Texas Wesleyan University, Residence Life
Martin Center, Suite 230
The resident assistants and head resident assistants are students selected and trained to serve each residence hall community. They are available to assist with any need or concern a resident may have and can be a valuable resource. RAs are the first line of contact for residents with questions or concerns in the residence halls. A student’s RA is the first person a resident should go to when they have a problem or concern. The RAs initiate programs and uphold University policies.
The Residence Life Coordinators are full-time, professional staff selected and trained to serve the residence halls, Stella Russell Hall, Elizabeth Means Armstrong Hall, OC Hall and West Village Apartments. They are in charge of their assigned building and supervise the resident assistants in their building. The RLCs live in the apartment on the first floor of their assigned building. The RLCs are the first line of contact for RAs with questions or concerns and will initiate programs and uphold University policies. The RLCs have offices located in their respective residence hall and perform other administrative duties.
The Assistant Director of Residence Life Operations is a full-time, professional staff member responsible primarily for all operational needs, room assignments and billing. The Assistant Director’s office is located on the 2nd floor of the Martin University Center in the Student Affairs suite.
The Director for Residence Life is a full-time, professional staff member that directs and administers all aspects of residence life, policies, conduct, program development, community development, and room and board billing. The DoRL supervises and trains the RAs and RLCs. The Director’s office is located on the 2nd floor of the Martin University Center in the Student Affairs suite.
A student must submit a completed housing application, which includes a $225 combined application fee and security deposit, in order to reserve a space for housing.
Once a student submits an application, $200 will be held as a security deposit. The role of the security deposit is to offset the cost of any cleaning charges or damage done to the Residence facility. The cost of the repairs will be determined after the incident once maintenance has had time to assess the damage. Other room and common area damage will be assessed at the time of checkout. If the total cost of damage or loss is greater than the amount of the deposit, the resident’s student account will be billed for the difference.
If a current resident reserves a room for the next year, the deposit will be retained. If the student has used any of his deposit, he will need to deposit funds to bring the balance back to $200. If a resident does not reserve a room for the next year, he/she will lose room assignment priority and the deposit will be processed for a refund after the resident checks out of the room via the Room Condition Report. The Cashier’s Office will determine if a refund of the deposit can be made based on the students’ account balance. Any reimbursements will apply to students’ account first, and anything in excess will be reimbursed in a refund check to the student.
To apply for housing, students much first complete a contract and submit their application fee and security deposit. Spaces will be granted on a first-come-first-serve basis. The student will receive an assignment letter during the first two weeks in July. This contract is binding for the academic year. Exceptions are made for Graduating Seniors, Nurse Anesthesia Students, and students who are approved through the Housing Committee. Limited summer housing will be available each year. The Summer application/contract is separate from the academic year contract. Assignments for summer housing will be made in April of each year.
The Housing Contract is a binding contract. Students will be held to the term of the contract.
For Fall Semester:
For Spring Semester:
Once the housing contract acceptance form is received, an assignment is made on a space available basis. If the student decides not to accept the housing assignment or to attend Texas Wesleyan University, and if he/she notifies the Office of Housing and Residence Life in writing before the first day of Occupancy, then the deposit is forfeited and cancellation fee is charged per the timeline listed. If the student cancels after the first day or is let out of there contract after the first day, the student is responsible for the prorated amount per day up to the last day of registration up to the 11th day of classes. If the student cancels on or between the 12th and 15th days of classes, a 75% refund of the semester room rate will be provided. If the student cancels after the 15th day of classes and before the end fo the fourth week of classes, a 50% refund of the semester room rate will be provided. If the student cancels in the fifth or sixth week of classes, a 25% refund of the semester room rate will be provided. If the student cancels after the sixth week of classes, no refund of the semester room rate will be provided.
If a resident is approved to be released from his or her contract at the end of the Fall Semester, they have 24 hours after their last final or 48 hours to vacate if finals have already taken place to vacate the apartment. The housing deposit submitted will be forfeited and or a fee of at least $200 will be assessed if damage deposit is not on file. The student is still responsible for following checkout procedures.
Once the next semester or term begins and it is determined the resident has not claimed his/her room, housing staff will attempt to contact the resident. The purpose is to check on the well-being of the resident and determine if he/she will be returning to the residence halls. If the resident cannot be reached or it is determined he/she is not returning, the resident will continue to be charged until he/she officially checks out of the room.
If the University needs the room and the resident has failed to officially checkout, housing staff will make another effort to contact the resident. If the resident fails to officially checkout and claim his/her personal belongings, it will be considered abandoned property and discarded.
All residents must officially check out with their hall staff by notifying their RA 24 hours in advance, signing their checkout form or express envelope, and returning their keys and swipe card (if issued). Failure to officially check out with hall staff will result in a $100 improper checkout fee. Failure to return keys will result in a lock change at the student’s expense.
Damage charges are assessed when unacceptable alterations are made during a semester, or when the room has not been returned to its original condition at checkout either through neglect or accidental/intentional damage. Damages are calculated as current costs associated with replacement with a new item. Cleaning fees are individually assessed to each party responsible.
Residence Life at Texas Wesleyan University supports the mission of the university by providing students with a comfortable and convenient living environment while offering opportunities for increased campus involvement, social interaction and academic assistance. In support of the mission of the University and in recognition of the value of the on-campus residential experience, all students with less than 30 college credit hours who are under the age of 21 are required to live in on-campus university housing unless they are married, divorced, live with their parents or have a dependent child. Residence Life, in conjunction with the Dean of Students, will review requests for an exemption to this policy on an individual basis.
Residents must be enrolled in the University for at least nine semester hours for fall and spring semesters. If a resident does not become enrolled, he/she must move out of the residence hall within 48 hours without prior authorization from the Coordinator of Residence Life Operations or the DoRL (See Checkout Procedures).
Each resident has the freedom and responsibility to determine his/her own personal schedule under certain conditions and limitations such that personal schedules should not encroach upon the rights of other residents.
Returning residents may reserve a room for the next year by signing a new contract by the published deadline. While there is no guarantee that such requests will be granted, they will be honored whenever possible. Contact the Housing Office for more details.
In order to properly check in to the residence halls, students should report to the office of the residence hall to which they are assigned. New and returning residents should only check in during the designated check-in dates and times found in the Room Assignment Letter sent to them.
All residents must have an immunization form on file with the Health Services Office at Texas Wesleyan University. An immunization form is located on the health services website. It should be filled out, signed and brought to check-in. The University is required by law to have this form on file for all residents.
In compliance with Texas Senate Bill 1107, Texas Wesleyan requires all new students under the age of 30 to submit evidence of being immunized against bacterial meningitis.
The Vaccination requirement applies to:
For more information, please visit this link. There is a 10-day waiting period after receiving the immunization.
Adding a personal and decorative touch to the room is acceptable and encouraged as long as it is done in good taste and does not damage University property or furnishings. Each resident will be responsible for returning his/her room to its original condition before checking out. Residents will be charged for any damage incurred and/or any cost associated with not returning the room to its original condition. Installation of equipment that requires using nails or screws on University property is prohibited. This policy extends to contact paper. If a resident applies contact paper to any surface, it must be removed prior to checkout including all adhesive residues.
Only approved adhesives may be used on plaster walls. Other adhesives may strip the paint surface when removed. If unapproved adhesive products are placed on the plaster walls, the resident must be prepared to pay for spot painting or the painting of an entire room, depending upon the decision of the maintenance staff. Information about what to bring is included on our website.
Most room painting by the University is done during breaks, interim terms, and summer months while residence hall numbers are reduced. The University prioritizes and determines which rooms are to be painted or just touched up. If a resident wishes to have his/her room painted or touched up, a work order should be initiated. The University will prioritize its workload. Students may not paint their own rooms.
Students are welcome to bring extra furnishings into their rooms to make themselves more comfortable; however, the structural design of Texas Wesleyan residence halls prohibits the installation of excessively heavy and potentially damaging items such as waterbeds. Over-door hangers can damage the veneer on the doors. If over-door hangers are used, residents should make certain the hangers are padded enough so that the door finish will not be harmed. If such damage occurs, the resident will be billed for the necessary repair or replacement. Nothing may be installed on the roof of any residence hall or outside of the windows. No more than five small appliances are allowed in a room. Space heaters are not allowed in residence halls.
All rooms come with a twin bed, desk and desk chair. In some rooms, the dresser is built in and in others the dresser is movable. All furniture that is provided must remain in the assigned room at all times. Storage is not available for room furniture. Residents may not remove the furniture on their own.
See the appropriate RLC for details. To change from one hall to another, see the Coordinator of Residence Life Operations. Residents may not change rooms without express written permission from Residence Life professional staff. Moving without the permission of Residence Life professional staff will result in a $100 charge and the student will be required to move back to their original room.
Anyone who feels that conditions in the hall are not acceptable or conducive to sleep, study or safety should bring their concerns to the RA or the RLC. Should one question any policies and/or actions of the staff or residents, it is his/her right and responsibility to discuss this with the RLC.
All students who receive an athletic or academic room grant are required to be on the meal plan. The only exception to this policy is a medical waiver, which must be verified through a United States board-certified physician.
Student illness is of concern to the Residence Life staff, both for the sake of the individual who is ill, as well as the general welfare and safety of other residents. Please report any symptoms of illness to the RA or RLC. Remember to utilize the Health Center located at West Village Apartments, Room 110 in the case of illness or for medical information. All visits are confidential. In the case of a medical emergency, call 911.
Please see the health services website for more information.
Laundry room washing machines and dryers are provided in each of the residence halls free of charge. Any mechanical problems should be reported to your RA or RLC.
Mail – USPS and Package Delivery Services (UPS, DHL, FedEx, etc.)
Students receive mail at the University Mail Services located in the basement of the library. Students will need to obtain a mailbox and key from mail services shortly after their arrival on campus. It is important to leave a forwarding address when the student leaves on-campus housing.
Maintenance requests must be submitted online with facilities services.
Bicycles may be stored in residence halls as long as there is a mutual agreement between roommates, except in West Village. Please make sure that mud and grease do not get on carpets. Motorized bikes (of any kind) are prohibited in the residence halls. The use of rollerblades and skateboards in the residence halls is also prohibited. Experience has shown that damage to floors and room furnishings inevitably results from the use of weight lifting equipment in the residence halls. Therefore, such equipment is not allowed in the residence halls. Weight lifting equipment is located in the Morton Fitness Center. Shortwave radios may be used in residence halls provided an FCC permit is obtained and such use does not disturb fellow residents. Neither antennas nor satellite dishes may be installed on the roof or on any part of the residence hall.
Each room has high-speed cable Internet service via the University’s IT office. There is an outlet installed in each room. The service is initially set up to accommodate one computer. Students are responsible for purchasing the ethernet cord to connect from the wall to the computer. It is the responsibility of the residents to acquire the cord if needed. Please refer to the instructions which can be found at the hall office or residents can contact the Hall Offices if there are any problems. Residents may be referred to IT if experiencing technical difficulties.
Tampering with the campus Internet system or the cable TV system will be considered a theft of university services.
In addition, to the Internet accessibility in the residence halls, all students can gain access through Wesleyan’s T1 line in any of the University’s computer labs.
Each residence hall has a hall kitchen. Residents are welcome to use these kitchens. Residents are responsible for cleaning up after they use the kitchen. Texas Wesleyan University is not responsible for any food or items left in the kitchen. All food left in the kitchen should be labeled with the resident's name and the date.
University Issued Identification
All students, faculty and staff of Texas Wesleyan University are required to carry a University-issued identification card at all times. The identification must be produced when requested by a University official. IDs are made at the circulation desk of the West Library during regular business hours.
All outside residence hall doors will remain locked at all times. RLCs must approve any exception to this rule. Residents’ room keys will open these doors. These doors are not to be propped open. Each resident is responsible for keeping the doors locked and is prohibited from allowing non-residents entry except through the visitation policy. Each resident must carry his/her Texas Wesleyan identification card while on the campus. Residents are required to show their ID cards for identification purposes when asked to do so by University officials.
Each resident is responsible for keeping university-issued keys in their possession at all times. Keys are not to be given to anyone who is not a resident of the room for which that key is made.
Each resident is responsible for the security (regular locking) of his/her room and reporting any lost keys or locks that do not work properly to the front desk. Items of value should be secured at all times. Students may have valuables engraved for identification with an engraving tool provided by campus security. The University police liaison will assist students with this procedure. The University is not responsible for the theft of personal belongings. Residents are strongly urged to take out insurance coverage for their personal property and to photograph and pursue other means of protecting possessions. Residents are encouraged to check their parent’s homeowner’s insurance policy, as many times it will cover property in University housing.
Theft and Personal Liability
Students are encouraged to immediately report all losses and thefts to security and the residence hall staff. The best guard against property loss is to keep doors locked at all times. Residents are liable for personal injury or damage that occurs in their room. Each resident is encouraged to carry adequate personal insurance and renter’s insurance. In some cases, parent's homeowner’s insurance may provide adequate coverage. Any student involved in theft will be subject to disciplinary action that could result in suspension or removal from the hall.
Room Inspection and Damage Assessment
Each student is liable for full payment for any loss or damage to the room, furnishings or public use areas provided by the University. Residents may be required to forfeit portions (divided equally among residence hall students) of their room and damage deposits for public area damages when responsible parties cannot be identified. Individual rooms should be kept clean and repair requests should be made promptly. The University reserves the right to enter rooms for maintenance repairs and/or inspections.
Each resident should play a proactive role in the residence halls. If others are observed abusing the facilities or violating University policy, the witness shall report the incident to a hall staff member. Every measure will be taken to ensure anonymity.
Safety of Person and Property
Students must ensure and take responsibility for their own safety and the safety of their property by practicing fundamental crime prevention techniques. The University is not responsible for the loss or theft of personal property. It is recommended that students carry applicable insurance to cover potential losses.
Dining services at Texas Wesleyan University are operated by Aramark, a third-party vendor. An on-site director is in charge of daily operations and can be reached at 817-531-4490 and has an office in Dora Roberts Cafeteria.
Please see the dining website for more information.
Well-balanced meals are prepared and served in Dora Roberts Dining Hall and are available to resident and non-resident students as well as faculty, staff and guests. Your student ID card is your meal card. The cards are encoded for the appropriate meal plan. All undergraduate residents are required to have either a Platinum meal plan. Graduate residents are not required to have a meal plan but may choose to purchase one.
The identity cards are not transferable and are not to be utilized by anyone other than the person to whom the card was issued. The meal cards can be used in Dora Dining Hall, or in Gina's Cafe. Misuse of the card may result in disciplinary action. Meal plans are selected on the housing application and may not be changed after the 12th class day.
Meal plans are subject to all applicable sales taxes.
The hours of operation are posted in Dora Roberts Dining Hall. Concerns regarding the dining hall or meal plans should be directed to the food service manager or taken to the Campus Food Service Committee. Dining hall dress code is left primarily to the tastes and standards of the individual as long as the style is not offensive to others. Shirts and shoes are required by the Health Department.
Gina's Cafe is an all-new dining option with a made-to-order concept to fit your grab-and-go or dine-in needs. Located on the first floor of the Nick and Lou Martin University center, Gina's Cafe has Which Wich, Premium Pies and Zoca. Specific hours are located on the dining services website.
Dora’s may close due to inclement weather, an act of God or any other act which is not in the control of the provider.
If the university closes the dining facilities because of inclement weather, an act of God or any other act not in the control of the provider, the university will notify all students via the Texas Wesleyan University emergency notification system (please sign up on the security website). The University will work to re-establish dining services and meal options as soon as possible.
Residents must check out of the residence hall each semester 24 hours after their last final if they will not be living on campus for the next semester. Residents who are participating in graduation will be allowed to remain in the hall until 12 p.m. the day following graduation for the Fall semester and the Spring semester. Failure to officially check out on time will result in an improper checkout fee. Residents may also be charged an additional daily fee if all of their belongings have not been removed.
When moving from the residence hall, the resident should first set up a check-out time with their Resident Assistant then move all personal property from the room and clean it for inspection. Proper checkout is always by appointment only. The resident should then meet the Resident Assistant, who will inspect the room for damage and/or shortages and accept the key from the resident. Until the checkout procedure has been properly completed, charges will continue to incur and the resident is still responsible for the condition of his/her room and payment of his/her room and board. The following checkout procedure must be followed in order for the resident to be cleared from the hall:
The physical condition of the residence halls is a joint responsibility between the students and the staff. Both the residents and staff have a basic responsibility to see that rooms are maintained in a reasonable state of preservation and good repair in order that future residents may live in an area free of damage or inconvenience. This responsibility results in University inspections for health and safety issues. These hall inspections will occur periodically throughout the year.
Policies, standards and regulations are necessary and vital to the operation of any community. All rights are associated with responsibilities, which cannot be ignored. The following policies serve as guidelines for expected standards of student conduct.
Only residents, their guests and appropriate University personnel are allowed in the residence halls. All non-resident students and visitors in the residence halls must be accompanied by a resident of that building. Residents are responsible for seeing that their guests abide by all University policies while in the residence halls. Visitors are permitted to park only in designated areas.
Visitation Hours and other Guidelines
During the summer terms and vacation periods, Hall office hours will be altered. Some residence halls may close. New hours will be posted outside the Hall Office, and services may be limited during this time. Visitation will be the same as during the academic year. Adhering to the policy is the responsibility of the resident. Violators of the visitation policy may be subject to disciplinary action.
Residents may have guests in their room overnight. Only same-sex guests may stay in resident rooms overnight. Residents should obtain an agreement from their roommate and Residence Life Coordinator when inviting an overnight guest. With roommate and RLC approval, stay is limited to three nights. If conflicts develop, the RLC may ask the guest(s) to leave the residence hall.
Residence hall lounges are available for a wide variety of functions and activities. Individuals or organizations wishing to use these areas must make a reservation through the RLC at least 24 hours in advance. Guests or non-resident lobby users must follow the visitation hours and guidelines. All furniture and equipment in residence hall lounges and lobbies or other common areas are not to be moved from their locations.
Noise contained within a room is the concern of roommates, but noise traveling beyond the walls of a room is the concern of all residents. Residents and guests must respect the rights of the other members of the residential community. While the residential community is expected to govern itself with regards to noise in the residence halls; the housing staff will intervene if necessary. Designated hours are set aside to encourage the development of a study environment in the residence halls. During Finals Week, 24-hour quiet hours are in effect.
General courtesy will always make it possible avoid problems relating to noise in the residence halls. Residents and guests in the residence halls must always be courteous to the rest of the residential community in the building regarding the issue of noise. If a resident or guest is asked to be quieter, that individual or group is expected to grant the request. Failure to do so may result in disciplinary action.
Residents should be able to depend on a certain time each night to become quiet enough to sleep or study. There should not be any noise in the residence halls during quiet hours. Failure of any resident to abide by this policy may result in disciplinary action. Failure of a guest to abide by this policy may result in the RA or RLC asking the guest to leave the residence hall.
Soliciting which is not related to Texas Wesleyan University is prohibited in the residence halls. Use of public areas and University rooms for the operation of business or enterprise is prohibited. Exceptions must be cleared with the Assistant Dean of Students for Residence Life.
All postings must bear an approved University stamp. No posting will be approved unless it has the sponsoring group's contact information and it pertains to Student Life or University business. Posted flyers not approved will be removed and destroyed. Failure to do so may result in the suspension of the violating organizations posting privilege. In order post fliers, have the fliers stamped at the Student Life office. The fliers will be posted in the halls by Residence Life staff. Please provide four business days to ensure that fliers are posted in a timely manner. University officials may revoke this privilege at any time.
Due to limited space and liability, Texas Wesleyan University does not provide storage for the personal property of students. Residents may store personal belongings in their rooms during times of occupancy, but may not store any personal belongings in common areas. Abandoned property in residence halls will be donated to charity. Contact Residence Life for details.
Texas Wesleyan has a responsibility to maintain standards of behavior that are acceptable for the institution and to protect its property. The right to privacy carries with it certain responsibilities: the obligation to avoid actions that disturb or intrude on the privacy of others, actions that are illegal or those that violate University policy. In residence halls provided by the institution, the Director of Residence Life or their designee may authorize entry to and search of a student’s room when such entry is deemed legally justified. Legally, housing administrators may make reasonable searches without a warrant in emergencies for necessary maintenance, inventory, health and safety inspections, or to enforce appropriate regulations that further the educational mission of the institution. Such entry and search is made in the presence of the student(s) whenever possible. If the student(s) cannot be located, another University employee or a student witness will accompany the person authorized to enter the room. Except in certain emergency situations, officials conducting a search without a warrant will give notice of their identity and purpose and will provide students with a written justification for the search. Whenever a housing staff member or maintenance staff enter a room when the student cannot be located, a standard note will be left to inform the student that his/her room was entered. The note will give justification for the entry, what was done, who was there and for how long.
During a room search, a resident may be directed to open a locked drawer or personal storage container (i.e. footlocker, suitcase). Failure to comply will result in the lock being removed by a member of the search party.
Health and Safety Inspections will be conducted regularly.
Alcohol is not permitted in or on residence hall property. Any container that originally contained alcohol is not permitted either. Students should check with their RA or RLC to get approval in writing for collectible items associated with alcohol. The following are examples of acceptable collection items that are usually associated with alcohol: shot glasses, beer steins, champagne glasses, or mugs.
It is the responsibility of each resident to avoid being in the presence of alcohol or the use of alcohol in the residence halls. Residents are responsible for the actions and behavior of their guest/s. Violators of this policy are subject to disciplinary action. Please see additional information found in the Code of Student Conduct and the University Policies and Community Standards.
The possession or use of illegal drugs is not permitted on campus or in any of the buildings. If you violate the regulation or your behavior is affected by the use of drugs, you will be subject to disciplinary action.
The possession of prescription medicine is permitted only for those to whom the prescription was issued. All other possession of prescribed medicines is prohibited.
Smoking is not permitted in the residence halls, or on the Texas Wesleyan University campus, at any time.
Please see our website for more information.
Odor producing paraphernalia requiring the use of open flames (such as candles and incense) are fire safety hazards and are prohibited. Halogen lamps are also a fire safety hazard and are not allowed in the residence halls.
Appliances with exposed heating elements, which could be left unattended for; long periods of time (such as simmering potpourris or scented light bulb rings) and which require heat to release the scent are also prohibited.
Residence hall wiring cannot accommodate an excessive number of electrical appliances. A maximum of five major appliances is allowed in each room. Major appliances include stereo, TV/VCR, computer, printer, refrigerator and microwave. Microwaves must be used with an approved plug adapter. See the RLC for details. Small refrigerators may also be used in resident rooms. It is a resident’s responsibility to keep them clean and in proper working order. The use of a surge protector is recommended with any major appliance. Please see the Fire Safety brochure for additional information.
It is imperative that all fire and safety equipment functions properly. In order to support the safety and security of our students, the following acts are prohibited:
Residents who jeopardize the safety or security of any student, staff or faculty member will be subject to disciplinary action. Tampering with fire equipment or acts of arson may result in expulsion from the University as well as civil prosecution.
Between the hours of 7 a.m. and 7 p.m., residents should call Campus Security (817-531-4911) to unlock their room in the event of a lockout. From 7 p.m. to 7 a.m., residents may call the posted Resident Assistant On Call number for their hall to receive lockout assistance. In the event of a lockout, residents may be requested to show identification and may potentially have to wait several minutes. Both Campus Security (between 7 a.m. and 7 p.m.) and the RA On Call (between 7 p.m. and 7 a.m.) will respond as soon as it is possible to do so. Effective August 31, 2017, the first lockout is free. The second lockout will carry a charge of $10. The third lockout will carry a charge of $25, and the resident will have to meet with their Hall Director. Any subsequent lockouts will carry the same charge and meeting requirement.
The RAs or RLC will conduct these at regular intervals during the fall and spring semesters. All residents are expected to attend these meetings. Each resident will be held accountable for the information provided at the meetings even if they do not attend. Check your residence hall for times and dates.
Security of the entire Residence community and their belongings depends on each resident keeping his/her key safe. Anytime a resident key is lost or stolen, the core to the lock for his/her room door will be replaced and the student will be assessed $35 for each core. The resident will also be charged $7 for the replacement of each key, including the roommate’s key(s), if applicable. These fines are non-refundable. If a swipe card or fob is lost or stolen, the replacement cost is $30.
It is important each student complete a Room Condition Form (RCF). Students can be assessed charges and should be familiar with section XIV (Care of Facilities) section of their housing contract.