Housing & Residence Life Policies

Only HRL air conditioners are allowed in student rooms. Students may not install personally owned air-conditioning units in their room.

Residents are not allowed to make alterations or additions to or within the premises. This includes painting the room or apartment. Students will be charged for repairs needed to return rooms to an HRL-approved color and condition after move-out.

Resident assignments are made according to procedures published by HRL. While every effort is made to assign residents in accordance with their preferences, an assignment based on preferences is not guaranteed.

Residents may exchange or transfer apartment/rooms using the following procedure: (1) advance approval of the change by HRL (begin by emailing your Residence Coordinator), (2) inspection of vacated apartment/room and newly assigned apartment/room by HRL, and (3) return of old keys and signing for new keys in the appropriate HRL Campus Office(s), as applicable. The residents seeking the assignment change are responsible for making required appointments and moving arrangements. An unofficial apartment/room change may lead to the revocation of this License and will not relieve the residents involved of the obligation to pay housing charges, damages, and other costs for the officially assigned room.

The number of residents to be assigned to each room or apartment is established by HRL. 

HRL retains the authority to make all space assignments. Vacancies existing in halls and apartments may be filled by HRL without notice.

HRL reserves the right to change a resident’s assignment if such a change is determined to be necessary. Such changes include relocating a resident from his or her room or apartment where there is a vacancy, to another room or apartment where there is a vacancy, in order to make an entire room or apartment available for a pair of roommates.

All residence hall bathrooms are unlocked.

• Bicycles may be stored in the owner’s room or apartment, but may not be stored in commons, baths, entrances, stairways, or on sidewalks. Bicycles must not be left in locations where they may pose a tripping hazard or cause harm to persons or grounds keeping equipment.
• All self-balancing scooters, also referred to as battery-operated scooters or hands-free segways and more popularly known as hoverboards or hover boards, will be banned from use and/or storage within the residence halls and apartments.
• Motor vehicles must be in compliance with the University’s Parking Policies and parked in legal parking spaces.
• Motor vehicles may not be stored or maintained at any time in any residence hall, apartment, arcade, porch, balcony, or breezeway.
• Motor vehicles and bicycles in unauthorized areas will be removed. Residents will be required to pay removal fees in order to recover such vehicles. The University assumes no responsibility for damage to such vehicles or devices used to secure them.
• Motorcycles must be parked in parking lots. Delivery trucks, automobiles, motorcycles, scooters, and mini-bikes are not permitted on lawns, walkways, patios, or in stairwells.
• Using University water to wash cars is prohibited.

It is a violation of University policy to light any material on fire on campus. Candles, other open flame devices, grills, incense, and any other flame/heat producing items are strictly forbidden for use inside University facilities except during official religious ceremonies, such as the observance of Chanukah. Permission for use of any open flame devices (including those used for religious ceremonies) must be obtained from OESO Fire & Life Safety Division prior to use. A copy of the signed approval letter must be maintained at the location approved for an open flame device.

Whenever possible, substitute open flame candles with battery operated or electrical powered candles.

Prior to occupancy, HRL cleans each empty room and apartment and corrects any known deficiencies. After moving in, residents are responsible for cleaning the room or apartment including bathroom, as applicable. Apartments and residence hall bedrooms must be kept in good order and in a sanitary condition. Residents are also responsible for leaving the room or apartment in a clean condition upon vacating. If a room or an apartment requires extraordinary cleaning after it has been vacated, the cost will be passed along to the residents.

Housekeeping services are provided in common areas of the residence halls and apartments only on weekdays, with limited service on the weekend. The cost of extraordinary cleaning in bathrooms, corridors, common rooms and similar areas may be charged to residents.

Dusting or shaking of mops, brooms, or other cleaning material from windows, doors, and balconies is prohibited.

Each house has common areas for use by residents. These areas include commons rooms, hallways, stairwells, bathrooms, study rooms, and laundry rooms. It is the responsibility of each community to see that these areas are kept in good condition and that the furnishings are not damaged or removed. Items not belonging in common areas may be removed by HRL without warning for safety reasons.

Commons furniture owned by HRL may not be removed from its intended location. Anyone doing so may be subject to disciplinary action. Commons furniture found in bedrooms may be removed by University personnel at the expense of the occupant(s).

Common areas are intended primarily for use by the residents in the assigned area for studying and social activities. Sleeping overnight in the common rooms is prohibited.

HRL prepares each empty room and apartment prior to occupancy. Residents will be charged for any damages or modifications found in the room or apartment after occupancy unless previously noted on a Room Condition Report (RCR). The assigned residents are responsible for reporting to HRL defects or damages found in a room within two working days after occupancy.

Advice on non-damaging ways of hanging artwork and other items is available from HRL Campus Offices. Residents may not use nails, screws, tacks, hooks, decals, or adhesives that damage walls, furniture, or fixtures.

Residents are financially responsible for all broken windows and door glass, the failure of plumbing or equipment caused by misuse and other damage to buildings, building equipment, and furniture beyond normal wear and tear. In such cases, residents will be billed the cost of repairs, replacements, or re-assembly in accordance with HRL procedures.

All of Duke University, including the residence halls, are smoke-free environments. Students found to have been smoking in residence, will be charged an extra cleaning fee to bring the environment back to a “smoke-free” state. Costs will vary due to the extent of cleaning required but could range from $300-$500 for a single room to an entire apartment and is dependent on the level of damage from smoke.

Each bedroom and apartment is furnished by HRL. Residents will be charged for any furniture missing from their assigned room or apartment. Personal furniture may be added provided all residents of the room or apartment agree and residents remove the furniture at the end of occupancy.

Non-HRL furniture and property left in rooms and apartments after the License period ends will be disposed of at the expense of the residents and at the discretion of HRL.

Residents are collectively responsible for care of public areas including furnishings and equipment. Furniture and equipment owned by HRL may not be removed from its intended location. Anyone doing so may be charged with theft under the University judicial code. University personnel may remove common room furniture found in resident rooms at the expense of the residents.

Residents will be assessed damage charges based on current labor rates plus materials, supplies, or contractor charges or actual replacement. Minimum labor rate is one hour and subsequent time is billed in one-half hour increment. HRL reserves the right to repair damage at its discretion.  

HRL may use one of two methods to assess damage charges:

• Actual repair/replacement costs, or
• Estimated costs of time and materials

General Restrictions

• The use of pyrotechnics by individuals or performers is prohibited on campus.
• All decorations (to include artificial greenery such as wreaths and holly) must be non-combustible, inherently flame resistant or treated with an approved fire retardant in accordance with the manufacturer’s specifications that will pass NFPA 701 test.
• Decorative materials shall not exceed 10% of the aggregate of wall and ceilings.
• Straw, hay, corn fodder, dried flowers, bamboo, and other similar decorations are prohibited as decoration inside facilities without written authorization from the OESO Fire & Life Safety Division.
• Combustible decorations shall be prohibited in all healthcare occupancies (Hospital, Duke Clinic, PDC, etc.) unless they are flame retardant. (Exception: combustible decorations, such as photographs and paintings, in such limited quantities that a hazard of fire development or spread is not present).
• Fog and smoke machines may not be used inside facilities without written authorization of the OESO Fire & Life Safety Division.
• Animal(s), regardless of size or species, are strictly prohibited to attend or participate in any event, party, or meeting.
• Water, waterfalls, pools, spraying water, running water, or utilizing water in any way is strictly prohibited.
• All doors (i.e., exit, smoke, fire, interior, exterior), hallways or any other means of egress may not be covered or blocked in any manner by decorations.
• Trash must not be allowed to accumulate, but collected in appropriate containers during the event and removed at the close of the event.

Electrical Safety and Holiday Lighting

• Electrical lights (110 volts) and fiber optic lights (110 volts) may be used on artificial Christmas trees, wreaths and greenery, but may not be used on any live Christmas trees or greenery.
• All electrical lights, electrical equipment, animated or electrical decorations must be UL listed.
• Manufacturer’s instructions and precautions shall be followed.
• Each living group or office should have an appointed representative to ensure that the electrical decorations are de-energized at the end of the day.
• Any light string with worn, frayed, broken cords, loose bulb connections, and empty sockets shall not be used.
• Use of holiday lights and light strings shall be limited to reduce overheating.
• Lights shall not have more than three strings of light connected to each other.
• The use of lights and wiring on metal Christmas trees (aluminum trees from the 1950s and 1960s as defined by the NC Department of Insurance) is prohibited. Fiber optic and pre-wired artificial trees are acceptable as long as they are UL listed.
• Only indoor lights will be used inside facilities.
• Light strings or electrical decorations shall be de-energized before replacing bulbs or fuses.
• Light strings must be mounted in a manner that will not damage the cord’s insulation.
• Light strings should be plugged directly into an outlet or an electrical power strip with built-in circuit breaker.

General
All combustible party decorations shall be removed from the area immediately following the event.

Exception
During the holiday season decorations shall be removed no later than December 30th. Residence halls shall have all decorations removed no later than the closing of the residence halls by Housing, Dining, and Residence Life.

Live Greenery and Christmas Trees
Live greenery, such as Christmas trees, pine wreaths and holly, are prohibited inside of Hospital and Medical Center buildings. In addition, live greenery is prohibited in assembly areas, education facilities, schools, day cares, stores, businesses, residence halls, and hotels unless the building is protected throughout with an approved automatic sprinkler system.

If a live Christmas tree is allowed in a facility, the following rules apply:

• Only one tree will be purchased for each department, group or living group and the tree will be located in a public area such as a commons area, reception area or lounge.
• All trees will be prepared by sawing off the trunk of the tree at an angle at least one-half inch or more above the original cut and spraying the tree with an approved fire retardant in accordance with the manufacturer’s specifications as required by NC State Building Code.
• The tree will be placed within a tree holder/stand capable of containing water to prevent drying. The stand will be checked daily to assure the water level is adequate.

Remember: A tree will absorb large quantities of water while it is indoors.

• The tree will be placed in a location away from all heat sources.
• Smoking or open flames shall be prohibited near live greenery.
• The tree shall be removed from the facility whenever the needles or leaves fall off readily when a tree branch is shaken or if the needles are brittle and break when bent between the thumb and the index finger, or by December 30, whichever occurs first.

Artificial greenery may be utilized if it meets the general and electrical requirements as listed above.

Violations reported to the Office of Student Conduct and Community Standards or HRL will be considered serious offenses and living group and cohesive unit officers will be held accountable.

If you have any questions as to whether your party decorations fall within the limits allowed by University safety policies, please contact OESO-Fire Safety at 919-684-5609 at least 72 hours prior to the date of the actual event or party.

All undergraduate residents in on-campus housing are required to select a Duke Dining Plan for the academic year. Failure to select a Duke Dining Plan will result in Duke Dining Services assigning a default plan. 

Throwing or in any other way propelling objects or liquids from windows is prohibited. Screens must remain in place and secured at all times.

Spaces in University housing are available for assignment to eligible, full-time Duke University undergraduate students who are working towards a degree. Residents who withdraw from school, graduate, take a leave of absence, have the License revoked for reasons of conduct, or move off campus must vacate the room or apartment within forty-eight (48) hours from the date of such withdrawal, leave, removal for disciplinary reason, move, or the official move-out date at the end of the semester, whichever comes first. Undergraduate students are eligible to reside in University housing for a maximum of eight (8) fall and spring semesters.

Campus Fire Safety Right to Know Act Annual Report

All individuals, living groups, and cohesive units must adhere to university fire safety policies. Report all fires and smoke to Duke University Police Department by dialing 911 from any campus phone or 919-684-2444 from a cell phone. Fires that have been extinguished should also be reported to Duke Police so that an investigation may be conducted. All fires should subsequently also be reported to your Hall Staff.

False alarms, damage, theft, or misuse of fire detection, alarm or extinguishing equipment are punishable under the criminal law provision  of the North Carolina Statute 14-286 and will likely result in the cancellation of a student's housing contract in addition to possible adjudication of the matter through the Office of Student Conduct and Community Standards.  Residents will be charged for fire damage resulting from neglect or intentional actions. 

Report all fires and smoke to Duke University Police Department by dialing 911 from any campus phone or 919-684-2444 from a cell phone. Fires that have been extinguished should also be reported to Duke Police so that an investigation may be conducted. All fires should subsequently also be reported to your Hall Staff.

Egress Obstruction 

North Carolina fire safety codes prohibit the obstruction of hallways and stairwells. The Durham Fire Marshall mandates the immediate removal of all items obstructing hallways and stairwells. HRL will remove without warning or reimbursement furniture, bicycles, lumber and all other items found obstructing hallways or stairwells. University furniture will be removed from hallways and stairwells and you will be charged for any missing furniture when you vacate your room. In addition, access to windows as a secondary means of egress is required.

Fire Alarms/Drills 

To further assure life safety, fire alarm systems are located in each residence hall to alert the occupants in case of fire and drills are conducted several times each year. Residents must comply with all fire alarms/drills. Failure to evacuate may result in disciplinary action. Activating/reporting false alarms or tampering with the alarm system is strictly prohibited and will result in the cancellation of a student's housing contract.

Fire Fighting Equipment

Fire extinguishers are located in all residence halls. The presence of this equipment can help quickly control fires, thereby avoiding injury or loss of life. Relocating, removing, tampering with, or destroying fire-fighting equipment is strictly prohibited and will likely result in revocation of the housing license for students found responsible for violating this policy.  Damage and/or theft of fire equipment are punishable under North Carolina state law.

Magnetic Lock Doors 

Many residence halls are equipped with electromagnetic locks on some of the exterior and/or interior doors. These door locks are designed to open only in the event of an emergency or power failure. Activation of the building fire alarm system via a manual pull station or an automatic corridor smoke detector will automatically release the magnets and unlock all the electromagnetically locked doors in the building. Once the magnet releases, you may then push the panic bar to open the door.

Smoke/Heat Detectors 

Keohane, Kilgo, Few, Bell Tower, Blackwell, and Randolph are equipped with direct wired AC-powered smoke detectors. All other residence halls are equipped with battery powered smoke detectors in student bedrooms- these are not hardwired into the building system.  If a bedroom smoke detector alarms due to smoke from a fire, immediately go to the fire alarm pull station in the corridor and activate the building fire alarmIn order to ensure that the smoke detector and/or battery are functional, push the button on the detector for 30 to 60 seconds to test it.  The smoke detector will begin to beep at one minute intervals to warn of battery weakness.  Contact your HRL Campus Office immediately to request the installation of a new battery, but DO NOT remove the detector from its bracket.  The smoke detector's alarm may falsely sound when there is a high concentration of cigarette smoke, cooking smoke, dust or other particles in the air. Should this happen, open the windows and fan the detector until the it stops sounding its alarm and notify your Residence Assistant and neighbors that you do not have a fire.

Sprinkler Systems 

East and West Houses, Epworth, Blackwell, Randolph, Keohane, Few, Bell Tower, and Kilgo have sprinkler systems located in corridors and bedrooms. The sprinkler systems are charged with water which will be released at tremendous force in the event of activation. In buildings with sprinkler systems, it is recommended that items places on the floor are contained within plastic bins. Hanging things from the sprinkler head or touching the sprinkler head will likely trigger the flow.  In the event that a sprinkler flow is triggered, it is likely that the student responsible will be held financially responsible for the resulting damages.  Please note that Duke will not reimburse for damages to individual student property--it is strongly recommended that students consider purchasing renters insurance or ensure coverage on his/her family's homeowner policy.


When the Fire Alarm Sounds 

In the event of a fire, the most important thing is for you to evacuate the building safely.  Make sure you familiarize yourself with the closest exits to your room.

• Close all windows and leave the overhead light on
• Before opening any door, feel the door. If it is HOT, do not open it. If it is not hot, brace yourself against the door, open it slightly, and if heat or heavy smoke are present, close the door and stay in your room.
• If you cannot leave the room, open the window, hang a sheet or other light colored object out the window to attract the attention of emergency personnel and then close the window. Call Duke University Police Department by dialing 911 from any campus phone or 919-684-2444 from a cell phone and report that you are trapped. Remain calm and give your room number and building location.  Stuff towels, sheets, or similar materials under all doors leading into corridors. Stay close to the floor if smoke enters the room.
• If conditions allow you to leave the room, close, but do not lock, the door exit through the nearest stairwell or door
• If you are away from your room when the alarm sounds, do not return to your room.  Leave the building via the nearest exit.
• DO NOT use elevators. If hallways and/or exit stairwells are not accessible because of heavy smoke, return to your room, close the door and follow the instructions given above.
• If you have exited the facility, stand clear of the building and report to your designated check-in area. Emergency apparatus may be maneuvering around the building.
• Follow the directions of fire and police personnel
• NEVER re-enter the building until permission is given.

Each residential space is equipped with furniture by HRL. The resident(s) of a room/ apartment will be charged for any damaged furniture and/or furniture missing from their space. University-owned furniture must remain in the student’s room. Personally owned furniture may be added to student rooms/apartments provided all residents of that room/ apartment consent and the residents remove the furniture at the end of occupancy. Costs for removing any remaining personal furniture will be charged to the residents. Waterbeds are prohibited. Personally owned refrigerators are allowed but may not exceed six (6) cubic feet.

Students may have overnight guests for reasonable periods of time, typically not to exceed a 72-hour time period, contingent upon the advance approval of his/ her roommate(s). However, continued use of a residence hall room or apartment by a person or persons other than those to whom the room or apartment is assigned is prohibited. Overnight guests may not be entertained during final examination periods and for any residents approved for extensions over breaks.

HRL reserves the right to require a guest to leave if university policies and/or residence hall policies are not obeyed or if complaints are received from members of the residential community. Violation of any of these policies may lead to nonresidents being charged with trespassing and residents (both guest and host) having their housing licenses revoked.

Students are responsible for the conduct of their guests. Any violation of HRL / University rules and regulations by a guest, whether the host student is present or not, shall constitute a violation of the same by the hosting student.

Halogen lamps use bulbs that emit a significant amount of heat and are considered fire hazards. These are prohibited in all residential spaces.

Any resident of University housing who contracts an infectious or contagious disease is expected to immediately report her or his condition to HRL.

Each resident is required to obtain a DukeCard and appropriate keys when moving in. All keys must be returned to the appropriate HRL Campus Office immediately upon vacating the assigned space. Failure to promptly return keys will result in a lock change charge ($125.00) to the resident's Bursar account.

Lost/stolen DukeCards must be reported immediately to the DukeCard Office and a replacement obtained. Lost/stolen/broken keys must be reported immediately to the appropriate HRL Campus Office and replacement keys obtained. A lost/stolen key will result in a lock change charge ($125.00) to the resident's Bursar account. If keys that were reported as lost or stolen are found before lock changes are initiated, residents must present the found keys to their HRL Campus Office to avoid locks being changed and associated charges being posted to the resident’s Bursar account.

Unauthorized use of or possession of residence hall or apartment keys, including possession of master keys or keys other than those assigned to the resident, is prohibited.

Keys are not transferable; switching keys with other residents is not permitted. Duplication of Duke University keys is prohibited.

Locks may not be tampered with or changed by residents. Additional locks may not be installed.

Residents are responsible for removal of perishable items from the refrigerator and for cleaning utensils, pots and pans. Kitchens that are abused or not kept in good order may be locked. HRL staff will dispose of items abandoned in the kitchen.