Housing Administration

Closing Procedures 

Aside from the usual room and/or board charges, a student who signs a Housing Services contract may incur additional costs as well. These charges include, but are not limited to the following:

  1. Proper Checkout 

    Proper checkout procedures involve contacting a staff member 24 hours in advance for the purpose of scheduling a checkout appointment for returning the key, checking room/apartment/suite for damages and cleanliness, and signing all necessary paperwork. At that time, the student must be fully prepared to complete the checkout (space is empty, cleaned, loft is removed, key ready to turn in, etc).  Failure to follow these procedures may result in a fee being assessed for improper checkout and a key core change.

  2. Cleaning 

    As a general rule, residents are responsible for returning their living space to its original condition. The following guidelines have been established to ensure a smooth and efficient checkout, and to help residents avoid unnecessary charges:

    • Make a checkout appointment with a staff member 24 hours in advance.
    • Remove all personal belongings.
    • Thoroughly clean, sweep and mop the space(s). Do not sweep anything out into the hallway.
    • Assemble all furniture in original, University Order, with 2”-3” space between the walls and furniture so that the sides may be checked for damage.
    • Clean walls.
    • Thoroughly clean, sweep and mop the bathroom floor, and clean the sink, shower, mirror and toilet.
    • Clean and fold the mattress cover, and place it on the end of the bed.
    • Take all trash to the appropriate receptacle, and empty and wash the garbage cans.
    • Return keys to the staff member while conducting the checkout appointment.

    NOTE:  Failure to comply with these guidelines may result in $100 or more cleaning fee.

  3. Room Damage and Repair 

    Residents will be provided with a Room/Apartment/Suite Inventory Sheet upon initial move in. This inventory sheet will include information about the apartment or room/rooms, furnishings and their condition prior to arrival. It is important that residents review this sheet in detail and report any discrepancies and unlisted damages to the staff. Otherwise, at the time of checkout, the resident may be held responsible for something that may not necessarily be their fault. Additionally, after annual inspections of fire detectors in each room is performed, a resident may be charged for the repair, which will be applied after a resident has checked out.  Any questions should be directed to Housing staff.

    When the residents check out of the apartment or room, this Inventory Sheet will be reviewed again and residents will be held responsible for any damages found.

  4. Billing

    Upon checkout, students who are responsible for damages to equipment or property, liable for replacement of lost items, or assessed a cleaning fee or fine, will be issued a charge slip that will serve as a bill. Charges are payable at the Timme Center for Students. Staff will not collect money. Roommates/suitemates are responsible for resolving discrepancies regarding damages and other billable items. Failure to reach agreement will result in hall staff issuing split charges to all parties involved.

  5. Consolidation 

    Rates are based on full normal occupancy for each individual space.  Students periodically find themselves in an under-assigned room or suite with one or more empty bed(s). In order to be fair to all students, these students must choose between 1) paying for a private room or buying out the suite, 2) finding a new roommate themselves, 3) consolidating with someone in similar circumstances, or 4) accepting a new roommate with the direction of the University. Consolidation starts near the beginning of each academic period and continues throughout each semester. The rooms that become vacant through the consolidation process are available for persons preferring a single room.

    If a student does not want a private room, and a roommate is not found, the student may experience the benefit of a private room temporarily without payment.  Such students must leave their room arranged in such a way as to allow for a roommate to move in at any time and with little or no prior notice. If, however, a potential roommate is identified and the resident is given the option to decline to accept him/her, the resident will be charged for a private room on a pro-rated basis from the original date of single occupancy.

    The lottery process is required when consolidation efforts by the individual residents are not successful.  The Hall Director will conduct a lottery involving all “under-assigned” students. Males and females will be separated.  The first person drawn will move into the room of the second person drawn.  The third person drawn will be required to move into the room of the fourth, and so on. With mutual consent, the students may choose to consolidate into either room.  If the students have not consolidated by 5:00 PM on the third day after the lottery, each roommate will be billed at the private room rate. The consolidation and lottery processes do not require a student to move to a different hall.

  6. Contracts 

    Housing contracts are a legally binding document. The contract is for the entire term noted within.

  7. Termination 

    Students that reside in campus housing must have signed a contract on file with Housing Services. For the resident/student, this contract is a signed agreement to abide by, and follow, established University policies and procedures. Therefore, the University reserves the right to terminate a student’s housing contract without refund should this agreement be violated.

  8. Abandoned Property

    If a resident vacates/abandons a Housing unit and leaves personal property in the unit, such property shall be deemed abandoned. Abandoned property may be removed and disposed of by the University. The University may, at its sole discretion, elect to remove and/or store such property at the resident's expense for up to 30 days. Handling fees will be charged at an hourly labor rate and storage fees assessed. Resident consents to the sale/disposal of such property at the University's discretion w/out legal liability.

  9. Housing Transfer

    Students may be required to move to another housing facility on campus. This may happen when circumstances do not warrant a student’s removal from campus, but suggest a new assignment may be important to promote the safety and welfare of the individual and the community. Assignment authority rests with the University.

  10. Housing Expulsion 

    The University may expel a student from campus housing for violations of University rules and regulations, health and safety violations, or if the resident is no longer enrolled. Aside from established disciplinary procedures, the Director of Housing Services may remove a student if his/her presence or behavior jeopardizes the rights and freedoms of others, or causes undue stress for the surrounding community. Students will generally be given no longer than 48 hours to properly complete a move. Less time may be afforded in the case of a Interim Suspension. A student has the right to a hearing following the removal. The University will take possession of the resident’s room if the contract is terminated.

  11. Withdrawal from the University

    Students who withdraw from the University are not entitled to campus housing. Students who withdraw before the completion of an academic term will have their housing contract canceled as well. Students wishing to withdraw from the University begin the process in the office of their academic Dean. Once verified by that office, proper withdrawal from housing will be permitted.

  12. Occupancy Standards 

    Two (2) students are generally assigned to each residence hall room, with the exception of Cramer Hall. Students may not put three or four beds in one room in order to use the other room in the suite as a “living room.” This is a violation of health and safety standards. Cramer Hall is the only hall designed to accommodate this living arrangement. One student is assigned to each room within an apartment or East Campus Suite. Moving beds or other furniture to create a study room is a violation of health and safety standards.

  13. Hall and Room Assignments/Occupancy 

    In the spring of each academic year, returning students may have the opportunity to select a room of choice for the following year. Assignments are made on a “first come, first served” basis. It is not possible to honor all roommate requests; however, every attempt is made to do so. It is important to note that Ferris State University does not  discriminate based on race, color, creed, national origin, or sexual orientation, amongst others. The University does not guarantee a choice of buildings, and assignments are ultimately determined by the University.

    Students may only reside in the room to which he/she has been assigned. Occupying a room improperly is likely to result in a room change, improper checkout, and/or damage charges being assessed. No more than two (2) students may occupy any residence hall room as sleeping quarters.  Disciplinary action may also be taken.

  14. Hall and Room Changes 

    It is possible to request a room change within the current building after the second week of classes. With the approval of the Hall Director, and space permitting, some room changes may be permitted. A $25 fee may be charged for each assignment change. The fee does not apply when the student is transferred for disciplinary or administrative reasons.

    Students may change rooms only when authorized by the Hall Director PRIOR to the move taking place. Students who change rooms improperly are subject to disciplinary action and may be required to return to their original room.

  15. Roommate Conflicts 

    When conflicts occur between roommates or suitemates, students are encouraged to resolve their disagreements themselves. If unable to reach an agreement, students are encouraged to contact their Resident Advisor to obtain assistance in resolving their differences. Hall Staff are trained in mediation techniques. The mediator may work with the roommates to draft a contract that addresses the concerns of each person. Roommate contracts require the residents to sign an agreement and abide by terms of the contract.

    A mandatory follow-up meeting may be scheduled between the mediator and the roommates to ensure that the terms of the contract are followed by all involved. When roommates are unwilling to abide by the terms of their contract or when they are unwilling to enter into the mediation process, Housing Services reserves the right to make new room assignments, and/or institute disciplinary procedures.