This page is dedicated to helping students and their families understand the Office of Residence Life's policies and procedures. We are here to make AIC your home, so please explore these resources to help make your (or your student's) experience living in our residence halls a positive one.

If you have any questions or concerns, please Contact Us.

The Office of Residence Life

 

Residency Requirement:
Many of our students say that living on our campus is one of the best parts of their college experience. We work hard to make each residence hall feel like its own community, and to make sure you feel like family. This is much more than where you sleep. It’s a place to hang out with friends. To finish your term paper, grab a tasty meal or throw on sweats and watch a movie. It’s a place to feel comfortable and safe. This is home.

Living on campus is a great way to get to know the college and other students. That’s why all of our full-time undergrads live on campus during freshman, sophomore, and junior years.

We do allow for some exceptions. If you are a freshman, sophomore, or junior (by credit as of the first day of classes in the fall), you may live off campus if you meet one of these requirements and complete the Off-Campus Residency Application:
  • You live with your parent(s) or guardian(s) within 30 miles of AIC
  • You are a legally responsible party for dependent children or other family members
  • You live with your spouse
  • You need special housing due to a physical disability that AIC cannot reasonably accommodate

If you are a senior (by credit as of the first day of classes in the fall) or are at least 23 years old, you may live off campus if you complete the Off-Campus Residency Application.

 

AIC Housing Agreement
The AIC Housing Agreement is a document where all housing policies, processes, and procedures are published. Students agree to the terms of this document when they apply for housing, and it works much like a lease agreement or another contract. A PDF version of the housing agreement is available here, but a copy is also emailed to the student's AIC inbox after a housing application is submitted. Important information in this document includes, but is not limited to:

  • An agreement period lasts an entire academic year, both the fall and spring semester. This agreement cannot be broken mid-year. 
  • The Cancellation Policy of which contains deadlines to submit a cancellation, penalty fees, and which students qualify to cancel their housing.
  • Alcohol and drug policies.
  • Prohibited items list. 
  • Check in and check out processes.
  • Student responsibilities.
  • Quiet hour policies
  • All other pertinent information to the student's residential experience.

Students and any other folx supporting them should review this document prior to apply for housing or as soon as possible. 

ROOM CHANGE REQUESTS:
If a student is interested in changing their housing assignment, they can start the process by submitting a Room Change Request Form. When a form is received, a member of the Residence Life team will contact the student with opportunities available in the residence hall they are requesting. If the student does not qualify to live in the space they've requested, or if there are no beds to offer, alternative options will be made available.

 

HOUSING FREEZE:
A "Housing Freeze" will be in effect for the beginning of each semester. During the housing freeze, no room changes will be granted or fulfilled. This is to allow students to settle and give their living situation the best opportunity to work as possible. Housing freezes are scheduled as follows:

Fall Term:
August 1st to the second Friday of the fall term.

Spring Term:
January 1st to the second Friday of the spring term.

During the housing freeze, roommates are required to complete the Roommate Agreement Form and the Roommate Cleaning Agreement and submit both documents to the Resident Director or Area Coordinator of their residence hall. Only "emergency room changes" where AIC Police or Severe Residence Life Intervention is needed, will be considered during the housing freeze.

 

CONSOLIDATION PROCESS
After the first two weeks of the semester, the Office of Residence Life will reach out to students in double rooms without roommates. Those students are offered to either pull a roommate into their room, move into a room with a roommate, or buyout their room for the price of either a single buyout or a single due to vacancy. 

Single Buyout: 
A single buyout is offered to a student who either:
a.) Is living in a double room without a roommate in the fall semester.
b.) Is living in a double room without a roommate in the spring semester who had a roommate in the fall for less than 50% of the semester.
c.) Is new to housing in the spring semester, but is in a double room without a roommate.

Single Due to Vacancy
A single due to vacancy is offered to a student who is returning to their housing assignment in the spring term, but had a roommate for more than 50% of the fall semester. Single due to vacancy rates are NOT available in the fall term.

General Roommate Agreement Form: CLICK HERE
Students are required to complete the Roommate Agreement Form during the Housing Freeze, or within 5 business days of moving into a new space together. This form opens communication between roommates on commons issues, typically related to:

  • Roommates bringing guests into the room.
  • Noise levels in the room.
  • Student sleep and study schedules.
  • Keeping the housing assignment clean and tidy. 


Roommate Cleaning Agreement Forms:

Students are responsible for the care and cleaning of their housing assignment. This means that students need to set the expectations of how chores will be shared amongst themselves. Students are required to complete the Roommate Cleaning Agreement Form during the Housing Freeze, or within 5 business days of moving into a new space together.

  • Acorn Cleaning Agreement: CLICK HERE
  • Broadhurst Cleaning Agreement: CLICK HERE
  • Edgewood Cleaning Agreement: CLICK HERE
  • Traditional Hall Cleaning Agreement (Hines, Magna, Pouch, Street Halls): CLICK HERE

Associate Director of Student Life for Residence Education
A full-time, professional staff member who operates out of the Schwartz Campus Center, and is responsible for the educational curriculum in the residence halls. This person oversees all of the Residence Directors, the Area Coordinator, and the Resident Advisors. Additionally, this person oversees the Student Conduct Process and the adjudication of conduct cases


Assistant Director of Student Life for Residential and Commuter Student Living
A full-time professional staff member who operates out of the Schwartz Campus Center, and is responsible for the day-to-day operations within the residence halls including, but not limited to housing assignments, meal plan administration, billing, commuter student relations, and facilities management within the residence halls. 


Area Coordinator:
A full-time, professional staff member who lives and works in the Edgewood Complex. This person oversees the staff and students living in the Edgewood Complex (Broadhurst Hall, Edgewood Hall, and Street Hall) and the Acorn Apartments Complex. Additionally, this person oversee the RAs of these areas and the Graduate Assistant for Residence Life.


Graduate Assistant:
A part-time, graduate student staff member who oversees the Acorn Apartments Complex to serve as an immediate resource to students living in the Acorn Undergraduate Apartments and the Acorn Graduate Apartments.


Residence Director (RD)

A full-time, professional staff member who lives and works in the building and manages the RA staff. The RD is also responsible for ensuring the building remains a safe and comfortable place to live for all residents. To accomplish this goal, the RD provideds support and guidance to the residents and RAs within the building and addresses college policy violations using an educational approach. The RDs have offices within their residence halls where they maintain office hours and also serve in an on-call rotation throughout the week.


Resident Advisor (RA)

An AIC undergraduate or graduate student who lives in a residence hall among the residents. RAs assist students with their transition to and continuing experience with AIC through programing initiatives, providing resources to connect residents to the institution and each other, as well as documenting violations of college policies to teach students how to be positive members of the AIC community. RAs have designated duty hours throughout the week and also make themselves available to their residents outside of those hours.

AIC Facilities Management & Housekeeping:
AIC Facilities Management and Housekeeping is curated by C&W Property Management Services. Members of this team are on campus every day providing services to ensure that our residence halls are safe, clean, and functioning properly. 


Student Responsibilities and Expectations:

Students are responsible for the care and cleaning of their housing assignment, and for preventing damages to their community. Facilities Management and Housekeeping's responsibility is to ensure that the building is safe and clean without need to exert additional labor or material to do so. Damages or excessive cleaning needs will be addressed by the AIC Facilities Management and Housekeeping team, however any additional costs related to such will be applied to all students living in that area. 


Community Damage Billing Practices:

Any damages or additional cleaning that must be addressed by the AIC Facilities Management and Housekeeping team will result in community-wide damage billing. For example, if a wall in a stairwell is vandalized, or if a sink is broken in the floor-shared bathroom, the following process will be practiced:

  1. Notification to all students regarding the damages and estimated cost will be sent via AIC email. 
  2. Students will have 24 hours to either claim responsibility or name responsibility for the damages. Communication otherwise received regarding cost or refusal to participate in the process will not be considered.
  3. If a student or students are found responsible, that student will go through the Student Conduct Process to determine a fair and equitable outcome. If a "guest" is found to have caused the damages, the student hosting them or who allows them into the space will be held responsible. This might result in alternatives to billing being applied to the student.
  4. If a responsible party does not come forward or is not named, the entire community will share in the cost of the repair and restoration.


Laundry Services

AIC Laundry Services are provided by Automatic Laundry. Such services are of no additional cost to our students - no need for quarters or laundry cards! All residence halls are outfitted with at least one laundry room, open 24 hours a day, unless closed for maintenance. Students are required to provide their own laundry detergent and supplies. To view available machines, go to our Laundry Room Tracker. 


Non-Emergency Work Order Requests:
Students with a non-emergency issue in their room or community, may submit a work order requests in the MyHousing Portal by following these steps:

  1. Login to the MyHousing Portal
  2. Click "More Tasks" and select "Work Orders"
  3. Enter the location and details of the issue. Please be specific.
  4. An AIC Facilities Staff Member will be able to assist.

Examples of non-emergency work orders include: a light burned out, window shade broken, bed needs to be raised or lowered, a drawer is stuck, etc.


Emergency Work Order Requests:
If there is an emergency that needs to be addressed immediately, students must contact Campus Police at 413-205-3333 for an AIC Facilities Management team member to be dispatched to the location of the emergency. Emergency work orders include:

  • Flooding that cannot be managed by towels or paper towels and is actively flowing into a space.
  • Blood-borne pathogens (urine, feces, blood, vomit) in a common area (hall, stairwell, bathroom, lounge, etc).
  • A broken window.
  • A broken door or lock that locks to a housing assignment.
  • Electrical issue (outlets not working).

If a student requests an emergency work order, however the issue is not an actual emergency, the student may be assessed an additional fee.


Damages to Personal Property

Should damages to a student's personal belongings occur for any reason, American International College is not responsible for replacement or reimbursement of such to the student. Students are encouraged to purchase a renter's insurance policy to protect their belongings. 

The Concerns Assessment, Referral, & Education (CARE) Team
The CARE Team is a group of professionals from across the campus and across disciplines that reviews cases and implements timely interventions for student situations where student behavior raises concern. The goal is always to fashion a careful and appropriate outreach or intervention to students who are struggling in or outside the classroom and to monitor students in need. For further information or to report a student concern, please visit the CARE Team page


The Conduct System: 
The function of our student conduct system is to safeguard student rights and provide adequate appellate processes. Our conduct system is educational in nature, and any students who are found responsible for violating established rules, practices, and procedures, or those whose conduct is contrary to the best interest of other students or the College will be held accountable. Students are reminded that they are expected at all times to conduct themselves, on and off campus, in a manner appropriate to an AIC student and in accord with the mission and philosophy of the College. Students are accountable for their actions and conduct. If a student is documented for violating a policy they will have an educational conduct meeting with a designated conduct officer, it is important to recognize that an educational meeting does not denote responsibility, each student receives due process.


Family Educational Rights and Privacy Act (FERPA)
FERPA was designed to protect students and the release of their information related to being a student. FERPA prevents AIC from releasing certain information to family members without the student's consent. A student can submit a FERPA waiver if he or she would like information related to any or all of the categories below to be released to his or her parents/guardians.

Without a FERPA waiver on file, the following can only be discussed directly with the student:

  • Conduct Record
  • Business Office Records
  • Financial Aid Records
  • Housing Assignment
  • Academic Status

We can always discuss our policies and procedures generally.

In the event a student has a need to be met in order to ensure a fair and equitable residential experience, a waiver or accommodation request can be made as follows:


Meal Plan Waiver or Reduction Request:
All students living on campus are required to carry a meal plan unless they are a graduate student living in an apartment with a fully furnished kitchen. If a student has a unique need where a meal plan reduction or waiver needs to be considered, they may submit a request for consideration using the Meal Plan Waiver or Reduction Request Form

If you have a medical need for a meal plan accommodation, you will be required to submit a request with the Center for Accessibility Services and Academic Accommodations and that any requests of such nature will be deferred to CASAA. Please know that all allergies and dietary needs can be and have historically been accommodated by our dining services team to ensure that all students on campus have access to adequate meals.

For a list of available meal plans, and qualifications for such, please visit our Housing & Meal Plan Rates page, found on our website's main menu. 

 

Residency Requirement Waiver
Many of our students say that living on our campus is one of the best parts of their college experience. We work hard to make each residence hall feel like its own community, and to make sure you feel like family. This is much more than where you sleep. It’s a place to hang out with friends. To finish your term paper, grab a tasty meal or throw on sweats and watch a movie. It’s a place to feel comfortable and safe.

This is home. Living on campus is a great way to get to know the college and other students. That’s why all of our full-time undergrads live on campus during freshman, sophomore, and junior years.

We do allow for some exceptions. If you are a freshman, sophomore, or junior (by credit as of the first day of classes in the fall), you may live off campus if you meet one of these requirements and complete the Off-Campus Residency Application:

  • You are 23 years of age or older
  • You live with your parent(s) or guardian(s) within 30 miles of AIC
  • You are a legally responsible party for dependent children or other family members
  • You live with your spouse
  • You need special housing due to a physical disability that AIC cannot reasonably accommodate

If you need to request a Residency Requirement Waiver, please complete the form and the Waivers and Accommodations Committee will connect with you.


Center for Accessibility Services and Academic Accommodations:
The mission of the Center for Accessibility Services and Academic Accommodations (CASAA) is to create an accessible, inclusive, sustainable learning environment where disabilities are recognized as an aspect of diversity that is integral to the campus community and to society.

CASAA collaborates with all members of the institution’s diverse community to ensure that all aspects of campus life - learning, working and living - are universally accessible. The department provides resources, training and direct services to ensure people with disabilities may have a greater opportunity to achieve their goals.

Residence Life related accommodations CASAA will oversee include:

  • Emotional Support Animals
  • Air Conditioner Accommodations
  • Single Room Needs
  • Accessibility Tools (ie. bath chairs, door openers, fire alarm strobe lights etc)

For these types of accommodations, please refer to the Center for Accessibility Services and Academic Accommodations website for required documents and applications.