Policies and Procedures

Any person who does not reside in a particular apartment is considered a visitor/guest. No visitor/guest should be living (regularly residing) in a campus apartment. Although students may visit in other student apartments within a complex (Rose Street Commons / Campus View Apartments / Village Apartments) during daytime and early evening hours, visitors/guests from outside the complex are to vacate both the hall and complex they are visiting by midnight Sunday through Thursday and 2am on Fridays and Saturdays.

• Accompaniment: Guests must be accompanied by their host at all times during their stay. Guests should not be left unattended in your room or apartment.
• Access Restrictions: Individuals found in living areas (spaces requiring an ID card for access) without a host who resides in that area may be asked to leave and could face consequences, including being arrested for trespassing.
• Host Responsibility: As a host, you are responsible for the actions and conduct of your guest(s) while they are on campus.

A guest in a college housing unit is any person who is not a resident of that particular room/apartment and whose purpose is to visit for a short time with another person who is a resident. Guests are only permitted to stay overnight on Thursday, Friday and/or Saturday evenings. Overnight guests will also be permitted on evenings when there are no classes being held the following day; however overnight guests are not permitted prior to a designated study day, at any time during the end-of-semester finals period, or prior to the first day of classes the beginning of the semester. All overnight guests must have the approval of all residents of the apartment and be appropriately registered via the Overnight Guest Registration Form.

• All overnight guests must have the approval of all the residents of the apartment. A signature on the form indicates that that person is giving consent for a guest to stay. All visitations should be discussed within the apartment, guidelines should be established, and all parties involved should feel comfortable with the agreement before signing the form. Apartment mates reserve the right to not sign the form. If an apartment mate does not give consent, visitation is not permitted. Hosting guests against the wishes of an apartment mate is a violation of the overnight guest policy and may result in disciplinary action.
• Overnight Guest Registration Form (available on the myPCT Portal): The completed overnight guest registration form must include:
  • guest's printed name, date of birth, vehicle license plate number
  • date(s) of guest's stay
  • signature of apartment mate(s) (all apartment mates must sign this form even if they will not be present during the guest's stay)
  • signature of a Residence Life Office Assistant
  • host's name, apartment number/complex/phone
  • host's signature
• To be approved, the completed form must be signed by a Residence Life Office Assistant AND be turned in at the Dauphin Hall Residence Life Office, Room 1085, by 4:00 pm on the evening of the first night of your guests' stay.  The form for guests starting their stay on Saturday must be turned in by 4:00 pm on Friday of the weekend the guests will be staying.
• Guests who are under 18 years of age are not permitted to stay overnight, unless they are the sibling of the host student. Sibling guests under 18 years of age must bring a signed and dated note from a legal parent or guardian giving them permission to stay. The note must contain a contact phone number of the person signing the note.
• Any resident housing a non-registered guest(s) in College housing is subject to disciplinary sanctions.
• Guests are required to show identification if requested by any member of the Penn College staff.
• The maximum number of overnight guests permitted in each living unit is four in Lancaster, York, Clinton, Delaware, Juniata, Campus View and The Village. In Dauphin Hall the maximum number of overnight guests for a single room is one and for a double room is two.
• All guests must observe all College regulations and adhere to the Student Code of Conduct. Any non-resident found in violation may be removed from the complex and denied further visiting privileges.
• IT IS THE RESPONSIBILITY OF THE HOST TO MAKE SURE ALL GUESTS HAVE BEEN REGISTERED CORRECTLY. The host should make sure all of the registration information given is correct (including the age of the guests). Providing incorrect registration information will be considered a violation of policy by the host.
• Accompaniment: Guests must be accompanied by their host at all times during their stay. Guests should not be left unattended in your room or apartment.
• Access Restrictions: Individuals found in living areas (spaces requiring an ID card for access) without a host who resides in that area may be asked to leave and could face consequences, including being arrested for trespassing.
• Host Responsibility: As a host, you are responsible for the actions and conduct of your guest(s) while they are on campus.

Guests under the age of 18 are permitted only when accompanied by a parent or legal guardian.  Underage guests are not allowed to stay overnight in the Residence Halls except during specific programs organized by the College to promote recruitment of students and student athletes or other special programs, or in the event in which the guest is a registered Penn College student who resides on campus.  Babysitting is not allowed in the Residence Halls (with the exception of babysitting within housing units designated as Student Family Housing). 

Individuals who are 16 and 17 years old are not permitted in the residence halls unless:

• They have a current housing assignment in the residence halls
• They are accompanied by a parent and/or legal guardian 
• Guest who are 16 and 17 years of age are not permitted to stay overnight, unless they are the sibling of the host student.  Sibling guests under 18 years of age must bring a signed and dated note from a legal parent or guardian giving them permission to stay.  The note must contain a contact phone number of the person signing the note. 

Individuals 15 years of age or younger are not permitted in the residence halls unless:

• They are accompanied by their parent or legal guardian
• Guest 15 years of age or younger may only visit between the hours of 8 a.m. and 9 p.m.
• The parent or guardian must assure that minors are not disruptive to others. 

Fire Preventative Measures

• Cooking Safety:
  • Never leave stoves, microwaves, toaster ovens, or other cooking appliances unattended.
  • Keep stovetops and cooking appliances clean and free of grease.
  • Wipe up spills immediately while they are fresh and easy to remove.
  • Avoid loose clothing around heat sources such as stoves.
  • Do not store frequently used items above the stove to prevent accidental contact with burners.
• Electrical Safety:
  • Do not use appliances, extension cords, or power strips with damaged cords or plugs.
  • Unplug appliances such as toaster ovens, slow cookers, irons, and hair styling devices when not in use, even if they are turned off.
  • Notify an RA immediately if you notice faulty smoke detectors, outlets, or light switches.
• General Preparedness:
  • Familiarize yourself with fire procedures, exit routes, and designated meeting areas.
  • Keep a small flashlight near your bed to use in case of an emergency.

Be Prepared

• Fire Safety Awareness:
  • Know the locations of fire alarms and understand fire evacuation procedures.
  • Never misuse or tamper with fire safety equipment; doing so may result in eviction and legal consequences.

In the Event of a Fire

1. Call 911.
2. Pull the fire alarm if it is not already sounding.
3. Alert your apartment mates and assist them in exiting if necessary.
4. Exit the building calmly and quickly via the closest safe exit.
   • Knock on doors and alert other residents along your way.
   • Assist mobility-impaired individuals to a safe stairwell or refuge if unable to assist them fully. Inform emergency personnel of their location immediately.
5. Assemble at least 100 feet from the building in the designated meeting area.
6. Report any missing individuals to Residence Life staff or emergency personnel.

Designated Fire/Fire Drill Meeting Areas

• Campus View: Campus Center Parking Lot
• Clinton, Delaware, Juniata, Lancaster, and York: CAL Parking Lot
• Dauphin Hall: South-end parking lot
• Penn’s Loft: ACC side of Third Street Parking Lot
• The Village: LEC Parking Lot

State Law: Residents are required to immediately evacuate when a fire alarm sounds. Failure to do so may result in disciplinary or legal action.

Fire Drills

• Fire drills are conducted each semester in all residence halls with a central alarm system.
• Residents must evacuate promptly and proceed to their designated meeting area when the alarm sounds.

Tips for Exiting a Smoke-Filled Room or Building

• Before opening a door, check for heat by running your hand along the top, sides, and bottom of the door and touching the doorknob carefully. If you feel heat or see smoke, do not open the door. Use another exit.
• If an alternative exit is unavailable:
  • First-floor residents may exit through a window.
  • Upper-floor residents should go to a window away from the fire and signal for help. Only exit via the window if absolutely necessary.
• When exiting through a smoke-filled area:
  • Stay low to the floor, as breathable air is closer to the ground.
• If your hair or clothing catches fire:
  • STOP, DROP, and ROLL. Do not run, as it will fuel the flames.

Fire Safety Equipment

• Misusing or tampering with fire alarms, smoke detectors, or fire extinguishers is strictly prohibited.

False Fire Alarms

• Residents must carefully monitor their food while cooking.

Resident Fire Safety Education

• Fire safety and evacuation procedures are posted inside each apartment door in a protective sleeve before the start of the Fall semester.

Health and Safety Inspections are conducted in each apartment at least twice a semester, typically Monday through Friday, except for residence hall closings, which may occur on Saturdays. Apartments that fail the initial inspection will receive a re-inspection 3 business days later. If the apartment fails the re-inspection, a report will be written, and the issue could be addressed through the student conduct process.

The purpose of Health and Safety Inspections is to focus on genuine fire, health, and safety concerns. The goal is to identify and address potential hazards, rather than minor cleanliness issues (e.g., toothpaste on the vanity, a dirty shower). 

Key concerns include:

• Fire hazards such as prohibited items, overloaded outlets, improper use of power strips, candles/incense present, and blocked or covered AC/Heat units.
• Health risks including piles of garbage, rotting food, standing water, and excessive clutter that could attract pests.
• Overall room conditions that present a genuine concern for safety or personal well-being.

During inspections, staff will also check the following:

• Fire extinguishers must be present and charged.
• Fire safety instructions must be posted on the back of the door.
• Smoke and heat detectors must not be blocked or covered.
• Electric panels must have a clear 3-foot space in front.
• Outlets must not be overloaded, and extension cords must be properly rated, with UL tag attached.
• Light fixtures must have standard bulbs and not be covered by any material.
• No items can hang from fire system conduit.

If the entire apartment passes the inspection, one Health and Safety inspection form will be left in the apartment. If any area (e.g., bedroom or shared space) fails, each area will receive a separate document. For any areas that fail the inspection, the specific reasons will be noted in the comments section or marked off in the relevant boxes.

In an effort to make the Residence Halls as safe as possible, the following items will result in confiscation of the item(s) in question (when applicable), in addition to a possible fine and/or disciplinary action. The Residence Life staff reserves the right to confiscate prohibited items from a student's apartment.  Notice will be left for the student indicating that the item has been taken and what the student needs to do to get it back. The item will be returned to the student at the time in which the student can permanently remove the item from the complex. The Residence Life staff will attempt to assure that items are kept in a safe place, but assumes no responsibility for any damage that may occur to the item. This includes, but is not limited to, loss or theft of the item from storage.

• Smoking (which includes electronic smoking devices) in non-smoking areas (note: All residence halls are designated non-smoking. Smoking areas exist in specified locales outside of the buildings.);  
• Blocking/covering smoke detectors or tampering with fire safety equipment;
• Possession of space heaters;
• Possession of candles with wicks (this includes decorative and fragranced candles);
• Possession of incense;
• Possession of gas, propane, lighter fluid stored outside of a lighter, kerosene, nitrous oxide, lamp oil, motor oil (includes gas powered engines);
• Possession of hot plates with an exposed coil;
• Possession of upright/top-loading toasters;
• Possession of gas or charcoal grills;
• Electronic bikes, "hoverboards", onewheels, battery operated scooters and other motorized personal transportation devices should not be used, charged, or stored in College housing with the exception of those approved for use through the Disability and Access Resources Offices.
• Possession of street signs;
• Possession of stolen property;
• Failure to evacuate a building during a fire alarm.
• LED Strip, Tape, or Ribbon Lights
• Water-filled furniture including waterbeds, pools, toys, etc.
• Fish tanks larger than five gallons
• Hanging beds, loft bed frames, and all other types of hanging furniture
• Exterior antennas
• Outdoor clotheslines
• Any attachments or alterations to the interior/exterior of any apartment other than provided for that specific purpose
• Extension cords without a UL approved circuit breaker
• Metal tipped darts for dartboard sets
• Running wires beneath floor carpeting, duct taping wire to the carpet or running wire above suspended ceilings
• Fog machines
• Locks on bedroom door handles
• Drum sets
• Hookah pipes
• Stickers on doors or other surfaces within the apartment (memo boards permitted)
• Stickers and tape on apartment exterior doors
• Signs, posters, banners, flags, or like items that are hung on or over windows
• Pool, ping pong, or air hockey tables
• Personal air conditioning units
• Chlorinated, dyed, or other water treatment in toilet tanks
• Wireless or ethernet routers (wireless systems)
• Water filters placed on faucets
• Removing and replacing shower heads
• Chest Freezers
• Refrigerators over 4.2 cubic feet
• Portable Dishwashers
• Convection Ovens
• Pressure Cookers
• Personal Microwaves in Dauphin Hall
• Sun lamps;
• Holiday string and rope lights that are not UL approved;
• Halogen lights;
• Car tires;
• Electric wax melters;
• Lava lamps;
• Personal mattresses or furniture must meet federally recognized fire safety standards.
  • Mattresses: Must comply with 16 CFR Part 1633 (Federal Mattress Flammability Standard)
  • Upholstered seating / furniture: Must meet California TB-117 or manufacturer-equivalent flame-resistant standard
• Dead plants or trees (includes trees without roots)
• Workout equipment cannot be installed, even temporarily (Pull-up bars, poles etc.)
• Lock picking kits / equipment 

Firearms, explosives, incendiary devices, and weapons of any kind are not permitted in the residence hall for any period of time. This includes, but is not limited to, slingshots, archery equipment, b-b guns, air soft guns, paintball guns, potato guns, smoke bombs, firecrackers, bullets, and flares. Furthermore, lasers, laser pointers, and/or laser guided scopes are prohibited within the residence halls based on what the use of these devices may imply. The College Policy on Weapons and Fireworks on Campus (P 7.20) applies to the residence halls and provides a more inclusive list of weapons that are not allowed.

Smoking (which includes electronic smoking devices) is not permitted in any building at Penn College. This includes the hallways, lobbies, and laundry rooms of the residence halls. Additionally, smoking is not permitted anywhere within the gated community of the residence halls or within 20 feet of an entrance gate/door to the complex. The College reserves the right to require students not to smoke within a particular exterior area if the smoke interferes with other residents. Students must dispose of cigarette butts in appropriate trash receptacles.

The Residence Life Office respects the student's desire for privacy within the realm of the group living experience and protects this privacy. However, in the interest of maintaining an environment that provides for the health and safety of residents, it is occasionally necessary for authorized staff to exercise the contractual right to enter a student's room.

Staff members entering student rooms use discretion. Student rooms may be entered under the following conditions:

• To provide room maintenance or repair services;
  • While quiet hours are in effect until 10 a.m., it is occasionally necessary for General Services to perform repairs outside work during the quiet hour period.
• For routine health and safety inspections. These inspections will occur at least once a semester.
• For emergency situations.
• To maintain an atmosphere that promotes the scholarship of residents (e.g., unattended alarm clock). 
• To ensure that room-closing procedures have been followed when a resident vacates a room for break period;
• If a Residence Life staff member believes that a room or apartment contains items that are contrary to College regulations (which include federal, state, and local laws).

Outside of regularly scheduled and announced room checks (Health and Safety Inspections, Opening and Closing, and Move-In/Move-Out Room Checks) Resident Assistants must receive approval from a Senior RA or professional Residence Life Staff member to key into a room/apartment.  During time periods where the residence halls are officially open, staff will knock on doors or use the doorbell (for rooms/apartments with doorbells) and announce themselves prior to unlocking and entering a room/apartment.

Institutional searches are conducted, typically by Residence Life staff, after a decision on the potential search is obtained through the Residence Life staff from the Director of Residence Life or designated appointee. Approval is given only after the reason for the search, the person(s) to search the room, and the object(s) being sought are clarified. Searches of this type can be conducted with or without the occupants of the room being present.

All room searches conducted by the Penn College Police Department are performed according to constitutional and criminal procedure. (If an officer observes articles in plain view from a location where the officer has a right to be, the officer has not conducted a search.) If time and circumstances permit, a member of the Residence Life staff is notified of the impending search. The staff member can provide guidance to the room occupied by the person(s) against whom any warrant is issued and can act as a witness.

Due to the potential to cause extensive damage within the residence hall buildings, playing with sports equipment (balls, flying disks, etc.) within the residence hall buildings is prohibited. The only exception is that pool and foosball may be played in the designated area of the main lounge of Dauphin Hall. Due to the potential risk of injury to pedestrian traffic and property damage, playing baseball, golf and lacrosse in the residence hall court yard area is not permitted. The only sports equipment permitted to be used in the residence hall courtyard areas is footballs, volleyballs, soccer balls, wiffle balls and flying disks.

Due to obvious potential injury, snowball and water fights are prohibited within the residence hall complex (this includes the area inside of the residence hall gates). Absolutely no snow is allowed inside the residence hall at anytime.

Some windows in the Residence Halls have been secured shut to control air humidity issues within your apartment. 

The hardware securing the window must remain intact as evidence that the unit has not been tampered with. Tampering with the windows is a violation of Residence Life rules and regulations and will result in a charge of $100 in addition to possible conduct charges. 

If you have any heating or cooling issues, submit a work order on the College’s work order system.  For extreme heating/cooling issues, contact a Resident Assistant or the Residence Life Office. 

Windows that do open are intended for emergency use only. Residence Life and General Services strongly discourage leaving windows open, especially during humid or rainy conditions, as this can lead to moisture issues in the apartments, which we want to prevent for everyone's safety and comfort.

• No items should be thrown out of windows.
• Windows are not to be used as an entrance or exit to residence hall rooms/apartments or common areas.

With the exception of properly documented/approved service animals, properly documented/approved emotional support animals, and fish in a tank no larger than five gallons, animals are not permitted to be fed, or harbored in the residence halls.

Students, employees, and family members are encouraged to report missing students immediately so police can take steps necessary to locate the missing student. If you are concerned that a student is missing or has not been seen or spoken too for some time, you can report it to the College Police in person. Learn more about campus safety.