Community Handbook: Policies and Procedures

This section outlines processes and procedures within Residential Living and Learning. Please note that this section does not include the University's Policies, Procedures, Standards, and Statements.

Abandoned Property

East Texas A&M University (ETAMU) and Residential Living and Learning (RLL) are not responsible for personal property left behind in University Housing. Residents are responsible for removing all personal belongings from their assigned residence hall or apartment by the required move-out deadline or the end of their Housing Contract period.

Any property left behind after the required check-out period may be considered abandoned and will be removed and stored at the resident's expense. When possible, RLL will notify the resident and provide instructions for arranging a time to retrieve remaining belongings.

RLL will retain abandoned property for up to 90 days. A flat storage and handling fee of $540 will be assessed for this holding period, which includes costs associated with climate-controlled storage, inventory, and handling of items. Any unclaimed property remaining after 90 days will be disposed of in accordance with University procedures.

Communicable Diseases

Students living in the Residence Halls or University Apartments who are diagnosed with a communicable disease, including but not limited to COVID-19, chicken pox, measles, mumps, mononucleosis, Ebola, and SARS, that proves to be a health threat to other residents may be relocated to an alternate apartment/room on campus until such time when it is determined the student is no longer contagious.

RLL staff will maintain the privacy, to the extent possible, of any student who has knowledge of testing positive for any communicable diseases. To make arrangements to temporarily relocate due to having a communicable disease, contact our Residential Living and Learning staff.

Contract Release

Residents requesting to be released from their Housing Contract must complete the Contract Release Request located in the myLeo Housing Portal.

To be considered for a contract release, residents must submit the completed request form and provide any required supporting documentation. Requests will be reviewed by Residential Living and Learning in accordance with University Housing policies and procedures. Submitting a request does not guarantee approval of a contract release.

Discrimination

In accordance with A&M System Policy 08.01.01.R2 Anyone who experiences, observes, or becomes aware of illegal discrimination and/or related retaliation should promptly report the incident(s) to any of the following: their supervisor (if a East Texas A&M employee), Title IX Office: 903.468.3104 or [email protected], University Police Department: 903.886.5868 or [email protected], Human Resources Office: 903.886.5282, Office of Student Rights & Responsibilities: 903.886.5195, Risk, Fraud & Misconduct Hotline: 888. 501.3850.

Emergency Contact Information

During the housing application and contract renewal processes, students living on campus are required to provide at least one emergency contact to Residential Living and Learning. This information will be kept confidential. It will only be used by Residential Living and Learning staff and other East Texas A&M University staff members with emergency response job responsibilities or in the case of emergencies involving students, such as death, life-threatening injuries, or a missing person report.

Emergency Preparedness

In emergency situations, such as severe weather, flooding, hazardous material incidents, or other campus safety concerns, emergency responders or University officials may issue protective actions for individuals who live, work, or visit campus. These actions may include evacuating to a designated safe location or sheltering in place.

Depending on the nature and location of an emergency, different protective actions may be issued for various areas of campus. Residents should follow all instructions provided by the University Police Department (UPD), emergency responders, or University officials during an emergency situation.

Residents are encouraged to download the Lion Safe App, which provides important safety alerts, emergency notifications, and access to campus safety resources. The app is connected to the University's emergency communication and safety systems and serves as an additional resource to help residents stay informed.

Area Evacuation for Emergencies

An area evacuation is an organized withdrawal from a building or area to an assigned safe location. Upon notification to evacuate, quickly:

  • Dress appropriately for the weather.
  • Take only the essentials with you, such as eyeglasses, medications, identification, and money (cash/credit cards). Do not take time to pack your belongings.
  • Turn off computers, unnecessary equipment, and appliances.
  • Close and lock the door as you exit your room/apartment.
  • Follow the directions provided for safe routes of evacuation.
  • Listen to the radio to monitor emergency status.
  • Do not use your personal vehicle for evacuation unless specifically instructed.
  • If you need special assistance, contact your Resident Assistant, Community Director, or other appropriate emergency contacts. If these staff members are unavailable, call the University Police Department at 903.886.5868 for assistance.

Sheltering in Place for Emergencies

When emergency conditions do not warrant or allow evacuation, such as in some active shooter scenarios and/ or a gas leak, the safest method to protect individuals may be to take shelter inside a campus building or apartment and await further instructions. If asked to shelter in place, quickly:

  • Move indoors or remain there. Avoid windows and areas with glass.
  • If available, take a radio, computer, or mobile device to the room to track emergency status.
  • Keep telephone lines free for emergency responders. Do not call 911 for information.

If hazardous materials are involved:

  • Turn off ventilation/AC systems (if accessible) and close or seal all air inlets and cracks from the outside.
  • Select a room that is easy to seal and, if possible, has a water supply and access to restrooms.

If you smell gas or vapor, hold a wet cloth loosely over your nose and mouth and breathe through it as normally as possible.

Fire Alarm System

Each building is equipped with a fire alarm system. Residents are required to evacuate the building during the sounding of all alarms unless told otherwise by a member of the building staff and/or the University Police Department. Residents are prohibited from tampering with these systems, including but not limited to pulling fire alarms when no fire or threat of fire is present, playing with fire extinguishers, covering smoke detectors, and hanging items on or playing with the sprinkler system within the building. Failure to adhere to this policy will result in sanctions that could include fines or fees.

When an alarm sounds, residents should do the following:

  1. Immediately close windows.
  2. Grab keys, phone, and Lion Card/Mobile Credentials.
  3. Wake your roommate and inform them of the alarm.
  4. Put on shoes and grab a jacket (if during night and/or colder months)
  5. Check the door or doorknob. If it is cool, open it and proceed towards the closest emergency exit to the assigned meeting location. If it is hot, do not open it; place a towel under the door. If smoke is either seen or smelled, call 911 and inform them of your location.
  6. Leave the door closed and walk to the exit. If smoke is encountered, stay low for air.
  7. Do not use an elevator.
  8. Do not re-enter the building under any circumstance until cleared by UPD or a Residential Living and Learning staff member.

Severe Winds

The best protection in severe winds is a permanent building on the campus. As a result, steps will be taken to ensure the safety of students/employees within the buildings rather than to evacuate. Time permitting, students and employees in temporary structures will be moved to permanent buildings/structures.

  • At the time of warning of impending severe winds, property and equipment not properly anchored should be moved inside a building or tied down.
  • Immediately after the cessation of severe winds, university personnel will inspect all areas for damage.

Watches and Warnings

The National Weather Service and local radio and television stations will announce watches and warnings about severe weather. If a Tornado Watch or Severe Storm Watch is issued, you should:

  • Review Emergency Plans.
  • Be alert for changing weather conditions.
  • Be prepared to act.

If a Tornado Warning or Severe Storm Warning is issued, you should immediately take the following precautions:

  • Do not go outside.
  • Move into the smallest interior space without exterior windows or doors (such as inner hallways, interior stairwells, bathrooms or closets).
  • Avoid the top floor of buildings and any area that may be glass enclosed or has a large unsupported roof.
  • If you are unable to move to a small interior place of shelter, get under a sturdy piece of furniture.
  • Monitor local radio or television stations for announcements of any additional actions to take and/or for cancellation of the warning.
  • Occupants of the building should remain in the place of shelter until the warning has been officially canceled.

Drop and Tuck Position:

  • With your head toward an interior wall,
  • Drop to your knees, bend forward, and tuck your body to your legs,
  • Clasp your hands across the back of your neck

Fire Drills

For the protection and safety of our community, unannounced fire drills will be held during the academic year. Your cooperation is mandatory to become familiar with evacuation routes. Anytime the alarm sounds, residents must exit the building. Participation in fire drills is required by state law. If you are confirmed to have an emotional/support animal, you are responsible for the animal during the fire drill.

Internet Access

Residential Wi-Fi has transitioned to a new login system that integrates with East Texas A&M University’s Single Sign-On (SSO).

Whether you are currently living on campus, preparing to move in, or planning to live on campus in the future, you will need to create a new account using your East Texas A&M SSO credentials before connecting your devices to the Residential Wi-Fi network.

HOW TO CONNECT – New User

  1. If your device already has connectivity: Go to https://etamu.hed.boldyn.com to sign in.
  2. If your device does not have any connectivity like your PC or MAC: When connecting for the first time, go to your wireless settings and connect to MyResNet Start Here SSID (manually type it in if it doesn't show up). This will automatically direct you to the online portal https://etamu.hed.boldyn.com where you can sign in.
  3. Once you are at the portal https://etamu.hed.boldyn.com:
    • Sign in using your East Texas A&M School UserName and Password
    • Once an account has been created, sign out, sign back in and click on “show wi-fi password” under Add Devices Tab. You can change your wi-fi password here to something unique if you wish or you can keep it at the default.
    • You will use this Wi-Fi password to connect your devices to the network.
  4. Connect to the Network
    • Navigate to the wireless settings on each device
    • Connect to MyResNet-5G (Always use 5G however you can connect to MyResNet2G if your device is not 5G compatible)
    • Enter your Wi-Fi password when prompted to connect
    • Enable the “auto-join” feature

Helpful Tips:

  1. MyResNet-5G: Connect to MyResnet-5G for the fastest WiFi connection. This should be your default setting.
  2. MyResNet Start Here: Forget this network once you have created your account.
  3. Each user's password must be unique – if someone at the same institution has the same password, it will ask you to choose another password.
  4. Each user is allowed to register as many devices as they like, but Boldyn guarantees speeds for 10 devices/user to be online at the same time and each device gets our advertised speeds.

Need Some Help?
If you need any help, a support representative is available 24 hours a day to assist you.

If you need to access your account at any time, visit etamu.hed.boldyn.com and sign in.

Keys and Lockouts

Residents are responsible for keeping their room key, Lion Card, or Mobile Credentials secure at all times. Keys and access credentials should not be shared with or used by anyone other than the assigned resident. Residents should report lost keys or access issues to Residential Living and Learning as soon as possible.

If a resident is locked out of their assigned space, Residential Living and Learning (RLL) staff will assist with regaining access. To encourage residents to keep their keys or access credentials with them, a $15 lockout fee will be assessed beginning with the fourth lockout of the academic year. The first three lockouts are provided at no charge.

If a physical room key is lost, a $100 lock change fee will be assessed to cover the cost of replacing the key and changing the lock to maintain the security of the residential community.

Interpersonal Conflicts

If residents have a conflict, they should first discuss the problem directly with each other. Do not use passive-aggressive behavior in an attempt to resolve the conflict. Face-to-face, calm discussions are always the preferred approach. If a resolution cannot be reached, residents are encouraged to see their Resident Assistant (RA) to schedule a roommate mediation meeting. If the RA feels the issue remains unresolved, a referral will be made to the Community Director (CD). If the problem still cannot be resolved, Residential Living and Learning reserves the right to initiate a move for one or more parties or document the situation through the RLL judicial system.

Meal Plans

One Year and Two Years Post-High School Graduation: Any residential student who enrolls at East Texas A&M within one (1) or two (2) years of high school graduation is required to have either the 17 Meal Plan w/ $800 FLEX or 19 Meal Plan w/$800 FLEX plan.

Three or More Years Post High School Graduation: Any residential student who enrolls at East Texas A&M three (3) or more years post-high school graduation may select any meal plan offered.

  • Meal Plan Descriptions
    • 19 Meal Plan w/$800 FLEX: Cost is $ 3,037.00, 19 meals a week in the Lion's Mane Café or exchange for $7 credit to be used in the Lion's Lair retail venue, Ibasho Sushi, or concessions at Memorial Stadium and the Field House during sporting events. Includes $800 FLEX to be used at any dining location on campus, per semester.
    • 17 Meal Plan w/$800 FLEX: Cost is $2,954.00, 17 meals a week in the Lion's Mane Café or exchange for $7 credit to be used in the Lion's Lair retail venue, Ibasho Sushi, or concessions at Memorial Stadium and the Field House during sporting events. Includes $800 FLEX to be used at any dining location on campus, per semester.
    • 14 Meal Plan w/$800 FLEX: Cost is $ 2,850.00, 14 meals a week in the Lion's Mane Café or exchange for $7 credit to be used in the Lion's Lair retail venue, Ibasho Sushi, or concessions at Memorial Stadium and the Field House during sporting events. Includes $800 FLEX to be used at any dining location on campus, per semester.
    • 7 Meal Plan w/$800 FLEX: Cost is $2,059.00, 7 meals a week in the Lion's Mane Café or exchange for $7 credit to be used in the Lion's Lair retail venue, Ibasho Sushi, or concessions at Memorial Stadium and the Field House during sporting events. Includes $800 FLEX to be used at any dining location on campus, per semester
    • $1,365 FLEX/ 30 Block Plan: Cost is $1,700.00, 30 meals per semester that may be redeemed in the Lion's Mane Café or exchange for $7 credit to be used in the Lion's Lair retail venue, Ibasho Sushi, or concessions at Memorial Stadium and the Field House during sporting events. This plan includes $1,365 in FLEX that may be used at any Sodexo dining location on campus.
  • Students can add a meal plan through their myLeo Housing Portal.

Meal Plan Exemptions, Changes, and Cancellations

Requests for exemptions or exceptions to the mandatory meal plan requirement must be documented and approved by both the University and Sodexo.

  • To cancel a meal plan, submit a Contract Release Request through myLeo.
  • To add or change a meal plan, submit the Add/Change Form through myLeo.

The deadline to cancel or switch to a lower-cost meal plan is the 12th class day of the first semester the meal plan begins.

Network Devices

Network devices (router, switch, hub, etc.) are NOT permitted on the University's network at any time unless the University owns it and has been put in place by Information Technology or specifically has been approved by Information Technology. These devices can serve as gateways to our university's internal systems and can result in data theft, as well as other malicious activity. Additionally, they can cause conflict with our network protocols and potentially bring down the entire network. Devices (PC, Mac, etc.) that are not owned and managed by the University CANNOT be connected to our wired network in the administrative offices at any time. However, these devices can be connected to the University's public wireless network.

Parking

All motor vehicles must be properly registered with the University Police Department (UPD) at the time of class registration. All drivers should abide by University and State regulations. Parking on grass or in fire lanes (red-curbed areas) is strictly prohibited, including during all move-in and move-out processes. Any vehicles found in violation of these requirements will be referred to UPD.

Residents are responsible for ensuring their parking permit is valid for their assigned residential community. If a resident moves during the academic year to a different building that requires a different parking permit, they must update their parking permit through the Cashier's Window, located on the first floor of the Business Administration (BA) building, or through the online process.

Parking in the Prairie Crossing parking garage is reserved for designated residential use during the academic year. Residents and guests are not permitted to park in the Prairie Crossing parking garage outside of the academic year unless authorized by Residential Living and Learning (RLL) and/or UPD.

Visitors parking on campus are also required to obtain a visitor parking pass. For more information, please visit the UPD website or visit UPD in Henderson Hall.

Posting and Fliers

Campus departments and registered student organizations wishing to post flyers within the residential communities must obtain approval from the Director of Residential Living and Learning or their designee by emailing [email protected].

Failure to follow this policy will result in the immediate removal of the poster or flyer and may lead to your organization being banned from posting flyers in residential communities for the rest of the semester.

For best results when posting flyers, please submit them at least seven business days in advance. This allows time for approval and proper dissemination of information. If organizations choose to chalk their advertisements, chalking must be pre-approved by Residential Living and Learning. Any approved chalking must be in areas exposed to rainfall. Staff reserves the right to remove any chalking that is inappropriate, offensive, or not approved.

Prairie Crossing Apartments Pool Use

The Prairie Crossing Pool is an amenity available to Prairie Crossing residents and registered guests. To use the pool, individuals must either be a current Prairie Crossing resident or be actively checked in as a guest through the Residential Living and Learning (RLL) Guest Registration Form. Individuals using the pool who are not Prairie Crossing residents or registered guests will be asked to leave immediately.

All residents and guests must follow the pool rules and expectations posted on the pool deck at all times. Residents are responsible for ensuring their guests are aware of and follow all pool policies. Failure to follow pool rules may result in the loss of pool access and/or additional follow-up from RLL.

The Prairie Crossing Pool is open Monday through Friday from 10:00 am to 8:00 am. Pool hours may be adjusted due to weather, maintenance, safety concerns, or university operations. The pool may only be used during designated operating hours.

Residents and guests are expected to help maintain a safe and welcoming environment by keeping the pool area clean, respecting other residents and guests, and following all RLL policies.

Registering to Vote/Physical Address For Residential Communities

Residential Living and Learning encourages all eligible residents to register to vote. To register to vote as a campus resident in Hunt County, you need to indicate on your voter registration the physical address of your residential community on your voter registration form and include a mailing address, such as a local post office box, where you can receive mail. Residential communities do not provide mail services.

Physical Addresses for Residential Communities

  • F Halls: 1600 Education Drive, Commerce, Texas 75428
  • New Pride: 2000 Walnut Street, Commerce, Texas 75428
  • Phase 2: 2501 West Neal Street, Commerce, Texas 75428
  • Prairie Crossing: 1809 Monroe Street, Commerce, Texas, 75428
  • Pride Rock: 2513 West Halls Avenue, Commerce, Texas 75428
  • Whitley Hall: 2001 Culver Street, Commerce, Texas, 75428

Roommate Agreements

Roommate Agreements are living documents designed to foster healthy communication and used to facilitate conversations that are essential for building strong relationships within your floor communities and your room. Residents are strongly encouraged to work with their Resident Assistants (RAs) to complete Roommate Agreements as the agreements will be referenced if conflict arises. Residents must follow the terms outlined in the agreements.

Room/Apartment Entry and Search

The University understands residents' desire for privacy, especially within their group living environment, and will do everything possible to protect and ensure their privacy. However, the University, through a Residential Living and Learning staff member, reserves the right to enter a resident's room or apartment at any time for these reasons:

  • To verify compliance with health and safety requirements.
  • To complete maintenance, repairs, cleaning, inspections, or pest control services.
  • To conduct an inventory of University-owned property.
  • To address unattended alarms, excessive noise, or other situations that may impact the residential community.
  • When there is reason to believe there is an immediate concern involving the health, safety, or well-being of individuals or the protection of property.
  • When there is reasonable cause to believe a violation of University or Residential Living and Learning policies has occurred.
  • To locate missing or misplaced University property.

In limited circumstances, RLL may conduct a search of a resident's assigned space when the requirements for room entry have been met and there is reasonable cause to believe a search is necessary. Room or apartment searches will be conducted by authorized University personnel in accordance with University policies and procedures.

Residents are expected to cooperate with authorized room entries and searches conducted by RLL staff.

Sexual Harassment/Violence

In accordance with A&M System Policy 08.01.01.R2 sexual harassment is defined as “unwelcome sexual advances, requests for sexual favors, and other verbal, non-verbal, or physical conduct of a sexual nature when this conduct is so severe, persistent or pervasive that it: Explicitly or implicitly affect an individual's employment, unreasonably interferes with an individual's work or educational performance or creates an intimidating, hostile or offensive work or educational environment.”

Sexual Violence is defined by the Texas A&M System as “a form of sexual harassment. [Sexual Violence] refers to sexual acts perpetrated against the victim’s will or where the victim is incapable of giving consent due to the use of drugs, alcohol, or due to an intellectual or other disability. Examples include rape, sexual assault, sexual battery, and sexual coercion.”

East Texas A&M University (ETAMU) encourages the reporting of harassment, discrimination, sexual and/or relationship misconduct by victims and witnesses. Please visit the Title IX website to complete the reporting form or contact the Title IX Coordinator for ETAMU. Alternatively, you can contact our University Police Department (UPD) or seek assistance from a Residential Living and Learning (RLL) staff member.

Syringe Disposal

Residents required to use needles for medical reasons are prohibited from disposing of them within a regular trash bag/can and are required to utilize a puncture-proof container. If no container is available, please take used needles to the Student Health Services in Henderson Hall or contact them at (903) 886-5853. If you find a syringe or other sharps that is not secured, do not touch it; secure the area and contact Residential Living and Learning (RLL) staff immediately.

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