Administrative Policies & Procedures

Residence Life administers the UW-System Board of Regent’s policy (Regent Policy Document 24-2) requiring first-year and second-year students to live in university residence halls. This requirement does not apply to students who are 21 years of age or older or students who have graduated from high school two years prior to the start of the contract. Students who are veterans, married, or have extenuating financial circumstances can request exemption from this policy.

Students who are seeking an exemption to the 2-year Residency Policy should visit the 2-Year Residency Policy web page for further details about the Exemption Request Form or the Commuter Request Form.

Property which is left by a resident at the end of their contract period or when the student leaves an assigned space will be boxed up by a minimum of two residence life staff members. The contents will be inventoried and stored in another location. A Residence Life staff member will reach out to the student, informing them that they have 15 days to claim their property. Items not retrieved within the time limit will be donated to a local charity or disposed of at that time. The university has no liability for the loss or damage to a resident’s personal property if the property has been abandoned.

Residence Life is committed to providing equal educational opportunity by supporting the full participation of all students in our campus community. We promote the ideals of diversity and inclusion by accommodating the various needs of students who stay on campus.

Students who need special accommodations should start the process by contacting the Disability Resource Center regarding their request at drc@uwrf.edu. The Disability Resource Center will assist the student through the process.

Residence Life provides reasonable accommodations for students living in the residence halls with documented disabilities. Applications are reviewed by the Residence Life Accommodations Committee. When a request is processed, the student will be notified by Residence Life.

When a student moves into the residence halls, they are required to fill out a Room Condition Report (RCR) to note the condition of the room when the student first walks in. It is important the RCR is filled out completely and in detail, as this is what is used to assess damages at check out. Any questions about this process should be directed to the RA or HD.

A student is expected to:

1. Print legibly so the RCR is readable.
2. Fill out the top information including: name, ID (W#), hall and room #, and cell phone number.
3. Fill out the RCR, in detail, for all items in the room. If you find a problem or damage, describe the location, size, color and shape of the damaged item/area. Fill in the key code on your room key.
4. Verify that all of the following items are in the room. If any are missing, a student should contact the RA or HD right away.
   • One bed/mattress per resident
   • One desk, chair, and bookshelf per resident
   • One closet/wardrobe per resident
   • One dresser per resident
   • One micro fridge
   • One trash can
   • One recycling bin
5. Once the RCR is completed, the student should sign their name and date on the bottom of the check-in side of the RCR. RCRs are to be completed and turned into the mailbox in the lobby of the residence hall on the same day they check in.

Students who do not fill out the RCR and turn in to the mailbox in the hall lobby, will be held responsible for the condition of the room based on the check-out information from the previous year

Visit the Move In web page for step-by-step check in procedures.

All residents leaving the residence hall are required to check out of their room with hall staff before leaving campus. The student needs to schedule an appointment with hall staff at least 24 hours, or one business day, in advance. Room key must be turned in at the time of check-out. Failure to properly check out or return your room key will result in financial charges to the student’s account, which may include an improper checkout fee and room re-key fee.

Residents who have withdrawn from the university have 48 hours to check out of their residence hall.

A Residence Life staff member will check to ensure that the student has cleaned their room and will document any damages. Staff members will not check the room until the student has finished cleaning the room and removed all their belongings.

Visit the Move Out webpage for detailed check-out steps.

To request a repair in your hall or on-campus room, visit the Hall Work Order web page.

Public Area Damage: Damage to any residence hall furniture, fixtures, or facilities or damage to property of students living in the residence hall is prohibited. If a student is responsible for damage in public areas of the residence hall, the cost of repair/replacement is charged to the student’s eSIS account.

Resident Room Damage: If anything is damaged, broken or missing at the time of checkout, the resident(s) may be charged to have it fixed/replaced. Staff will use the Room Condition Report completed by the resident at the beginning of the year to compare the condition of the room. Any and all damages that were not specified on the Room Condition Report when the resident moved in, other than normal wear and tear, will be recorded and charged to the student’s eSIS account. If it is not known or cannot be resolved which roommate(s) is responsible for the damage, then the charges will be divided equally between the roommates.

Damage Billing: For checkouts occurring within the semester, damages will be charged to student’s eSIS account immediately after checkout. For end of semester checkouts, those charges will be submitted within a few weeks. Repair/Replacement Cost of Items in Room (see next page) are approximate prices and are subject to change.

Gender Inclusive Community

The Gender Inclusive Community is a housing option in which two students share a room regardless of students' sex, gender identity or gender expression. This means that students can live in the same room with a person of a different assigned sex at birth.

Interested students must indicate in the housing application in the Residence Hall Portal that they are interested in the Gender Inclusive Community. By selecting "yes" (you are interested), you will be able to request a roommate of any gender.

This option is available to incoming and current students in the residence halls. This community is in Johnson hall. Students will not be assigned to Gender Inclusive Community unless they have elected to do so.

Community Expectations

As a student selecting to live in the Gender Inclusive Community, I recognize and understand this community has been designed to provide students with the flexibility to accommodate the needs of Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ+) students, allies, and others for whom cultural or identity considerations are needed. Students can choose to room with the person they are most comfortable living with, regardless of gender or sex. An inclusive community is one committed to social justice and based on respect for and celebration of people of diverse identities and backgrounds.

I understand that by signing this Living Community Agreement, I must adhere to the following community living standards:

• I commit to maintaining an inclusive and welcoming living environment that is free of discrimination based on gender identity and expression.
• I will respect all residents of the floor and their guests. I will strive to understand inclusion, diversity, and difference, including different forms of gender identities, sexual and romantic orientations , and does not require disclosure.
• I understand that living on this floor does not indicate a specific gender identity or sexual orientation.
• Be willing to learn about others’ experiences and preferences regarding their level of disclosure of personal information, and I will respect their need for privacy.
• I will be aware of, and responsible, for my own language. I will strive to use inclusive language and be open to learning new terms.

As it relates to room changes and/or filling a vacant space in a room, I understand the following:

• Students will not be assigned to the Gender Inclusive Community unless they have elected to do so.
• If a roommate leaves the room and community, Residence Life reserves the right to consolidate and/or fill the space with another student wishing to live on the Gender Inclusive Community.
• Failure to adhere to the community living standards and/or exhibiting behavior that is contrary to the spirit of this agreement may result in a reassignment to a residence hall room outside of the Gender Inclusive Community. The residence hall contract will remain in effect in cases where students are removed from the Gender Inclusive Community.

Substance-Free Housing

Residents living in our Healthy Living community have agreed to observe a standard that prohibits the use and possession of alcohol and illegal drugs as defined by Wisconsin law and university policy. In addition, residents have agreed and have made a commitment that the use of any of these substances outside the community that influences the environment in the community (e.g. consuming alcohol off-campus and disturbing others while intoxicated is prohibited). Residents who fail to live up to these standards may be move and restricted from the community. 

Murals & Artwork UWRF Residence Life

Artwork (paintings, drawings, or sculptures) is an integral part of student culture in many UWRF living groups. UWRF is committed to a respectful and welcoming living, learning, and working environment for all community members. 

Residential Art Policy

Policy Summary

• Artwork in shared spaces may not be used to engage in harassment, discrimination, retaliation, invasion of personal privacy, defamation, threats or violence, targeting of groups or individuals, or infringing the intellectual property rights of others.
• Artwork must comply with individual living group policies, UWRF Policies, Residence Life Community Standards, and the law. 
• More specifically, artwork in any shared spaces must not contain material that creates an environment that a reasonable person would consider intimidating, hostile, or abusive and that adversely affects an individual’s educational, work, or living environment.
• Unacceptable material includes images or language that is derogatory or discriminatory based on race, color, sex, sexual orientation, gender identity, pregnancy, religion, disability, age, genetic information, veteran status, or national or ethnic origin.
• Existing artwork may be temporarily removed or covered during deliberations as to their acceptability. 
• Graffiti is not protected under the Residential Art Policy.
• Artwork or mounting systems (i.e., picture rail, panel hangers, etc.) must be installed by professional staff arranged by UWRF Facilities and approved by Residence Life.
• Development and content of murals in Residence Halls remain subject to the policies below.

UWRF Residential Art Policies and Protocols 

Definition of Artwork vs Graffiti

Artwork differs from graffiti, posters, and flyers. Graffiti are writings, drawings, or scrawling without permission on a permanent surface and are not protected by this policy.

Graffiti can contribute to a hostile environment and may be reported to Residence Life or University Police and will be followed up with the conduct process at minimum. If it is not certain whether something is artwork or graffiti and whether the community will be upset if something is removed, community members are encouraged to err on the side of caution.

The Purpose of Artwork

Artwork can be an integral part of student culture in many UWRF living groups and can serve several useful purposes as listed below.

• Allow for creative self-expression of students.
• Create a greater sense of comfort, "home"-ness, and connection to the residence by giving students the opportunity to modify and contribute to their living space.
• Foster camaraderie and bolster support networks by allowing students to collaborate in defining and designing their living space.
• Contribute to UWRF's broader image of creativity and innovation.

Art context

All artwork is placed in a residence in a certain context that is with some purpose or motivation. This could include promoting discussion on a specific topic, adding to an existing theme, or highlighting an aspect of society, recalling a story, or adding an attractive visual aesthetic. The specific motivation and location for artwork may thus provide context for images present in the art.

Requesting Modification or Removal of Existing Artwork

If a community member, summer guest, or other person believes a piece of existing artwork creates a hostile environment or is otherwise a violation of a UWRF policy or the law, the community member should inform the Associate Director for Facilities and Operations. During the evaluation, it is encouraged to cover the artwork until a consensus is reached. 

Considerations prior to completing interest form:

1. Does this mural provide interest and inclusion to all residents living within this community? 
2. What are my intentions with requesting this mural? 
3. Is there further research I can do to provide confidence in my decision that this mural will positively impact this community? 
4. If it is not certain whether something is artwork or graffiti and whether the community will be upset if something is removed, community members are encouraged to err on the side of caution and promote discussion. 
5. Please contact the Area Coordinator of your Residence Hall to have further discussion if you have any questions. 

Artwork/Mural Interest Form

If you would like to submit a request to participate in artwork/mural installation within the residence halls, please complete this survey.

Residential Art Interest Form >>

If one student moves out of a room during the academic year, the remaining resident may be assigned a new roommate or may be given the option to pay extra to keep their room as a single (space permitting). An OSF will be given to the resident and the resident will have two days to return the OSF from the date the form is issued. If a resident does not return their form by that time, they may be consolidated with another resident in their hall.

Residents who have not elected to keep the room a single must keep the other half of the room clear of belongings so it is ready for another student to move into. If the other half of the room is not clear, the resident may be charged for a single room rate.

UW-River Falls (BOR approved March 11, 1988)

Political/Religious Campaigning Policy

Soliciting for political or religious reasons is covered in the following policies which are established to provide opportunities for issues to be discussed/presented and provide opportunities for students to meet with candidates**. The students’ rights to privacy, security, and minimal disruption to the floor community must be kept in mind by candidates.

• No campaign literature will be put in the mailboxes unless addressed and proper postage paid or placed under residents’ doors. Literature may be placed in the front lobby or area designated as the candidate’s presentation area.
• Each candidate is allowed one poster that may be displayed in the front lobby or appropriate posting area of the building. This must be approved in accordance with the Residence Life posting policy.
• To prevent infringement on residents’ privacy and to keep disruption to a minimum, door-to-door campaigning will not be allowed. Candidates’ will be allowed time from 5:00 p.m. to 7:00 p.m., Monday through Friday to set up booths or tables in the front lobby or designated area to meet with residents. If desired, the candidates may also have meeting rooms to hold large group discussions that may not be accommodated by small booth set-ups.
• Before visiting a residence Hall, candidates must pick up authorization forms at the Residence Life Office. This must be signed by the respective RD, and will be posted at the candidate booths/tables 48 hours in advance of meetings.***
• Candidates who do not abide by these guidelines will be asked to leave the residence hall.

** “Candidate” for the sake of this policy refers to an individual that is on an election ballot to run for office or their designee. 

*** RD is an old position in Residence Life. This now needs to be signed off by the Residence Life Director of Community and Student Development.

Political/Religious Campaigning Process

Our goal is to make this process as consistent and easy as possible. Here is information you will need should you want to take care of this opportunity: 

• If you would like to campaign complete the “Request of political/religious campaigning in UW-RF Residence Halls form found at https://forms.office.com/r/3Txj3reUQE.
  • This form has to be submitted with enough time for Residence Life to post 48 hours prior to requested date of campaigning. 
  • You will receive a signed authorization via email if the space is available. 
  • The only reason that a request would be denied is if the space has already been reserved by another group/candidate or campus/Residence Life activity. 
• The day of the reservation UW-River Falls Residence Life will provide a table and two chairs for you to utilize in the main lobby of the reserved residence hall.
• UW-River Falls Residence Life will provide a staff member to be present during the length of the reservation. 
• Residence Life may not be able to accommodate large meeting rooms due to residence hall renovations since the establishment of this policy.  
• Door-to-door campaigning is prohibited and will result in removal of the organization/persons and future opportunities to campaign in residence halls. 
  • This includes no distribution of literature under doors.  
• Literature and campaign materials can be placed and distributed in the main lobby during the time the candidate is present. 
• We ask that group sizes stay between 1-3 people due to the size of our lobbies and to minimize disruption to the residents. 

Any questions please contact Residence Life at reslife@uwrf.edu

Rates include housing during Thanksgiving Recess and Spring Break. Students needing to stay on campus for J-Term or summer need to sign an additional contract and pay additional charges.

View a list of rates on the Residence Hall Rates web page

A student faced with a temporary disability that may require a special housing accommodation should contact Residence Life. Residence Life will work to find the student a temporary location, depending on availability.

The temporary residence hall assignment is meant to be short-term (less than one semester in length). Residence Life will continue to “hold” the initial housing assignment for the student until they are able to return to that space.