It is important to understand upfront what these options are, along with any financial responsibilities associated with them.
Some Housing options or experiences in the halls come with charges not covered by room and meal plan rates. Also, throughout the year, you may experience changes in your Housing experience, which may lead to a change in costs.
Below is select information found in the Illinois State University Residence Hall Contract Terms and Conditions. Although it is important for you to be familiar with the entire housing contract and terms and conditions, this information is highlighted to assist you in understanding some additional fees your student may incur in the residence halls. For additional information or clarification, please contact University Housing Services.
Consolidation of Residence Hall Space
Students in double occupancy rooms who have not contracted for single occupancy and do not have a roommate will be assigned a roommate by University Housing Services or will be offered the three consolidation options:
- pay for a super single room rate
- obtain a roommate
- change rooms
If a vacancy occurs in a triple occupancy room, each of the remaining students must pay half the single room charge, obtain a roommate, or change rooms. If two vacancies occur in a triple, the remaining resident must move to another room, obtain two new roommates, or obtain one new roommate, in which case the resident and the roommate each pay half the single room charge. Residents of triples are not given the option of keeping their room as a single. Any room change must be approved in writing by the Residence Hall Coordinator and be completed within five days after notification to consolidate. If the consolidation has not occurred within this five day period, the student will automatically be charged and legally obligated to pay for his/her room on a prorated basis at the single room rate. The student may only contract for a double occupancy room as a single for the remainder of the current semester. The consolidation policy goes into effect after the point each semester when the halls are not filled to 100 percent capacity. It remains in effect until October 15 in the fall and March 15 in the spring. After those dates, residents are not given the consolidation options and University Housing Services may assign empty spaces as needed.
Cancellation Policy
Residence hall contracts are for the entire academic year or balance remaining at the time of assignment. However, residence hall contracts may be cancelled by students who have withdrawn from the University or fulfilled the requirements of the University on-campus housing policy according to the following dates, charges, and provisions.
For information about Contract Cancellation deadlines and corresponding charges see the Residence Hall Contract Terms and Conditions.
Contract Release Request
A Contract Release Request is a formal written petition to obtain a release from the contract cancellation charges outlined in the Cancellation Policy of the Residence Hall Contract Terms and Conditions. Students who experience significant changes in circumstances beyond their control which prevent them from fulfilling the terms of the contract and which cannot be resolved within the residence hall system may obtain a Contract Release Request Form from University Housing Services. The request will be reviewed and a decision will be communicated to the student in writing.
Insurance Coverage & Liability
The University assumes no responsibility or liability for the personal property of students. This includes damage, loss, fire, water damage, theft, flooding, etc. Students desiring this kind of protection must make their own arrangements for insurance such as home owner's or renter's insurance. Read and understand the Residence Hall Contract Terms and Conditions.
Proration Information
Financial charges relating to the damage or theft of University property in the residence halls are billed to the specific individual(s) responsible whenever such individuals can be identified. When damage to or theft of University property in the public areas of the residence halls (i.e., bathrooms, stairwells, lounges, hallways, suites, etc.) cannot be assigned to specific individuals, the charges are divided equally (prorated) among the smallest group of residents of the area where the damage/theft took place (i.e., floor, suite, hall, area, etc.). Proration costs go directly back into room and board rates to aid in keeping costs at a minimum.
Room Condition and Damage
Before the halls open, staff members examine each room in every residence hall and assess the condition of the room by filling out a Room Condition Report (RCR). This form documents all existing damages, tape marks, maintenance concerns, etc., for the room. Shortly after a student checks into his or her residence hall room, the Resident Assistant reviews the Room Condition Report (RCR) with each resident. It's each resident's responsibility to make a thorough examination of their side of the room so that the completed RCR exactly reflects the condition of the side for which they're responsible. When the residents checks out of the room, the RCR will be used to determine what damages, if any, have occurred. Residents must return their completed RCR to their Resident Assistant within 48 hours of checking in, otherwise a blank RCR noting everything in good condition will be placed in their file. It is each residents responsibility to report all damages, in writing, as they occur, to the Resident Assistant so that repairs may be made. Residents may be held financially responsible for damages within the room. Students/parents are not allowed to make their own repairs.
Improper Checkout
Before a resident checks out of his/her room, the resident needs to contact the Resident Assistant (RA) to review and sign his/her Room Condition Report and turn in the room key. This allows the resident to see how the condition of the room is assessed upon departure. Failure to properly check out of the room may result in a minimum charge of $25 plus a core change (if the room key has not been returned to the RA) and any damage charges.
Determining Repair and Replacement Costs
The cost of repair (in the event of damage) or replacement (in the case of theft) of University property is determined by several factors. Among them are the following:
- The cost of the material used to repair/replace the item damaged or replace the item missing as a result of theft.
- The cost of the labor required to fix or replace the item(s) damaged or stolen. Labor costs are determined by the prevailing hourly rate (whole or in part) charged to the University by the individual or group of tradespeople necessary to facilitate the cleaning, repairing, or replacement of the item.
- The administrative cost of investigating the theft or damage, generating the appropriate billings used to assess proration, and staff time required to collect the proration billing at the end of each academic semester.