All resident students must follow all rules, regulations, policies, and procedures outlined in the Residence Life Student Handbook below, the Code of Conduct which you can download here (PDF), and any policies of conduct required in creating a harmonious community environment. You can download this handbook as a PDF.
The Residence Life Student Handbook and the Institute Code of Conduct are extensions of your Residence Life Agreement. Violations of any of the policies in any form could lead to disciplinary action up to expulsion from the Institute.
No janitorial services are provided for individual suites/apartments Students are responsible for the cleanliness of their suites/apartment. Trash chutes are located on every floor by stairwell B. Garbage and litter in the hallways and the public areas may result in disciplinary action. RAs will issue a 24-hour warning notice to remove all garbage and litter, if an area is deemed unsatisfactory (including disposing of refuse outside of your door or windows). back to contents
Resident students are responsible for maintaining their own mail service. If you wish to receive mail from the Institute, you must contact the mailroom located in Jacobs Hall 151 at (718) 260-3396. Otherwise, your mail will be sent to your home address. If you are changing suites/apartments, you must contact the appropriate correspondences (i.e., phone, cable, credit card, magazines, friends, etc.). The Institute mailroom does not forward mail during the summer. Students must return their mail key at the end of the academic year. back to contents
All maintenance requests may be submitted, in person, on a Maintenance Request Form available in the Office of Residence Life or via e-mail. Maintenance requests can only be processed during the Residence Life office hours. For weekend or evening emergencies, please ask the security guard in the lobby to contact the RA on duty. back to contents
* Cleaning, mail and maintenance service information is available in the Clark Street Residence Hall.
Students must make sure that the doors and screens are always properly locked to ensure safety. Tampering with or misuse of security screens, locks, or fire safety equipment will result in disciplinary action. back to contents
Each apartment is equipped with a deadbolt and door lock. Installation of personal locks is prohibited. back to contents
Each apartment is equipped with an alarm. If you have any problems with ineffective device, immediately contact the Office of Residence Life. back to contents
Any NYU-Poly student (s), organization (s), or office may request use of lounges for educational/social purposes. For a function exceeding 12 individuals, an "Program Proposal Form" must be completed. All Othmer Event Registration Forms must be submitted to the Office of Residence Life. Approval of that request will be at Residence Life staff’s discretion. Forms will be accepted on a first-come, first-served basis, and should be made a minimum of 2 weeks in advance.
The Residence Life staff will respond to each request. If the request is approved, a list of lounge use guidelines will be issued. If for any reason the guidelines are not followed, the student/ organization may risk being banned from any further use of the lounges in the Othmer Residence Hall. The person (s) reserving the lounge and any organization affiliated with the request will be held responsible for the actions of their guests and the cost of any clean up and damages. back to contents
The Othmer Residence Hall is an alcohol-free environment regardless of age. The sale, use, distribution, consumption or procurement of alcoholic beverages for anyone; being in the presence of alcohol on campus; public disruption due to intoxication or drunkenness; the use of false identification to procure alcohol; and the possession on campus of any type of beer keg or beer ball or similar paraphernalia analogous to the consumption of alcohol (i.e. beer bongs, keg taps, etc.); possessing alcohol containers for decoration, disposal or redemption is strictly prohibited .
All students are expected to abide by federal, New York State, and New York City drug laws, as well as all Institute rules and regulations pertaining to drug use. The manufacture, distribution, dispensation, use, sale, purchase or possession of any controlled substance, inhalants, hallucinogenic or other illegal drugs is prohibited. The presence of residue or paraphernalia is prohibited. Decorative paraphernalia is not permitted. back to contents
The possession or use of narcotics and/or other controlled substances without a valid prescription in the residence halls is prohibited. Students are expected to obey federal and state laws regarding the use, sale and distribution of controlled substances. back to contents
All NYU-Poly buildings are are non-smoking facilities. Smoking is not permitted in any individual suite/apartment, hallway, stairwell, or common area under any circumstance. Smoking is not allowed within 50 feet from the outside of the residence hall. back to contents
Excessive, abusive, illegal and/or repetitive use of alcohol and/or drugs is inconsistent with the maintenance of an educational environment. Such behavior threatens the well-being of persons and property and tends to diminish a students’ prospects for personal and intellectual development and academic success. When students are found to have committed serious or repeated violations of Institute policies related to the possession, use, suspicion, or distribution of alcohol or drugs, the Dean of Student Affairs, the Director of Residence Life or his/her designates have the authority to determine when and by what means to notify parents or guardians. Whenever possible, students will be informed that parental notification is planned in advance of their parents receiving notice.
The following guidelines are used in determining whether to notify parents:
Each student is responsible for any damage to their assigned room. This includes furniture, fixtures, equipment and also for any damage caused by him/her to any other part of the NYU-Poly premises or attendant facilities caused by neglect or intent. This includes the build–up of trash. Damage charges may be assessed through the room inventory form if check-out conditions have detrimentally changed compared to the check-in conditions.When two or more students occupy the same room, apartment, or quarters, and it cannot be ascertained which student is responsible for the damage, the assessment is made against both or all equally. back to contents
Every student is required to pay a $400 housing deposit when applying for housing. After check-in, the housing deposit will be deducted from the cost of housing. back to contents
All decorations must be non-flammable materials and may not cover or block exits, exit signs, lights, fire extinguishers, carbon monoxide detectors or ceilings. Decorations may not be attached to fire safety equipment (such as sprinklers, fire alarms, emergency strobe lights, etc.). Neon signs may not be displayed publicly. Students are encouraged to decorate their rooms in a way that is pleasing to them. However, painting or permanent alterations to the suites/apartments are not permitted. The use of screws, bolts, nails, tacks, tape, glue, or other adhesives on walls, ceilings, wardrobes, woodwork, doors or furniture is prohibited. The use of “Command Strips” is suggested for hanging posters. All materials that leave marks on walls or furniture are not permitted. Application of wallpaper, wall paneling or the installation of exterior antennas or aerials is not allowed. Damages to walls or other surface areas will be assessed at check-out time and charges will be issued to cover the cost of repair. Decorations on the unit doors are permitted, but cannot restrict entry or exit. Decorations must be removed upon the request of residents or the Residence Life staff. back to contents
Only artificial trees are permitted. Only electric menorahs are permitted. back to contents
All cooking appliances, with the exception of microwave ovens, George Foreman grills under 50 square inches, and coffee pots, are strictly prohibited and may not be used nor stored in students’ rooms. Each living unit (apartment/suite) is allowed only 1 microwave oven to be used or stored. 2 refrigerators are permitted for use or storage in each suite and must be 5 cubic feet or less and is permitted only in accordance with Institute electrical guidelines. Apartments are not permitted to have personal refrigerators. back to contents
Furniture provided by the Institute may not be removed from student rooms or common areas. Furnishings must not be dismantled, tampered with, or stacked on each other. Lofts are not permitted. All Institute-issued furniture must remain in the student rooms. Students are required to return the furniture to its original location by their check-out date. Students will be billed for any missing items from their room. back to contents
Resident students are responsible for the cleanliness of each suite/apartment and the outside area. Residents are responsible for removing trash from their suite/apartment to the designated collection areas on a regular basis. At no time should garbage/trash be left in hallways. back to contents
NYU-Poly reserves the right to enter a student’s room for the purpose of maintaining safety and security standards, and to enforce health regulations. Inspections occur to keep suites/ apartments in a livable and safe condition throughout the entire academic year. Inspections may occur at anytime. All suites/apartments will be inspected during all breaks and closings. back to contents
In order to acquire room keys, a student is required to sign the key transaction record signifying receipt of keys. When keys are returned, the student will again sign the key transaction record signifying the keys have been return.
Each resident is provided with a key to his/her living unit. Residents are not permitted to loan, duplicate or transfer any key(s). Residents are expected to carry their keys at all times. Students are not allowed to tamper with existing locks, door mechanisms, or to add any locks to their doors. Lost keys MUST be reported within 24 hours to the Office of Residence Life in order to protect yourself and the safety of your belongings. There will be a $400 charge for lost keys.
All keys are property of the Polytechnic Institute of NYU and are not to be duplicated. Possessing keys other than the one assigned or making or distributing additional copies of apartment keys is a serious breach of your contract and will result disciplinary action. back to contents
In the event that a student is locked out of his/her apartment, he/she should follow these instructions depending on when he/she is locked out:
Note: Any student who is locked out must verify who they are using their Poly One Card before or immediately after entrance to a suite/apartment. If a student cannot provide verifiable ID, they may not remain in the suite/apartment. back to contents
Students are not permitted to paint the suites/apartments. The use of spray paint in or around the residence hall is strictly prohibited. back to contents
Throwing any object or trash, including food, is prohibited. Spitting, spraying water, dropping, or throwing objects from windows is strictly prohibited. back to contents
The Residence Life staff reserves the right to disperse a gathering in any location at any time when residents or guests are in violation of any Institute or Residence Life policy. The number of people allowed in a room/apartment, including residents of the room/apartment, must be limited to 12 people in 1 living unit at any given time. back to contents
Students are not to tamper/remove/decorate the window screens or fixtures in any window. Items are not permitted to be thrown from or dropped from windows. Windows should not be opened further than the pre-arranged setting. Students may not hang anything on or from their windows. back to contents
Commercial activity is not appropriate to the residential living situation. Therefore, the Office of Residence Life must approve all activities, which take place in the Residence Hall. A Program Proposal Form must be completed at least 2 weeks prior to the event. A gathering that exceeds more than 12 people will be considered an event anywhere in the building. Any area (lounge, backyard, etc.) in Othmer must be approved and reserved for event use by the Office of Residence Life. The Office of Residence Life shall prohibit activity deemed inappropriate. Outside vendors are strictly prohibited. back to contents
If damage occurs in a common area such as hallways, lounges, apartment/suites shared spaces, lobbies, laundry room, stairwells, or backyard etc., and the individual(s) responsible cannot be identified, the damage charges will be shared as appropriate by residents of the building, floor, apartment/suite or the room. back to contents
Any student who interferes with the rights of others, disrupts the community, and/or damages property is subject to disciplinary action. Disorderly and/or disruptive behavior includes the use of offensive or abusive language, intimidation, inappropriate behavior or causes physical damage to property or interferes with the normal functioning or safety of the community. back to contents
Tampering with, damaging, misusing or rewiring elevators or elevator equipment is prohibited. Jumping, spitting, littering, and/or smoking in the elevators is prohibited. The bell-shaped alarm button in the elevator is to indicate an emergency only. Using this button for a non-emergency is prohibited. Elevators may not be used during
building evacuations. back to contents
Throughout the year, the need for communication between residents and the Office of Residence Life will arise. When this happens, Resident Assistants (RAs) will call a floor meeting at which attendance will be mandatory. These meetings are for your benefit! Failure to attend or notify your RA of the conflict and be excused from the meeting will result in disciplinary action. back to contents
Pamphlets, surveys, and any other forms of advertisements or promotions other than Residence Life publications must be approved and can only be posted in approved locations by the Office of Residence Life. No literature may be slipped under doors or placed in mailboxes. If other offices or outside organizations need broad student distribution, it must be approved by the Office of Residence Life. The Office of Residence Life will advise residents on posting locations. back to contents
Theft, malicious destruction, defacement, damage, or misuse of Institute or private property or common area facilities is strictly prohibited and appropriate disciplinary action will be taken. Replacement and repair costs will be charged to the responsible person(s). back to contents
The Polytechnic Institute of NYU is committed to creating an environment that is conducive to academic success and achievement. With this commitment in mind, a “quiet hours” policy is enforced during the hours of 10 p.m. to 10 a.m. every day. Please be aware that both Quiet and Courtesy Hours apply to the building as well as the backyard and surrounding areas.
Quiet Hours: enforced every day from 10 p.m. until 10 a.m. Please be aware that “quiet” means that any type of noise (music, TV, yelling, discussions, etc.) should not be heard from outside any living unit or lounge door. Residence Life staff will enforce quiet hours, and in situations where noise is deemed disruptive and not “quiet” during these times, those responsible will be subject to judicial sanctions. Students are also encouraged to communicate with their neighbors when noise is not “quiet” during these times. If these communication attempts are unsuccessful students may contact a staff member for assistance.
Courtesy Hours: applies from 10 a.m. until 10 p.m. All students are responsible for communicating with their neighbors when it gets too loud or disruptive during these times, and the noise must be adjusted as a “courtesy” to those affected. The residents are responsible for maintaining this policy, but staff members are available for assistance if a resident’s efforts are unsuccessful. Courtesy/ Quiet Hours are in effect 24 hours a day during finals. back to contents
Some areas in the residential community are restricted and not for general student use. These include electrical and mechanical closets, elevator room, cable and telephone closets, mechanical room, and storage rooms. Facilities and Residence Life may designate other areas as restricted. Students are not allowed on any roof or overhang. back to contents
All students must scan their own Poly One Card to enter Othmer Residence Hall. Students are responsible for the use of their Poly One Card, and they are prohibited from giving it to another person. All students must carry their Poly One Card at all times. Students who fail to carry their ID card on a regular basis will incur a $5 charge for each incident. back to contents
Sport activities are strictly prohibited in NYU-Poly Housing Facilities. This includes, but is not limited to, kicking or throwing of any object, skateboards, running, wrestling, horse play, roller blading, hackeysacks, Frisbee, etc. Also prohibited are any outdoor recreational activities that could be injurious to facilities, grounds, people or possessions (i.e., hardball sports, water guns, etc.). Sports activity must also not obstruct the sidewalk. back to contents
The storage of motor vehicles of any kind is prohibited inside or outside our NYU-Poly Housing Facilities.. Bicycles are permitted only in approved and designated areas, which are the bicycle racks located in the backyard and sidewalk in the front of the residence hall. Storage requests need to be made through the Office of Residence Life. Blocking of fire exits or fire lanes by any vehicle parked either inside or outside the building is prohibited. The Institute reserves the right to remove, impound and/or enter motor vehicles or bicycles on Institute property at the owner’s expense. back to contents
The purpose of the guest policy is to encourage resident students to host guests in a responsible manner. Hosting guests is a privilege, not a right. If the guest policy is violated, resident students will lose their privilege to host guests.
Host students are responsible for the actions and conduct of their guest(s), and they must inform their guest of the rules and regulations as listed in this handbook. The host student is accountable for the failure of the guest to comply with all regulations and conduct contained in the NYU-Poly Housing Handbook, Institute Code of Conduct, or any other regulations set forth by the Institute.
In the event the guest does not comply with existing regulations, the guest will be required to leave the residence hall immediately and will not be allowed re-entry until the host student attends his/her judicial conference. Additionally, the host student may be subject to dismissal from the residence hall and other disciplinary actions as deemed appropriate by the Institute. back to contents
If a host is leaving the building (going to class, work, etc.) the guest must also leave the building (this situation is also applicable when a guest leaves the building — the host must go downstairs with them to sign them out); if a host has 2 guests signed-in, both guests must follow the same procedures.
In the event of fire/building evacuation, hosts should accompany their guests at all times and follow all staff instructions. Hosts and their guests are the last group of students to be permitted access to Othmer/55 Clark Street after a building evacuation. This allows the entryway to remain safe and not crowded, and it also allows the staff and security the ability to perform their evacuation responsibilities with minimal distraction. When hosts and guests are permitted access to the building, they must check-in with the security guard first, before passing through the entry gate. back to contents
Resident students can sign-in a maximum of 2 day guests at one time with security during these days and times:
Sunday through Thursday 7 a.m. - 11:59 p.m.
Friday and Saturday 7 a.m. - 12:59 a.m.
Residents must submit and/or e-mail a completed Overnight Guest Request form on the day of the visit by 10 p.m. Resident students must follow the following policies when hosting an overnight guest:
Each student is permitted a maximum of 2 guests in his/her room, totaling no more than 12 people in 1 living unit suite/ apartment at any given time. back to contents
Residence Life staff members are not authorized to sign-in guests for other students. Staff members are also prohibited from giving an identification card back to any person other than the person whom the identification card belongs to. back to contents
The residence facilities do not close for breaks. Students should also note that guests will not be permitted in the Residence Hall during winter break. back to contents
For insurance purposes, individuals under the age of 17 are not allowed in the Residence Hall. In addition, parents can be signed in as day guests only. Parents are not allowed to stay overnight in the Residence Hall. back to contents
All resident students must complete and sign the Residence Life Agreement before checking into a room. The Residence Life Agreement remains in effect for 1 academic year unless:
The Residence Life Agreement providing housing shall be consistent with the academic calendar. Students moving in at other times throughout the year will sign these forms prior to move-in. back to contents
The Institute reserves the right to refuse assignment or reassignment to Institute housing or to cancel the agreement during the academic year due to the student’s failure to meet Institute requirements, policies or regulations, or in the event of criminal conviction by civil authorities. In such cases, there will be no refund of prepaid housing charges. In the event accommodations assigned to the student are destroyed or otherwise made unavailable and the Institute does not furnish other accommodations, the agreement shall terminate, all rights and liabilities of the parties hereto shall cease, and payments previously made shall be refunded on a prorated basis as of the date accommodations became unavailable. back to contents
A violation of the Damage Policy will result in those responsible for the damage to be financially accountable for the materials, time, repairs and/or replacement of item(s). If those responsible cannot be determined, all assigned to that living space (suite/apartment or building) will be charged.
Total damages will be deducted from the damage deposit that each resident pays prior to moving into the residence hall. The remaining balance will be credited to his/her account, unless a check is requested from the Student Accounts Office. Any damage exceeding the damage deposit will be billed to the resident.
Payment must be made to the Polytechnic Institute of NYU by the specified deadline. For specific deadlines, students should contact the Office of Student Accounts. Damage billing will take 6-8 weeks to process after the end of the semester. Excessive damage may result in immediate termination of the housing agreement, indefinite suspension from the Othmer Residence Hall, and further disciplinary charges. back to contents
All NYU-Poly students are required to have a meal plan included as part of their residence charge. The meal plan money is credited to students’ Poly One Cards and the total cost of food purchased is deducted each time. Please be aware that unused money will not be credited at the end of the academic year. Meal plans are mandatory and non-negotiable. There will not be any exceptions or waivers. back to contents
When a student is granted a medical withdrawal, the Office of Residence Life requires notification from the Office of Student Development. The student will receive a prorated refund for the exact date of withdrawal. Once a student medically withdraws from the residence program, the student must present written supporting documentation to the Director of Residence Life. The student cannot return to the program until he/she receives written approval from the Director of Residence Life. A student that leaves the residence life program is not guaranteed to retain their space.
If a student is a threat to self or others, he/she must receive written documentation from the Institute Counseling Center and /or medical professional stating that he/she should be allowed to return to the non-therapeutic environment of the residence program. If a resident has temporary or permanent mobility concerns, please inform the Residence Life staff to ensure proper accommodations for building evacuation procedures. back to contents
All resident students must be covered by family health insurance or purchase the Institute health insurance. back to contents
The Institute does not assume liability directly or indirectly for loss or damage to personal property by fire or smoke, theft, water damage or any other cause except to the extent provided by the law. Residents are encouraged to secure renter’s insurance to protect their belongings. back to contents
Termination of the Residence Life Agreement will result in no refunds after the first day of classes. There will be no refunds for students who are removed from housing for judicial reasons. Additionally, the Institute is not responsible for personal property left behind by students at the end of the year or subsequent to the date of their withdrawal, transfer, departure, suspension or dismissal from any room/apartment. Items found in the rooms after the official dates will be discarded. The Institute does not provide storage facilities for any personal belongings. back to contents
If a student vacates their space at any time other than at the end of the academic semester, the student must contact the Office of Residence Life and follow the established check-out procedures. back to contents
All students living in the Othmer / 55 Clark Street Residence Hall are required to check-in and out several times during the semester with a Residence Life staff member. Security personnel can not check residents in or out. The RAs will notify all residents of check-in and checkout dates and times either by phone, by mail, in person or during mandatory meetings. It is the student’s responsibility to drop-off and pick-up his/her key on the scheduled day at the scheduled time. If conflicts arise, students must contact the RA for further instructions. If students fail to make arrangements, it will result in disciplinary action. Any student who stays in the suite/apartment or allows a nonresident to occupy it without proper approval will be subject to disciplinary action. back to contents
All students living in the Othmer/55 Clark Street Residence Hall must check in during the designated times. Only the resident student can fill out the appropriate paperwork (parents/guardians must sign contract if student is under the age of 18) and receive a key. If a student cannot make it during the scheduled move-in times, they must notify the Residence Life staff to avoid disciplinary action. Students waive their right to dispute any said charges if they do not check out appropriately. back to contents
Check-out ordinarily occurs at the end of each academic semester. Any check-outs that occur prior to the end of the year require the student requesting to receive approved cancellation of his/her housing agreement from the Office of Residence Life. If check out occurs any time during the academic year without obtaining an approved cancellation, the student will continue to be responsible for all charges for his/her assigned space for the entire agreement period. The student must also follow all other check-out procedures in this handbook. Failure to complete the check-out procedures will result in an improper check-out fine. back to contents
If a student vacates their space at any time other than at the end of the academic semester, the student must contact the Office of Residence Life and follow the established check-out procedures. back to contents
There are no refunds of housing charges after the first day of classes. There will be no refund of housing deposits for students who cancel their housing after the determined date. back to contents
All students are responsible for the condition of the living unit upon check out. All students will be held accountable for the condition of the suite/apartment unless a staff member has made prior inspections by a Residence Life staff member. back to contents
Specific move-out and move-in dates will be well-publicized.
To be considered for approval to stay beyond the stated closing time a student must submit a request prior to the established date to the Office of Residence Life. Any requests after this date will be taken on a case-by-case basis. Students who wish to reside on campus beyond the stated closing time must agree to follow procedures established by the Office of Residence Life and pay the housing charge. Students should also note that overnight guest are not allowed during breaks.
The Office of Residence Life reserves the right not to offer Winter Break Housing to students based on space/staff concerns or prior disciplinary record.
Any students found within the suites/apartments after the closing deadlines will be charged an Improper Check-Out fine and/or a daily housing fee of $60 per day. back to contents
The Polytechnic Institute of NYU reserves the right to enter suites/apartments for the purpose of maintaining safety and security standards, and to enforce health regulations.
The above Institute or contract personnel will knock and identify themselves. If no response is received after knocking for the second time and waiting for a reasonable amount of time, personnel may enter. back to contents
Room assignments are made without regard to age, race, or creed. Every consideration will be given to assignment requests, but the Institute cannot guarantee to honor every request. The Office of Residence Life reserves the right to change room or facility assignment, to assign roommates, to triple rooms, or consolidate vacant rooms. Students will receive appropriate notice if such action is necessary and students’ accounts will be adjusted accordingly. If one of the occupants moves out of a room, the students who remain agree to accept an assigned roommate or move to another room upon request. The Institute reserves the right to offer a prorated charge to the remaining occupants if there is an opening in an apartment. Residence Life does not offer accommodations for spouses or children of resident students. back to contents
Students are responsible for cleaning their own room, removing waste material regularly, and maintaining satisfactory health and life safety standards. Additionally, stoves and ovens must be cleaned on an on-going basis in order to prevent pests, fire and activation of the fire alarm system. Food must be removed if the room is vacant for an extended period of time. All rooms must be in compliance with health and safety inspection procedures. back to contents
Students wishing to move to another suite/apartment must complete a Room Change Request, which may be obtained from the Office of Residence Life. Opportunities for room changes are very limited and are not guaranteed.
No room changes are permitted during the first two weeks of a semester. During this time, room change requests may be submitted to the Office of Residence Life. These requests will be reviewed and all approved moves will occur during the third week of the semester. Failure to complete the move within the designated time will result in cancellation of the room change and a fine for improper checkout. If you move to a differently priced room, such as a double room to a single, you will be charged the rate according to your new room description.
All room change requests must be approved by the Office of Residence Life. When making an approved room change, a student may not hold two room keys. Students making an approved room change will be given access to the room in which he or she is approved to move to and will be able to move their personal items into the new room. Then they must have a Residence Life staff member perform an official checkout from their prior room before they receive the new room key.
Immediately following the room change period, consolidation of students into certain spaces might occur. The Institute reserves the right to consolidate or reassign students in order to make the most effective use of available accommodations. All changes must be approved by the Office of Residence Life.
The Institute reserves the right to assign a new occupant to fill vacancies, make changes in room assignments, and to reassign or remove a student from Institute housing for reasons of health, safety, security or conduct.
A student who refuses to move to another room by a designated date will be charged twice the room rate. The Institute reserves the right to place a student in a temporary room when space is not available in rooms designated for permanent occupancy. Students must move to the permanent space when it becomes available. Any moving expense for temporary space, reassignment, or consolidation to a permanent space is the responsibility of the student. The charges will be adjusted accordingly if the room change involves a change in room style.
Prior to a room change, residents must meet with the Residence Life staff to address the concerns of the residents and attempt to alleviate the issues. Room changes will be at the discretion of the Residence Life staff based on availability, circumstances and reasonable requests. back to contents
Room Condition Report (RCR) is completed prior to student move-in. In the event a student has any concerns or issues with their apartment, he/she should notify the RA in writing, via a Maintenance Request Form, within 72 hours of moving in. This notification must be dated and signed, and submitted in the Office of Residence Life. The RA will follow up with concerns within 48 hours. If deemed appropriate he/she will then note the concerns on the RCR. Note the following will result in damage charges but not limited to:
The Institute reserves the right of reasonable entry into and inspection of student’s rooms by designated personnel in the interest of maintenance, health, safety, property control, emergency situations and policy violation investigations. During these inspections, the Institute reserves the right to inspect and search through student’s personal effects and is obligated to report evidence of policy violations.
The Institute will conduct apartment inspections once each month, and will conduct general facilities inspections during the break periods and the year. Authorized Institute personnel may enter any room, suite or apartment at any time without prior notice and/or without the student present. Any student(s) restricting or resisting immediate entry of authorized personnel is responsible for any damages occurring as a result of the entry of these personnel and will receive the appropriate disciplinary action. Rooms are inspected during breaks. back to contents
Resident Assistants or Institute staff members will conduct monthly inspections for sanitation, safety conditions, and property inventory. Notice of monthly inspections will be given in advance. Spot inspections will be conducted without advance notice by authorized Institute employees for necessary repairs and maintenance of Institute property or for the safety and well-being of the students. Suites/apartments must be cleaned at the end of each month.
The Institute reserves the right, at any time and for any reason, in its sole discretion, to enter the room without prior notice because of any situation that the Institute, in its sole discretion, deems to be a danger to health, safety and property of the residents of the suite/apartment. back to contents
The annual Room Selection Process is held in the spring semester and is the process whereby residents select their suite/apartment and roommates for the following academic year. If you plan to leave housing for any specified period of time, please notify the Office of Residence Life in advance regarding eligibility and procedures for obtaining housing upon your return. If you plan to leave housing for any specified period of time due to an academic endeavor such as an internship or study abroad, please notify the Office of Residence Life in advance regarding eligibility and procedures for obtaining housing upon your return. There will be no guarantee for obtaining a space upon return, but the Institute will do its best to retain your space.
Continuing students seeking housing for the upcoming academic year must pay the housing deposit at the Office of Student Accounts by a specified date. After paying the housing deposit, the student will be issued a receipt. The student must present the receipt before or on the day he/she is scheduled to select a room. However, students with an outstanding balance with the Institute will not be permitted to pay a housing deposit. Thus, he/she will not be able to get a housing deposit receipt.
The damage deposit will be refunded at the end of the contract period (academic year) minus any outstanding damage, charges, or fines. Current damage deposit cannot be used for reservation of the following semester. Cancellation of your space after the designated date will result in the loss of the deposit. The deposit will be refunded if the student does not receive a space due to lack of availability. The advance deposit payment is to reserve the student’s space and serve as the damage deposit for the upcoming semester. The student agrees to pay housing fees and the damage deposit according to the Institute payment schedule. Failure to do so will result in the loss of the student’s space in the residence hall.
All returning resident students are eligible for the room selection process in the spring semester for the upcoming academic year only if they have paid the reservation deposit and are in good standing.
Each student is responsible for immediately reporting the need for repairs to his/her assigned room and all fixtures, furniture, equipment, and effects contained therein. Any damage caused by neglecting to report an initial damage will be the responsibility of the residents of the unit. Any unauthorized repair by the student and/or outside resource will not be reimbursed and the student will be responsible for any further maintenance required due to the unauthorized repair. back to contents
The Polytechnic Institute of NYU reserves the right to enter rooms without warrant for the purpose of searching a room. In these situations, Residence Life staff will knock; identify themselves, and request entrance. If no affirmative response is received, staff may enter. If resident(s) are not present, a notification will be left instructing the resident to see the Assistant Director of Residence Life.
Plain view violations of the Residence Life Policies and/or Institute policies, which may be observed by the Residence Life staff or Institute personnel entering a residence under these guidelines, are subject to Institute disciplinary action.
A search of a resident’s suite/apartment pursuant to an investigation intended to result in a legal and/or disciplinary action may be performed only with the authorization of the Director of Residence Life, or his or her designee. The Director of Residence Life will notify the Dean of Student Affairs. Every effort will be made to conduct the search in the presence of the room occupant and a representative from the Office of Residence Life. back to contents
If a student is living in a suite/apartment in which a vacancy occurs during the course of the academic year, the Office of Residence Life reserves the right to reassign him or her to another suite/apartment to fill the vacancy or to consolidate students. The Institute reserves the right to offer a prorated charge to the remaining occupants if there is an opening in an apartment/suite. back to contents
If the fire alarm sounds, all occupants (students and guests) of the building must evacuate immediately, unless they cannot because of hazardous surroundings. Never assume that a fire alarm is merely a drill – the results can be deadly. Always evacuate when the alarm sounds.
Failure to evacuate when a fire alarm sounds will result in a $150 fine.
The student(s) responsible for setting off the fire alarm will incur in a $150 fine regardless of the nature of the action that caused the alarm’s activation. If it cannot be ascertained which student is responsible for the alarm activation, the assessment is made against all students assigned to the room equally. back to contents
Failure to evacuate, placing false alarms, interfering with the proper functioning of a fire alarm system, tampering with or removing the hoses, extinguishers and life saving equipment (smoke detectors, carbon monoxide detectors, sprinklers and strobe lights) are prohibited. All residents are expected to comply with all directives by emergency officials and or Residence Life staff during drills and/or evacuations. back to contents
Use Electricity Safely If an appliance smokes or begins to smell unusual, unplug it immediately and have it repaired. Check all your electrical cords, and replace any that are cracked or frayed. Replace any extension cords that are cracked or frayed and do not overload them or run them under rugs. Remember that fuses and circuit breakers protect you from fire: do not tamper with the fuse box or use fuses of an improper size.
Be careful cooking; Keep cooking areas clear of combustibles, and do not leave the cooking area unattended. Keep your pot’s handles turned inward to prevent it from being knocked over the edge of the stove. If grease catches fire, carefully slide a lid over the pan to smother the flames, and then turn off the burner. When cooking, watch your food CLOSELY. The fire alarms in the building are very sensitive and will be set off by burning food. Know where the fire extinguishers are located. Open windows. Cooking negligence and failure to maintain clean cooking appliances will result in sanctions. Please inform a Residence Life staff member if you are responsible for the activation of a fire alarm.
Candles, smoking, and spaces heaters and any other open coil, open flame or burning items are strictly prohibited in the Othmer/55 Clark Street Residence Hall. back to contents
There is 1 in-room safe per student that can be accessed with a personal 4-digit PIN. (There's remote access in case you forget your PIN.) It fits all kinds of personal items, including most laptops. Useful for storing important items, such as medicine, keepsakes, documents, schoolwork, MP3 players, personal DVD players, cell phones and PDAs. back to contents
(Subject to revision)
When a resident student violates the Code of Conduct or the Residence Life policies and/or procedures, the following sequence of events will occur. Some situations may require immediate decisions by the Residence Life staff at the time of the incident. All residents and guests must comply with verbal and/or written decisions set forth by staff members at this time. Students are obligated to follow through with the judicial proceedings and will be held accountable for non-compliance.
An Incident Report (IR) is received in the Office of Residence Life. Any student, administrator, Residence Life staff member, or Institute official may submit an IR to the Assistant Director of Residence Life. back to contents
The Assistant Director of Residence Life will review the incident report. If the incident requires judicial recourse, the student will be notified of their violation and a date to have a hearing with the appropriate Hearing Officer. Failure to respond to the notification will be regarded as a no contest plea and the Hearing Officer will set the sanction(s). The type of reported violation may determine which Hearing Officer you will appear before.
After receiving the Incident Report (IR), the Hearing Officer responsible for the case will schedule a hearing date. A letter will be sent to the student informing him/her of the date and time.
When the student meets with a Hearing Officer, the resident will have the opportunity to:
Due to the administrative nature of the proceedings, students have an affirmative obligation to respond to all queries, posed by the Hearing Officer, as relates to the alleged violation of the Residence Life or Institute policies. Hearings will be recorded for accuracy for testimonies. back to contents
After the hearing, the Hearing Officer(s) will determine whether or not the student is responsible for the policy violation of the Residence Life and/or Institute Policies and Procedures. If the student is found responsible for the current policy violation, a Hearing Officer will take previous judicial matters into account when determining an appropriate sanction. The officer(s) has the authority to recommend that the student be placed on deferred suspension or removed from housing.
The student will be notified of the hearing decision in writing. If the student is found responsible for the policy violation, the letter will explain the sanction. The Hearing Officer may also require that the resident schedule an appointment to discuss the outcome of the hearing and the sanction. back to contents
Students who engage in behavior that violates the terms, conditions and regulations of their Housing Agreement and/or Residence Life policies will be required to work with the staff of Residence Life to resolve the issue. The Institute has identified a number of administrative and educational sanctions to address inappropriate
behavior. If a resident is found responsible for the incident documented in the Incident Report, he/she may be assigned either or both types of sanctions. If the student is to be found responsible or violating other Institute policies and/or the Institute Code of conduct, the hearing may go before the Institute’s Judicial Officer and will follow the hearing procedures outlined in the Institute Code of Conduct.
All reported violations of Institute policy will result in the creation of a file that becomes part of the resident’s record. Students are to comply with all sanctions issued by the Institute. Failure to comply with sanctions will constitute a new violation and will result in further disciplinary action.
Sanctions should commensurate with the violation(s) that were founded. In determining an appropriate sanction, the Hearing Officer should take into account any mitigating circumstances and any aggravating factors (i.e., provocation, any past misconduct, any failure to comply with previous sanctions, the actual and potential harm caused by the violation, the degree of intent and motivation of the student in committing the violation). Impairment resulting from voluntary use of alcohol or drugs (other than medically necessary) will be considered an aggravating factor. Previous judicial actions will be considered when determining an appropriate sanction. Sanctions for violations of the Institute Housing Policy may include, but are not limited to, one or more of the following:
The Hearing Officer may impose all other sanctions except Housing Termination and/or Institute Expulsion. The Hearing Officer can make such recommendations to the appropriate judicial officer. back to contents
In certain circumstances, the Institute may impose an interim suspension prior to a hearing. Interim suspension may be imposed only 1) to ensure the safety and well-being of members of the Institute community or preservation of Institute property; 2) to ensure the student’s own physical or emotional safety and wellbeing; or 3) if the student poses a definite threat of disruption of or interference with the normal operations of the Institute. During the interim suspension, students may be denied access to the Residence Life facilities and/or to campus (including classes) and/ or all other Institute activities or privileges for which the student might otherwise be eligible as the Judicial Officer may determine appropriate. This temporary suspension will be confirmed by a written statement and shall remain in effect until the conclusion of a full hearing without undue delay, in accordance with the policies of the Polytechnic Institute of NYU. back to contents
Suspension of the student from the Residence Hall for a specified period of time excludes the student from residing in the residence facilities. While under suspension, the resident will not be permitted to use any facility of the Residence Hall unless special permission is obtained from the Director of Residence Life. back to contents
Educational interventions require a student to become actively engaged in a process, which will challenge the student to learn how his/her behavior impacts the community, and how he/she can make positive contributions to the community. This list includes, but is not limited to:
In the event that a student fails to attend a judicial hearing or fails to reschedule a judicial hearing prior to the appointed time, the Hearing Officer will make a decision in their absence. back to contents
Students have the right to appeal any Hearing Officer decision on the following grounds:
The student will have 2 business days (e.g., Spring Break is not considered a holiday) from the date of the original decision appointment to file an appeal. The appropriate Hearing Officer will review the records from the student’s hearing and such written submission and oral argument. The original decision may be sustained, modified, or reversed.
Appeals must be submitted in letter format to:
All hearings shall be fair and reasonable in keeping with the concept of fundamental fairness. If a student is accused of policy violations, he/she has the following rights:
Postponing of Charges
Judicial proceedings and actions are not subject to challenge or postponement on the grounds that criminal or civil charges involving the same incident have been dismissed, reduced, or are pending in civil or criminal court. back to contents
The following is a partial list of fines that may be imposed in addition to educational sanctions and/or repair costs of damaged items. Fines may increase for repeat offenses. (Subject to revision)
Alcohol and Other Drugs
|$100 - $300|
|Activation of the fire alarm||$150|
|Failure to evacuate||$150|
|Tampering with fire / life safety equipment||$150|
|Usage of elevator for evacuation during a fire alarm||$100|
|Tampering with windows or screens (in addition to restitution of damage)||$100|
|Improper entrance to or exit from residence facility||$100|
|Falsifying indentity / guest forms||$100|
|Misuse of Institute ID||$100|
|Tresspassing in restricted areas||$100|
|Smoking in the residence hall||$50 - $100|
|Suspicion of Smoking / Drugs (ashes, smoke aroma)||$50 - $100|
|Failed health and safety inspections||$50 - $100|
Prohibited Items (See List)
|Possession of unauthorized items||$50 - $150|
|Possession of stolen property||$200|
|Compliance with Institute personnel||$150|
|Unauthorized possession of Institute property||$100|
|Vandalism (in addition to restitution damage)||$100|
|Projectiles (in addition to restitution damage)||$100|
|Trash (depending on amount)||$25 - $100|
|Cleaning||$50 - $150|
Policies and Procedures
|Lock change (lost key)||$400|
|Unauthorized room change||$100|
|Guest / visitation||$50 - $150|
|Improper check-in to the residence hall||$60 per day|
|Improper check-out from the residence hall||$50|
|Noise violation (Quiet / Courtesy Hours)||$50|
|Room / suite lock-out (each lock-out)||$5 - $50|
|Failure to carry NYU-Poly ID||$5 - $50|
|Lost guest pass||$5|
(Subject to revision)
Item Repair Replace
|Doors||$150 - $500|
|Common Area - (door)||$400|
|Bathroom - walls (painting)||$400|
|Full mirror (on door)||$13 per sq ft|
|Tel / Internet Jack|
|Common room - walls (painting)||$400|
|Common room - ceilings (painting)||$400|
|Common room - floors||$45 per yard|
|Bedroom - walls (painting)||$400|
|Bedroom - ceilings (painting)||$400|
|Bedroom - floors||$45 per yard|
|Windows - screens||$35|
|Strobe Light - fire alarm||$365|
|AC / Heaters||$3,100|
|Extra cleaninig||$35 OT rate per hour|
|Lock||$400 with installation|
|Bed Frames||$300 or $325 or $702|
|Desks||$423 or $483|
|Bookshelf on desk||$245|
|Wardrobes||$600 - $975 (5 types)|
|Chest 6/5/3 drawer||$510 or $577|
|Dining table||$247 or $292 or $337|
|TV stand||$477 or $536|
|Night stand||$225 or $275|
|Corner end table||$252|
When items on the Prohibited Item List are found, they will be confiscated. When appropriate, the Office of Residence Life will store confiscated items and/or turn them over to the appropriate Institute official. Students may request confiscated items and remove them from the residence hall after complying with the designated sanction for the possession of prohibited items.
If prohibited items be found a second time, they will be confiscated and available for removal from the residence hall at the end of the semester. Additional sanctions will be imposed. Confiscated items, which are not retrieved within 1 week of the last day of the semester, will be assumed to be abandoned and will be discarded by the Office of Residence Life. These same guidelines apply if prohibited items are observed or reported at times other than during routine inspections. back to contents
There are some items that are restricted in the residence suites/apartments because of the potential hazard to the health and safety of the community. This list includes but is not limited to:
This policy contains the official notification procedures of NYU-Poly for missing students who reside in on-campus housing, in accordance with the requirements of the Higher Education Opportunity Act of 2008 (the “HEOA”).
The purpose of this policy is to promote the safety and welfare of members of the NYU-Poly community through compliance with the requirements of the HEOA.
Faculty, staff and students
If a member of the NYU-Poly community has reason to believe that a student who resides in on-campus housing is missing, he or she should immediately notify the Office of Residence Life at 718-260-4160.
After investigating the missing person report, should NYU-Poly determine that the student is missing and has been missing for more than 24 hours, NYU-Poly will notify the NYPD 84th precinct and the student’s emergency contact no later than 24 hours after the student is determined to be missing. If the missing student is under the age of 18 and is not an emancipated individual, NYU-Poly will notify the student’s parent or legal guardian immediately after NYU-Poly has determined that the student has been missing for more than 24 hours.
In addition to registering an emergency contact, students residing in on-campus housing have the option to identify confidentially an individual to be contacted by NYU-Poly in the event the student is determined to be missing for more than 24 hours. If a student has identified such an individual, NYU-Poly will notify that individual no later than 24 hours after the student is determined to be missing. Students who wish to identify a confidential contact can do so through the Office of Residence Life. back to contents