at CEDARVILLE UNIVERSITY CEDARVILLE UNIVERSITY STUDENT COMMUNITIES TERMS AND CONDITIONS 2025–26
Table of Contents GENERALGUIDELINES....................................1 PERSONALHEALTHANDSAFETY..............................................1 RESIDENTIAL REQUIREMENT AND OFF-CAMPUS ELIGIBILITY . . . . . . . . . . . . . . . . . . . . . . . 1 LENGTHOFTERMSANDBILLING .............................................1 STUDENT COMMUNITIES OPENINGS AND CLOSINGS.. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 STUDENT EXPECTATIONS .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 STORAGE................................................................ 4 PERSONALPROPERTYINSURANCE .......................................... 4 KEY PICKUP AND DROPOFF .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 STUDENT COMMUNITIES AGREEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 STUDENTCOMMUNITIESPRIVACY .......................................... 5 STUDENTCOMMUNITIESACCESS............................................ 5 STUDENTCOMMUNITIESGUESTS ........................................... 5 REPAIRSANDDAMAGES ................................................... 5 PRANKSANDDISTURBANCES .............................................. 6 PARKING................................................................ 6 PETS.................................................................... 6 ROOMANDUNITGUIDELINES.............................7 COMMONSPACE ......................................................... 7 STUDENT-OWNEDFURNITURE .............................................. 7 UNIVERSITY-OWNED FURNITURE AND APPLIANCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 FIRECODEREGULATIONS .................................................. 8 ROOMDECORATIONS ..................................................... 8 WINDOWSANDSCREENS .................................................. 9 FIRE ALARMS, FIRE EQUIPMENT, AND EMERGENCYEVACUATIONS ................................................ 9 STUDENTCOMMUNITIESCHANGES.. . . . . . . . . . . . . . . . . . . . . . 10 ADDINGAROOMMATE.................................................... 10 STUDENTSTATUSCHANGES............................................... 10 MARRIED STUDENT HOUSING ADDENDUM . . . . . . . . . . . . . . . . . 11
love for GOD love for OTHERS INTEGRITY in conduct EXCELLENCE in effort
Cedarville University Student Communities (apartments, townhouses, graduate housing, married housing, and Shrubsole House) are owned and operated by the University. The following guidelines ensure the safety and security of residents, support the maintenance of the buildings, and provide instruction for students in community living.
1 General Guidelines PERSONAL HEALTH AND SAFETY Students are expected to assume responsibility for their own personal care. Ohio law and general health practices influence some of our guidelines for community health. Each student is required to complete the Hepatitis B/Meningitis Vaccination Status Form and provide verification of measles immunity (via measles vaccination, a positive measles lab titer, or MMR vaccination) as a prerequisite for living in Student Communities. These requirements and additional information can be found at cedarville.edu/ums. RESIDENTIAL REQUIREMENT AND OFF-CAMPUS ELIGIBILITY Cedarville is a residential campus, which means that most of our undergraduate students will live in the residence halls or Student Communities. Some exceptions include: • Students 23 years of age or older* • Married students • Students who commute from their parents’ homes • Upperclassmen (juniors or seniors) granted special permission to live off campus A student must be between the ages of 20 to 29 (on the first day of classes in the fall semester) to live in townhouses, apartments, or Shrubsole House. Students 30 or older may live in graduate housing (South and Harriman Halls) and married housing (Cedar Park). No first-year freshmen are permitted to live in Student Communities. * Students between the ages of 23 and 25 years of age may live on campus but do not need permission to live off campus. Students 26 years of age or older must secure Student Communities housing or live off campus. Eligibility is determined by a student’s age on the first day of classes in the fall semester. LENGTH OF TERMS AND BILLING Students living in Student Communities will be billed per semester. The billing schedule and payment options can be found on the Cashiers Office webpage. There is no refund or proration if a student fails to reside in the Student Communities for the entire semester (i.e., moves in after the semester begins or moves out before the semester ends). Utilities (electricity, heat, air conditioning, water, sewer, and internet) are included in these rates for all options except married housing. Students living in any Student Communities are not required to purchase a meal plan. However, a meal plan can be purchased. Meal plan options are available through your eRezLife account.
2 For most Student Communities options, students may remain in the same room or unit until they are no longer part-time or full-time students. Students in married housing may remain there for a maximum of two years from move-in date as long as they maintain part- or full-time student status. STUDENT COMMUNITIES OPENINGS AND CLOSINGS The University publishes the dates for the start of each term, including when students can take occupancy of each Student Communities option. This information can also be found on Cedarville’s Residence Life webpage. Students should plan accordingly. Students staying in Student Communities over the summer must stay in the same residence for the fall. Early Arrival All students arriving early must have their arrival time requested by a faculty/ staff member to be approved. Students who plan to arrive early may be placed in temporary housing until their permanent rooms are ready. If any student arrives early and would like to stay in their assigned room before the approved move-in date, they will be charged $75 for each night before the move-in date. Move In All Student Communities are available for occupancy starting the Wednesday before Getting Started Weekend (fall term) and the Sunday before the first day of classes (spring term). Current residents in Student Communities are permitted to remain in Student Communities during all breaks (excluding summer). Additional charges will apply for students accepted to stay through the summer. You may not begin living in Student Communities at the start of a break. Please make arrangements for alternative housing if you need housing at the beginning of a break. Move Out Students living in Student Communities (excluding graduate and married housing) should be completely moved out by 5 p.m. on the Saturday following exams (fall semester), the Sunday after graduation (spring semester), or the Sunday before Getting Started Weekend (summer term). Failure to be moved out completely by this time will result in a $75 fine for each night you stay in your room past the required move-out time.
3 Late Stay If a Cedarville faculty/staff member requires you to stay beyond the last day of exams, they will complete a late stay request form on your behalf, and you will then be asked to complete a late stay application in eRezLife. You may then stay in your current residence (unless notified otherwise) until the checkout date provided by your supervisor. You still must complete your end-of-semester checkout time on the day of your last exam or the next day. End-of-Semester Checkouts If you will not be staying in your residence for the following semester, you will need to sign up for an individual checkout time with the Housing Coordinator by completing the Student Communities end-of-semester checkout form in eRezLife. Your checkout must be the day of your last exam or the next day. Failure to complete the end-of-semester checkout form and be present at the time of your checkout will result in a $50 fine.
4 Student Expectations STORAGE All property must be stored in designated areas and maintained in a safe and orderly manner. The University assumes no responsibility for lost, damaged, or stolen items. Storage of personal property in entryways, stairwells, common areas outside of your apartment or unit, or in any location that obstructs exits is strictly prohibited. Cedarville University has a limited amount of summer storage space for students whose home or summer residence is more than 1,000 miles from campus. Students need to complete the summer storage application to request storage. Students are not guaranteed storage. Storage sheds or other additions to the property are prohibited. All storage is at the student’s own risk, and the University is not liable for any damage to stored property. PERSONAL PROPERTY INSURANCE The University is not responsible for the loss or damage of personal property. Students are advised to obtain personal property insurance if it is not already covered by a parent’s homeowner’s insurance policy. Students should report any losses immediately to Campus Safety to ensure a proper record for the insurance company and to allow for a Campus Safety investigation. KEY PICKUP AND DROPOFF You will pick up your key on the established arrival dates at the Information Desk on the upper floor of the SSC between 8 a.m.–5 p.m. If you arrive at a time when the office is closed, call Campus Security to let you into your residence and pick up your key when the Residence Life office is open. If you have questions or concerns, please contact Residence Life at 937-766-7872 Monday through Friday from 8 a.m.–5 p.m. or Campus Security at 937-239-6491 at any time. In the case of an emergency, please call 911. STUDENT COMMUNITIES AGREEMENT Upon occupancy of Student Communities, each individual student is required to sign a Student Communities agreement within 48 hours of move-in that verifies the condition of the residence and its furnishings. When students move out of their residences at the end of a term (fall, spring, or summer), each room/unit will be inspected by a Residence Life staff member, and they will refer to your Student Communities agreement. To avoid fines, personal property should be removed from the residence, the residence should be clean, and any provided furniture should be returned to an acceptable layout. Fines of at least $100 per person will be assessed for residents whose residences have been damaged or are not left clean.
5 STUDENT COMMUNITIES PRIVACY The University recognizes your rights as a student and your need for privacy. In many ways, your residence is your temporary home. Therefore, University personnel will enter your unit and/or your room only when necessary for fire safety inspections, repairs to the building or furniture, to conduct a search (preferably in the presence of the occupant) when there is reason to believe that the standards of the University are being violated, in cases of emergency, or when there are suspected health or safety risks. Within reason, residents will be notified in advance to schedule any repairs or fulfill maintenance work orders. STUDENT COMMUNITIES ACCESS Upon arrival on campus, students are issued a room key and identification (ID) card. These items become each student’s responsibility. Students are advised to lock their residence for personal safety and to secure their belongings. Lost keys should be reported to the key office in Campus Security. To be issued the replacement keys, students must submit a key request to Campus Security. Tampering with any locking mechanism is considered vandalism and will result in discipline. All keys for Student Communities can be placed in a key return drop box at each location. A fine of $70 is charged for a replacement key or failure to return a key. STUDENT COMMUNITIES GUESTS Each unit (married housing excepted) is a single-gender housing unit. Students are permitted to have same-gender guests stay in their room overnight. The following guidelines should be observed when hosting others in your residence: • Students of the opposite gender are never permitted in the bedroom. • Opposite gender guests are permitted in living areas between 11 a.m. and 1 a.m. • Residents are expected to conduct themselves in a manner that will not disturb the peaceful enjoyment of the neighboring premises. Residents must require other persons on the premises with his or her consent to conduct themselves with the same courtesy. REPAIRS AND DAMAGES Students should report the need for repairs through a Maintenance Work Order Request, which can be accessed via myCU. Emergency, after-hours maintenance situations should be reported immediately to Campus Security (not Campus Safety) at 937-239-6491. Students may not attempt any repairs on any Universityowned items (such as appliances) or systems (such as heating and air conditioning, electrical, plumbing, and internet). Students are liable for any loss, injury, or damage to any person or property caused by the act or negligence of the resident and/or the resident’s guests.
6 PRANKS AND DISTURBANCES Pranks have the potential to damage University or personal property, harm our testimony, and hurt others. To prevent damage to property, water fights or disturbances involving other damaging substances are not permitted in or around Student Communities residences. In addition, students should not interfere with or alter in any way another student’s room or its contents. Tampering with another’s personal possessions, including his or her vehicle, is also inappropriate. Students involved in such pranks will receive at least a $15 fine and be responsible for restitution for any damage that occurs. PARKING Please see the Campus Security webpage for campuswide parking procedures. PETS Unless required by applicable law, such as the Americans with Disability Act and the Fair Housing Act, and approved by The Cove (Disability Services), University regulations do not allow students to house pets in Student Communities. Students may keep fish if kept in a clean aquarium up to 10 gallons.
7 Room And Unit Guidelines COMMON SPACE Each Student Communities unit has a kitchen, bathroom, washer and dryer, and living room. Residents are responsible for appropriately maintaining and caring for these spaces, which includes regular trash disposal. Occupants may have plants in pots; planting anything in the ground is strictly prohibited. STUDENT-OWNED FURNITURE Students are permitted to bring personal furniture to their Student Communities as space allows. For health and safety, student furniture should be new or from the student’s home and should have the appropriate code tag. Any furniture that is not new or from the student’s home should be inspected by the University Maintenance staff to ensure it meets code and is free of bedbugs. In an effort to remain bedbugfree, we strongly discourage bringing second-hand furniture that has not been inspected for bedbugs. If you are found responsible for bringing bedbugs onto campus, you may be held liable for remediation costs. TVs are permitted but cannot be mounted on the wall. UNIVERSITY-OWNED FURNITURE AND APPLIANCES Each unit (except for Cedar Park married housing) is equipped with furniture designed to meet basic living needs (see the Student Communities webpage for specific furniture provided). University-owned furniture and equipment must be used as the manufacturer intended and cannot be removed from the residence. Furniture other than that which is bolted down may be arranged to suit your personal taste. Students may not replace University-owned furniture with their own. Other than bunk beds, furniture may not be stacked. Therefore, lofts or other structures may not be constructed. Bed risers are permitted if they fit as the manufacturer intended. For the safety and efficiency of the heating units, furniture must be positioned at least five inches away from the heaters. No alterations are allowed to any plumbing fixtures, including but not limited to the installation of water filtration systems, replacement of showerheads, or similar modifications. Students are responsible for maintaining in good working order or condition any range, refrigerator, or other appliances supplied by the University. Students are responsible for any damage to the flooring. No items (e.g., wires,
8 extension cords, or similar materials) may be taped, glued, or otherwise affixed to the carpet. The installation or placement of aerials, antennae, or satellite dishes on the exterior of the building is strictly prohibited. This includes attachment to windows, walls, roofs, balconies, or any other part of the structure. Use of Charcoal Grills • Grills must be portable, with legs no longer than 12 inches and cooking surface no larger than 250 square inches • All gas grills are prohibited • Grills cannot be used on patios or balconies • Grills must be used 15 feet (Ohio and NFPA fire code) away from any building • Use EZ Light-type charcoal; lighter fluid is prohibited • Store charcoal indoors in a cool, dry place • Charcoal embers must be extinguished prior to disposal FIRE CODE REGULATIONS Students are expected to be alert and use good judgment when a potential fire hazard exists. Below are some general guidelines: • Electrical appliances must be UL- or ETL-approved. • Extension cords must be surge-protected. • Tampering with existing electrical equipment, lighting, wiring, hot water heaters, or switches is prohibited. • Candles, candle warmers, incense, kerosene lamps, combustible fuel, paint, oil, etc., are prohibited. Violations are subject to a $50 fine and confiscation of the item. • Additional fire code regulations can be found on the emergency procedures webpage. ROOM DECORATIONS While expressions of individuality are encouraged in room decorations, the University has established some guidelines relative to safety, care of property, privacy, and testimony. This means that all decorations should be consistent with your commitment to the Cedarville Covenant. Therefore, room decorations should not include obscene or suggestive materials or contain irreverent or sacrilegious slogans. Additional Room Decoration Guidelines Include: • Any wall hangings or curtains must be affixed using Command strips. Students are responsible for any damage to the walls. • No more than 25 percent of any wall can be covered with combustible materials (e.g. paper, cloth, or plastic). Walls may not be painted. • Only one string of lights can be used as a room decoration if plugged into the wall.
9 • Window blinds may not be removed or altered in any way. • Window glass, screens, or frames should have nothing glued, taped, or attached to them (inside or outside). • Metal hangers should not be placed over doors, hinges, or frames. • Ceiling tiles are not to be removed or altered. • Nothing should be hung from the ceiling, entryway, or balconies. WINDOWS AND SCREENS Students should not enter or exit through windows. Window screens are not to be removed from Student Communities windows at any time. A $50 fine will be assessed for these violations. Students should report missing screens immediately via an online maintenance work order request. In the interest of modesty and propriety, students may not approach the windows of students of the opposite gender. FIRE ALARMS, FIRE EQUIPMENT, AND EMERGENCY EVACUATIONS The activation of any fire alert device (e.g., add pull station alarm, smoke detector, horn and strobe lights) in any Student Communities residence is the signal for controlled yet rapid evacuation of the building. Failure to evacuate a residence within three minutes during an alarm or drill will result in a $15 fine. Refusal to leave after being directed to do so will result in an additional $30 fine. Fire Alarms Falsely setting off an alarm or falsely reporting a fire is a violation of state law. In addition, it endangers students and members of the community. Violations will result in a $200 fine by the University, discipline, and possible criminal prosecution. Fire Equipment Intentional tampering with fire hoses, smoke detectors, extinguishers, sprinklers or pipes, and other protection equipment is against state law and will result in serious discipline, a $100 fine, and restitution. Unintentional damage to fire equipment that results from horseplay will result in a $50 fine and restitution.
10 STUDENT COMMUNITIES CHANGES ADDING A ROOMMATE Throughout the year, students will request to live in Student Communities. The Residence Life office reserves the right to add additional roommates to apartments, townhouses, grad housing, and Shrubsole House rooms that are not at capacity. You will be notified of the change as far in advance as possible. Current residents are expected to be accommodating to any new resident. STUDENT STATUS CHANGES A resident must vacate the residence within 48 hours from the last day of the semester in which full-time status was held or after the student stops being a student at the University, whether through voluntary means, such as withdrawal, or involuntary means, such as dismissal. A resident may be required to immediately vacate a residence if the University determines the resident is a risk to the health or safety of him/herself or of any other person. Residents are financially responsible for any loss, injury, or damage caused by their negligence or that of their guests. Residents agree to indemnify and hold harmless Cedarville University, its officers, employees, and agents from any claims, damages, or injuries arising out of their own acts, omissions, or those of their guests. These guidelines do not create a landlord-tenant relationship or a lease between Cedarville University and any student. Housing is provided as a privilege contingent upon the continued enrollment and compliance with University policies. The University may terminate occupancy at any time for disciplinary or policy reasons. By residing in University-owned Student Communities, you agree to abide by these guidelines and all University policies as stated in the Cedarville University Student Handbook. Failure to comply may result in disciplinary actions, fines, loss of housing privileges, and/or dismissal.
11 MARRIED STUDENT HOUSING ADDENDUM • Married students may reside in university-owned married student housing for a maximum of two years. • Occupancy begins when the student first moves in. • Students must remain continuously enrolled in university classes throughout their residency. • If a student withdraws, drops all classes, or is no longer enrolled, they must vacate their unit within fourteen (14) days of their final class date. Requests for extensions must be submitted through the university’s Late Stay Request process; approval is not guaranteed, and additional fees apply. • Students offered a unit must move in within thirty (30) days of the unit’s availability date. Units will not be held for existing leases or personal circumstances. • Students unable to move in within 30 days will be placed at the end of the waitlist. • If a unit is not available by the student’s requested date, they may remain on the waitlist; however, declining an offered unit results in removal from the list. • Married students are required to remain in housing for the full length of the semester, as mid-semester move-outs are not prorated. Please provide a 30-day notice prior to the end of the semester if you plan to move out. • Failure to provide proper notice results in a penalty equal to one month’s rent. • Residents must complete the official Move-Out Checklist and schedule an inspection before moving out. • Damages or repairs beyond normal wear and tear will be charged to the student’s account. • Residents must connect all required utilities before moving in, using only university-approved providers. • Failure to establish utility service may result in back billing. • Appliances and fixtures must be used properly, and any maintenance issues should be promptly reported to the University Maintenance Department. • Residents are strongly encouraged to obtain renter’s insurance, as the university’s policy covers only the building structure, not personal belongings. • Married students currently residing in a unit will continue to follow the terms of their existing lease agreement. • If any married student is unable to uphold the terms of their current lease, they will transition to the new terms outlined in the Student Communities guidelines. • Beginning January 1, 2026, all new married residents will be required to abide by the new term contract established by Cedarville University.
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13 Residence Life | Cedarville University 251 N. Main St. Cedarville, OH 45314 Chelsea Elder Housing Coordinator, Student Communities Phone: 937-766-7872 Email: elderc@cedarville.edu
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