information.

 

Authorization for Minor Child

 

Title IX prohibits sex discrimination in all forms, including sexual violence and/or harassment.
Contact Marjolie Leonard, Interim Director for Title IX and Risk Management, Office of Diversity and Affirmative Action, 201 Administration Building,
Stony Brook University, Stony Brook, NY 11794-0251, Marjolie.Leonard@stonybrook.edu (p) 631.632.6280.

See www.stonybrook.edu/titleix for more information and/or to report an incident.