Room Entry, Search and Inspection, and Occupancy Limits Policy
Room Entry, Search and Inspection, and Occupancy Limits Policy
Purpose
To provide guidance to university employees and/or their agents as well as students and guests regarding the right to enter and inspect University owned premises during reasonable hours, and upon reasonable notice to make repairs, alterations, and improvements/cleaning to the premises and building or address any type of health or safety emergency or urgent situation as the University may deem necessary.
Scope
This policy applies to all students, guests, and staff (including, but not limited to Housing and Residence Life, Dean of Students Office, Facilities Management, and Department of Public Safety).
Policy History
I. Effective Date: January 10, 1994
II. Approval: December 13, 2024
III. History:
- Approved in its original form: January 10, 1994
- Approved as amended: January 3, 1996
- Approved as amended: September 5, 2000
- Approved as amended: February 27, 2014
- Approved as amended: December 13, 2024
IV. Maintenance of Policy: Vice President for Student Development, Student Development
Policy
ROOM ENTRY
Residence entry by University Employees for inspection and maintenance:
University employees and/or their agents shall have the right to enter and inspect University owned premises during reasonable hours, and upon reasonable notice to make repairs, alterations and improvements/cleaning to the premises and building as the University may deem necessary. Any repairs, alterations and improvements undertaken by University shall be executed with reasonable diligence. University shall not be responsible for inconvenience caused to students and guests by any such work, nor shall any entry or activity have any effect upon the student’s or guest’s obligations pursuant to the housing contract.
In addition, there are regular and annual inspections during closure periods, i.e., winter break and spring break, where University employees will be checking for repairs as well as reasonable conditions while residential facilities are closed.
Residence entry by University employees for health, safety and emergency:
University employees, including but not limited to the University police, are permitted to enter a student’s or guest’s residence without obtaining the student’s or guest’s consent for purposes of addressing any type of health or safety emergency or any other situation deemed urgent or necessary. These situations include but are not limited to violent behavior, illness or injury, disorderly behavior or activity that disturbs the neighboring environment, reasonable belief that reasonable occupancy is exceeded (a posted occupancy limit signifies reasonable occupancy) or reasonable belief that a violation of University policy has occurred in a University owned residence. In such situations, University employees will knock, identify themselves, and request entrance. If no cooperative response is received, University employees may enter. If the students or guests are not present, a signed notice will be left in a prominent location within the residence indicating the name and position of the employee(s) making entry, the date and time of the entry, and the reason for the entry. The University shall incur no liability provided reasonable care is given to student's or guest’s property, and such entry shall have no effect on the student’s or guest’s obligations pursuant to the housing contract.
Anything left in plain sight during any residence entry situation can be forwarded to the appropriate office for further consideration and/or investigation of a potential violation of Ohio law, the Student Code of Conduct and/or other University policy and may result in disciplinary sanctions. Illegal items found during any residence entry situation may be confiscated.
OCCUPANCY LIMITS
Occupancy limits have been assigned to each University owned residence for the safety of the students. Exceeding an occupancy limit could result in structural damage to the residences and create fire hazards, putting everyone inside in imminent danger. Because of this safety concern, by definition, the University considers the reasonable suspicion of an occupancy violation to be an emergency situation or, in other words, an "exigent circumstance."