Residence Life Procedures

Quincy University reserves the right to gain entry to a student’s room and living space for regularly scheduled health and safety inspections, to complete a facilities work order, in the event of a human or facility emergency, if concern exists for a student’s wellbeing, or in the event of an alleged violation of any policy and/or Accountability Standard where access to the living space must be gained immediately. Any illegal items in plain view may be confiscated at entry.

Students will be held responsible for any item/s confiscated that violate policy.

On-Campus Housing Search

Quincy University reserves the right to search any on-campus residential space if reasonable cause exists to believe a violation of any policy or Accountability Standard has occurred or is occurring. The following procedures will be followed in an on-campus housing search:

1. A search may be conducted without any or all residents present.
2. Reasonable cause is defined as a fact or circumstance where it is more likely than not that an event or activity has occurred, specific items are present in the space to be searched, or there is a reasonable concern for student or community safety.
3. A student’s room may be searched by authorized staff upon the direction of the Vice President of Student Development. In the absence of the Vice President of Student Development, searches may be authorized only through collaboration with the Director of Campus Programming & Residence Life, the Director of Safety & Security, or their designees. The search must be conducted with at least two university staff members present. At least one of the University staff members searching must be the Vice President of Student Development, Director of Campus Programming & Residence Life, Director of Safety and Security, or a designee.
   The other staff member may be a University Security Officer, Graduate Assistant, or Resident Assistant.
4. An incident report will be completed for every search of any on-campus living area.
5. If a search is conducted and prohibited items are confiscated, the incident report will include an itemized list of all items. Photographs of any seized items will be attached to the incident report.
6. If the search and subsequent confiscation of items result in a policy or Student Handbook violation, the student (s) will be held accountable through the Student Accountability Process.

Housing Change Request Policy

Students requesting a room, building, or roommate change must submit their request through the housing portal at my.quincy.edu (Campus Life → Residence Life). Submission of a request does not guarantee approval. All changes are subject to university housing policies and availability.

Building Changes
Requests for building changes must be submitted no later than the Thursday of the add/drop period each semester. Requests submitted after this deadline will not include any adjustments to the student’s meal plan, if the meal plan is a lower requirement in another building.

Room Changes
Room changes are not permitted after the second week of the semester, unless Residence Life approves extenuating circumstances.

Submission Requirement
All housing-related requests must be submitted through the official housing portal. Requests made through email, in person, or by any other method will not be considered.

Waitlist Requests
Students who wish to be placed on a building waitlist must submit their request through the housing portal. Waitlist placement and approvals are determined based on university housing policies and the order in which requests are received.

Early or Late Arrival for Residence Hall Check-In

Students who need to arrive earlier or later than their assigned move-in date must submit a request through the housing portal at my.quincy.edu (Campus Life → Residence Life). Students who have not completed all required university documentation-including financial aid, housing contract, business office requirements, immunization records, and course registration-will not be approved for early or late arrival.

Arrival Times
All approved arrivals must occur between 8:00 AM and 7:00 PM. Students will not be permitted to check in or move in outside of these hours.

Request and Deadlines
Students must receive prior approval to arrive early or late and may only check in during the approved time window.

• Fall term requests must be submitted by July 15
• Spring term requests must be submitted by January 1

Missed or Unapproved Arrivals
Students who do not arrive on their assigned move-in date or who attempt to arrive outside approved dates or times will be required to reschedule their check-in to the next available date, regardless of prior approval.

Unauthorized Occupancy
Students are not permitted to stay on campus, including in another student’s room, unless they have officially checked in and received university approval.

Improper Move-In Fees
Students who move in improperly or remain on campus without authorization will be assessed:

• A $200 improper move-in fee, and
• An additional $50 per night for each unauthorized night stayed

Students approved for early arrival will not be charged the improper move-in fee, but will be charged $50 per night from the first night of early occupancy through the night before their scheduled move-in date.

Billing and Approval
All applicable fees will be billed to the student’s university account. Approval is subject to staffing, housing availability, and operational considerations, and all decisions are made at the discretion of Residence Life. Students will be notified of the status of their requests via their university email.

Housing Accommodations

Quincy University is committed to providing reasonable housing accommodations for students with documented medical, psychological, or disability-related needs. Housing accommodations are intended to provide equal access to campus housing and are evaluated on a case-by-case basis.

Students requesting housing accommodations must initiate the process by contacting the Vice President of Student Development at tracych@quincy.edu to request the appropriate documentation forms. The required form must be completed by both the student and a licensed healthcare provider and submitted for review.

Documentation must include information regarding the student’s functional limitations and the need for the requested accommodation.

All requests are reviewed and are subject to university policy, available housing options, and operational considerations. Submission of a request does not guarantee that a specific accommodation will be granted.

The University reserves the right to request additional documentation if necessary.

For more information or assistance, students should contact the Vice President of Student Development. 

Community Living Agreement

To encourage students living in the residence halls to take ownership and responsibility for their living communities, the Office of Student Development has incorporated community living agreements into the foundation of residence hall policies. A community living agreement is a document that community members draw up together at the beginning of each year, enabling them to actively develop the behavioral standards they will invest in and be held accountable for.

Students, within the first few days of their arrival, will sit down with the members of their community and develop a set of value-based criteria that each person on the wing or floor will agree to live by. Additionally, the agreement will be revisited at the beginning of each semester to allow for adjustments. As each member of the community signs the deal, they will be held accountable for the contents of the document they helped develop.

The agreements include, but are not limited to, expectations regarding academic honesty, the creation of a gracious space for students to express their feelings, opinions, and ideas, and abiding by University and State policies on alcohol and drug use, safety, personal property, respect, and trust.

On-Campus Living Area Room Entry

Quincy University reserves the right to gain entry to a student’s room and living space for regularly scheduled health and safety inspections, to complete a facilities work order, in the event of a human or facility emergency, if concern exists for a student’s wellbeing, or in the event of an alleged violation of any policy and/or Accountability Standard where access to the living space must be gained immediately. Any illegal items in plain view may be confiscated at entry. Students will be held responsible for any item/s confiscated that violate policy.

Life in Your Residence Hall

In your new home, you will find:

Residence Hall Directors (RDs):

• Responsible for managing your residence hall.
• Supervise the RA and desk staff in the hall.
• Work with the RA staff to develop programs.
• Prior experience as an RA.
• Assist the residence hall director with hall administration.

Resident Assistants (RAs):

• Are students just like you
• Answer your questions.
• Help you with your academic, social, or personal concerns;
• Plan programs and enhance policies and procedures;
• Help develop Community Living Agreements;
• Are a valuable resource. Get to know your RA!

Custodial Staff:

• Work diligently to clean your lobbies, bathrooms, and other public areas!
• Will clean your hallway, but not your room!
• They are NOT responsible for personal trash in the hallway or your room.

Maintenance Personnel:

• Respond to your maintenance needs.

These specially trained staff are here for you and must always be treated with respect.