Student Living and Campus Engagement (SLCE)
(315) 792-3285
Residential Life Policies, Processes, and Forms
All the most important information you need when it comes to living on campus at Utica University. From your Residence Hall Agreement, to residence hall policies and waiting lists, changing rooms, reporting room conditions, and more.
All incoming first-year students are required to live in University residence halls for their first two years, unless residing at home with their parent or legal guardian who live within a 30-mile radius. All transfer students are required to have lived on campus for four semesters. This means incoming second-year transfers are required to reside on campus unless residing at home with their parent or legal guardian.
For the most current residence hall policies and guidelines, be sure to review the current Residential Student Handbook.
The Office of Student Living and Campus Engagement, in conjunction with the Office of Campus Safety and New York State, have extensive policies in order to keep the residential community safe. As a residential student, you are expected to abide by policies that pertain to fire safety and prohibited items. Brief information on these policies can be found below. You can also refer to the Residence Hall Agreement and the Code of Student Conduct for more information.
Prohibited Items List and Fire Safety Policies
Confiscated Items Policy
All students will receive a Room Condition Report upon check-in and should compare the comments to the actual condition of their room to ensure accurate recording to avoid damage charges upon check-out. Students may add additional comments with their Student living Staff Member at the time of check-in. Students are also encouraged to send any pictures that they may wish to provide as documentation to slce@hhvp.net and include their name, residence hall, and room number in the subject line. If a student notices damage shortly after move-in they are encouraged to bring this to the attention of their Assistant Director or Graduate Resident Director immediately.
Students will have the opportunity to complete a Room Condition Report when they move out of a room (due to room change or at the end of the academic year). This document will be used to determine applicable damage or cleaning fees. Should a student decline the opportunity to complete this report, that student waives the right to appeal any charges.
Students may add additional comments when they complete their check-in RCR with a Student Living staff member.
If a student notices damage shortly after move-in they are encouraged to bring this to the attention of the Student Living staff immediately.
If at any point, a student notices a facilities or maintenance concern in their space, a work request should be completed by the resident.
Each year, students planning to live on campus the following year will go through a housing selection process. After this process is complete, the Office of Student Living and Campus Engagement keeps a waiting list of students who would like to request a different space, such as a single or a space within a particular residence hall. Students can place their name on the waiting list by filling out the Residential Waiting List Form. This form is to be used after the housing selection process is complete, prior to the start of the academic year.
Our Philosophy
At Utica University, we are committed to providing an educational, safe, and supportive environment for all residents. We understand that there may be circumstances where a room change becomes necessary. The Office of Student Living and Campus Engagement oversees the room change process to ensure a smooth transition for our students.
Roommate Conflict Resolution Process
We understand that conflicts may arise between roommates, and we encourage students to address these conflicts in a proactive and constructive manner. Our five-step roommate conflict resolution process, the “PEACE” approach is designed to facilitate communication and find a resolution that works for everyone involved. PEACE stands for Problem Recognition, Empowered Dialogue, Advisor Mediation, Campus Assistance, and Equitable Resolution.
- Problem Recognition: It is crucial for all parties involved to acknowledge the conflict and express their feelings. We strongly recommend addressing the issue in person rather than using social media or other forms of communication that may exacerbate the situation.
- Empowered Dialogue: Residents should make an effort to resolve the conflict independently before involving Student Living staff. By engaging in open dialogue, roommates may be able to reach mutual agreements and avoid staff intervention in the subsequent steps.
- Advisor Mediation: If the conflict remains unresolved, residents will meet with their Community Advisor (CA) for a roommate mediation conversation. The CA will serve as an unbiased mediator to facilitate the discussion and help identify potential solutions. Please note that the CA does not have decision-making authority but is there to guide the process.
- Conciliation: In some cases, a resolution may not be reached through the CA mediation. In such situations, a professional staff member known as the Graduate Resident Director (GRD) or Assistant Director (AD) will facilitate a mediation session. These staff members oversee specific residence halls and have received comprehensive training to guide these conversations effectively.
- Equitable Resolution: If the Student Living professional staff determines that a room change is the best course of action, they may grant a room change based on the circumstances. While our aim is to assist students in resolving conflicts, there may be instances where a room change becomes necessary. The Assistant Director (AD) will discuss available options with the residents to find a resolution.
Please note that not every conflict will follow this exact process. In extenuating circumstances or immediate safety threats, the Student Living staff may deviate from these steps as deemed appropriate.
Initiating a Room Change Request
To initiate a room change request, students should complete the Room Change Request Form. Once submitted, the form will be reviewed by the Assistant Director for Student Living, who will coordinate with the appropriate professional staff member. It is important to note that our philosophy prioritizes creating an educational environment, which means that room changes may not be instantly granted, and available space may limit the options.
Moving Forward with a Request
- If you decide to request a room change, we recommend taking the following steps:
- Read the contents of this page to understand the room change process and determine whether your request is likely to be approved.
- Schedule an appointment with your Community Advisor (CA). During this meeting, address your situation and demonstrate your commitment to problem-solving and creating a positive living environment. CAs will guide you through the process and ensure your request reaches the appropriate staff members.
- If you have a roommate concern, make an effort to communicate and work towards a resolution before requesting a room change.
- Explore other campus resources that may assist in improving your living situation. Your CA can provide referrals to resources such as the Office of Learning Services, Counseling, and Diversity, Equity and Inclusion.
During your meeting with your Graduate Resident Director (GRD) or Assistant Director (AD), a plan will be developed to support you in your current housing situation. This may involve informal mediation, formal mediation with support, referrals to on-campus resources, and follow-up meetings or check-ins from your GRD or AD.
If, at this point, you decide to be considered for a room change, please notify your GRD or AD. Once your request is approved, the GRD or AD will manage the processing of your room change and explore available housing options with you.
Upon approval, you will be given a weekend to complete the move. During this timeframe, you will have access to both your old and new building. Access to your old building will no longer be available once you have moved. Staff members, called Operations Coordinators, will complete a room condition report upon completion of the move, and it is essential to leave your old room in the same condition as you found it.
Lastly, make an effort to connect with your new roommate or suitemates and introduce yourself to your new community to foster a positive transition.
Additional Information
To maintain a smooth and efficient room change process, we would like to provide you with the following information:
- The number of room change requests we receive each year varies depending on student flux and room availability. While we strive to accommodate as many requests as possible, it is important to note that we do not have the capacity to grant every request.
- Approved room changes are typically reserved for extenuating circumstances. As our philosophy emphasizes the importance of community and problem-solving, requests that demonstrate visible efforts to make the current situation work are more likely to be approved.
- Room changes are approved when the current living environment is deemed unsuitable for a student. However, requests are not always granted solely based on a preference for a different building or room. While we consider requests, our primary motivation is to address the specific challenges you are facing.
- Relocating from a residence hall to an apartment is uncommonly approved due to high demand. Please be aware of the cost difference and the potential impact on your financial aid package when considering this option.
- In most cases, room changes involve moving to a similar room type. For example, if you are currently in a double room, you are likely to be placed in another double room, and the same principle applies to single rooms. Exceptions may be considered if the room type is one of the primary reasons for your request.
- If your request involves extenuating circumstances, it may be directed to an Assistant Director (AD) immediately for further consideration, although alternate accommodations may not always be available.
When Can I Request a Room Change?
We do not accept room change requests within the first two weeks of classes, as we encourage students to become acclimated to their communities and environment before considering a change. However, we understand that extreme situations may arise where waiting for two weeks is not feasible. In such cases, please contact a Community Advisor, Graduate Resident Director, or your building’s assigned Assistant Director as soon as possible to discuss your situation.
What if I Want to Swap Rooms with My Suitemate?
Please be aware that any room change, including swapping with a suitemate, is considered an official room change and is subject to the policies outlined here. Students who make unapproved room swaps will be asked to move back to their original rooms. Additionally, students are always responsible for any damages caused to their assigned rooms.
Any student who is not returning to the residence halls for the following semester must fill out the Exit Interview Form. This includes: studying abroad, out of town internship, transferring, not returning to the institution, and/or being approved to move off campus.
During the summer, Utica University offers a safe, convenient, and affordable housing option to current Utica University students who remain in the area for summer courses, internships, work, or other extenuating circumstances. For Summer 2023, the cost of summer housing is approximately $183 per week. Students can apply for summer housing by filling out this form.
Once a student fulfills the two-year residency requirement, they are free to make a decision about whether or not they would like to live on campus for the next year. If students are looking into off-campus housing but want to keep their options open, we encourage them to go through the housing process.
Those students have until June 1st, at 11:59 p.m. to submit a Housing Release Application and receive a refund of their housing deposit. As of June 2nd, the residence hall agreement is binding for the entire academic year.
If you meet the above requirements and decide to move off campus, please remember to fill out the Exit Interview Form.
Searching for an Off-Campus Apartment
There are a variety of apartments located near the Utica campus. Students can obtain information from the Utica area Yellow Pages under the listing "Apartments" and from the apartment ads in the Utica Observer-Dispatch.
If students do live off-campus, we ask that you be a good neighbor and respect those who live in the community around you. Please keep your houses/apartments and yards clean as well as keep an appropriate and reasonable noise level. Students are subject to the Student Code of Conduct as off-campus residents as well.
Students are cautioned to inspect the condition of any rental property, looking especially for fire safety measures (smoke detectors, carbon monoxide detectors, fire extinguisher, fire exits, etc.). If the property you are considering is in the City of Utica, you should ask the landlord to provide written proof of current rental registration with the City of Utica, which does inspect rental properties for fire safety compliance; the other neighboring jurisdictions do not yet have such a requirement for rental properties. Students are also advised to review the landlord's lease very carefully before signing, as leases vary significantly in terms and conditions (whether certain utilities are included, etc.).
Housing Accomodations at Utica University
Utica University working to to find a housing arrangement fit just for you!
The Office of Learning Services is responsible for evaluating whether to grant or deny requests for a medical accommodation. For more information, please contact the Office of Learning Services at (315)792-3032 or visit cvu5.hhvp.net/learning. Students will receive specific information in regards to deadlines for working through the medical accommodation process.
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