Policy on University Owned Non-Student Housing

This Policy on University Owned Non-Student Housing applies to persons who may reside in University Owned Non-Student Housing (“Housing”) on a pre-determined, non-permanent basis to further the mission of the University. This Policy does not apply to housing occupied by the President of the University or housing occupied by students.  The definitions of capitalized terms contained in this Policy not otherwise defined are set forth in Section III.F. 

The University’s goal in providing Housing to specified individuals is to serve the best interests of the University in its mission to educate students.  The purpose of this Policy is to identify categories of persons eligible for Housing, establish guidelines for the use of Housing, and establish conditions for occupancy of such Housing. 

The Policy is as follows: 

At the sole discretion of the Department responsible for the Occupant, in consultation with Human Resources, Finance and Administration, and Student Affairs, persons identified in this Section may be permitted to reside in University Housing.  There is no guarantee that if an individual is eligible for Housing under this Section, there will be Housing available at the time it is requested.

Certain Student Affairs and Campus Life Employees may be required to live in Housing as a condition of their employment to meet programmatic requirements.  Examples of this include resident directors and residence life coordinators in student residence areas. Generally this requirement is communicated to prospective employees in the job description and all position postings. All such employees are required to live in residence halls and apartments that are designated as student housing facilities.  In these circumstances, the specific terms of the employee’s Housing will be set forth in the employee’s offer letter as communicated to them by Human Resources.

As part of a negotiated offer and term of employment, the University may offer Housing to a staff or faculty employee.  In these circumstances, the specific terms of the employee’s Housing will be set forth in the employee’s offer letter as communicated to them by Human Resources.

Housing may be available on a limited and temporary basis to newly hired faculty or staff relocating to the area. Housing under these circumstances is generally limited to two (2) months, with extensions due to special circumstances granted solely at the University’s discretion. In these circumstances, the specific terms of the employee’s Housing will be set forth in the employee’s offer letter as communicated to them by Human Resources. 

The University may provide specified employees with Housing to offer continuous operational coverage, security, and readily available personnel in the event of a Crisis Situation. Such Housing will be provided on a temporary basis not to exceed what is required by the Crisis Situation and will be provided for the employee only, and is not extended to the employee’s family. 

The University may provide Housing for non-employee Visitors who travel to the University to participate in a University-sponsored educational program, cooperative agreement, or collaborative research project.

Housing may be offered to domestic and international TCGS employees who visit the Glenside campus for work-related purposes.  The length of such Housing is not intended to exceed one month.   

Housing may be offered to members of the University’s Board of Trustees who visit the Glenside campus for Board-related purposes.  

Housing may be available for conference or other event participants who do not otherwise have a working relationship with the University. Generally Housing is available in these circumstances only when the University is not in session, such as during the summer break.  In these circumstances, the Department responsible for the Occupant shall consult with Human Resources, Finance and Administration, and Student Affairs before finalizing any arrangements.

In rare and compelling circumstances, the University may consider offering Housing to employees or community members due to extenuating circumstances of hardship, as determined in the discretion of Human Resources, Finance and Administration, and Student Affairs.

Requests for the allocation of Housing are reviewed and approved by Human Resources, Finance and Administration, Student Affairs, or Auxiliary Services, as appropriate, and should include the following information:

Such requests shall be evaluated according to the guidelines set forth in this Policy, including whether granting the request furthers the best interests of the University. No request for Housing is guaranteed unless Housing is a condition of employment or included as a term in a University  employment contract.  

All Housing assignments should be documented in the University’s housing portal online system which is currently StarRez. 

When Occupants reside in Housing, they are required to execute a Faculty, Staff and Visitor Campus Housing Agreement and they are required to acknowledge and sign the Rules and Regulations for Arcadia-Owned Housing. Auxiliary Services is responsible for maintaining a file of both of these signed Agreements. Occupants may submit a request to Auxiliary Services for permission to keep a pet in University Housing, and the University will consider such requests in its sole discretion and on a case-by-case basis. Occupants granted permission to keep a pet in University Housing must agree to specified requirements concerning the pet’s occupancy, may be subject to an additional security deposit, and may be held financially responsible for any damage caused by the pet.

The University may require Occupants to vacate University Housing immediately if their relationship with the University is terminated or if the Occupant changes their position to one that is not eligible for Housing under this Policy.  The  University shall determine the length of residence in Housing, in all circumstances, in its sole discretion.  The provision of Housing may be rescinded to meet student housing needs or for other reasons as determined by the University. 

Occupants of Housing are required to abide by all University policies, including but not limited to, Alcohol on Campus Policy, the Animals on Campus Policy, the Smoking Policy, and the Weapons Free Campus Policy. Any violation of a University policy or the Rules and Regulations for University Housing may result in immediate termination of an Occupant’s Housing.

Occupants who are also University employees undergo background checks by Human Resources as a condition of hire.  Where a co-habitant of a University employee Occupant is over 18 years of age, that person must also undergo a background check prior to occupancy.

Financial arrangements for all Housing – i.e., whether an Occupant will pay for the Housing, and if so, at what rate – will vary by individual circumstances and will be communicated to an Occupant in advance of their occupancy.  All Occupants will be advised that there may be tax consequences to the Occupant’s use of Housing depending on the individual circumstances, and that they are responsible for understanding these consequences before finalizing arrangements to reside in such Housing.

Visitors to the University staying for short terms, (i.e., seven nights or fewer) are encouraged to use local hotels whenever possible, instead of Housing. 

Crisis Situation:  An urgent situation that causes a disruption to usual or normal business activities and can be a threat to the reputation, and health and safety of the University’s global community.  This can include weather-related incidents, natural disasters, health-related incidents, or an event that necessitates immediate communication to the University or external community. A Crisis Situation may prompt significant, often sustained, public scrutiny and has the potential to damage the institution’s reputation, image, or financial stability.

Department:  A department, business unit, or school at the University.

Essential Personnel: Certain employees determined by the University to be required to remain on campus during a Crisis Situation in order to offer continuous operational coverage, security, and readily available personnel. 

Occupant:  Any person residing in University Housing for any length of time.

University:  Arcadia University, its colleges, schools, affiliates, divisions and subsidiaries. 

University Owned Non-Student Housing: a limited number of University owned apartments, condominiums, residential houses, and traditional residence halls located on or near the main campus in Glenside, Pennsylvania.

Visitors: A person, not a University employee, from another university, research institution, government agency or non-profit organization who visits the University for the purposes of participating in a University-sponsored educational program, cooperative agreement, or collaborative research project under the supervision of a University Department for a short period of time.

This Policy is effective on the date that it is signed by the President. 

Signed:  /s/ Ajay Nair

              Ajay Nair, President

Date:  October 25, 2023