Assignment Policies

Welcome to Community Living!

The Assignment Policies is an important document with which to be familiar.

Residence Life is a vital part of the Tarleton State University community. By providing an atmosphere conducive to meeting the academic, social, and personal needs of residential students, Residence Life supports the educational goals of the University. This is evident in our mission statement which states the following:

Residence Life seeks to foster authentic communities that engage and empower residents to value learning, citizenship and diversity through faculty and peer engagement.

The Residence Hall Directors (RHD’s) and Residential Leaders (RL’s) living in university housing serve as valuable resources regarding college life. The residential students that make up our residence hall advisors (RHA) are members of a hall leadership team who provide assistance by serving as a forum for students and by planning activities for residents.

Housing Policy

The Tarleton State University housing policy is based on the knowledge that living on-campus can provide both educational and social opportunities important to the success of college students. Research shows that compared to those living elsewhere, students living in residence halls are more involved in academic and extracurricular activities. Residents also tend to earn a higher grade point average, exceed predicted levels of learning and personal development, and more frequently complete their college education within a four to five year period.

Residing on-campus creates an environment where students are more successful; therefore, Tarleton supports a live-on requirement of:

Two Academic Years for:

  • all “First Time in College” students who are under 21 years of age, prior to the start of his/her first registered semester
  • all “Transfer” students who are under 21 years of age with less than 12 (twelve) credit hours, prior to the start of his/her registered semester

One Academic Year for:

  • all “Transfer” students who are under 21 years of age with 12 (twelve) credit hours or more and less than 60 (sixty) credit hours, prior to the start of his/her registered semester

Exemptions to Campus Residency Requirement

Exemptions to the Campus Housing Residency Requirement – A student may request an exemption to the campus residency requirement for one of the following reasons:

  1. The student graduated from high school at least two years prior to the start of the semester.
  2. The student will be 21 years of age prior to the start of the semester.
  3. The student is a married student or a single parent with at least one dependent child.
  4. The student currently resides, and will continue to reside, in the established primary residence of a parent or legal guardian within 45 miles of Tarleton State University’s Stephenville Campus.
  5. The student will reside with a sibling who is a registered student at Tarleton State University and will reside at the address that is located within 45 miles of Tarleton State University’s Stephenville Campus.
  6. The student is a Transfer Student with 60 or more successfully completed transfer credit hours that are not AP/Advanced Placement and/or Dual Credit Hours.
  7. The student is taking 8 credit hours or fewer as a part-time student.
  8. The student has a financial hardship.
  9. Acceptance to Texas A&M College Station, after enrollment in Tarleton State University’s PSA/Program for System Admission.

A student may request an exemption to the campus residence requirement for one of the above reasons by submitting the Off Campus Request Form. To access the Off Campus Request Form, log in to the housing link through Duck Trax on My Gateway. Each Off Campus Request should be carefully reviewed for required documentation as a part of the submission process.

University Housing Rates

Housing Rate Comparison Chart

Payment Plans

Payment plans are available through the University Business Office for the fall and spring semester.

Transfer Student Information

Transfer students who are under 21 years of age, prior to the start of his/her registered semester with less than 12 credit hours are required to live on-campus for 2 (two) Academic Years and complete any applicable academic year Housing Contract. Transfer students who are under 21 years of age, prior to the start of his/her registered semester with 12 credit hours or more and less than 60 (sixty) credit hours are required to live on-campus for 1 (one) Academic Year and complete any applicable academic year Housing Contract. Tarleton supports a residential experience for students as it is a valuable part of a student’s learning and personal development. Living on campus will enable students to interact with diverse people enriching the student’s educational experience and providing convenient access to professors and academic resources that the campus offers. In addition, on-campus students are more likely to become and stay involved in clubs and organizations.

Housing Commitment and Contract Guidelines

Application Fee – To live in campus housing, students must complete the housing contract as well as pay a non-refundable $100 Application Fee. 

An Application Fee of $100 is required of all students applying to live in campus housing. This fee is non-refundable unless the student is denied admission to the university in which case the student must notify Residence Life in writing, their request for a refund.

  • Contract Termination by the University – The University reserves the right to terminate the Housing Contract at any time for violation of the terms and conditions stated therein or for any other reason that the University, in its sole discretion, deems to be good cause.

Contract Period – The Contract Period is for the entire academic year (Fall and Spring Semesters). If entered into after the academic year starts, the contract applies to the remaining balance of the academic year through May (August to May). The summer contract period is for either or both summer terms. 

Contracts are enforced for the duration of a student’s college career at Tarleton unless one has fulfilled all contractual obligations or notifies Residence Life, in writing that they will not be returning to campus housing for the following year. 

Rental Period – The Rental Period begins when campus housing officially opens and ends 24 hours after the student’s last final examination. However, campus housing is officially closed during breaks throughout the year: Winter Break, before Summer Session I, and after Summer Session II.

Eligibility – Priority for living in campus housing is given to new, incoming first-year students. Due to demand, students in the second year of their contract and continuing students who wish to remain on campus should apply and complete their self-assignment early in the reapplication process held during the spring of their first year on campus.

Transferability – The housing contract is with the individual and may not be transferred or assigned by any party other than by Residence Life.

Cancellation/Refund Policy – as stated in the Period of Contract, the student contract term is for the entire academic year. A student who desires to cancel his/her contract must submit an Off Campus Request Process, by the deadline, for review or choose to buy out the contract. If an individual is permitted to cancel his/her contract, any refund of housing fees will be made on a prorated basis.

If a student is graduating or prematurely leaving the university before the end of the contract period, the student should reach out and notify Residence Life that they are not returning. A student who wishes to withdraw should submit notification, using the withdrawal form, to Enrollment Management.

Policies and Regulations

Policies and Regulations – The student agrees to abide by the policies and regulations of the University and of Residence Life that are in effect or that become effective during the term of the contract. The terms and conditions of the policies and regulations are contained in, but not limited to, the following publications: The most recent publication of; the Housing Contract, the Residential Policies, the Tarleton Student Code of Conduct, and the Residence Life website.

All students are expected to conduct themselves in a mature manner that is conducive to a positive academic community living environment. Any student whose actions are found to be in violation of the policies and procedures will be subject to administrative and/or disciplinary action, which may include removal from campus housing or the university. Failure to maintain the intent or spirit of these policies may also result in administrative and/or disciplinary action.

Overflow Housing

Overflow Entry – The University may contract with off-campus apartment complexes and/or motels to accommodate student housing needs.

  • Overflow housing may be available in the event that all other campus housing facilities are at maximum capacity.
  • Students assigned to overflow housing will be relocated to a regular housing space as soon as space is available.

There are some semesters in which more students need housing than can be accommodated in designated student rooms. In addition, some students withdraw from the University shortly after each semester begins. Therefore, especially for the Fall semester, the University provides space for temporary housing in Residential Leader rooms and Centennial Hall. Permanent assignments are made as space becomes available. A student will be assigned to a designated student room based on his/her assignment priority number as determined by date of receipt of the housing application and signed housing contract. A student may inquire about information regarding assignment order at Residence Life. The use of temporary assignments gives students the opportunity for a space in campus housing

Room Entry

Room Entry – The University reserves the right to inspect university property. Residence Life staff will conduct Health and Safety (inspection) Checks inside student rooms one or more times a semester. These inspections include bedrooms and unit common spaces. University and maintenance staff will minimize room entry and tasks will be completed as quickly as possible. Other reasons Residence Life or other university personnel may enter the rooms include:

  • To make repairs;
  • To inspect for compliance with health/sanitation standards, fire regulations, and building codes;
  • To inspect for compliance with University regulations;
  • In response to an emergency situation or concern for a student/guest’s well-being.

Check-In Procedures

Check-In – Students check-in to campus housing at their assigned residence hall. At the time of check-in, the student will obtain a key and complete required paperwork. The Room Condition Sheet is used to evaluate condition at the beginning and end of the contract period. If the condition of the room is evaluated at the end of the contract period and damages are found, the student is charged for the damages. The student’s signature on this form, upon submission of the housing application, is an acceptance of responsibility for the condition of the room as stated on the form.

Close-Down and Check-out

Close-Down and Check-out – Room close-down and check-out are very important parts of campus housing. Room close-down occurs between semesters. During room close-down it is not necessary to take one’s belongings home. However, anytime that one is leaving the residence halls and are not returning, a room check-out is required and all personal belongings must be removed. Check-out forms are provided by the Residential Leader or the Residence Hall Director. The Residence Hall Director will inspect each room and assess damages following each check-out. Failure to properly check-out, by not following established procedures, will result in additional charges and administrative and/or disciplinary action may be taken. Students should always check with the Residence Hall Director regarding specific questions on room close-down and/or check-out. Any personal items not removed from the room at the time of room check-out will be removed by the staff. Residence Life staff and the University do not assume liability for loss or damage of these items.

Room Changes

Room Changes – The University seeks to provide residents with mutually compatible roommates; however for a variety of reasons, students at times request to change rooms. In order to accommodate all students’ requests and to effectively manage campus housing facilities, the following rules regulate room changes:

  • Students are not allowed to change rooms/apartments without written permission from Residence Life.
  • To support student success, Residence Life discourages voluntary room moves during the occupancy verification period and finals study period of each semester.
  • Residents wishing to change rooms must visit their Residence Hall Director’s office to find out the proper room change procedure.
  • All students making room changes must be properly checked in and out of their respective rooms by a Residence Life staff member in accordance with the check-in and check-out procedures.
  • Students who change rooms without written permission from Residence Life may be required to move back to their assigned space, may be assessed improper check-out charges, and will be subject to administrative and/or disciplinary action.
  • Every effort will be made to grant room change requests. However, changes can only be approved as space is available.
  • A students first and second room change is at no additional cost to the student. A third room change, during the occupancy period, comes with a $75 room change fee.

Learning to live with another person is a valuable lesson. If roommate difficulties arise, students will be asked to discuss concerns with each other. If problems persist, the students should speak with their Residential Leader. If problems continue, the student seeking the room change should contact the Residence Hall Director to initiate the room change. The Residence Hall Director will decide the actual change and reassignment. All room changes must be approved in advance by the Housing Assignment Coordinator.

Room Consolidation

Room Consolidation – In order to ensure the maximum use of residential facilities and to respond to requests for private rooms, the University reserves the right to consolidate any student not agreeing to pay the private room rate. Each student residing in a room without a roommate after classes begin will be given a choice either to pay the private room fee or to consolidate with another student. Individual hall/apartment room assignments are determined at the discretion of Residence Life.

Withdrawal Room and Board Payment

Withdrawal During the Semester and Refund Policy– If a student is approved by Residence Life to move out of campus housing and he/she officially checks-out of the hall, a refund of room charges may be made on a prorated basis for the remainder of the contract and a 10% withdrawal penalty is applied for room and board.

Delinquent Room and Board Payment

Delinquent Room & Board Payment – A student not making payments to the University for tuition, fees, or room and board by the due dates may be required to move out of campus housing. Failure to move from campus housing will result in a door lock change and, if necessary, storage of the student’s property at the student’s expense. The University reserves the right to place a hold on a student’s grades/records if the student is delinquent with his/her housing payments. Moreover, additional measures may be taken to encourage a student to meet his/her financial obligation to the university.

Abandoned Property

Abandoned Property – Non-consumable property left in a residential facility/room/unit, after check-out, will be considered abandoned. Abandoned property will be held for a maximum of sixty (60) days and then surplussed as university property.