Guest Policy

Guests: Residential Access 

Any resident of a VCU residence hall may enter any other open VCU residence hall as a guest during the period when the resident is checked in to their own housing assignment by swiping their VCU ID at the entrance to the hall they are visiting, which logs their guest visit. While a resident may visit another residence hall without signing in or meeting their host at the entrance, a resident of the hall must host the visit according to the general requirements for all guests. 

Residents of Ackell, Broad & Belvidere, Grace & Broad, West Grace North, and West Grace South 

  • Will be granted access to Ackell, Broad & Belvidere, Grace & Broad, West Grace North, and West Grace South when they check into their building 
  • Will be granted access to Brandt, Cabaniss, Honors, Johnson, Rhoads, Cary & Belvidere, Gladding Residence Center and Gladding Residence Center III on Aug. 20, 2018. 
  • Access to buildings that close over breaks will be removed during the break periods. 

Residents of Cary & Belvidere, Gladding Residence Center and Gladding Residence Center III 

  • Will be granted access to Ackell, Broad & Belvidere, Grace & Broad, West Grace North, and West Grace South on Aug. 20, 2018. 
  • Will be granted access to Brandt, Cabaniss, Honors, Johnson, Rhoads, Cary & Belvidere, Gladding Residence Center and Gladding Residence Center III on when they check into their building. 
  • Access to buildings that close over breaks will be removed during the break periods

Residents of Brandt, Cabaniss, Honors, Johnson and Rhoads 

  • Will be granted access to Ackell, Broad & Belvidere, Grace & Broad, West Grace North, and West Grace South on Aug. 20, 2018. 
  • Will be granted access to Brandt, Cabaniss, Honors, Johnson, Rhoads, Cary & Belvidere, Gladding Residence Center and Gladding Residence Center III on when they check into their building. 
  • Access to all buildings will be removed during the break periods

For all Residents 

  • Access to all buildings will be deactivated when a resident checks out of their VCU on-campus residence hall assignment

Off-campus Access

Any guest who does not live in a VCU on-campus apartment or individual room, including a VCU student who lives off campus must sign in. To expedite the guest registration process, residential students may provide some of their guest’s information to Residential Life and Housing in advance by creating a “Visitor Reservation” in StarRez. Login to StarRez and select the “Visitors” tab at the top of the screen. “Register a New Visitor” and provide as much information as possible. The resident host and guest will still be required to provide identification and sign in at the information desk, as described below. 

Resident hosts must complete the following steps to sign in a guest:  

  • Resident host must meet the guest at the front desk with a valid VCU ID 
  • The resident host must sign the guest in 
  • The guest will be required to leave a current and valid photo ID* at the front desk for the duration of their visit 
  • The resident host must escort their guests at all times. Resident hosts assume responsibility for their guests and must ensure their guests comply with all VCU policies 
  • When the guest leaves the residence hall, the resident host must escort the guest to the front desk to sign them out and retrieve their ID 

*Acceptable forms of identification include but are not limited to, a current and valid VCU student/ VCU employee ID (with a photo), a driver’s license or other state issued ID or a passport. Credit cards, ATM cards, other university or college IDs or expired photo identification documents will not be accepted. A guest presenting an invalid ID will be denied entry to any VCU residence halls. 

Restrictions for All Guests

Residents are permitted to have no more than three guests at any given time, and guests may be hosted in the VCU residence halls for no more than three consecutive nights and no more than six nights total in any 30-day period. 

Residents must have their roommate(s)’ consent to invite a guest(s) into the room or other shared-living space. A guest visit must not pose an unreasonable burden or unreasonable infringement on the privacy and privileges of the roommate(s). If roommates do not agree about hosting guest(s) within the room or assigned shared living area, the resident wanting to host may visit with their guest(s) in a common area of the residence hall. 

Provided there is no unreasonable interference with the living environment of a roommate(s), a resident may have short-term guest(s) (those who stay for a few hours, but not overnight) at any time as long as it is within the limits noted above. If an invited guest violates residence hall or other university policy they may be required to exit the residence hall immediately, may not be signed back in until meeting with a Residential Life and Housing staff member and the resident host, and may indefinitely lose the privilege of entering any VCU residence hall. Residential Life and Housing will notify the individual of the loss of guest access privilege in writing via VCU email address to the VCU resident host. Any individual who attempts to enter a residence hall without guest access privileges may be subject to arrest for trespassing, and Residential Life & Housing will notify VCU Police. Guest access privileges may be restored only by the Associate Director of Residential Life or designee. 

Because residents share responsibility for their own residential community, the resident responsible for guest conduct (resident host) is not only the individual who signed in the guest but may also include other residents whom the guest visits or residents accompanying the guest at the time of misconduct. 

Guest visiting periods may be altered at certain times of the year, such as breaks, final exams, or other scheduled disruptions. 

Minor Policy 

Protection of Minors 

VCU is committed to the safety of all individuals in its community. The University has particular concern for those who are potentially vulnerable, including minor children, who require special attention and protection. This policy establishes guidelines for the guest policy as it pertains to individuals under 18 years of age. This policy is in line with the University’s commitment to promoting the safety and well-being of minors. 

This policy does not apply to enrolled undergraduate VCU students under the age of 18. The University reserves the right to remove a guest from campus who has violated University regulations. 

Minor Guests Provisions 

Guests under the age of 14 are not permitted in the residence halls at any time unless they are accompanied by a parent or legal guardian. Guests who are 14-17 years of age are permitted to enter VCU residence halls with a complete and satisfactory Minor Guest Permission Form from a legal parent or guardian. All signed forms must be submitted to the office no later than noon of the business day prior to the date of visitation. Minor guests may not stay for more than three consecutive nights on campus. VCU does not provide childcare services and is not responsible for any monitoring or oversight of a resident’s guest(s) of any age other than standard enforcement of applicable university policies. 

Minors staying for University-approved visits will have pre-approved Minor Guest Passes as requested by the sponsoring department. Minor guests who arrive to campus without a signed permission form will not be allowed to be checked into the residence halls. No Minor Guest Pass will be issued until a signed Minor Guest Permission Form is received. 

Host of Minor(s) Responsibilities 

For purposes of this policy, a host is defined as any student residing in VCU residence halls. The resident host is responsible for the behaviors of any individual(s) they allow access to their residence hall room. The resident host is subject to disciplinary action if a guest violates University regulations because the student host: 

  • Failed to monitor a guest’s behaviors 
  • Knowingly allowed a guest to commit a Student Code of Conduct violation 
  • The resident host is responsible for ensuring that: 
  • The guest’s parents (or legal guardian) have submitted a Minor Guest Permission Form 
  • The resident host has received an emailed copy of the Minor Guest Pass, which will serve as confirmation the permission form was received and approved 
  • The minor guest is escorted by the resident host at all times 
  • The minor guest properly presents the Minor Guest Pass (printed or email) to the staff at the information desk when checking into the residence hall

 

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