Housing Policies and Services

The information contained in this document is based on Student Housing Services’ “2011-2012 Residence Agreement.” These policies and services must be strictly adhered to as they apply to academic year students and to summer conferees.

STUDENT HOUSING
All conference residences are supervised by a Housing Building Manager. The Housing Building Manager is accountable for the following: ensuring the proper operating condition (and longevity) of all building systems; hiring, training, and supervising custodial staff; and working closely with the Conference Front Desks (CFDs) and other University staff to help ensure that the residences are kept safe, clean, and comfortable. As a Conference Organizer, you need to become familiar with your Housing Building Manager and, upon your arrival to campus, should feel free to contact him/her with any questions or concerns you might have about your assigned residence. All housing questions that arise during the planning process should be addressed to your Conference Account Manager/Coordinator.

Your Housing Building Manager can also assist you with a pre- and post-conference walk-through of your residence. A walk-through can be arranged through your Conference Account Manager/Coordinator or through your Housing Building Manager prior to the start of your conference. By conducting a walk-through, you’ll be able to observe and note the existing condition of the building and the individual rooms. If needed, you can reference this information at the end of your program’s stay.

BUILDING ACCESS CONROL SYSTEM
The University has initiated the installation of a building access control system for some of the residences. The installation may continue for other buildings throughout the summer.

When entering your residence at any time of the day, including weekends and holidays, an alarm with an audible message will repetitiously sound off until the door is closed. If an entry door is propped open for 20 minutes or longer, the system will dispatch a University staff member to respond to the alarm. The University staff member will check for security and safety and will also report their findings. If it is reported that the University staff repeatedly responded to the alarm caused by your conference, please be prepared for a possible fee.

It is against University policy to tamper with any building access equipment, such as card readers, audible alarms, door sensors, display panels, or motion sensors. Violators will be subject to substantial fines (minimum $500) and University disciplinary action. Please instruct your staff and participants to not tamper with the building access equipment. If you experience any problems with the equipment, please call your CFD or your Conference Account Manager/Coordinator immediately.

HEALTH, SECURITY and SAFETY ISSUES

Life Threatening Emergencies

For any life-threatening emergency, call 9-911 from any campus phone, or 911 from a Door King Unit (or any other phone) to summon fire, police, or paramedic services.

You are responsible for familiarizing yourself with the location of your residence’s alarms, Emergency Assembly Point (EAP), evacuation maps, fire-fighting equipment, and emergency procedures. Fire and earthquake safety information is posted in all residences, and can also be obtained in more detail from your Conference Account Manager/Coordinator.

Maintenance Emergencies
If there is an emergency situation such as a flood (e.g., overflowing toilet, a shower that won’t turn off, a sleeping room door that won’t lock, etc.), please call the CFD or your Conference Account Manager/Coordinator and ask for assistance.

Security Issues
Stanford strives to provide a safe and secure environment that is conducive to the wellbeing of all campus guests. However, we advise guests not to leave valuable items in their rooms. It is also essential that sleeping room doors, exterior residence doors, and windows be kept locked at all times as crime does happen, even on an idyllic campus setting such as Stanford. The same unlocked door that lets invited guests in can also let thieves (or worse) in as well. The odds of being a victim of a theft or other crime are reduced dramatically when doors and windows are kept closed and locked, and when the police are called. Phone 9-911 from a campus phone, at any time, to report suspicious people you observe in or around your residence. In addition to filing a police report, please complete the Incident Report, available through the Conference Front Desk, with as much detail as possible.

There are several ways residents can further increase their level of security:

  • Ensure that doors latch behind you when you enter or leave a room and/or building.

  • Do not prop any door open, especially your sleeping room door or any exterior residence door.

  • Disallow “tail-gaiters” (people you do not know) from following you into the building.

  • Carry your key(s) with you at all times.

  • Never lend your key(s) or access card to anyone.

  • Keep windows closed and locked, especially on the first floor.

Electrical Safety Reminders

  • Never modify a plug by bending or removing the prongs. If plug prongs are bent, loose or missing, replace the device as soon as possible.

  • If plug prongs break off and remain in the receptacle slots after insertion or withdrawal, do not attempt to remove them. Call the CFD for assistance, as this is considered a maintenance emergency.

  • Cord adapters used to defeat the ground connections (e.g., 3-prong to 2-prong adapters) are dangerous and must not be used.

  • All outlets and electrical conductors must be sufficiently grounded. If you are uncertain as to whether a particular receptacle or electrical conductor is grounded, call your CFD for assistance.

  • Outlets should be mounted firmly in their enclosures and should not move when the plug is inserted. Loose receptacles can cause short circuits, and should be reported immediately to your CFD.

  • Any loose receptacle or other faulty electrical equipment should be not be used, and contact with them should be avoided. Please report such occurrences to your CFD to arrange for repairs.

  • Damaged electrical enclosures such as switches, outlets, and junction boxes should be reported immediately to your CFD.

  • Extension cords should be used only when absolutely necessary and only on a temporary basis. Extension cords should not be used in place of permanent or fixed wiring. If you must use an extension cord, we recommend using a multiple outlet power strip equipped with an internal circuit breaker.

  • Do not “daisy chain” extension cords and/or power strips (e.g., do not plug one extension cord or power strip into another).

  • Replace frayed or damaged cords.

  • Never unplug equipment by pulling on the cord; always remove by pulling directly on the plug.

  • Never damage electrical cords by wedging them against furniture or doors. Do not run cords under carpeting.

FIRE, EARTHQUAKE AND OTHER SAFETY ISSUES
The following fire and safety policies are intended to prevent injuries to conference guests and staff. These policies apply to all common areas and sleeping rooms. Many of these regulations are health and safety code driven.

Alarms
Never assume that a building alarm goes directly to the fire department. Always call 9-911 (from a campus phone) or 911 (from any other phone) in an emergency situation. During a power outage, an activated alarm might only reach the immediate local area. Be sure to keep flashlights and fresh batteries on hand in the event of a power outage.

The Fire Department has informed us that when alarms are activated during residence evacuations, the Fire Department will not turn off any alarm until every resident and visitor has evacuated the building.

Please do not call the Fire Department to cancel a “false alarm.” The Fire Department is obligated to respond, regardless of the cause. Anyone found to have set off a false fire alarm, whether purposely or because of carelessness, is subject to substantial fines (please bear in mind that a single-engine response has a minimum cost of $500) and possible loss of housing privileges. Note: This is not intended to dissuade you from setting off an alarm if you believe there is a fire in the residence. This provision is aimed solely at individuals who misuse the alarm system.

Fire Equipment 
It is against the law and University policy to tamper with any fire equipment. Violators will be subject to substantial fines (minimum $500) and criminal penalties. Fire equipment that is not in working order jeopardizes all residents. As defined in this document, fire equipment includes: fire extinguishers and hoses, fire alarm pull boxes, smoke detectors, automatic door closers, fire sprinkler systems, fire horns and lights, exit signs, and evacuation maps. Tampering includes, but is not necessarily limited to, removing or covering exit signs or evacuation maps, hanging anything from sprinkler systems, altering the function of door closers, disabling smoke detectors, discharging fire extinguishers for any purpose other than extinguishing a fire, and doing anything else that compromises the proper functioning of fire equipment.

Any fire equipment repair or replacement costs, plus associated tampering fines that result from misconduct, will be charged to your conference. If you have questions regarding specific charges, please contact your Conference Account Manager/Coordinator.

Evacuation 
Evacuation maps are posted in each sleeping room indicating the room’s location in relation to the nearest exit, and the steps to take to vacate the premises. Evacuation maps are also posted in the residence’s common areas. Please familiarize yourself and your staff with the location of all exits leading from your residence. Evacuation maps are part of the residence’s fire equipment and must not be tampered with.

In the event of an evacuation, please proceed to your building’s assigned Emergency Assembly Point (EAP) for further instructions. The EAP is located on the posted evacuation maps.

The onsite Program Contact and the designated emergency contacts who will remain onsite for the duration of your conference must become very familiar with the EAP location. If there are any questions as to where the EAP is located, please ask your CFD to show you the EAP location. The EAP location may also be found in the Welcome materials (distributed during your conference’s check-in), and on the following website:  http://www.stanford.edu/dept/EHS/prod/general/erprep/eap/ (Note: Website offers options to search for EAPs by building name or building number and to view an EAP location map).

Fire Exit Rooms 
If a fire exit room has been assigned to your conference, please note that either a door or a window in that assigned room has, for fire evacuation purposes, been designated as a second exit for residents of the floor. This room has a two-tone carpet signifying the pathway to the designated exit. This pathway must be kept clear at all times since the lives of your conference guests may depend on their having unobstructed access to this exit. Please do not rearrange furniture in any manner that would block this pathway and/or obscure the Evacuation map. For this reason, it is a good idea to assign a staff member to this room. To find out if your assigned residence has a fire exit room, ask your CFD or your Conference Account Manager/Coordinator. Rooms with designated fire exits are subject to unannounced inspections by the University and the County Fire Marshal to ensure that the exit pathway is clear at all times. The minimum fine for failure to keep the exit pathway clear will be $500.

Fire Extinguishers 
All buildings are equipped with fire extinguishers.

Sleeping Room Doors & Windows
No sleeping room door or window should ever be propped open, especially doors equipped with door closers. Some rooms have Sentronic door closers that will automatically close when the smoke detector senses smoke. Disassembling or altering the function of the door closers is considered a form of tampering with fire equipment, and will result in fines. If you have any questions about a door closer system, please ask the Housing Building Manager.

Common Area Access  
All Student Housing residences are inspected by the County Fire Marshal for safety and fire code compliance. Residents are required to keep common areas, including hallways, walkways, stairways, lounges, bathrooms, balconies, and patios clear of boxes, bicycles, mattresses, bed frames, food trays, personal trash, etc. When University staff encounter these obstructions or are informed of their presence, they are required to immediately remove such items from these areas. Such obstructions are considered to be fire code violations. Items obstructing common areas also have the potential to create pest control issues as well. If such items are not removed immediately, and University staff is called upon to remove these items, your conference will be charged $25.00 per item.

FIRE HAZARDS/HAZARDOUS MATERIALS
Candles and Torches
In light of their risk to life and property, candles (including decorative, un-burnt wicks, etc.), torches, hookahs, incense, and any other open flame device are strictly prohibited anywhere inside or around the residences. If your conference is found in violation of this policy, your conference will be charged $100 upon discovery and $100 per day until the item is permanently removed. If you have any questions or concerns regarding this policy, please contact the Housing Building Manager to help avoid violations of this policy.

Please keep flashlights and fresh batteries on hand for use during power outages.

Cooking
Cooking is only permitted in designated kitchens and kitchenettes. Cooking equipment, such as hot plates, are not allowed in residence rooms.

Barbeque Grills
Barbeque grills, propane tanks, portable barbeque grills (e.g., Hibachis), and combustible materials such as charcoal fluid may not be used or stored inside buildings, under stairways, or outside on balconies. 

Halogen Lighting
Because of fire hazard concerns, halogen lamps are strictly prohibited in University residences. Residents found to have a halogen lamp in their room or apartment will be charged $100 upon discovery, and $100 per day until the item is permanently removed.

Hazardous Materials 
Due to the safety risks they pose to conference guests, hazardous materials must not be used or stored in or around residences. Examples of hazardous materials include: flammable liquids (e.g., gasoline, paint thinner), automotive or industrial batteries, chemicals, charcoal fluid, propane, fueled camping lanterns, kerosene, and corrosive materials (e.g., acid, explosives). Any material found in or around the residence that is deemed hazardous will be removed immediately by appropriate staff.

Decorations
Use decorations made only from non-flammable material, or treated with flame-retardant solution or process that has been approved by the State Fire Marshal. Do not allow decorations to obstruct or conceal (in whole or even in part) emergency routes, signs, or devises – for instance, exits, exit lights, fire alarm pull boxes, fire hose cabinets, fire extinguishers, sprinkler heads, and smoke detectors. You can buy fire retardant solution from the Stanford Fire Marshall’s Office by calling 723-5099 or 724-7818. If you have any questions or concerns regarding this policy, please contact the Housing Building Manager to help avoid violations of this policy.

WHEELCHAIR ACCESS
Wheelchair ramps, curb cuts, lifts, and building entryways must remain clear at all times to allow conference guests (and others) who use wheelchairs unobstructed access to the residence. Bikes, cars, or any other item found blocking wheelchair access will be impounded; a fee will be charged to retrieve these items.

PEST CONTROL
Crane Pest Control handles extermination needs for Student Housing. A Crane representative is on campus Monday through Friday, 8:00 AM to 4:30 PM, excluding holidays. During these hours, please contact your CFD, Housing Building Manager or your Conference Account Manager/Coordinator regarding pest control needs. With the exception of emergency situations, after-hours and weekend calls are deferred to the next business day in an effort to keep costs down. Any infestations that are found to have been introduced by the conference will result in charges being levied for the recovery costs involved in the eradication of the pests.

CONDUCT ISSUES
The “Fundamental Standard” has, since 1896, set the standard of conduct for Stanford students. The Fundamental Standard states: “Students at Stanford are expected to show, both within and without the University, such respect for order, morality, personal honor and the rights of others as is demanded of good citizens. Failure to do this will be sufficient cause for removal from the University.”

By taking occupancy in a campus residence, you become a member of the Stanford residence community and agree to accept the responsibilities and obligations associated with the Fundamental Standard. Many other programs will live close to your residence. For this reason, we ask that all programs maintain quiet hours between 11 PM and 7 AM daily. Your program may have an earlier curfew that you will be required to follow.

Creating disturbing noise in or around a residence that infringes upon the rights of other residents or members of the University community, or accessing other residential areas not related to your conference are prohibited actions.

SMOKE-FREE ENVIRONMENT POLICY
The University prohibits the smoking of any products in enclosed campus buildings and facilities, and during indoor and outdoor events on the campus. Within University residences, this policy specifically applies to all interior common areas, individual rooms and apartments, covered walkways, balconies attached to the residences, and any areas where smoke may drift into the residences during organized indoor and outdoor events. Any permitted smoking must be done at a minimum of 20 feet from any residence. Violations of this policy will be forwarded to your Conference Account Manager/Coordinator and may result in loss of University housing privileges.

WEAPONS
Dangerous weapons including (but not necessarily limited to) firearms, knives, and ammunition are prohibited in campus residences. If you want to keep a weapon at Stanford, you must store it with Stanford’s Department of Public Safety. Anyone found carrying weapons or storing them in the residences will be asked to leave the campus immediately.

PROJECT WORK
Cutting
Please do not use Exacto knives or any other cutting implement on furniture, counters, tables, or any other wooden or vinyl surfaces. The use of such implements can cause permanent damage resulting in substantial costs to your conference.

Painting
If you paint posters or other materials, please make sure that you thoroughly protect surfaces under your work to avoid staining concrete, carpet, stairwells, patios, decks, etc. Be aware that spray paint could, when blown by a breeze, drift a long way; therefore, be sure to use spray paint well away from anything that is not intended to be painted. Damage fees may apply for any misappropriate use of paint inside or outside of the residence, or surrounding areas of the residence.

Sign Posting
Any plans to hang banners or signs inside/outside the residences must first be discussed with your Conference Account Manager/Coordinator before your program’s arrival on campus. Fliers or signs may be posted with pushpins (3/4” - 1” in length) or tacks on designated bulletin boards inside the residences. All banners or posters hung in hallways or in common spaces should be flame retardant. With the exception of “blue painters” tape, do not use tape or adhesive products on paint. Any walls that require patching will be billed for corner to corner and wall to wall painting. For more information, please refer to the “Sign Posting on Campus” document in the Conference Planning Manual.

FURNITURE
Common Areas
The University provides interior furnishings in residences. Furniture belonging to a common area is not permitted in sleeping rooms. If any common area furniture is found in a sleeping room, the resident will be asked to return it. None of the interior furnishings are to be moved outside for any reason, or for any length of time. Placing indoor furniture outside undermines the aesthetic standards set by Student Housing. In addition, the sun and rain will ruin the furniture’s upholstery and wood finish. If the furniture is damaged or not returned to its original location, your conference will be billed accordingly.

For more information about damages to furnishings and to University residences, please refer to the “Common Damage Charges” documentlocated in the Conference Planning Manual.

HOUSE OWNED EQUIPMENT/PROPERTY
House owned equipment (e.g., televisions, VCRs, DVD players, stereos, pool tables, foosball tables, air hockey, ping pong tables, pianos, etc.) can be found in many residence lounges. These items have been purchased by the students living in these residences during the academic year and are not available for conference use. Most of these items have been secured and should not be tampered with. Tampering with or removing such equipment will result in damage and/or replacement charges.

KITCHENETTES/KITCHENS
Many residences have kitchenettes that conference participants can use for preparing snacks. Conferees are responsible for cleaning kitchenettes. Student Housing Services’ custodial staff will maintain the floors and ensure that appliances are in proper working order. Many Row houses have kitchens that are available for a fee (reservations for their use must be made in advance). The cleaning of all kitchens is the responsibility of the program, including the emptying of trash. Additional charges will apply if kitchens are not left in the same condition as found.

LAUNDRY ROOMS
The “Just Like Home” laundry program provides your participants with the ability to do their laundry with coin-less laundry machines that are energy and water efficient. Conferees must follow the posted instructions for using these laundry machines. Please report any equipment malfunctions to your CFD or to your Conference Account Manager/Coordinator. Stanford is not responsible for any missing items left in the laundry room area.

RECYCLING
Recycling bins are located outside each residence. Please do not dump non-recyclable trash in these containers. If you contaminate recycling bins (e.g., mix cans with junk mail or put regular trash into any recyclable container), the whole load must be dumped as garbage; subsequently, the contractor will charge the University for the two-hour round trip to the landfill. Your program will, subsequently, be billed for these charges.

Beverage Container Bins:

  • Will accept: aluminum cans, cleaned aluminum foil, bi-metal and tin cans, rinsed glass bottles and jars, plastic #1 PETE, and plastic #2 HDPE.

  • Will not accept: aerosol containers, frosted glass, mirrors, plastic #3-7, plastic bags, or plate glass (including test tubes), polystyrene (Styrofoam), Pyrex or scrap metal.

Mixed Paper/Newspaper Bin

  • Will accept: colored paper, computer paper, envelopes, file folders, glossy paper, junk mail, magazines, paperback books, paperboard (e.g., cereal boxes), phone books, shredded paper, and white paper. Staples and metal paper clips are acceptable.

  • Will not accept: blueprints, corrugated cardboard, food contaminated paper (e.g., pizza boxes), hardback books, paper bags, paper cups, napkins, plates, tissues, or plastic type papers (used for express mail). No rubber bands or plastic paper clips.

Corrugated Cardboard Dumpster

  • Will accept: corrugated cardboard and brown paper bags.

  • Will not accept: blueprints, file folders, food contaminated cardboard (e.g., pizza boxes), paperboard (e.g., cereal boxes), polystyrene, any packing material, waxy or plasticized paperboard, or white or colored paper bags. Please crush all cardboard. Polystyrene may be taken to packaging center for reuse.

For more details, please refer to PSSI’s “Recycling” flyer in the Conference Planning Manual.