Facility Policy

(Applicable to any student, undergraduate or graduate, residing in University-owned housing)


Bike Policy - Students are encouraged to register their bikes with University Police. Bike racks are available at most residential facilities for academic year storage. The University will not be held responsible for missing or damaged bikes left after a student’s departure. Bikes classified/identified as abandoned will be discarded or turned over to a local community agency.


The inability to locate a bike rack or appropriate space is not a license to place your bike in an inappropriate location. Bikes that are found inside buildings or chained and/or attached to rails or other places will be removed. In addition, the responsible person will be subject to a fine for violation of a campus code.


Bunk Beds/Lofts - Beds may not be removed from student rooms or placed on other furniture. Students desiring a loft that reside in Stroup Hall, Royster Hall, and University Common Suites are required to purchase the approved lofting kit provided through the University Campus Shop and must sign a liability release waiver with Housing and Residence Education. Lofts are not to be connected to the walls, ceilings, or university furniture. Students are responsible for the maintenance, upkeep and safety of lofts and the removal at the end of the school year. Students that reside in H.A.P.Y. Hall, Lutz-Yelton Hall, Nanney Hall, Myers Hall, Spangler Hall, and Decker Hall must sign a liability release waiver in order to install a homemade/built loft in these buildings.


Ceilings - Ceilings in student rooms are not to be painted. Nothing is to be placed on, in, or hung from the ceiling.


Exterior Wiring/Electrical Devices – Students are prohibited from installing wiring or electrical devices outside of their residential space in residence hall hallways, facility balconies, facility breezeways, or other public areas. This includes, but is not limited to audio/video devices, appliances, cameras, extension cords, or power strips. This includes temporary and permanent installations.


Furniture Removal - To prevent loss or damage to furniture, no room furnishings may be removed from your residence hall/suite or apartment room. In suite style housing – students cannot move all beds into one room. In addition, furniture may not be removed from lobby areas.


Grills/Lighter Fluid - Student owned grills are prohibited. Charcoal grills provided by the University may be used when available.


Holiday Decorations - Strand lights may not be used on metal window frames or on exterior of student room doors. Live Christmas trees may not be kept in residential facilities.


Housekeeping - Each student is responsible for maintaining a clean and sanitary room and bathroom where appropriate. Private baths (University Commons Apartments and Suites, H.A.P.Y., Royster) are NOT cleaned by housekeepers and should be cleaned regularly by occupants. All food must be kept in covered or closed, air-tight containers. Refrigerators and microwaves must be kept clean. The University reserves the right to inspect areas for cleanliness and address issues that are discovered.


Improper Check-out - Failure to complete a proper check-out, which includes scheduling a check-out inspection and signing off on the Room Inventory Form, with Housing and Residence Education staff will result in what is called an improper check-out. This policy includes improper room changes, and the student is also subject to disciplinary charges. Students who fail to vacate their residential facility by the posted closing Fall/Winter/Summer dates, will be subject to a $25/night fee, in addition to the $50 Improper Check-Out fee and the cost of door lock replacement.


Light Covers and Light Bulbs – Students are prohibited from removing light covers and light bulbs that have been placed in their rooms.


Room Change Procedure


The Housing and Residence Education Office will publicize an authorized Room Change period prior to the third week of classes if not earlier. At this time students may change rooms with no penalty. Students wishing to change rooms must come together to the Housing and Residence Education Office. Once approved, the student must:


1) move to his/her new room within 48 hours of approval;


2) complete and sign a new Room Inventory Form and arrange to receive a new key;


3) return his/her old room key and sign his/her old Room Inventory Form. If the move is part of a series of moves, the move will not be approved until all of the series are received and verified. The Housing and Residence Education Office is under no obligation to approve room change requests. Students who change rooms after the authorized Room Change period will be subject to a $50.00 room change fee.


Improper Room Change - Improper room changes are defined as those room changes that occur without properly following the room change procedure stated above. Students who make an unauthorized or illegal room change will be assessed a fine. It is imperative that students move into their assigned room and not occupy space assigned to other students. Those students living in University Commons Apartments and Suites must occupy their assigned space and not switch bedrooms without proper approval. Furthermore, the student is responsible for any damages found in the vacated room. In the event of an illegal or unauthorized room change, the student(s) will move back into original assignments until proper authorization can be obtained and/or $50.00 Improper Room Change fee.


Keys - Each student is issued a room door key upon checking into their residential facility. The student is responsible for the security of the key(s) and room at all times.


1. The key must be returned when the student moves out of their living space. Failure to return a key will result in a door re-core charge of $75.00. Keys returned by mail or after check-out will not qualify for a refund.




3. Lost/Unreturned Keys - In case of a lost or unreturned key, the student must notify the Housing and Residence Education Office immediately. There is a $75.00 charge for replacing the lock and making keys. If the key is found or returned after the lock has been replaced, no refund will be made. If your ID card serves as your key, then contact University Police to have a new one made.


4. Any key bent, cracked, broken or damaged beyond use by misuse or negligence will be treated as a lost key. If a key is found and turned in to the Housing and Residence Education Office, the student will be notified and given 48 hours to claim the key. Failure to claim the key within 48 hours will result in a lock change that is charged to the student.


5. Loaning a key to another person is prohibited. The student responsible for loaning a key will be subject to disciplinary action.


6. Visitors to the halls must enter/return with their sponsoring students.


7. Copying of keys is prohibited and subject to a $100 minimum fine.


Lockout Policy - If a student is locked out of their room during the course of the day they should follow the protocol listed below:


Attempt to locate your roommate


Contact a Resident Advisor (RA) in your building/area


Contact your Graduate Resident Director (GRD)


Contact University Police – x 4444


Anytime a staff member (RA, GRD, Housing and Residence Education Professional Staff, University Police) unlocks a room, the student will be subject to a charge. The first time a student is locked out during the academic year there will be no charge. On the second and each lockout after that, a student will be charged $10.00. The charge will be assessed to the student’s account.


Laundry Facilities


The University contracts with ASI Campus Laundry Solutions to provide laundry service in the residence halls and University Commons Suites. If you experience a problem with a machine please submit a work request through the Laundry Service Request website. University Commons Apartment Residents should submit work requests through their WebbConnect Student Account to University Plant Operations. The University purchases its water from the town of Boiling Springs and accepts no responsibility for the water’s condition. When using laundry equipment, please test the water prior to placing clothes in the washer.


Note: Please do not leave clothes unattended in the Laundry Room. Users assume all responsibility when using the laundry facilities. The University is not responsible for any clothing that is damaged and/or stolen in the Laundry room.


Maintenance Policy - Maintenance concerns and vandalism is your responsibility as a student to report any and all issues using our online work order system, Maintenance Connection. You will receive an email with a work order number, which will allow you to follow up on your maintenance request. Any maintenance emergencies, such as a bathroom flooding, can be reported directly to Facilities Management at ext. 4330. The staff will respond to address problem(s). Damage to facilities outside of normal wear will be charged to the resident.


Outdoor Furniture - Residents may not use any furnishings designed for indoor use in an outdoor location. This includes, but is not limited to, sofas, bar stools, and chairs. The University reserves the right to determine what is appropriate regarding outdoor furniture use. Residents of University Commons Apartments and Suites may not have this furniture stored on their porches or in breezeways. Any University owned furniture should remain inside rooms and apartments at all times. Students who want to utilize their porch/outdoor areas are encouraged to use folding lawn chairs and small folding tables for this purpose. Painting outdoor porch areas is prohibited.


Removal of Abandoned Property -The University will not be held responsible for missing or damaged items left in a room upon a student’s departure. Any items left in the room at the point of checkout will be classified as abandoned, and disposed of at the cost of the resident.


Restricted Items - The following items are restricted: Any non UL listed appliance, any frying device or items with exposed heating elements, coffee makers without auto shutoff, toasters, any device utilizing a flame or fuel, physical training equipment, power tools, darts, waterbeds, extension cords, halogen lamps, electronic cigarettes, or any other item which is requested for removal by a staff member. Note: Approved Cooking devices may be used in apartment and suites kitchens, but must be attended to while plugged in. Approved cooking devices include but are not limited to crockpots and rice makers.


Room Decor - Tasteful pictures/materials that are consistent with the standards of the Christian environment of Gardner-Webb University may be hung on the walls of a student's room. Students will be asked to remove any inappropriate pictures, flags, or posters (nudity, etc.) that are not tasteful. Decorative alcohol bottles (i.e. shot glasses, wine bottles, etc.) are NOT permitted in residential facilities. Empty alcohol containers may not be kept in the residential facilities. Residents are not permitted to paint rooms.


Room Inventory Form/Damages -The RA will be thorough and careful when inspecting the room windows, furniture, walls, ceiling, floors, doors (inside and outside), etc. They will record on the Room Inventory Form anything that is wrong/damaged. Some common items to look for are tape marks on walls, cracks in a window, chair frame cracked, nail holes in walls, cigarette burns, etc. If damages occur beyond normal wear and tear, the student will be assessed the cost of restoring the room to the original condition. Final charges are assessed after a room inspection is conducted by Housing and Residence Education professional staff after students leave campus.


Skateboard Policy - Skateboarding is allowed on campus for Gardner-Webb University students only. It is prohibited for the residents of Boiling Springs and the surrounding communities. They should be ridden on the sidewalks and out of the path of pedestrians. Tricks, stunts, and wall scaling are forbidden while on the skateboard and any student found responsible for violating this will face disciplinary action. They will also be held accountable for any damages that result in their defacing of property.

Storage - On-campus storage is not available; however, there are several storage areas available in the Boiling Springs Community.


Trash Removal Policy (University Commons Apartments and Suites) - Students living in University Commons Apartments and Suites must take their trash and/or recycling to the appropriate depository. No trash should remain on the porch or breezeway. Fines may be given to those students who do not abide by this policy.


University Commons Apartments and Suites Lighting - Entry way lights may not be removed. Colored lights may not be installed.


Utility Policy - The University includes electricity charges in student fees, yet reserves the right to charge an additional fine for excess/inappropriate use.


Window Screens - Housing and Residence Education reserves the right to bill students for the replacement of damaged/missing window screens.


Windows – Windows must remain locked when residents leave the room. Failure to lock them is a security risk for all the members of that residential facility. To protect an individual’s rights of privacy, undue loitering around the windows of residential facilities is prohibited. Any person found entering/leaving a room through a window may be fined $100. In addition, the resident allowing someone to enter through a window may be fined $100.