Some highlights of the contract are outlined below. Please
note, if discrepancies exist between the information on this web
page and the contract, the contract shall take
The room and board contract is for one academic year. The
contract may not be canceled by an enrolled student after check-in,
with the exception of move-out as a result of Greek recruitment, as
Pledging At the End of Fall Semester
An upper class student who chooses to pledge/associate with a
Greek chapter and wishes to terminate a housing contract as of the
end of fall semester may do so in order to move into the Greek
chapter house, provided 1) an "Intent to Vacate Notice" is
completed in the Office of Residence Life by Dec. 1, and 2)
the student is listed on his or her Greek chapter's occupancy
roster for spring semester. Money paid to the University will not
be transferred to a Greek chapter.
Pledging During Formal Recruitment
An upper class student who chooses to pledge/associate a Greek
chapter during formal Greek recruitment may cancel this contract to
move into her/his Greek chapter house on or before 5 p.m. on the
Monday of the first week of classes, providing proper checkout
procedures are observed and an "Intent to Vacate Notice" is
completed in the Office of Residence Life. After this time, the
student will not be allowed to terminate this contract to move into
a Greek chapter house. After students are approved to cancel their
contract, they must vacate their room and check out with their RA
by the Saturday at 5PM following the first week of classes.
Cancellation Due to Non-Enrollment
If the student does not register for the second semester, he/she
must give written notice of intent to leave on campus
housing by completing an "Intent to Vacate Notice" available
in the Office of Residence Life. This notice should be submitted by
Dec. 1. If the notice is not received by the Office of Residence
Life by Dec. 1, the $100 housing deposit will be
The University may cancel the room and board contract without
any refund in room fees, with appropriate notice, if a student
violates residence hall policies or regulations.
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Contract and Preference Form
Room and board contracts are available in the Office of
Residence Life. To reserve a room for the academic year, each new
and returning student must complete a room and board contract and
housing preference form. The preference form helps ensure that an
assignment is made based upon the student's choices as much as
Eligibility for Housing
Students who have fulfilled all the admission requirements of
the University and are enrolled fulltime are eligible to submit a
room and board contract. Students must be enrolled at the
University to reside in university residence halls.
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Hall Programming Fee
During the first semester of residence each year, the student
will be charged an annual residence hall programming fee, which is
non-refundable after check-in. This entire fee is allocated to the
respective hall government, the Residence Hall Association and
Residence Life staff for programming.
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During the first semester of residence, the student will be
charged a $100 refundable housing deposit. The $100 housing deposit
will be credited to the student account after any charges for
damages or missing property have been made to the student account,
and after the student officially leaves university housing. Damage
or missing property noted at checkout will be billed to the student
account. If a student damages common areas or requires a key to be
replaced, the charges will be billed directly to the student's
account. In cases where responsibility for common area damage or
missing property cannot be specifically assigned, all students
occupying the living unit will be responsible for damage on a
prorated basis. The liability assessment for each student will be
charged directly to the student's account. A student's liability is
not limited to $100. After all charges have been made to the
student account, and if the student does not have an active housing
contract for the following year, the housing deposit will be
credited back to the student's account.
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Length of Contract
The room and board contract for the residence halls and
University Terrace apartments is for one academic year or the
remaining portion thereof. The length of contract for the
Apartment Village is from Aug. 1 to May 31 or the remaining portion
thereof. If the student does not register for the second
semester, and completes an "Intent to Vacate Notice" in the Office
of Residence Life on or before Dec. 1, the contract may be
terminated as of the end of the first semester. If the notice is
not received by the Residence Life by Dec. 1, the
$100 housing deposit will be forfeited.
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All students are required to purchase a meal plan when
contracting for housing in the university residence halls
(excluding University Terrace and the Apartment Village). The board
privileges provided are available only to students who have
purchased a meal plan and may not be sold, loaned, assigned or
given away. Meals are provided by Aramark Dining Services.
To change a meal plan, contact the Residence Life office,
Atherton 303. Meal plans may only be changed within the first 2
weeks after classes have started of each semester.
Students with special dietary needs should see the food service
A student hired by a women's sorority to work in exchange for
meals may terminate her or his meal plan upon written request.
Written confirmation from the house director verifying employment
must be received by the Director of Residence Life for meal plan
termination and refunds to be completed.
New members of Greek chapters (which provide full meals in their
chapter houses) may cancel their meal plans for spring semester
only, provided they give written notification of cancelation to the
Office of Residence Life by the end of the first week of
spring semester classes.
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Butler University shall accept no responsibility for the theft
or loss of monies, valuables or other personal effects of the
student. The University cannot assume responsibility for loss of,
or damage to, personal property, for failure or interruption of
utilities, or injury to persons. Students are encouraged to make
sure that their personal property is covered by their own
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If a student withdraws from Butler and the residence hall during
the academic year, he/she may be entitled to a refund of some room
and/or board charges. Refunds are based upon the date the student
officially vacates the residence hall, which is the day he/she
completes proper checkout procedures and returns all keys. All
refunds are made to the student's account with the University.
Refunds for room charges will be made according to the schedule
- Withdrawal within the first week, 100 percent credited.
- Withdrawal within the second week, 80 percent credited.
- Withdrawal within the third week, 60 percent credited.
- Withdrawal within the fourth week, 40 percent credited.
- Withdrawal within the fifth week, 20 percent credited.
- Withdrawal after the fifth week, No credit.
Refunds for board charges will be prorated based upon the date a
student officially vacates the residence hall.
The student's housing deposit will be refunded as explained
under "Housing Deposit."
Residence and board fees for orientation and welcome week are
not refundable. Notwithstanding the provisions of the University's
refund policies, if any disciplinary action results in the
suspension or expulsion of the student from the University or
residence hall, the University may refuse to refund, in whole or in
part, such student's room and board charges and fees.
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Renting or subleasing of residence hall space is prohibited.
All first-year students not living at home with a parent or
legal guardian are required to live in one of the university
residence halls. All sophomore and junior students (including those
affiliated with a Greek organization) not living at home with a
parent or legal guardian will be required to live in university
housing or an approved Greek Housing unit of which he or she is a
This regulation applies during summer, as well as during the
regular academic year; it also applies regardless of the number of
academic hours taken.
Students who move off campus during the semester or a summer
term will be required to pay the full charges due to the
Room and Roommate Assignments
The University attempts to comply with students' housing
preferences for rooms and roommates. However, students are not
guaranteed their specific assignment requests. Butler reserves the
exclusive right to make assignments and will do so without regard
to age, race, creed, color, sexual orientation, disability or
national origin. The Department of Residence Life reserves the
right to make changes in room assignments at any time.
If one occupant of a room moves, leaving one remaining occupant,
the remaining occupant, at the discretion of the University, may
retain the room accommodation with a new roommate of his/her
choice, be assigned to another room, remain in the room alone at
the single room rate, or be assigned a roommate by the Department
of Residence Life. Only if an additional charge is assessed will a
resident be permitted to occupy a room alone on a permanent basis.
This policy may change based upon available space.
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A limited number of single rooms are available in Ross
Hall, Schwitzer Hall, and the Residential College.
If a student has already checked into the residence hall, he/she
should make the request to the Residence Life Coordinator. If no
singles are available at the time of request, the student can be
placed on a waiting list. Students who choose to be assigned to a
single room or who remain in a double or triple room alone (see "Room Consolidation" section above)
will be charged the single room rate.
Housing is not available during break periods,
including Thanksgiving break recess, semester break recess, spring
break recess or any other stated recesses of the University. These
periods also are board exceptions. Some housing exceptions are made
for student groups if a request is made from a university official.
Individuals and groups seeking exception should plan in advance and
contact the Director of Residence Life.
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