Guide to Student Housing and Dining Services2023-24 Policies

Table of Contents

I. Welcome to UC Davis Student Housing and Dining Services

1. Welcome

Welcome to your new home. We’re glad you have chosen to live on campus with Student Housing and Dining Services. Our goal is to provide you with a safe and pleasant living environment that supports and enhances the academic mission of the university and assists you in your transition to university life. We provide many social and educational opportunities that will complement your learning experience at UC Davis and our dining facilities offer nutritious and satisfying meals. Please review this guide to become familiar with the policies and resources available to you. This guide includes information for all the housing types offered through Student Housing and Dining Services.

Please review our Vision, Mission, Statement of Ethics and Core Values

2. Principles of Community

Prologue:UC Davis is a diverse community comprised of individuals having many perspectives and identities.  We come from a multitude of backgrounds and experiences, with distinct needs and goals.  We recognize that to create an inclusive and intellectually vibrant community, we must understand and value both our individual differences and our common ground.  The UC Davis Principles of Community is an aspirational statement that embodies this commitment, and reflects the ideals we seek to uphold.

Please review the Principles of Community

3. Non-Discrimination Statement

The University of California, Davis, does not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), physical or mental disability, age, medical condition (cancer related or genetic characteristics), ancestry, marital status, citizenship, sexual orientation, or service in the uniformed services (includes membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services) status as a Vietnam-era veteran or special disabled veteran, in accordance with all applicable state and federal laws, and with University policy. As required by Title IX, the University of California, Davis, does not discriminate on the basis of sex in its educational programs, admissions, employment, or other activities.

Inquiries related to Title IX and to Section 34 CFR § 106.9 may be referred to the Title IX Coordinator. Refer to the Harassment & Discrimination Assistance and Prevention Program (HDAPP) website for more information.

II. Your Housing Contract

1. Housing Payments

Payment information and the Fee schedule can be found online at: https://housing.ucdavis.edu/fees/residence-halls-and-the-green-at-west-village/

2. Roommates and Neighbors

Communication with your roommate(s) and neighbors goes a long way toward heading off potential problems and establishing understanding. Each person can expect their roommate and neighbors to have outlooks, traits, likes, dislikes, schedules, and lifestyles different than their own. In Orchard Park, apartment-mates are encouraged to fill out and discuss the roommate agreement form so as to prevent unnecessary conflict from happening. This provides you and your roommate(s) an opportunity to have a conversation about individual and shared needs and wants for the use of space and belongings.

Conflicts: If conflicts arise, students are encouraged to discuss issues directly with each other in an appropriate manner. Sometimes conflicts are difficult to resolve on your own and outside mediation may be needed. Please contact a CA or the Resident Director for your housing area to help address these situations. NOTE: Students are not released from their housing contact due to roommate conflict.

3. Room Transfers

A room transfer is the process of changing to a new room space. Typically, a room transfer is requested by a student via the myHousing Portal during the scheduled room transfer periods each quarter. Requests to transfer rooms are not guaranteed and are based on need, space available, and approval from Student Housing and Dining Services. Student Housing and Dining Services reserves the right to assign or reassign students to other apartments for pending disciplinary action or in order to make the most effective use of the available accommodations. Requests for room transfers because of personal safety concerns, i.e., physical or sexual assault will be honored whenever space is available. Transfer between housing types is not permitted. Additional details regarding the process for your community are below.

RESIDENCE HALLS: Moving within the residence halls is not difficult but there are some important procedures you must follow—failure to do so will result in administrative charges for an unauthorized move. Students may not move (even within suites) without following the proper procedure. Please refer to the online Student Housing and Dining Services calendar for specific room transfer dates.

• Submit a room transfer request: If you wish to move to another room, you must submit a room transfer request via the myHousing Portal.
• Meet with a Resident Director (RD) for approval: Contact the RD in your community. An RD must approve the room transfer request.
• Room transfer options offered: Based on when you submitted your request, the preferences you listed, and the space available at the time, you will be contacted via email to review up to two room transfer options. Approved room transfer requests do not guarantee you will be offered a room transfer. Room transfers are only offered when available.
• Review and accept offer: After reviewing the options provided, you can accept or decline. If you accept, you will be asked to provide your preferred check-in date. If you decline all options offered, you may be moved to the bottom of the room transfer request list.
• Check in to new room: Our office will coordinate with you on the date to check in to your new room and move out of your old room. This must take place Monday through Friday during business hours to make sure staff are available to handle any access issues with your new room. You are expected to move out of your old room within 48 hours of checking in to your new room.

THE GREEN at WEST VILLAGE: Students interested in a room transfer should meet with a Resident Director (RD) for approval. Additional steps will be provided if the room transfer is approved.

PRIMERO GROVE and ORCHARD PARK: Residents may have the opportunity to request an apartment transfer during the lease renewal process.

4. Welcoming New Roommates & Homesteading a Vacant Space

Residents with a vacancy within their room, suite, or apartment must be prepared to have a new roommate at any time. Residents are expected to be welcoming to prospective new roommates and should not discourage others from occupying a space. Students that discourage others from moving into vacant spaces may be relocated to a new room and/or referred for disciplinary action. Residents should not homestead the room, which includes spreading their belongings throughout the room and using furniture designated for the new resident. Residents found to be homesteading will be billed for costs required to make the contracted space available to a new resident. The minimum homesteading charge is $75.

PRIMERO GROVE and ORCHARD PARK: Homesteading does not apply for residents at Primero Grove or Orchard Park.

5. Inventory & Inspection

Residents are responsible for the condition of their room, suite, or apartment at all times. When moving in, residents should fill out an inventory form to document the condition of the assigned space. Upon moving out, this form will be used to determine charges for damages and cleaning beyond normal use and wear. Residents that do not complete an inventory form accept the space "as is." Damage caused by residents will be billed directly to the resident. If the damage is in a common area or shared room/space, the cost will be split between roommates unless the responsible person is identified. We expect residents to report damage and required maintenance as soon as possible. Residents will not be charged for repairs due to normal wear and use.

THE GREEN AT WEST VILLAGE: Submit within 7 days of moving in.

ORCHARD PARK and PRIMERO GROVE: Submit within 72 hours of moving in.

6. Eligibility

To hold a contract or lease with Student Housing and Dining Services you must be a full-time registered student during fall, winter, and spring quarter/semesters at UC Davis. Specific eligibility requirements are defined in the contract and lease agreements. Residents should contact the Student Housing and Dining Services office to discuss options if they know their status as a student is changing. Student Housing and Dining Services staff will also reach out to residents that do not meet the eligibility requirements. Failure to meet the eligibility requirements may result in a requirement to move out of housing. Residents no longer eligible for housing have up to 72 hours to move out and are responsible for the room and board fees until they have moved out.

Exceptions to the eligibility requirements are made on a case-by-case basis at the discretion of Student Housing and Dining Services. Residents should contact the office via email to discuss options.

PRIMERO GROVE and ORCHARD PARK: Following at least one quarter/semester of occupancy, the student is permitted to have one quarter of nonregistered status (excluding summers). Students must be registered for the quarter immediately following this period of nonregistered status.

7. Subleases

Subleasing is prohibited in the Residence Halls, The Green at West Village, Primero Grove and Orchard Park.

8. Housing Cancellation Policy

Each contract and lease provide detailed information about the cancellation policies including approved reasons for cancelling your contract prior to the end of your agreement. Please review your contract or lease for specific cancellation policies. Sample versions are available online: https://housing.ucdavis.edu/contracts-forms/. Residents with questions can contact the Student Housing and Dining Services office. Residents are responsible for any applicable room and board daily charges until the cancellation has been approved and all necessary steps have been completed.

9. Moving Out

Moving out involves cleaning your room, suite, and/or apartment and returning any issued keys to Student Housing and Dining Services. Residents are expected to remove all personal items, clean and vacuum the space, and empty trash in appropriate receptacle. New students assigned to the space have a right to a clean and properly furnished space. Charges will apply for any cleaning or damage.

More details about moving out can be found here: https://housing.ucdavis.edu/moving-out/.

10. Fees

The following grid identifies the fees assessed by location.

III. Access to Your Room/Unit

1. Building Access

Building access is limited to residents living in that building and their invited guests. Residents may not allow others to use their ID card/key to gain access to a building. Tampering with door locking mechanisms so as to allow access to a building is prohibited.

2. Door Access & Keys

Aggie Cards are used in some housing areas for door access and for access to dining facilities on campus. These ID cards may only be used by the person to whom the card is issued, and residents may not knowingly use another person's ID card. In housing areas where keys are issued, keys may not be copied or shared with another person. Duplicate Keys – If additional keys are needed for your apartment, please submit a formal request via email with your name, SID, and reason to Student Housing and Dining Services for approval.

3. Lock Outs

Residents are expected to keep their Aggie Card or keys with them whenever they leave their room. Lockouts and fees can be avoided by making a point to carry your Aggie Card and keys with you at all times. If you are locked out of your room, please refer to your community below for area specific details.

V. Room and Unit Use Policies

1. Maintenance/Service Requests

We strive to ensure high quality facilities for our residents. We need your assistance to report maintenance right away. Service requests will be performed 7 days per week from 8am-5pm unless deemed an emergency (water, fire, smoke, personal safety) or with resident permission. When you submit a service request, you grant permission to enter your room, suite, and/or apartment and waive a 24-hour notice being given. Students should let their roommate(s) know if they have submitted a service request.

To submit a service request, please refer to your housing community below.

2. Alterations & Decorations

Large wall hangings must be treated with a flame retardant. Exterior room doors may not be more than 33% covered. Student Housing and Dining Services reserves the right to adjust this percentage and will notify residents if any change is made. Paper or plastic may not be used to cover any light or light fixture. Lighting fixtures, including holiday lights, may not be hung on any surface outside rooms or suites including windows and door. Decals and stickers may not be affixed to painted walls, windows, or other surfaces. Residents may not install their own locks on any doors. No room or unit may be painted. If painted, the resident will be billed for returning to its original condition.

3. Asbestos & Lead Paint

Asbestos‑containing building materials and lead paint are present in most apartments. However, these materials do not pose a health threat to residents unless the materials become damaged. Should there be a need for the removal of the asbestos; trained and certified contractors will do the work with the utmost precautions taken.

4. Exterior Electrical Service

Residents may not extend electrical power outside their room, suite, or apartment by extension cord or any other means. Decorative lights may only be installed indoors.

5. Family Housing Specifics [Orchard Park and Primero Grove]

The information found in this section applies only to residents living in Orchard Park and Primero Grove.

1. Child Supervision - Parents and guardians are solely responsible for the supervision and safety of their dependents. Parents and guardians must provide appropriate supervision for dependents at all times, including in the common areas of the apartment community. Parents and guardians of small children are strongly encouraged to safeguard against circumstances that might result in a child falling out of a window. Keep furniture, step stools, and other items which children might climb on, away from windows.
2. Household Status Changes - Student Housing and Dining Service must be notified of any change in household status, i.e. new child, separation, divorce, or marriage.
3. Playgrounds - Parents are responsible for the safety and behavior of their children at all times; a responsible caregiver must provide active supervision to children while using the playgrounds or grassy areas.
4. Play Structures & Toys - Outdoor toys i.e. play structures and bicycles must be marked with the resident's apartment number. Children's toys must be stored when not in use, out of respect for neighbors. Wading pools must be supervised by an adult at all times and emptied immediately after use for safety reasons.
5. Tax Credits - Apartments on university‑owned land are exempt from California State Property Tax. Therefore, students living in these facilities are not eligible for renter's credit.

6. Utilities

7. Window Coverings

Window coverings are provided. These coverings are to be maintained by the resident, and failure to do so will result in damage charges billed to the resident's university account.

VI. Vehicles and Parking Policies

1. Bicycle Parking

Bicycles may not be parked or ridden in areas not typically designated for bikes including, but not limited to walkways, breezeways, hallways, courtyards, stairwells, or other public spaces. We highly recommend locking bicycles and trailers with a U‑lock. Repairs and maintenance may not be performed inside rooms, suites, apartments, or buildings. Bicycles may only be locked in designated bicycle parking areas outside buildings. Bikes must not obstruct passageways, walkways, stairwells, or landings. Bicycles must be removed from Student Housing and Dining Services areas at the end of the academic year. Apartments only: In addition to designated bicycle parking, bikes and bike trailers can be stored in apartments as long as they are stored safely, do not cause damage to the facility, and do not create a fire or safety hazard.

2. Automobile Parking

Campus parking lots are enforced by Transportation Services. Specific policies related to parking can be found online: https://taps.ucdavis.edu/parking/resident.

3. Parking Accommodations

Transportation Services is responsible for granting approvals for any parking accommodation requests. Please contact their office with questions regarding accommodations, citations, or other issues related to parking enforcement.

4. Parking Permits

The parking permit process is based on where you live. Parking is not guaranteed.

5. Visitor Parking

Visitors may park in campus lots and purchase the appropriate permit from Transportation Services. More information can be found on the Transportation Services website.

6. Motorized vehicles/skates/Hoverboards

Residents may not store or repair motorized vehicles in rooms, suites, or apartments. Motorized vehicles may only be ridden or driven on approved University locations. Hoverboards (self-balancing 2-wheel scooters), electric scooters, electric skateboards, and electric bicycles are considered motorized vehicles and may not be used, charged, or stored in rooms, suites, or apartments, or any common area of any Student Housing and Dining Services owned, operated, or affiliated space. The batteries in certain hoverboards may catch fire while charging and therefore present a significant safety risk. Skateboards, roller skates, inline skates, and similar items with wheels may not be worn or used in hallways, walkways, breezeways, stairwells, courtyards, dining commons, or other shared spaces where such use is not typical. This includes benches, curbs, stairs, handrails, tables, or similar surfaces

7. Motorcycle Parking

Motorcycles follow the standard parking process for your housing area.

VII. Safety and Emergency Preparedness and Policies

1. Fire Safety

Fire safety is taken very seriously on campus, and you are expected to adhere to the following regulations. For reasons of safety, the fire department has imposed restrictions on furnishings and some electrical equipment. Hallways and walkways, as well as building entrance and exit areas, need to be clear at all times. No items should be stored in these areas at any time. This includes, but is not limited to, bicycles and trash. Below is a breakdown of further fire safety regulations.

• COOKING/WARMING APPLICANCES - Small appliances and hot air popcorn poppers may be used in community and apartment kitchens.
  • RESIDENCE HALLS: These items may not be used in rooms or suites with the exception of coffee pots, Keurigs and microwaves. Appliances in rooms often activate the sensitive fire alarm system.
• ELECTRICAL SAFETY – Modifications to or changes in electrical wiring are prohibited as are splices, octopuses, or modification devices used to add plugs. Only UL approved, grounded power strips with fuses may be used.
• EVACUATION – Residents must evacuate the building when a fire alarm has sounded.
• FALSE ALARM – Residents may not intentionally or recklessly activate an alarm in a non-emergency situation.
• FIRE – Causing, attempting to cause, or contributing to the continuation of a fire is prohibited.
• FIREWORKS – Fireworks of any type are prohibited.
• FLAMMABLE LIQUIDS – Flammable liquids and other hazardous materials may not be stored or used in Student Housing and Dining Services buildings. This includes, but is not limited to, gasoline and lighter fluid.
• MOTORIZED VEHICLES – All items defined in the motorized vehicle section of this document are prohibited in buildings.
• OPEN FLAMES - Students are not permitted to use anything that produces an open flame, such as candles, cigarettes, hookahs, and incense, in their rooms, suites, or apartments.
• ROOM and APARTMENT DECORATIONS – Large wall hangings must be treated with a flame retardant. Exterior room doors may not be more than 33% covered. Student Housing and Dining Services reserves the right to adjust this percentage and will notify residents if any change is made. Paper or plastic may not be used to cover any light or light fixture. Lighting fixtures, including holiday lights, may not be hung on any surface outside rooms or suites including windows and doors.
• TAMPERING – Tampering with fire suppression/safety equipment, including but not limited to fire extinguishers, smoke detectors, fire alarm pull stations, automatic door closers, and sprinklers, is prohibited. Tampering includes covering smoke detectors, hanging items from sprinklers or sprinkler pipes, damaging fire exit signs, or otherwise disabling fire suppression equipment.
• 3D PRINTERS and Lasers - 3D printers, lasers and related crafting devices are not to be used within any residential building. In addition to the potential fire potential, noxious chemicals and smoke will cause additional risks.

2. Fire Alarms, Smoke Detectors, and Fire Sprinklers

All on campus communities are equipped with fire detection devices and manual pull stations. When manual pull stations are activated, the building fire alarm will sound and the UC Davis Fire Department will respond. Individual student rooms in the Residence Halls and at The Green are equipped with smoke detectors that sound a local alarm within the affected room. Smoke detectors are placed in each apartment at Orchard Park and Primero Grove.

Each resident needs to be aware of the sensitivity of fire detection devices in their rooms, hallways, and apartments. They can be activated by foreign materials (e.g., water, smoke, aerosol sprays and dust) or sudden shock (e.g., being hit or touched). Fire detection devices cannot function as designed if they are covered, taken down, or have objects hanging from them. As a result, such activity is not permitted. Tampering with or activating an alarm in a non-emergency situation, or the presence of illegal cooking devices that cause an activation of the system, will result in disciplinary action as well as the assessment of a charge for costs attributed to the false alarm.

3. Fire Extinguishers

All living areas are equipped with fire extinguishers to be used in the event a minor fire occurs. These are typically located near stairways, exits, and kitchens. Learn their locations and instructions. Please notify staff if an extinguisher has been used or is missing. Do not allow guests or children to play with fire extinguishers.

4. Torchiere Halogen Lamps

The Consumer Product Safety Commission (CPSC) has issued a warning to consumers that the light bulbs in most torchiere style halogen lamps can reach very high temperatures and could start a fire if they come in contact with curtains, clothes, or other flammable materials. It is because of this increased fire and safety risk that torchiere halogen lamps are prohibited.

5. Door with Electromagnetic Hold-Open Devices

The Residence Halls and The Green have doors for rooms, stairways, and corridors that are equipped with electromagnetic hold open devices and contain a self-closing device to aid in the closing/latching the door during a fire alarm activation. These doors cannot be propped open and tampering with these doors is a violation of the fire/life safety code.

6. Household Safety and Carbon Monoxide

All appliances must be in good working order and used responsibly. They must be approved for use by Underwriters' Laboratory (UL) and free of wiring defects.

7. Personal & Community Safety

The UC Davis police department is located on Kleiber Hall Drive, southeast of the University Credit Union Center and across the street from Briggs Hall. UC Davis Police provide the Safe Rides service for students who would like a safety escort while walking alone on campus at night. Call 530-754-COPS (2677) or use the TapRide app to request a safety escort. Visit the Safe Rides website for more information.

VIII. Your Rights and Responsibilities
(Residence Halls and The Green at West Village ONLY)

1. Your Rights as a resident of the Residence Halls and The Green at West Village

As a resident of Student Housing and Dining Services, you possess specific individual rights that those living around you must respect. These rights carry with them a reciprocal responsibility on your part to ensure that these same rights exist for your roommate, suitemates, and other residents. Your basic rights are listed here; you and your community may choose to add to this list. It is important that these items and the concept of others' rights and responsibilities be discussed throughout the year.

You have the right...

• to read and study in your room/suite/apartment
• to have control over your personal possessions
• to access your room/suite/apartment
• to live in a clean, safe environment
• to sleep and relax in your room
• to entertain guests and visitors without infringing upon roommate, suitemate, or community rights
• to confront another's behavior which infringes upon your rights
• to seek the aid of staff in resolving possible roommate conflicts

UC Davis Student Housing and Dining Services neither can, nor does, guarantee you will achieve these rights at all times — you share the responsibility. Help ensuring these rights are upheld through thoughtful discussion and open communication with your roommates, suitemates, and other floor/hall residents. Student Housing and Dining Services staff is available and wants to help you accomplish this goal.

UC Davis students are responsible for their actions. You are expected to show respect for the rights of others and the educational mission of the university. Conditions that are part of your contract or lease govern acceptable and unacceptable behavior. Student Housing and Dining Services staff will intervene if your actions are contrary to policy or considered a disruption to community standards. In addition, your behavior may prompt referral to the Office of Student Development, which will determine if contract/lease termination, transfer to another space, or disciplinary sanctions are needed. Our sincere desire is that students will choose behaviors which support and respect all community members.

The Office of Student Support and Judicial Affairs is responsible for administering the university disciplinary process and will, if warranted, confer with and sanction students for behavior violating university policy. Students must comply with the University of California: Standards of Conduct for Students and failure to do so may result in disciplinary action. Disciplinary sanctions include warnings, censure, restitution, probation, loss of privileges, suspension, or dismissal from UC Davis. A student's actions may also subject him/her to criminal or civil liability.

Student Housing and Dining Services staff, while striving to protect due process for individuals, are compelled to act on behalf of the interests of the entire community. Though we prefer to work directly with individuals involved in behavioral problems, students collectively involved in negative behavior can expect to be confronted and may be moved elsewhere or have their contract/lease terminated. You are responsible for your actions and will be held fully accountable.

2. Legal Reminder

If something is illegal off campus, it's illegal on campus. University property does not insulate you from being accountable for all your actions.

The University of California: Standards of Conduct for Students (sja.ucdavis.edu/policies.html) extends beyond campus boundaries. As a UC Davis student, you are expected to adhere to a high code of honor and interact with others in a lawful, respectful, and honest manner on and off campus.