University Housing Services
2009-2010 Student Housing License Agreement
Community Guidelines

The Community Guidelines section is part of the Student Housing License Agreement. Acceptance and agreement to abide by the guidelines listed herein is acknowledged through the online completion and electronic submission of the Student Housing License Agreement.

All guidelines listed here are in effect for all University Housing Services (UHS) property which includes but is not limited to all the Residence Halls, the Residential Suites, the Lyle Center for Regenerative Studies, temporary housing accommodations, UHS grounds, La Cienega, Fitness Express, Residential Parking Lots, Los Olivos Commons, the Vista Café, La Naranjita Center (Java the Hut) and at all UHS sponsored events, including those off-campus. Residents who are believed to be in violation of one or more policies may be referred to an official of UHS, the University Police, and/or other administrator from the Division of Student Affairs.

NOTE: For the purposes of this license agreement, a space that a student has contracted for, whether it be a residence hall room or a suite, will be referred to as the resident’s or licensee’s "unit."

Check-In Procedures

When checking into the housing community, Licensee must fill out and sign a Room Inventory form upon inspection of the unit. Care should be taken in filling in the Room Inventory form at check-in to avoid being charged for damages or loss which occurred prior to occupancy. Room Inventory forms must be turned in to the building staff at check-in.

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Check-Out Procedures

Licensees must be pre-approved for check-outs during or at the end of the Winter and Spring Quarters. Approval is to check-out at the end of the License Agreement or end of Spring Quarter is not required. The Licensee shall vacate the housing unit using the following procedures as outlined by University Housing Services, which includes, but is not limited to:

1. Make an appointment with your Resident Advisor (RA) to have the room inspected during specified check-out hours for any damages to the room. All personal property and trash must be removed and the unit must be cleaned prior to the time of the inspection on or before the date specified on your Petition to Cancel form or by the terms of your Student Housing License Agreement.  Licensee must sign the Room Inventory form upon checkout, and is responsible for damages listed at checkout that were not listed at check-in.
2. The use of the Express Check-Out system. Residents may choose to check-out without a room inspection by an RA by using the Express Check-out envelope. The same procedures must be followed for cleaning the unit and completing a Petition to Cancel as outlined above. The envelope is used to return keys and may be turned in to any RA in the building or deposited in a designated key return box, located at the Front Desk.
3. During the inspection, return all keys which have been issued by the office and/or designated personnel. Keys must only be returned to a Resident Advisor for your building or a UHS Coordinator, unless the Express Check-out system is used.
4. Cleaning and possible moving, storage, or damage charges will be assessed, where appropriate, after check-out with Resident Advisor and after an assessment by the housing facilities staff.
5. Failure to properly check out of your room, as outlined above, will result in the loss of the security deposit, removal of all personal property, and possible moving and storage charges.

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Dining Plan Changes

Once the quarter has commenced, changes to dining plans are restricted to increases only. To decrease a dining plan, requests are accepted using an online form available at https://housing.csupomona.edu/StudentWeb/ ; changes will then be effective at the start of the next quarter.

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UHS Fitness Express Membership

Fitness Express is a full body fitness facility provided to residents free of charge. It is located in La Cienega Center (Bldg. 59) and is open seven (7) days a week when school is in session and is open limited hours during quarter breaks and Summer Quarter. The following are the general guide lines for usage:

1. Use of Fitness Express is limited to University Housing Services residents in the Residence Halls, Residential Suites and Center for Regenerative Studies and paid Cal Poly Pomona members. Due to liability concerns, no guests are permitted to use the facility at any time.
2. Residents wishing to use Fitness Express must attend a mandatory introductory orientation session. This session is designed to educate users on the safe and proper use of the equipment and the policies of Fitness Express.
3. All UHS Fitness Express members must sign the Informed Consent, Waiver, and Release Form. Residents under eighteen (18) years of age will not be permitted to use UHS Fitness Express at any time unless a parent signs the Informed Consent, Waiver, and Release Form and may only use the facility when supervisory staff is present.
4. Upon completion of the orientation and Waiver form, membership is activated and access to Fitness Express is added to the resident’s Web laundry access card.
5. Under no circumstances should the door access card be transferred to any other person, including other University Housing Services students or guests. Students who do loan their access card will lose their privileges.
6. In the event an access card is lost, a $15 charge will be assessed.
7. Please refer to the Student Housing License Agreement for detailed description on membership policies.

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Housing Facility Assignments

University Housing Services will honor all housing facility preferences if possible, but reserves the right to change unit assignments in the interest of disabled student needs, health issues, discipline, student conduct and general welfare of the Licensees or at the administrative necessity of the University.

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Laundry Facility

Washers and dryers are provided in each facility for the use of the Licensees. Charges for the washers are $0.75 and $0.75 for the dryers each cycle. Malfunctioning machines should be reported immediately to Web Services, Inc., at (800) 342-5932 for repair. It is the responsibility of the Licensee to abide by all rules posted in the laundry room.

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Lockouts

Licensees are responsible for carrying their unit keys at all times. If a Licensee should be locked out of his/her unit, he/she can request assistance from University Housing Services in building 59 during regular business hours. For after-hour and weekend lockouts, call or contact the on-duty Resident Advisor. Charges may be assessed and/or conduct action may be initiated for repeated lockouts.

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Mail Service

University Housing Services will provide mail delivery service once per day, except Saturdays, Sundays, breaks, and holidays. To avoid issues with mail delivery, do not include the building name as part of your address.

For proper delivery of mail, address all correspondence using the following format for the specific hall/building/community in which you live, not including the building name:

1. Mail or packages that require a signature from the carrier, such as FEDEX, UPS, Airborne or Certified Mail by United State Post Services, are received in the Housing Office located in Building 59.  To retrieve these, you must present a picture ID.
2. Upon proper check-out from the Residential Community, it is the responsibility of the Licensee to file a Change of Address form.  All magazines and publications must be contacted directly, as they are not forwarded.  Keep in mind that it takes 4-6 weeks to take effect. All subsequent mail will be returned to sender.
   • For residents in the Residence Halls or Residential Suites, the Change of Address form must be filed with the campus Distribution Services Department.  Forms are available and can be turned in at the Housing Office located in Building 59, or in person to Distribution Services located in Building 98, B1-258.  Any issues with mail services should be directed to Distribution Services at (909) 869-3349.
   • For residents living at the Center for Regenerative Studies, the Change of Address Form must be filed with the U.S. Postal Service. All service and complaints must be handled with the U.S. Postal Service, 580 W. Monterey, Pomona, CA 91766-9998, (909) 623-4476.

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Parking

1. Guidelines and Regulations
   1. All motor vehicles, as defined in the California Vehicle Code, shall be operated with due regard for the safety of all members of the housing community. Traffic regulations have been established for the safety of the community and are as follows:
      1. Parking with designated university parking permits only. Students wishing to park in Lot F-1, P and designated area of B, which are reserved for Residential Community students, must pick up a free Resident Parking Sticker from University Housing Services in Building 59, or at the front desk of your hall during the first week of the quarter.
      2. 10 miles per hour speed limit.
      3. Head in parking only.
      4. No parking in red, blue, white, or yellow and orange curbed areas.
      5. No parking in yellow-curbed spots reserved for Residence Life Coordinators.  Violations of these traffic regulations can result in parking privileges being suspended, revoked and/or parking citations being issued. Abandoned or illegally parked vehicles may be removed and stored at the owner's expense.
   2. No vehicle repair will be done in the parking areas except with permission of University Housing Services in designated areas. 
2. Recall of Parking Permits
   Parking Permits: Parking permits for parking within the housing facility parking lots are the property of the University and may be recalled by the University for any of the following reasons, but not limited to:
   1. When the purpose for the permit changes or no longer exists.
   2. When a parking permit is used by and/or on an unregistered motor vehicle or by unauthorized person(s).
   3. Falsification of parking permit application.
   4. Non-payment of parking fees and/or fines to the University.
   5. Failure to register University parking permit with office quarterly.
   6. Counterfeiting or altering of permits.
   7. Failure to comply with the final judgment of the Cal Poly Pomona Police and/or the management.
3. Registration of Motor Vehicles
   1. All Licensees, who possess a motor vehicle and wish to park in reserved housing parking lots must register their vehicle to avoid citation by the Department of Public Safety. Registration is required because the parking lots are state property and subject to University parking fees and regulations. After registration of the vehicle, the Licensee will be issued a parking decal.
   2. All motor vehicles, including mopeds, motorcycles, etc., parking in the reserved housing parking areas must display a valid University parking permit and housing parking sticker. They must be displayed in plain view to the front of the vehicle. Failure to display the permits as required will result in a citation.
   3. The Cal Poly Pomona University parking permit can be obtained from the University Cashier's Office.
   4. The Resident Parking Sticker can be obtained from University Housing Services located in Building 59, or at the front desk of your hall during the first week of the quarter.
   5. Due to limited parking space, each Licensee is restricted to one University permit parking space and one parking sticker.

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Payment of Fees

The resident is responsible for payment of fees for the period of the License Agreement.  Fees must be paid by the payment due dates as specified in the Cost Table, which is posted on the University Housing Website.  Payments may be made online through BroncoDirect. Students should carefully read the Cost Table Overview.

1. The initial payment to secure housing must be made after completion of the Student Housing License Agreement (contract).  Instructions for making this payment will be provided as part of the confirmation process (submission of online License Agreement).
2. Subsequent payments may be made online through BroncoDirect, or at the Cashier’s Office in the CLA building (Building 98).
3. All payments made after the due date are subject to a $20 administrative late charge.
4. If the student is assigned to a space after the License Agreement begins, the student shall be charged a prorated fee for the balance of the agreement.

PLEASE NOTE:  IT IS THE RESPONSIBILITY OF THE LICENSEE TO BE AWARE OF THE PAYMENT DUE DATES.  LICENSEE WILL NOT RECEIVE A BILL IN THE MAIL FROM UNIVERSITY HOUSING SERVICES. To view the cost tables online, visit www.dsa.csupomona.edu/uhs/cost_tables.asp. For online access to your account status, visit BroncoDirect.

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Revised Rates

The University reserves the right to revise rates upon thirty (30) days written notice.

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Room Changes

Requests to change from one unit to another may be made using an online request form available at https://housing.csupomona.edu/StudentWeb/. Residents will be notified of approval and the date by which the transfer must take place, usually toward the end of each quarter. To request a mid-quarter change, residents must consult with their RA or Residence Life Coordinator. Unauthorized room changes are considered a violation of policy (improper room transfer).

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Telephone

1. Licensee desiring telephone service in his/her unit must arrange service with the Verizon Communications Business Office at (800)483-4000. Do NOT purchase "LINES-KEEPER SERVICE" from Verizon Communications because the University provides maintenance for inside telephone lines. Secondary telephone service can not be established without prior written consent of the University. Residents at the Center for Regenerative Studies who desire phone service may contract directly with Verizon.  Responsibility for telephone charges shall rest solely with the person to whom the telephone service is provided. All services and complaints must be handled directly with the Verizon Communications Business Office. 
2. Due to the deregulation of telephone service, Licensees may be required to provide University Housing Services with their correct telephone number. All telephone numbers will be for office use only, unless otherwise specified by Licensee.