Facility Policies

Caring for our Buildings

This section highlights many of the do's and don'ts of residential living in relation to the buildings themselves. Scroll down to read the complete policy.

• Alterations, Additions and Painting
• Bicycles
• Common Areas
• Decorations and "Theme" Parties
• Furniture
• Grills
• Housekeeping
• Infectious Disease/Food Poisoning
• Keys - General
• Keys - Room Halogen Lamps
• Lofts
• Motorized Vehicles
• Obstruction of Hallways, Stairwells, Sidewalks, and Lawns
• Paint Program
• Recycling
• Room Condition Reports and Inspections
• Traffic Regulations
• Trash

Alterations, Additions, And Painting
No alterations or additions may be conducted within the premises by or at the request of the resident(s). Residence hall students may paint their rooms providing they restore the color back to a RLHS-approved color and condition prior to check-out.

Bicycles
Bicycles may be kept by the owner in her/his assigned room space. Hangers and other means of suspending bicycles may not be attached to any wall, ceiling or door. Bicycles are not permitted in other areas of the residence halls such as commons rooms, bathrooms, hallways, stairwells, study rooms, and entrances. In compliance with Durham Fire Marshall regulations, bicycles found in unauthorized areas of the residence halls will be removed without warning and the owners will be required to pay a removal charge in order to recover them. The University is not responsible for damage to bicycles or devices used to secure them.

Abandoned bicycles will be removed at the University's discretion.

Common Areas
Each quad/house has common areas for use by residents. These areas include commons rooms, hallways, stairwells, bathrooms, study rooms, and laundry rooms.

It is your responsibility to see that these areas are kept in good condition and that the furnishings are not damaged or removed from them. Items not belonging in common areas may be removed without warning for safety reasons.

RLHS welcomes your suggestions on how to make these areas more enjoyable to you.

Each commons room is refurbished every four years. Residents are encouraged to participate in the refurbishing decisions. Your RLHS Campus Office can tell you when your commons is scheduled for refurbishment.

Decorations And &"Theme" Parties
All individuals, living groups and cohesive units must adhere to university safety policies when planning a theme party, event, or meeting. The following policies are in place regarding such events. For additional safety guidelines, contact the OESO-Fire Safety Division, 684-5609, 72 hours prior to the event/party or placement of the decorations.

1. Open flames: Open fires, cooking fires, campfires, bonfires, candles, incense, or any apparatus, device or machine utilizing an open flame is prohibited. The only exception to this policy is the use of candles during recognized religious ceremonies. Those individuals wishing to utilize candles in observance of a religious holiday should first contact OESO-Fire Safety Division to obtain permission and information concerning fire prevention.
2. Party/holiday decorations: All decorations must be non-combustible, inherently flame-retardant or treated with an approved fire retardant in accordance with the manufacturer's specifications that will pass NFPA 701 test. Decorative materials must not exceed 10% of the aggregate of walls and ceilings. Straw, hay, corn fodder, dried flowers, bamboo, and other similar combustibles are prohibited as decoration inside facilities without written authorization from the Fire Safety Division. All doors (i.e., exit, smoke, fire, interior, exterior), hallways or any other means of egress may not be covered or blocked in any manner by decorations. All combustible party decorations must be removed from the area immediately following an event. Exception: During the holiday season, decorations should be removed no later than December 30th. Residence hall decorations should be removed no later than fall closing. Live greenery, such as live Christmas trees, wreaths and holly, are prohibited inside the residence halls, and may not be used in other areas without approved automatic sprinkler systems. Artificial greenery in the shape of trees, wreaths, and holly are allowed in facilities, provided that such decorations are flame-retardant and/or flame-resistant, placed away from heat sources, and not placed in an area dangerous to occupants of the building.
3. Electrical: All electrical equipment to include lights, wires, plugs, cords, connections, and sockets must be UL listed. The use of improvised wiring or tying wiring into the existing electrical services is strictly prohibited. Only indoor lights are permitted inside facilities. Any light string with worn, frayed, broken cords, loose bulb connections, and empty sockets should not be used. Each living group or office should have an appointed representative to ensure that electrical decorations are de-energized at the end of the day. Holiday lights should not be energized for more than three hours daily to reduce overheating. The use of lights and wiring on a metal Christmas tree (aluminum trees from the 50s and 60s as defined by the NC Department of Insurance) are prohibited. No more than three strings of lights may be connected to each other. Light strings may not be mounted or supported in any way that might damage the cord's insulation. Light strings should be plugged directly into an outlet or surge protector.
4. Animals: Animal(s), regardless of size or species, are strictly prohibited to attend or participate in any event, party, or meeting.
5. Water, waterfalls, pools, spraying water, running water, or utilizing water in any way is strictly prohibited.
6. Strippers may not be invited or paid to perform at events sponsored by individual students, residential living groups, or cohesive units.
7. The use of portable charcoal, gas, or electric grills, and gas heaters within 10 feet of all residence halls is prohibited. Grills must be at least 10 feet away from any structure when in use.
8. The event host at the close of the event must remove all trash.
9. Fog machines may not be used at indoor events.
10. Violations reported to the Dean of Students Office or Residence Life and Housing Services will be considered serious offenses and living group and cohesive unit officers will be held accountable.
    

If you have any questions as to whether your party decorations fall within the limits allowed by university safety policies, please contact OESO Fire Safety at 684-5609, 72 hours prior to the date of the actual event or party.

Furniture
University owned furniture must remain in the student's room. Personally owned furniture may be added to student rooms/apartments provided all residents of that room/apartment consent and the furniture is removed by the residents at the end of occupancy. Costs for removing any remaining personal furniture will be charged to the residents.

Waterbeds are prohibited.

Each residential space is equipped with furniture by RLHS. The resident(s) of a room/apartment will be charged for any damaged furniture and/or furniture missing from their space.

Students are collectively responsible for care of public areas including furnishings and equipment. Commons furniture owned by RLHS may not be removed from its intended location. Anyone doing so may be charged with theft under the Judicial Code. Commons furniture found in bedrooms may be removed by university personnel at the expense of the occupant(s).

Grills
Residents may borrow barbecue grills on a short-term basis from the Service Offices. North Carolina law prohibits the use of portable charcoal, gas or electric grills within 10 feet of all residence halls. In areas where pine straw or bark mulch has been applied to grounds, grills must be 10 feet away from the perimeter of these materials. Storage of charcoal lighter fluid or other flammables, including gas grills, in the residence halls is strictly prohibited! Failure to obey these regulations may result in a fine by the Durham Fire Marshall and or be subject to Duke disciplinary action.

Housekeeping
Housekeeping services in the residence halls are provided by Residence Life and Housing Services. Any requests or comments should be made to your RLHS Campus Office.

Housekeeping services such as cleaning the hall bathrooms, sweeping, mopping, vacuuming and trash removal in residence hall common areas will be provided on weekdays, with limited service on Saturdays (excluding holidays). Cleaning of individual rooms and private baths is the responsibility of the residents.

Living groups are expected to take responsibility for cleaning up after parties and other events. Housekeeping time spent on extraordinary clean up is time spent away from the normal duties of keeping the buildings clean. Extraordinary clean up may be deferred until such time as the normal housekeeping tasks are complete. Extraordinary cleaning is generally defined as response to:

1. Excessive trash
2. Conditions that present hazards to people, furnishings, or buildings; such as broken glass, standing liquids, flammable trash, and health hazards
3. Other conditions that require unusual effort, such as removal of eggs, shaving cream, etc.
   

Infectious Disease/Food Poisoning
Any student who contracts an infectious or contagious disease or gets food poisoning from on-campus facilities should immediately report this to the residence hall staff, the Infirmary, or Residence Life and Housing Services.

Keys - General
Keys are issued to students to provide access to their room, bathroom, and other areas to which they have authorized access. Use or possession of residence hall/apartment keys, including possession of master keys or keys other than those assigned to the student, is prohibited. Keys are not transferable; switching keys with other students is prohibited. Reproduction of keys is prohibited.

A lost/stolen key must be reported immediately to the appropriate RLHS Campus Office and a replacement key obtained. If the resident is unable to locate the lost/stolen key, the lock will be changed at the student's expense. All keys must be returned as part of the student's check-out process. Keys not returned at check-out will result in a lock change and a charge to the student's Bursar account. Locks may not be tampered with or changed by residents or their guests.

For safety and security reasons, students should not carry their key on the same ring as their DukeCard.

Keys - Room
One bedroom door key is issued to each resident.

If you lose the key, you must obtain a new one from the RLHS Campus Office. Residents have one week to find the lost key. If the key is not found within one week and brought to the RLHS Campus Office for verification and return of the loaner key, the lock will be changed for your protection.  A charge for the lock change will be placed on your Bursar account. Circumstances may require a shorter time period to produce the missing key, at the discretion of RLHS.

Any key that you cannot present to the RLHS Campus Office will be considered lost, even if you dropped it down the drain or threw it away because it was broken. A new key will be issued in exchange for a damaged key at no charge if you return the damaged key to your RLHS Campus Office.

Residents who do not return their key(s) when checking-out of the residence halls will be charged for a lock change.

Halogen Lamps
In compliance with Duke University OESO - Fire Safety Division recommendations, RLHS strongly recommends NOT using halogen lamps in residence halls or apartments. The very high temperatures reached by the bulbs constitutes a fire hazard and a potential source of burns. In addition, the geometry of the floor models tends to make them very unstable and easily tipped over.

If you use a halogen lamp, make sure it has a guard over the bulb and the guard is secured to the lamp.

Lofts

A loft is a raised frame built up from the floor to hold a bed. Students use lofted beds because they provide more floor space for things like TVs and desks. Lofts are allowed in all residence halls on East Campus and West Campus. However, no lofts are allowed on Central Campus. Please review the full loft policy before making a decision to get a loft.

Motorized Vehicles
Vehicles are restricted to driving and parking only in streets and designated parking areas. Parking and Transportation Services will provide you with specific university policies and guidelines. Vehicles, including motorcycles, are not permitted to drive or park on lawns, sidewalks, fire lanes, or other areas not specifically permitted by Duke policy. Motor vehicles in unauthorized areas will be removed at the owner's expense. Students will be required to pay removal fees in order to recover such vehicles or devices used to secure them. The university assumes no responsibility for damage to such vehicles or devices used to secure them.

Obstruction of Hallways, Stairwells, Sidewalks, and Lawns
North Carolina fire safety codes prohibit the obstruction of hallways and stairwells. The Durham Fire Marshall mandates the immediate removal of all items obstructing hallways and stairwells. RLHS will remove without warning or reimbursement furniture, bicycles, lumber, and all other items found obstructing hallways or stairwells. University furniture will be removed from hallways and stairwells and residents may be charged for missing furniture.

Sidewalks, stairways, and entryways must not be used for purposes other than ingress or egress.

Bicycles may not be left in these areas or other locations where they may cause harm to persons or groundskeeping equipment.

All vehicles, including motorcycles, must be parked in parking lots. Delivery trucks, automobiles, motorcycles, scooters, and minibikes are not permitted on lawns and walkways, patios, or stairwells. These vehicles must be parked in legal parking spaces.

Paint Program
Residence hall bedrooms are on a schedule to be painted every four years. If your room has not been painted in the last three years and you wish to paint it yourself, you may obtain paint at no charge from your RLHS Campus Office. Only standard off-white paint will be supplied. You must supply the brushes and rollers.

Tape, holes or marks on the walls or paint of any color other than the matching offwhite is considered a damage to the paint and you will be charged for repair.

Before you move out, you may wish to correct modifications you have made to your room. Modifications that are not corrected to the satisfaction of RLHS will result in the resident(s) being charged for the repair.

Recycling
The University is committed to promoting recycling and wise use of natural resources, and to fostering an ethic of waste reduction among faculty, students, and staff. Residents are required by Durham City law to recycle certain materials and are strongly encouraged to participate in the residence hall recycling program.

Failure to properly recycle newspaper, aluminum cans, steel cans, glass or corrugated cardboard is a violation of chapter 10 of the Durham City code. It is also a violation to place any non-recyclable item in a recycling container. Such violations will result in fines against the University and may in turn result in residents being referred for judicial or disciplinary action.

Each residence hall bedroom is equipped with a recycling caddy. Please use the caddy to collect recyclables and take them to a recycling station. On the first floor of each building is a recycling station for newspaper, aluminum, and glass. As space permits there are newspaper and aluminum bins on upper floors. Glass bins are on upper floors only if the building has an elevator. In each kitchen there is a bin for steel cans. White and blend paper bins are provided in computer clusters. Please be considerate of your housekeeping staff and Duke Recycles by sorting recyclables properly.

In addition to bins inside the residence halls, Duke Recycles maintains multiple dropoff locations outside the residence halls. When an inside bin is not provided for a recyclable, you must take the material to an outside drop-off location.

If you have questions or suggestions about the residence halls recycling program, contact your RLHS Campus Office or Duke Recycles at 660-1448.

Room Condition Reports & Inspections
Room condition reports are provided to each resident during the check-in process. Updates to room condition reports must be submitted to your RA within two days of your occupancy. This document will protect you from charges for conditions which existed when you moved into your room. Carefully review the room condition report and amend it as necessary.

If there are maintenance needs which need immediate attention, please call your RLHS Campus Office as well as noting them on your room condition report. Immediately report a faulty or missing smoke detector to your RLHS Campus Office.

When you move out, your room will be inspected. Any repairs or cleaning required by conditions beyond normal wear and tear which you did not list on your room condition report will be considered damages and charged to you. We strongly recommend you be present when your room is inspected at check-out. Please make an appointment with your Hall Staff per established check-out procedures and instructions. An inspection cannot be done until you vacate the room and all personal belongings are removed and all keys are returned. Keep in mind there are peak periods when Hall Staff may not be able to schedule appointments, so signup as soon as you know your plans.

Traffic Regulations
Motor vehicles must be registered annually at the beginning of the fall semester or, if a vehicle is acquired later, within five days after bringing it to campus. During the first week of fall semester classes, registration will take place in the Bryan Center. All other registration takes place in the Parking Services Office, 2010 Campus Drive, or places and times as announced. There is an annual parking fee, determined by location and permit-holder status. Students must present their student identification card when registering a vehicle.

Upon registration of a motor vehicle, students will receive a copy of the university motor vehicle regulations. Operation of a motor vehicle on the campus is contingent upon compliance with these regulations.

All vehicles parked illegally, including bicycles, motor bikes, motor scooters, and motorcycles, may be subject to immobilization and/or towing.

Trash
Students are required to dispose of trash in designated containers. Trash may not be placed in bathrooms, kitchens, laundry rooms, commons rooms, courtyards, or in any other place.