NOVA Southeastern Professional Staff Manual 2015 - 2016

• Create an Administrative Judicial Meeting Request letter for each student outing the alleged violations and their respective policies, the date and time the alleged violations occurred, and a deadline for scheduling the meeting within 5 business days.• Send the Administrative Judicial Meeting Request to the student's NSU email in PDF form.• Review all documentation; including IRs, Public Safety Reports, and/or video footage if available along with reviewing the incident with RA and Senior Staff that responded.• Once the student has scheduled the meeting send a confirmation to the student.• If the student does not schedule a meeting by the 5 business day deadline send another request via email informing the student they have 1 business day to schedule a meeting or their Student Financial Account will be placed on Hold status restricting their access to their grades, registration, and financials.Administrative Judicial MeetingsDepending on the nature of the incident, the disciplinary meeting may be scheduled with any of thefollowing individuals: Assistant Area Coordinator, Area Coordinator, Assistant or Associate Director ofResidential Life, Director of Residential Life and Housing, or a member of the Dean of Student AffairsStaff. Failure to schedule a meeting within the designated time frame or failure to attend a scheduledmeeting time may result in the meeting being held in the student's absence, and if necessary, asanction(s) being issued. Failure to schedule a meeting or make a scheduled meeting time may alsoresult in parental notification and/or student account hold. Legal council or other advisors are notpermitted in the disciplinary meeting. The Director of Residential Life and Housing, or designee, may atany time terminate a student's housing contract immediately, when it is deemed in the best interest ofthe residential life community. The student may need to vacate the premises immediately.During the Administrative Judicial MeetingThis meeting should take place with a serious but personable manner. It may be helpful to check in withthe student first (discussing grades, acclimation to NSU, activities, etc.) to build a report with the student.• When meeting with the student inform them that you are meeting to address alleged violations of the Residential Living Guide and/or the Student Handbook.• Have the student recount the incident in their own words. Only after this should you discuss the Incident Report and what was reported by our staff and/or Public Safety. This is done to ensure that the student will share what he/she feels actually happened and is not \"responding\" to the incident report.• Discuss the impact of the student’s decisions and actions to themselves and the larger community.• Ask the student if he/she takes responsibility for the alleged violations. 100 Back to table of contents

• Explain to the student that you will make a determination to what sanctions, if any, will be dispensed to the student as appropriate for the alleged violation. You should discuss what the possible outcomes are for the alleged violations if the student is found responsible. • Review the student's right to the Appeal Process outlined in the handbooks Sanctions If the student is found in violation of the Residential Living Guide and/or the Student Code of Conduct, one or more sanction may be imposed. A list of sanctions can be found in the student code of conduct. Educational sanctions such as completing community service hours or completing an alcohol educational seminar are frequently assigned in conjunction with one of the outlined sanctions. After the Administrative Judicial Meeting  Determine which, if any, students involved are in fact responsible for any policy violations.  FOUND NOT RESPONSIBLE- Issue an Administrative Judicial Meeting Outcome letter on formal Office of Residential Life and Housing Stationary stating that the student is being found Not Responsible for violating the policies outlined in the Administrative Judicial Meeting Request letter. o The date and time of the incident along with the NSU Policies must be outlined in this letter. o This letter will be sent to the student’s NSU email in PDF form and/or a paper copy will be delivered to the student. o A PDF copy of the letter will be saved in the student’s judicial file on the ORLH Share Drive. o This will conclude the judicial process in this instance101  FOUND RESPONSIBLE- Issue an Administrative Judicial Meeting Outcome letter on formal Office of Residential Life and Housing Stationary stating that the student is being found Responsible for violating the policies outlined in the Administrative Judicial Meeting Request Letter. o The date and time of the incident along with the NSU Policies must be outlined in this letter. You must also outline the Sanctions that you are dispensing to the student with appropriate and reasonable deadlines taking into account semester dates; such as mid- terms, finals, breaks and check out. o Sanctions will vary depending on various aspects of the behaviors exhibited and the policies violated. The Office of Residential Life and Housing encourages all staff to consider educational and developmental sanctions as an outcome to enrich the student’s development. o The Administrative Judicial Meeting Outcome Letter should also outline in long form the Appeal Process. o This letter will be sent in PDF form to the student’s NSU email and/or a paper copy will be delivered to the student. The letter will be copied to the respective Area Back to table of contents

Coordinator, appeal representative, and other appropriate staff members. Once this letter has been sent this will conclude the judicial officer’s role in the Administrative Judicial Process for this particular incident.o A PDF copy of the letter will be saved in the students judicial file on the ORLH Share Drive.o If the student does decide to submit an appeal the staff member can advise the student on the process though all questions at this point should be referred to the Appeal Representative.Termination of Residence Hall ContractTermination or change of residence hall contract is a disciplinary sanction that terminates or changesthe residence hall contract. When a student is removed from housing, he/she is also banned from theresidential areas of campus, including the green areas and parking lots around the halls. When a studentis removed from housing he/she forfeits the entire amount of the academic year housing contract and isrequired to continue to pay for housing through the end of the contracted agreement. Removal fromhousing is considered permanent unless lifted by the Vice President of Student Affairs, Associate Deanof Student Affairs, Assistant Dean of Students, Director of Residential Life and Housing, or otherauthorized designee.*Only the Associate Director/Director of Residential Life and Housing, Associate Dean forAdministration for Student Affairs may terminate a Residence Hall Contract as a result of anAdministrative Judicial Meeting.Failure to Complete Required Sanction(s)If a student fails to complete community service hours and/or designated projects by the deadlinestated with the sanction, additional judicial action may be taken. This additional action may result in thestudent account being placed on hold, parental contact, and/or the termination of housing or moresevere sanctions up to and including expulsion from the university.Notification of University PersonnelUniversity personnel will utilize administrative discretion and may decide to contact other UniversityOfficials, such as counseling staff, athletics staff, or academic department administrators, regardingstudent conduct or judicial issues.Appeal ProcessRequests for an appeal, based on severity of sanction(s) and/or a violation of students' rights ascontained in these procedures, must be written and submitted to the designated Student Affairs staffwithin 72 hours after the sanction letter is issued. In cases where the Director of Residential Life andHousing has heard the case in an administrative meeting, the appeal will be forwarded to the AssociateDean for Student Affairs. Failure to submit a request for an appeal in writing within this time periodnegates the right of appeal. Back to table of contents 102

Judicial Resources Best Practices and Examples of Educational Sanctions As Olshak (2006) articulated, sanctioning is far from an exact science or equation; in our work a + b does not always, if ever, equal c. Sanctioning, rather, is an art that requires the conduct administrator to consider a wide range of mitigating and relevant factors, such as:  The nature of the violation  The intent of the action  The impact of the action  The student’s previous conduct history  The student’s developmental state  Behavior motivators (e.g. academic anxiety, the recent death of a family member)  The student’s willingness to take accountability Creative and educational sanctions should meet the following criteria:  Engage students in critical thought and reflection  Are useful and relevant to individual  Allow for creative expression  Help students understand community responsibilities  Help students better understand their decision-making processes  Help students better understand their values and beliefs  Promote the concept of restorative justice Selected Examples  Apology letter  Co-facilitate a RA or RSA Program  Create a bulletin board  Creative assignment- i.e. Video/short film  Reflective writing assignment  Reflective writing assignment in collaboration with a Counselor In Residence/GA for Student Mediation/ Davie PD or other appropriate NSU representative interview  Service learning experience  Shadow FOS while on desk duty  Shadow a RA on-call *Additional educational sanction resources can be found in: The GUIDE to CREATIVE and EDUCATIONAL SANCTIONS for TODAY’S COLLEGE STUDENTS, created by Britt Q. Hoover, Evergreen State College. *For sanctions including fines and restitutions refer to the Residential Living Guide.103 Back to table of contents

Examples of Administrative Judicial Meeting CorrespondencesAll correspondences are required to be written on OLRH Formal Letterhead.Meeting Request FormatDateStudent’s NameN#On-Campus or Off-Campus AddressDear Student’s Name,This correspondence is to notify you that you must immediately schedule a meeting with me. Pleaseschedule this appointment with me by Date (must be within 5 business days). This meeting is a result ofyour involvement with a reported incident dated XXXXX. On that date, it has been reported that youmay be in violation of the XXXX Policy(s).Outline full policy from the NSU Student Handbook and/or the Residential Living GuideYour prompt attention to this matter is appreciated. Please contact me at XXX-XXX-XXXX or via email atXX @nova.edu to set up your appointment. If I am unavailable, please leave your name, telephonenumber, and a time that you are available to schedule a meeting on the voice mail.Regards,Name and TitleNova Southeastern UniversityContact Info cc: Area Coordinator Student fileBack to table of contents 104

Sample Meeting Request September 9, 2013 Ms. Bad Shark N012345678 Commons Dear Ms. Shark, This correspondence is to notify you that you must immediately schedule a meeting with me. Please schedule this appointment with me by Monday, September 16, 2013. This meeting is a result of a reported incident dated August 24, 2013 in which you may have violated the following NSU Residential Living Guide Policies: Residential Alcohol Policy “Residents are expected to abide by all Florida State Laws and Statutes regarding the possession and consumption of alcoholic beverages. In order to consume alcohol legally in the State of Florida, you must be twenty-one years of age. Residents of legal drinking age are permitted to have alcoholic beverages within the confines of their room for personal consumption. No kegs or party balls are permitted in the residence halls. If both residents of the room are under the age of 21, alcohol consumption in that room is prohibited, regardless of the age of the guest. This policy is based on the use of alcohol in moderation and under appropriate circumstances. Any individual of legal drinking age who provides alcoholic beverages to minors, or hosts a party where alcoholic beverages are served to minors, is in violation of the law. The consumption of alcoholic beverages in the common and public areas of the residential buildings is prohibited. This includes all areas surrounding the halls, including parking lots, pool areas, and pool area common spaces. Public intoxication (regardless of age) is also prohibited within the University community. No beer can or alcohol bottle collection is to be openly displayed in a room, even if occupants are 21 years of age or older.” Page 32 Visitation and Overnight Guests Policies “In order to insure adequate security in the residence halls, students and guests may be required to present identification upon request. Guests may visit residents' rooms only by invitation, and the resident shall at all times be responsible for the conduct and actions of guests. The resident must accompany his/her guest at all times. A resident shall be permitted to entertain guests only with the expressed permission of his or her roommate(s) if the roommate is present. Dress standards must be observed, which means appropriate attire at all times.” Page 36105 Entrance into Leo Goodwin Residence Hall and the Commons Goodwin Hall and the Commons have Night Security 24 hours a day - 7 days a week. Students living in Goodwin Hall and the Commons must show their ID when entering the building when security is present. The Leo Goodwin Sr. Hall and Commons residents must go to the main lobby to sign in any guest with the security personnel. Failure to carry an ID upon entrance after three times in one term will be charge $25.00 per occurrence and possibly additional judicial action.” Page 33 Back to table of contents

Your prompt attention to this matter is appreciated. Please contact me at 954-262-7087 or via email [email protected] to set up your appointment. If I am unavailable, please leave your name, telephonenumber, and a time that you are available to schedule a meeting on the voice mail.Regards,D CapirchioDaren CapirchioAssociate Director of Residential LifeNova Southeastern [email protected] to table of contents 106

Sanction Letter Format NOT Responsible Outcome Date Student’s Name N# On-Campus or Off-Campus Address Dear Student’s Name, Thank you for meeting with me on Date and Time. This meeting was a result of your involvement with an incident on Date of original incident regarding a reported violation of following polices in the Residential Living Guide: Outline full policy form the NSU Student Handbook and/or the Residential Living Guide This paragraph should discuss the Administrative Judicial Meeting. Address what was discussed and the details of the students account of the incident. This paragraph should also address the discussion addressing the student’s actions and the impact those actions had on the community or the student. The admittance or non-admittance of responsibility should be documented. The conclusion of this paragraph should support the following statement. As such I am finding you Not Responsible for violating the following policies: Outline full policy form the NSU Student Handbook and/or the Residential Living Guide Thank you again for your cooperation in this matter and if I can be of any further assistance please do not hesitate to contact me. Sincerely, Name and Title Nova Southeastern University Contact info cc: Area Coordinator Student File107 Back to table of contents

Sample LetterNOT Responsible OutcomeFebruary 3, 2014Good SharkN087654321Goodwin 430Nova Southeastern UniversityDear Mr.Shark,Thank you for meeting with me today, Monday, February 3, 2014 at 1:15pm. This meeting was a resultof your involvement with an incident on January 18, 2014 regarding a violation of the following NSUResidential Living Guide Policy:Disruption of Community“Students must be aware of how their behavior affects the community at all times. Disruption of smoothcommunity living or infringements on the rights of others may result in disciplinary action.” Page 33During our meeting you took responsibility for being involved in a situation in which there was asignificant amount of noise coming from Goodwin 301. I appreciate your honesty with me, yourwillingness to take responsibility for the noise level, and also the fact that you were respectful with ourstaff and resident assistants who were present. After speaking with you and the others involved andreviewing the information, you are being found not responsible.Thank you for your attention to this matter. I consider this matter closed and we in the Residential Lifeand Housing Office are committed to your success here at NSU. If I can be of any further assistance,please do not hesitate to contact me at the Office of Residential Life at 954-262-7062 [email protected]. Thank you for your cooperation.Sincerely,Victoria MyerArea Coordinator for Goodwin HallNova Southeastern [email protected]: Daren Capirchio, Associate Director of Residential Life David Durkee, Assistant Area Coordinator for Goodwin Hall Student fileBack to table of contents 108

Sanction Letter Format RESPONSIBLE Outcome Date Student’s Name N# On-Campus or Off-Campus Address Dear Student’s Name, Thank you for meeting with me on Date and Time. This meeting was a result of your involvement with an incident on Date of original incident regarding a reported violation of following polices in the Residential Living Guide: Outline full policy form the NSU Student Handbook and/or the Residential Living Guide This paragraph should discuss the Administrative Judicial Meeting. Address what was discussed and the details of the students account of the incident. This paragraph should also address the discussion addressing the student’s actions and the impact those actions had on the community or the student. The admittance or non-admittance of responsibility should be documented. The conclusion of this paragraph should support the following statement. As such I am finding you Responsible for violating the following policies: Outline full policy form the NSU Student Handbook and/or the Residential Living Guide As our office is obligated to uphold the Residential Living Guide and the NSU Student Handbook a result of this violation is(are) the following sanction(s): Outline sanctions in full detail including duration, any deadlines, contact persons, and etc. An appeal of disciplinary action taken by the Office of Residential Life or its designee must be made in writing to Title and Name of the Appeal Representative within 72 hours of the receipt of the written disciplinary decision. In appealing a disciplinary decision, the appeal must fall into one of the following categories: 1. the student has new evidence that was not available prior to the original hearing 2. the disciplinary process was not adhered to during the student’s hearing 3. the sanction(s) do not relate appropriately to the violation A written decision will be provided by the Title of the Appeal Representative within a reasonable amount of time from receipt of the appeal request. The decision of the Title of the Appeal109 Back to table of contents

Representative will be final. All questions and concerns in regards to the appeal are to be directed to theTitle, Name and contact information of the Appeal Representative “Failure to submit a request for anappeal in writing within this time period negates the right of appeal.” (Residential Living Guide, p. 39)Thank you for your cooperation.Sincerely,Name and TitleNova Southeastern UniversityContact info cc: Appeal Representative Area Coordinator Appropriate ORLH Representative Student fileBack to table of contents 110

Sample Letter RESPONSIBLE Outcome September 20, 2013 Ms. Bad Shark N012345678 Commons Dear Ms. Shark, Thank you for meeting with me on Wednesday, September 18, 2013. This meeting was a result of your involvement with a reported incident on August 24, 2013. On that date it has been reported that you may be in violation of the NSU Alcohol Policy and the Residential Guest Policy Residential Alcohol Policy “Residents are expected to abide by all Florida State Laws and Statutes regarding the possession and consumption of alcoholic beverages. In order to consume alcohol legally in the State of Florida, you must be twenty-one years of age. Residents of legal drinking age are permitted to have alcoholic beverages within the confines of their room for personal consumption. No kegs or party balls are permitted in the residence halls. If both residents of the room are under the age of 21, alcohol consumption in that room is prohibited, regardless of the age of the guest. This policy is based on the use of alcohol in moderation and under appropriate circumstances. Any individual of legal drinking age who provides alcoholic beverages to minors, or hosts a party where alcoholic beverages are served to minors, is in violation of the law. The consumption of alcoholic beverages in the common and public areas of the residential buildings is prohibited. This includes all areas surrounding the halls, including parking lots, pool areas, and pool area common spaces. Public intoxication (regardless of age) is also prohibited within the University community. No beer can or alcohol bottle collection is to be openly displayed in a room, even if occupants are 21 years of age or older.” Page 32 Visitation and Overnight Guests Policies “In order to insure adequate security in the residence halls, students and guests may be required to present identification upon request. Guests may visit residents' rooms only by invitation, and the resident shall at all times be responsible for the conduct and actions of guests. The resident must accompany his/her guest at all times. A resident shall be permitted to entertain guests only with the expressed permission of his or her roommate(s) if the roommate is present. Dress standards must be observed, which means appropriate attire at all times.” Page 36111 Entrance into Leo Goodwin Residence Hall and the Commons “Goodwin Hall and the Commons have Night Security 24 hours a day - 7 days a week. Students living in Goodwin Hall and the Commons must show their ID when entering the building when security is present. The Leo Goodwin Sr. Hall and Commons residents must go to the main lobby to sign in any guest with the security personnel. Failure to carry an ID upon entrance after three times in one term will be charge $25.00 per occurrence and possibly additional judicial action.” Page 33 Back to table of contents

During our meeting you took responsibility for your actions including public intoxication as a result ofalcohol consumption which caused you to be removed from a university sponsored event. You also tookresponsibility for hosting a guest in the residence halls without registering that guest with the front deckin the Commons. As such you are being found responsible for violating NSU Residential Alcohol Policyand the Residential Living Guide Guest/Visitation causing me to issue the following sanctions.Disciplinary Probation status until May 9, 2014 “Disciplinary Probation is a disciplinary sanction serving notice to a student that his / her behavior is in serious violation of university standards. A time period is indicated during which another violation of the Code of Student Conduct and Academic Responsibility will automatically raise the question of a more severe sanction (suspension or expulsion) if the student is found in violation.” (NSU Student Handbook, p.28)Reflective Writing Exercise – Due Friday, October 11, 2013 This writing exercise must be no less than four pages in length, typed, double-spaced using 11- 12 point type font, and submitted to the Office of Residential Life and Housing no later than Friday, October 11, 2013. Please explore how the decision to consume alcohol before the event on campus and illegally hosted an underage intoxicated student in the residence halls has impacted you as a student leader. Please be advised that this review may not be used to justify your actions or to evaluate the actions of others; nor may this paper promote a philosophy which is in direct conflict with the law or with University regulations. This writing exercise is meant to serve as a reflection of your conduct, the university’s expectations regarding your conduct, and any lessons learned. You are expected to include citations, where appropriate, and to use appropriate language, grammar, and spelling.An appeal of disciplinary action taken by the Office of Residential Life or its designee must be made inwriting to the Interim Executive Director of Student Services and Director of Residential Life and Housingwithin 72 hours of the receipt of the written disciplinary decision. In appealing a disciplinary decision,the appeal must fall into one of the following categories:1. the student has new evidence that was not available prior to the original hearing2. the disciplinary process was not adhered to during the student’s hearing3. the sanction(s) do not relate appropriately to the violationA written decision will be provided by Interim Executive Director of Student Services and Director ofResidential Life and Housing within a reasonable amount of time from receipt of the appeal request. Thedecision of the Interim Executive Director of Student Services and Director of Residential Life andHousing will be final. All questions and concerns in regards to the appeal are to be directed to InterimExecutive Director of Student Services and Director of Residential Life and Housing, Aarika Camp,[email protected], 954-262-7084.Failure to submit a request for an appeal in writing within this time period negates the right of appeal” 112(Residential Living Guide, p. 39). You will be allowed to stay throughout your appeal process. If theremoval from housing stands, your assigned checkout date will remain. If the removal stands, you canreapply for housing Summer Term of 2014 and will meet with me at that time. Back to table of contents

If you have any questions or concerns, please contact me at the Office of Residential Life at 954-262- 7087or [email protected]. Thank you for your cooperation. Sincerely, DCapirchio Daren Capirchio Associate Director of Residential Life Nova Southeastern University Office of Residential Life and Housing cc: Aarika Camp, Interim Executive Director of Student Services and Director of Residential Life Kayla Fernandez, Area Coordinator Student file113 Back to table of contents

Locks and KeysAll locks and keys are the property of Nova Southeastern University and are not to be repaired, altered,changed, or duplicated except by University Public Safety personnel, at the request of the Office ofResidential Life and Housing.RAs are responsible for informing the Senior Staff of the following lock/key issues so they can submit aLocksmith Request:  Key is stuck in the lock  Key does not work in the door  Key is lost  Lock on the exterior of interior door is not working properly  Any additional lock problems on common area or room doorsWhen a problem like this occurs, the RA is responsible for completing a Facilities Incident Report within24 hours of the incident.If locks need to be changed, all lock change requests must be completed by a full-time staff member.Duplication of keys is prohibited. Adding or altering locks is prohibited. Once a student checks into theresidence halls and receives her/his keys, s/he is responsible for them. If a student's key is lost or stolen,or if for any other reason a student wishes to have her/his lock changed, s/he will be responsible for thecost of re-coring the room.The cost to re-core a room door, replace a lost mailbox key, or to replace an exterior door key is $75.00each. If a key is lost, residents are responsible for notifying the RA immediately. When students getlocked out of their rooms/apartments, the floor RA or the RA On – Call must let them in. Students needto know there is a $25 fine for lockouts at every fourth occurrence. It is essential students keep track oftheir keys.The exterior doors to all residence halls are locked at all times. Entrance to all buildings requires anexterior door key or NSU ID card. If this key is lost, a $75.00 charge will be placed on the resident’saccount. Leo Goodwin Hall, Rolling Hills and the Commons requires the showing of properidentification at all times. There will be a $25.00 fine for residents who do not show their IDbeginning with the third occurrence.Back to table of contents 114

Mail System Each on campus resident is REQUIRED to have a mailbox. Residents of Leo Goodwin Sr. Hall Cultural Living Center, Founders, Farquhar, and Vettel will have a mailbox in Leo Goodwin Sr. Hall. Residents in The Commons will have a mailbox in The Commons. Students living in Rolling Hills Apartments will have a mailbox at Rolling Hills. Mail is placed in student mailboxes Monday through Friday. If students receive special mail or packages, a notification slip will be placed in their mailbox which they will then need to take with identification to the mail center. Packages will only be distributed between 9:00 AM–12:00 PM and 1:00 PM–5:00 PM Monday through Friday. In order to check mail after 6:00 PM, students living the Cultural Living Center, Founders, Farquhar, and Vettel Residence Halls will need to show identification to Night Security at Leo Goodwin Sr. Residence Hall. Mail is not delivered on Saturdays, major holidays and other national holidays. Once a student checks out of the residence halls, mail will be forwarded for one year. Students are responsible for contacting the appropriate people and agencies with their updated address. Failure to return the mail key and complete the appropriate mail forwarding card will result in a $75.00 improper check out and a lock-replacement fee.115 Back to table of contents

Master Key/RA Access Shark Card PolicyEach RA has been issued an access key, allowing access to the master key(s). These master keys openrooms throughout the floors and the buildings. The Key Codes are as follows:Founders RH A Farquhar RH B CLC RH DVettel RH C Goodwin MEDCommons MRV1 Rolling Hills MRV2It is the RA responsibility to keep the access key secure and to use it properly. The access key should bekept on a separate key ring in a private area of your Residence Hall room. Your access key should not beon your personal key ring. Please adhere to the following guidelines:1. RAs are not to open another student's room for anyone under any circumstances. 2. RAs are not permitted to carry master key(s), unless they are on and need them to fulfill On- Call responsibilities.3. RAs must store their access key in a secure area separate from the place they store their other keys and not noticeable/accessible to residents.4. Master keys may never leave the building.5. Master keys/RA Shark Card may never be loaned to residents.6. Master Keys/RA Shark Card may not be used to allow student access to a building/room in which they do not reside.7. Lockout assistance may only be provided to residents of the room that is locked. a. When lockout assistance is requested, RAs are responsible for verifying the person making the request is a resident of the room by checking hall listings and asking the person to show her/his ID. b. Third party lockout requests will not be honored (requests made by the resident's girl/boyfriend, parent, friend, etc…). Each resident’s privacy and security rights must be respected at all times.8. Master key entry to a student room is limited to: health and safety inspections, resident lockouts, and crisis/emergency situations (injury, suicide, death, etc…).9. Loss of master or other departmental keys (i.e. access and office keys) is very serious. It is a violation of departmental expectations of the RA position. For this reason, the penalties for losing such keys are severe. The consequences described below will be imposed whether or not lock changes result. REMEMBER: All lost or missing keys (master) or RA Shark Card must be reported by the RA to her/his supervisor within 24 hours of when the key is discovered missing. Policies regarding loss of keys by RAs are as follows: 1. Loss of Master Key: Possible termination of employment and key expenses. 2. Failure to report a missing key will result in disciplinary action, possibly including dismissal. Back to table of contents 116

If your supervisor is unavailable, the lost key should be reported to the SSOC or the Office of Residential Life and Housing. Failure to adhere to any of the above requirements and/or inappropriate use of a master key/RA Shark Card may result in immediate dismissal. Posting and Solicitation Policy Any publicity or marketing to be placed in the Residence Halls must be approved by the Associate Director of Residential Life or someone designated by him/her. No publicity making reference to alcohol/drugs or that contains any discriminatory and/or crude graphics or wording will be approved. If you would like to post flyers on all RA bulletin boards on campus, please provide 48 copies of the flyer. The flyers will be distributed to the RAs to be posted and removed. If you would like to post large posters in each hall, please provide 6 large posters to the Office of Residential Life and Housing. When posting large quantities of flyers, please bring the original to be stamped and make copies after. No publicity can be hung on individual doors of residents. All approved publicity must be in compliance with the following posting guidelines:  No marketing materials may be placed on cars  No marketing materials may be taped on the glass doors to any of the halls  All materials must be copied by the organization sponsoring the event  All activities sponsored by student group and Greek organizations must have prior approval from the Student Activities Office  All publicity materials must be posted with a special tape provided by the Office of Residential Life and Housing  All events must have direct sponsorship by a recognized NSU office, club or organization. Solicitation includes the distribution of flyers, announcements, and posters, as well as sales, fundraising, and donation seeking in the residence halls. Door-to-door solicitation in the residence halls is prohibited. The Office of Residential Life and Housing must approve any solicitation in the halls. For more information on solicitation and posting outside the residence halls, please refer to the current NSU Student Handbook.117 Back to table of contents

Room Assessment FormsOne of the important functions of a Resident Assistant is to ensure the physical facilities of the hallremain in appropriate condition. Equipment and furnishings that operate effectively are conducive toestablishing and maintaining positive resident attitudes toward the housing program and its services.Students will be billed for damages beyond normal wear and tear.The Room Assessment Form is used to record the condition of the room before and after resident roomoccupancy. Residents are charged for new damages based on what is recorded on the form. Thus, it isextremely important the form is completed accurately.Some important points to remember concerning check in and checkout procedures are:1. Prior to the official check in date, every RA must inspect the rooms in his/her area of the building and complete a Room Assessment Form for each resident who will live in each space. RAs should inspect all items listed on the form carefully and note all existing damages clearly. It is important for each room to be inspected thoroughly.2. When students check in, the Residential Life and Housing staff member will ask them to write their name on the form. The spaces for \"Hall\" and \"Room Number\" will have already been filled in before check in. The RA will then need to add resident’s student number (N#) on the form and note which half of a double the resident will be living in (“right” or “left”).3. The ORLH staff member will complete the \"Check in\" section for the keys, and then will ask the resident to sign the form at the bottom. Residents then have 24 hours to report any existing damages to the room which are not already marked on the form. If s/he reports no additional damage, it will be assumed the form is correct and the resident will be charged at checkout for any damages not recorded on the check in portion of the form. Residents get the top (white) copy of the Room Assessment Form and RAs keep the cardstock and yellow copies on file according to the directions given to them by their AC team.4. A new Room Assessment Form must be completed for every student who lives in each room throughout the year. Do not merely change the name on the form when a new resident checks in, or when a room change occurs. To ensure a new form is completed and ready during the year, fill in the appropriate sections of a new, blank Room Assessment Form for the room immediately after a resident checks out. This form will be kept in the building notebook, ready for the next resident to check in.5. When a student checks out for any reason, his/her room must be inspected again before a new 118 resident moves in. Back to table of contents

6. During the end of the academic year checkout period, students must sign up for a checkout appointment with their RA at least 24 hours prior to checking out. Graduating seniors must inform their RA if they will be staying in the hall past the last day of checkout. 7. During checkout, the RA will inspect the room for new damages and note these on the form. It is extremely important this inspection is thorough. 8. When residents check out, the RA will also record:  Whether the room/mail/exterior door keys were returned,  Any checkout charges,  Any new damages. Recording this information in the appropriate spaces on the form allows the ORLH to determine at a glance if students need to be charged. 9. RAs are also responsible for distributing Checkout Checklists for residents to complete. “In order to properly check out, the following list has been provided:  I have cleaned my room and removed any furniture that was not provided by Nova Southeastern University.  I have signed the Room Assessment Form provided by my Resident Assistant (RA).  I have returned my interior and/or exterior door key for my hall.  I have returned my mailbox key to the mailroom in Leo Goodwin Sr. Hall, The Commons, or Rolling Hills.  I have completed the mail forwarding request form and submitted it to the mailroom in Leo Goodwin Sr. Hall, Rolling Hills, or The Commons.  I understand my account will be charged if any of the checkout procedures are not followed. I fully understand and accept the above procedures. I understand I can always contact the Office of Residential Life and Housing at 954-262-7052 or [email protected] if I have any questions or concerns.” 10. When students return a key(s), try the key(s) to ensure they are the proper key(s). 11. Should there be any damages to the furnishings or equipment at checkout; RAs are responsible for completing Work Orders for each situation and writing the Work Order Number on the checkout form. Also, an Incident Report (IR) must also be completed and attached to the Room Assessment Form for any damage or cleaning fees. 12. If keys are not returned or a resident does not check out properly, an IR must be completed and119 Back to table of contents

attached to the Room Assessment Form explaining the details of the situation.13. Both the RA and the resident must sign the Room Assessment Form at checkout. The resident can keep the top (yellow) copy, and the RA returns the bottom (cardstock) copy to the Area Coordinator, along with all of the keys.14. RAs must inform residents they are responsible for returning their mailroom keys and completing the NSU data change/mail forwarding forms at their assigned mailrooms.Back to table of contents 120

Room Changes The following are the procedures for room changes. Residents can find this exact information in the Residential Living Guide http://nova.edu/reslife/forms/resguide.pdf. There will be no room changes during the first two weeks of each semester. During this time, Residential Life will verify resident and room occupancy/vacancy. The first step in the room change process begins with the Resident Assistant. Each student is to speak with her/his RA about her/his concerns. The RA will help the students to communicate with each other about their concerns and set up initial roommate agreements. If after appropriate communication of concerns, problems still persist, students can request an appointment in the Residential Mediation Program. The RA will help the students to make this appointment. After the mediation process, room change requests will be considered. Please understand it is not always possible to notify residents concerning an incoming roommate. When a student requests a room change or new students request campus housing, the student will be placed where there is a vacancy. All students who do not have a roommate, but who reside in a double may be required to participate in the room consolidation process. If a student has a space in his/her room, s/he will either move to another double or have another student move in with him/her. All students who do not have a roommate but reside in a double or triple room are required to leave the unoccupied area empty of belongings and clean for a potential roommate. In order to make a room change, residents must complete the Room Change Request Form and turn it in to the Office of Residential Life and Housing. Room change requests will be processed according to the date the request is received by the Office of Residential Life and Housing. Residents will retain their current residence hall assignment until a room change is granted. Unauthorized room changes may result in disciplinary action. Once the room change request is approved, all residents involved in the room change request must move immediately before the approval expires. Residents will not be allowed to move once the approval is expired. Residents must move to the newly assigned room and check out of their previous room with their RA within two days of room change request approval. If residents fail to check out with their RA after they have moved to the new room, they will be charged $100 for improper checkout and $75 for a lock change.121 Back to table of contents

Student Disability Services AccommodationsService AnimalsIt is the policy of Nova Southeastern University to make reasonable accommodations for the use oftrained service animals by individuals with disabilities in all public areas of the university.A service animal is defined by state and federal law as an animal that is individually trained to do workor perform tasks for the benefit of an individual with a disability. The work or tasks performed by aservice animal must be directly related to the individual’s disability.When it is not obvious what tasks the service animal has been trained to perform, NSU employees areonly permitted to ask two questions: 1. Is the service animal required because of a disability? 2. What work or task is the service animal trained to perform?*Employees are not permitted to ask about the disability nor are employees permitted to ask fordocumentation of either the disability or the need for the service animal.Examples of work or tasks a service animal has been trained to perform may include, but is not limitedto, assisting individuals who are blind or have low vision with navigation and other tasks, alertingindividuals who are deaf or hard of hearing to the presence of people or sounds, providing non-violentprotection or rescue work, pulling a wheelchair, assisting an individual during a seizure, alertingindividuals to the presence of allergens, retrieving items such as medicine or the telephone, providingphysical support and assistance with balance and stability to individuals with mobility disabilities, andhelping persons with psychiatric and neurological disabilities by preventing or interrupting impulsive ordestructive behaviors. Animals whose sole function is to provide emotional support, well-being,comfort, or companionship do not qualify as a service animal.A service animal shall have a harness, leash, or other tether, unless either the handler is unable use aharness, leash, or other tether because of a disability or the use of a harness, leash, or other tetherwould interfere with the service animal’s safe, effective performance of work or tasks. The serviceanimal shall be under the control of its handler at all times.NSU is not responsible for the care or supervision of a service animal.NSU may ask an individual with a disability to remove a service animal from the premises if the animal isout of control or disruptive and the handler does not take effective action to control it, or if the serviceanimal is not housebroken.All questions related to the use of service animals on campus should be directed to the Director ofStudent Disability Services at 954-262-7189.Back to table of contents 122

Assistance Animals Assistance animals are welcome for an individual with a disability as a housing accommodation at NSU, but are not allowed broadly on campus nor allowed to attend classes, meetings, or other events with the individual with the disability. Assistance animals are defined as an animal that may be necessary and otherwise reasonable to provide an equal opportunity to use and enjoy a dwelling, which may include animals that are trained to work or perform tasks for the benefit of an individual with a disability, as well as animals needed for emotional support within a housing setting. It is permissible for NSU staff to inquire if the owner of the assistance animal has a disability, if the assistance animal is necessary to afford the individual an equal opportunity to use and engage with a residential dwelling, and if there is an identifiable relationship between the disability and the assistance the animal provides. Assistance animals whose behavior poses a direct threat to the health or safety of others, would cause substantial physical damage to the property of others, would pose an undue financial and administrative burden, or would fundamentally alter the nature of the University’s operations may be excluded regardless of training, documentation, or certification. Cleanliness is mandatory for all assistance animals. Daily grooming and occasional baths (at a vet or a family home) should keep odor to a minimum. Flea and other infestation control is essential. If a flea or infestation problem develops, it should be dealt with immediately and in an effective manner, which may include, but is not limited to, regular cleaning of yourself and your animal with appropriate treatment for the respective flea or infestation problem. Students who discover a flea or infestation problem are expected to notify Residential Life and Housing staff immediately. Failure to respond could result in removal of the assistance animal. Consideration of others must be taken into account when providing maintenance and hygiene of assistance animals.123 Back to table of contents

Responsibilities of the Individual with Disability Using an Assistance AnimalResidential Life and Housing staff may consult with or refer a student with a disability to theOffice of Student Disability Services to assist with determining the reasonableness of the use ofan assistance animal as a housing accommodation.The cost of care, food, arrangements, supervision and responsibilities for the well-being of anassistance animal are the sole responsibility of the owner at all times.Assistance animals on campus must:• Meet all requirements for the presence of animals in public places (vaccinations,licensure, ID tags, etc.) mandated by State or Local ordinances.• Be in good health. Animals to be housed in an NSU Residence Hall must have an annualclean bill of health from a licensed veterinarian.• Be under control. The person with a disability must be in full control of the animal at alltimes. Reasonable behavior is expected from assistance animals while in an NSU Residence Hall.If an assistance animal, for example, exhibits unacceptable behavior, the handler (student) isexpected to employ the proper training techniques to correct the situation.• Not cause damage to the campus. A person who has an assistance animal in an NSUResidence Hall is financially responsible for property damage caused by his or her assistanceanimal.• Defecate in appropriate places. Individuals using assistance animals must follow localordinances in cleaning up after the animal defecates, must take their assistance animals to themarked toileting areas, and must also clean up all assistance animal waste and immediatelyplace the waste in an appropriate trash receptacle.• Not cause undue financial burdens to the University. All functions of assistance animaluse, including assistance animal training or re-training, independent travel, animal foodpurchasing and maintenance, grooming, veterinarian care, and hygiene work is considered apersonal aid or service and is the full responsibility of the individual with the disability.Back to table of contents 124

Assistance Animals in University Housing The Office of Student Disability Services will work with the Office of Residential Life and Housing and the resident with the assistance animal to ensure appropriate accessible housing is provided. The student must make a request for housing accommodations. • Disturbing vocalizations or noises from the animal must be kept to an absolute minimum. • The assistance animal must be “walked” in a specific area designated by the Area Coordinator of the residence hall or designated staff member. The droppings must be picked up and deposited immediately in an appropriate trash receptacle. • Assistance animals may not be bathed in the showers or sinks of the residence halls. Assistance animal food must be kept in a covered storage container. • Assistance animals will not be allowed in any other buildings or common areas on campus. Assistance animals will only be allowed in other public residential spaces to be taken in and out of the building to defecate or to travel to an off campus location. • Assistance animals must be able to remain in the residence unattended while the student is in class or attending other University events. Removal of Assistance Animals The handler of an assistance animal that is unruly or disruptive (e.g., barking, running around, bringing attention to itself) may be asked to remove the animal from the residence hall if the handler does not take effective action to control the animal. If the improper behavior happens repeatedly, the handler may be told not to bring the assistance animal into the residence hall until the handler takes significant steps to mitigate the behavior. Mitigation can include muzzling or refresher training for both the animal and the handler. Assistance animals that are ill should not be taken into public areas. A handler with an ill animal may be asked to remove the animal from the residence hall or leave NSU housing until the animal is healthy. Handlers with animals that are unclean may be asked to leave NSU housing. An animal that becomes wet from walking in the rain or mud should be considered a clean animal. However the handler is expected to groom the animal appropriately (give it a bath, brushing, towel dry, etc.).125 Back to table of contents

Student Agreement Form : Assistance Animal in an NSU Residence Hall 1. The student must provide proof that the assistance animal meets all the requirements for the presence of animals in public places (vaccinations, licensure, ID tags, etc.) mandated by State and Local ordinances. All required vaccinations must be up to date and the animal must have identification at all times (collar, tags, or microchip). 2. The student is at all times responsible for the behavior of the animal. A student may be directed to remove an animal that is unruly or disruptive (e. g. barking excessively, running around, bringing attention to itself, exhibiting aggressive behavior, repeated soiling of facilities) if the student is unable or unwilling to take effective action to control the animal. Repeated instances of such behavior may result in exclusion from the Residence Hall. 3. The assistance animal must be leashed or securely confined in a crate or carrier whenever it is outside of the student’s assigned room. Assistance animals are only allowed outside the residence hall within a 100’ perimeter for the sole purpose of toileting. 4. The student is responsible for any damage caused by the animal and must take appropriate precautions to prevent property damage or bodily injury. The student is financially responsible for all repair and property damage costs. In addition, any student who is asked to vacate due to noncompliance of the assistance animal guidelines will be responsible for all fees associated with breaking the housing contract. 5. The student agrees to authorize the Office of Student Disability Services to disclose the presence of the assistance animal to NSU personnel as deemed appropriate. This may include, but is not limited to, the Office of Residential Life and Housing, Facilities Management, Public Safety, and the Office of the Dean of Student Affairs. 6. The student must notify in writing the Office of Student Disability Services and the Office of Residential Life and Housing if the animal is no longer needed or is no longer in residence. 7. The animal may not remain in residence in absence of the student, with the exception of attending class and attending other University events. 8. Any violations of the above may be considered a violation of the Code of Student Conduct. Please refer to the NSU Student Handbook for more information. 9. Guidelines and Agreement Forms for Assistance Animals will be reviewed annually.Back to table of contents 126

By my signature below, I verify that I have read, understand, and will abide by the terms of the Guidelines and Agreement Form for Assistance Animals. ___________________________________________ ______/______/______ Student Signature Date ___________________________________________ ______/______/______ Disability Services Representative Signature Date __________________________________________ ________________________ Residence Hall Room Animal Information: Breed: __________________________________________ Sex: ____________________________________________ Name: __________________________________________ Vaccinations Dated: _______________________________ License: _________________________________________ County of Licensure: _______________________________ Spay/Neuter Date: ________________________________127 Back to table of contents

Notes from training:Back to table of contents 128