University of Central Arkansas Department of Housing and Residence Life. Residence Hall Greek Chapter Room Agreement

Transcription

1 University of Central Arkansas Department of Housing and Residence Life Residence Hall Greek Chapter Room Agreement The following agreement is made this day of, 2011 by and between, Greek Organization University of Central Arkansas herein referred to as University. herein referred to as Greek Organization (GO), and the The agreement covers the time period of Spring Building and Room, herein referred to as Meeting Room, for Both parties agree to the following terms regarding the use of the above named Meeting Room. MAINTENANCE 1. The University agrees to respond to routine maintenance requests in a timely manner. 2. The University has the right to enter the Meeting Room at any time when responding to maintenance requests. 3. The GO agrees to: a. Report any routine maintenance problems associated with the Meeting Room to their Area Coordinator (AC) or Residence Coordinator (RC) and to do so in a timely manner. b. Refrain from leaving trash in the corridors, stairwells, and/or common areas, except in appropriate University trash receptacles. c. Permit scheduled maintenance by the University. d. Be responsible for furnishings in its Meeting Room. i. The University will not be held accountable for damage and/or theft of furnishings. ii. Furnishings of the Meeting Room will not be provided by, nor taken from University public areas. e. Keep the Meeting Room and designated storage closets in a safe and clean condition. i. The RC will inspect the Meeting Room four times per year for safety and cleaning: Thanksgiving, Winter Break, Spring Break, and the end of the school year. 4. If any damage occurs to the Meeting Room due to negligence by the GO, arrangements for Payment of those damages will be made between the Department of Housing and Residence Life and the GO. 5. The Department of Housing and Residence Life will activate two ID cards per GO and issue Meeting Room keys to GO Members at a cost of $10.00 per key. The designated chapter representative will request keys with the Residence Coordinator (must show receipt of payment). Payments must be made at the time keys are ordered in the Housing and Residence Life Office. Residence Hall Greek Chapter Room Agreement, p. 1

2 Name: ID (with sequence #): Name: ID (with sequence #): 6. All activated cards will be deactivated for the summer. 7. If the GO chooses to change the lock on its Meeting Room doors for any reason, the Department of Housing will charge the GO $50.00 for replacing the lock core and $10.00 for each key issued thereafter. 8. Maintenance shall not maintain equipment or other items (such as ceiling fans) installed by the GO. RESIDENCE HALL EQUIPMENT AND PUBLIC AREAS 1. Laundry rooms, study rooms and showers are not available to the general non-resident Greek population. Exceptions may be made at the discretion of the RC. 2. The GO agrees to refrain from holding gatherings or meetings in the lobbies or the hallways. RESIDENCE HALL LIFE 1. The GO agrees to respect the residents of the hall and refrain from dorm storming without prior permission from the RC. Any publicity that the GO would like to put up in the hall must first be approved by the RC or Central Housing Office, Bernard The University agrees to communicate in writing and through meetings if necessary, any concerns voiced by building residents through the RC. IMPROVEMENTS/RENOVATIONS 1. The GO agrees to: a. Complete a paint contract and abide by the paint policy. i. The GO may submit designs, subject to the approval of the Associate Director for Housing & Residence Life, Stephanie Hailey. ii. Once a design is approved, the Department of Housing and Residence Life will contact the GO. iii. Painting will occur only in the areas designated for the Meeting Room. The GO will consult the RC as to the appropriate space. b. Submit a request for Improvements/Renovations i. Improvements and/or renovations must be requested in writing with a detailed listing of work to be performed, the name and telephone number(s) of licensed and bonded individual(s) and/or company(ies) who will be performing the work. ii. The GO may not modify, change, install and/or renovate without an approval from the Associate Director for Housing & Residence Life. Modification, alterations, changes and installations must comply with local and state construction codes, life safety requirements, fire codes in addition to UCA Housing and Residence Life requirements and Arkansas State Building Services requirements. Improvements and/or renovations include but are not limited to: Residence Hall Greek Chapter Room Agreement, p. 2

3 painting, light fixtures, ceiling fans, electrical appliances, flooring, wallpaper, cabinetry and carpeting. iii. If improvements/renovations are approved, the GO must hire a licensed, bonded and insured contractor who works in compliance with the requirements set forth by Arkansas State Law and is approved by the Associate Director for Housing & Residence Life. iv. Once approved, the GO must submit a timeline for improvements and/or renovations. Once improvements/renovations are complete, the Associate Director for Housing & Residence Life will verify the work is completed. RENT 1. The GO agrees to: a. Ensure that their current roster has been submitted to the Associate Director by the UCA Greek Advisors in a timely manner. b. Pay rent in the amount of $25.00 per member & new member per semester (based on official roster submitted by UCA s Greek Life Office). The amount of this rent will increase at the same rate that rent increases to the general resident population. 2. The University Agrees to: a. Notify the UCA Greek Advisor approximately a month in advance of rent being due and provide an electronic copy of the Agreement for distribution to the GO. b. Deny access to the Meeting Room, if rent payment is not received by the due date. c. Grant access after payment is made. MEETING ROOM ACCESS 1. During periods when the residence halls are closed, the GO agrees to notify the Area Coordinator at least seven (7) days in advance to obtain access to the Meeting Room. a. If access is required for an extended period of time (e.g. Recruitment preparations), arrangements must be made with the Area Coordinator 30 days in advance. 2. The RC/RAs will have access to the Meeting Room. He/She at no time will admit anyone into the Meeting Room, with the exception of Housing Maintenance personnel. Safety/Cleaning inspections will occur on a monthly basis. The GO will be notified in writing of any issue that needs to be addressed. 3. The GO agrees to: a. Inform the RC, if there is to be an overnight function in the Meeting Room. b. Register all functions with the RC at least 24 hours prior to the event. c. Escort guests of the opposite sex at all times and only during visitation hours. d. Refrain from creating loud disturbances during scheduled quiet hours/courtesy hours. e. Abide by all standards of the Student Code of Conduct within the hall (no candles). 4. There will be no unscheduled overnight visitors. Also, any time members/new members are in the Meeting Room during an uncommon period of time the RC must be informed of the presence and purpose. An uncommon period of time will be any time after visitation has ended, or prior to visitation beginning in the respective halls. 5. The Meeting Room shall not be utilized by anyone as a place of residence. Residence Hall Greek Chapter Room Agreement, p. 3

4 6. The Meeting Room has a capacity of (TBD and posted in each room). The GO agrees not to have functions with more than the approved amount of people in the Meeting Room. MISCELLANEOUS 1. In the Spring semester of the academic year, a review meeting attended by the AC, RC, GO president, and GO Housing representative will take place with the purpose of discussing how the GO and Housing and Residence Life did or did not follow the terms of this Agreement. 2. The Meeting Room will be considered vacated if: a. The GO moves off campus OR b. The GO is delinquent in rent payment OR c. The GO is sanctioned to a two-semester (or longer) suspension. In each of these cases, the GO surrenders the privilege of renting the Meeting Room, and the control of the Meeting Room will revert to the Department of Housing and Residence Life. The Meeting Room may only be used for approved and legal activities as defined by University and State/Federal laws. The GO and the University recognize and acknowledges that all university policies and regulations in the Student Handbook and others published by the Division of Student Services will be enforced. The officers of the GO will be held responsible for ensuring that all regulations and policies are understood and adhered to by the members of the GO. The University has the right and responsibility to alter this agreement if it is in the best interest of all UCA students with one semesters notice. Failure to comply with any of the previous stipulations will result in the loss of the Chapter Room and its privileges. Signed Agreement and Official Rosters from the Greek Life Office Due: February 18, 2011 If agreement, roster, and rent is not received by the due date, chapter rooms will be bladed until all information is received. Chapter Room Rent Due: February 18, Payments must be submitted to the Housing & Residence Life Office, Bernard Suite 201 (see Joslyn Kuykendall). Your signature indicates you have read and understand the Residence Hall Greek Chapter Room Agreement. Greek Organization Name Chapter Presidents Signature/date UCA Greek Advisor Chapter Advisor s Signature/Date Residence Coordinator s Signature/Date Associate Director Signature/Date Residence Hall Greek Chapter Room Agreement, p. 4

5 Stephanie Hailey McBrayer, Associate Director for Housing & Residence Life Contact for questions regarding room renovations Bernard Suite Joslyn Kuykendall, Central Housing Office Coordinator Contact for questions regarding rental payments/charges Bernard Suite Area Coordinator (for all halls with Chapter Rooms) Craig Seager Arkansas Hall Residence Coordinator Mike Simpson Carmichael Residence Coordinator Whitney Meyer Conway Residence Coordinator Susan Presto Contact your area staff for issues pertaining to damages, repairs, keys, scheduling events, publicizing events, etc. Residence Hall Greek Chapter Room Agreement, p. 5