Navigating Processes at Alfred University: A Comprehensive Guide

Alfred University provides a variety of services and procedures to support its students and maintain a safe and functional campus environment. This article aims to provide a comprehensive overview of several key processes, including work orders, degree audits, residence life policies, and related procedures.

Degree Works and Academic Petitions

Degree Works Audits

Degree Works audits are crucial for students to ensure they are meeting the degree requirements based on their matriculation year. These audits help track progress and identify any unmet requirements.

Degree Work Petitions vs. Requirement Waivers

It is important to distinguish between Degree Work petitions and requirement waivers. Waivers are used when a student does not meet a requirement as per policy but demonstrates equivalent competency through other means. The Waiver Form can be found via the Forms link, completed with the advisor/dean’s office, and submitted to the Provost for review. Petitions, on the other hand, address unsatisfied requirements that should be satisfied according to Alfred University policy.

The Petition Process

Degree Works petitions are a multi-step manual process. Unlike an automated system, each petition requires manual processing and is marked with its current status. Due to workload and the multiple stages involved, processing may take up to two weeks. The status of a petition will be one of the following:

Rejected: The petition was not approved.

Procurement and Contract Execution

Agreements for Services

When the University engages with a person or company to perform a service, a contract may need to be executed to define the agreement. To determine if a contract is necessary, or if the service can be documented via a purchase order or signed proposal, all available information should be forwarded to the Procurement office for review.

Insurance Requirements

In addition to a contract, the supplier may be required to have a certificate of insurance naming the University as an additional insured on file.

Residence Life: Policies and Procedures

Access to Residence Halls

Residence Life, Public Safety, and Physical Plant staff respect student privacy but may need to enter rooms, suites, or apartments. Residence Life staff will lock any unsecured doors (front doors only in the suite and apartment communities) found during entry. If a student believes their room has been entered under inconsistent conditions, they should contact their Resident Assistant or Resident Director.

Safety Inspections

The Office of Residence Life may conduct periodic unannounced safety inspections to ensure fire-safety equipment is operational and that smoke detectors have not been covered or disengaged.

Fire Safety and Alarms

Consequences of False Alarms

Violations of policy that result in the unintentional activation of the fire alarm will lead to further sanctions, as they endanger the community and those in need of emergency assistance.

Kitchens and Smoke Detectors

Common area kitchens in residence halls are equipped with smoke detectors set to the lowest sensitivity allowed by law. Burnt toast, unmonitored pans of oil or butter, pizza boxes in ovens, cooking in dirty ovens, or other burning food will set off the fire alarm. The person(s) using the kitchen is responsible for ensuring that the food does not burn or set off an alarm. In communal living environments, if no one takes responsibility for the alarm, each member of the house/apartment will be held responsible.

Evacuation Procedures

In the case of a fire, timely evacuation is imperative. Community members must not block fire exits.

Tampering with Fire Safety Equipment

Tampering with fire safety equipment is strictly prohibited and is a criminal offense. This includes moving or removing fire extinguishers, signs, and poles; unnecessarily discharging a fire extinguisher; marking on or covering fire safety signs; or hanging anything from a sprinkler system, including all pipes and sprinkler heads.

Smoke Detectors

Covering, removing, and/or damaging smoke detectors is extremely dangerous. If a smoke detector in a common area or shared room is disabled, and no one takes responsibility for the act, each member of the house/apartment will be held responsible.

Residence Hall Equipment

Available Equipment

Available equipment varies from hall to hall and may include vacuum cleaners, games, athletic equipment, etc. To sign out equipment, a student must give their ID card to a residence hall staff member.

Fire Drills

At least three fire drills a year are conducted in each residence hall to ensure equipment is in working order and that students are familiar with evacuation procedures. When an alarm sounds, the building must be evacuated immediately.

Read also: Alfred University Rankings

Room Condition Reports and Damages

Room Condition Report (RCR)

A Room Condition Report (RCR) will be completed by both a residence hall staff member and each resident at the time the student moves into a room. It is the responsibility of each individual student to assist in the filling out of a RCR and to indicate certification of the accuracy of the comments by signing the form in the appropriate place.

Responsibility for Damages

Each resident is expected to take reasonable care of the room, suite, or apartment and its furnishings, and to report any damages or losses to their Resident Assistant (RA) as they occur. At the end of the school year, or when a student vacates a particular room, the RA will note any changes or damages in the room using the same criteria used at the beginning of the year. Each resident will be held responsible for any damages to the room and its furnishings; roommates will be held jointly responsible for any damages unless individual responsibility is clearly established prior to checkout. The student will again have the opportunity to review this.

Inspections

Residence Hall Staff conduct regular inspections to ensure compliance with University policies, procedures, and local health codes. Authorized representatives of the University will enter residence hall rooms at any time to inspect facilities or to plan or carry out repairs and maintenance. Scheduled, regular inspections throughout each semester will be announced. The University may authorize entrance to a room without prior announcement if convinced that a clear and present danger or violation of University regulations exists.

Keys and Lockouts

Key Policy

Each student assigned to live in on-campus housing will receive a room key. This key is the property of the University and may not be duplicated, exchanged with, or given to another person. Students are expected to keep their keys with them at all times and to always lock their room doors when they are not present. Residence Hall keys must be returned to the Office of Residence Life upon check out of any room.

Lockout Charges

All lock outs will incur a $25 charge applied to the student bill.

Key Loss

The loss or theft of a key is considered a security risk. Lock changes for corridor-style halls are $70 for a single room and $80 for a double room. Lock changes for suites and apartments are a flat $100 for the two or three double rooms and the front door.

Prohibited Items and Decorations

Posters

Posters are permitted in student residence hall rooms as long as they are affixed to the wall and secured on all sides. Posters/pictures/papers can only cover 25% or less of walls/doors exposed, and must be hung 1 foot or more from the ceiling.

Hoverboards

The use and storage of hoverboards are not permitted in the Residence Halls due to fire hazards and potential for personal injury. A hoverboard is defined as any self-balancing two-wheeled board, or self-balancing electric scooter on which the rider stands.

Removal of Prohibited Items

Procedure

Items identified as prohibited may be removed from student rooms by Residence Life staff. Residents need not be present when the item is removed. Furniture which is identified as University property may be removed from student rooms by residence life staff. The student(s) do not need to be present when University property is removed, although the University will notify the student(s). Prohibited items may include but are not limited to: candles, incense and/or incense holders, drugs, illegal drug paraphernalia, (bongs, hookahs, etc.) weapons, alcohol containers (empty or not), kegs, taps, extension cords, unshielded heating elements (toasters, toaster ovens), etc. Firearms may not be confiscated by residence hall staff; police assistance will be requested. Residents need not be present when the item is removed.

Social Events and Quiet Hours

Posting Materials

All printed materials (posters, invitations, etc.) that are to be posted or distributed in residence halls must be approved by the Director of Residence Life and stamped before distribution.

Social Events

Students who wish to hold a social event in the residence halls may do so with the prior approval of the resident director. Such approval is necessary when the numbers of guests in the room, suite, or apartment increase to such an extent that the activities in that room interfere with other resident’s rights and for fire safety concerns.

Quiet Hours

"Quiet" may be defined as being unable to hear any noise from a room, apartment or suite with a closed door. During exam periods, continuous 24-hour quiet hours are in effect.

Room Transfers and Storage

Room Transfers

Residents who wish to change rooms must file a Room Transfer Request form with their Resident Director. Room changes may not occur until after the first two weeks of classes, regardless of semester. Any changes in room assignments must be requested of, and approved by, the Office of Residence Life based upon the Room Transfer Request form. Those requesting a space currently not available will be placed on a waiting list.

Storage

In compliance with State and local fire code regulations, storage is not available in the residence halls. This includes storage between academic sessions.

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