Residence Hall Procedures


Billing Procedures Regarding Damages

Damage charges will result for those who are responsible. As a result, the person (s) will be held financially accountable for the labor, repairs, cleaning, and/or replacement of items(s). If responsibility cannot be determined, all assigned to that living space (room, suite, floor, or building) will be charged. For example: if no one can be determined responsible for the damage or excessive cleaning required in a suite, then all residents of that suite will be charged equally.

Total damages or cleaning charges will be deducted from the $250 damage deposit that each resident pays prior to moving into the halls. The remaining balance will be refunded by the Office of Student Financial Services. Any damage exceeding $250 will be billed to the resident. Any remaining spring balance may be deducted from the $250 damage deposit. For specific deadlines, please contact the Office of Student Financial Services.

^ Top


Room Condition Report

Room Condition Reports (RCRs) — for both suites and rooms — are completed prior to student move-in. In the event a student finds conditions in a suite or room not previously noted on the RCR, he/she must notify their residence director or residence life staff member in writing within 72 hours of moving in. This notification must be dated and signed, and handed to the residence director during office hours. Note that the following will result in damage charges

  • Holes in the walls
  • Adhesive, tape or sticky-tack residue on the walls
  • Self-stick pages or hooks on the walls, doors, etc.
  • Excess garbage or other belongings left behind 

Check-In/Check-Out Agreement Cover Letter

To acquire suite/room keys, a student is required to sign a Check-In/Check-Out Agreement Cover Letter signifying reception of keys. When keys are returned, the student will again sign this form signifying the return of the keys.

^ Top


Check-out ordinarily occurs at the end of the academic year in May. A student wishing to cancel the housing agreement prior to the end of the semester/year must complete and submit a decline form to the Office of Residence Life. Early termination is subject to a $500 cancellation fee. If check-out occurs any time during the academic year without obtaining an approved cancellation, the student will continue to be responsible for all charges for his/her assigned space for the entire agreement period. The student must also follow all check-out procedures in this handbook. Failure to comply with the check-out procedure will result in a $75 improper check-out charge.

When leaving University housing during the semester, students are required to do the following:

  1. Notify the Office of Residence Life and complete a Decline Form.
  2. Contact the residence director of your building at least 24 hours prior to moving out. Clean out the bedroom and bathroom and, if in a suite, the common area. Remove marks from walls, ceilings, floors, furniture, counter tops, etc. Empty and clean all cabinets. Clean all appliances including refrigerator and microwave. Remove all trash from the room/ suite and bathroom and discard in proper receptacles or garbage rooms on your floor. Ensure all furniture is in order and the room has been returned to its original condition.
  3. Return issued keys and sign Check-In/Check-Out Agreement Cover Letter with the staff member during check-out. If you don’t return the issued keys, you will be charged for any necessary lock changes. Additional check-out procedures may be instituted at the end of each term. If you take responsibility for damages, the staff member who does the check-out will note them on the RCR. Otherwise all charges will be distributed among all the occupants.
  4. You will continue to be billed for housing until personal property is removed and all keys returned.
  5. Once you have checked out, all your belongings must be removed. You will not be permitted to reenter your suite/room after you have checked out and returned your keys.
  6. Personal property that remains in the suite/room after check-out will be discarded.

^ Top

Specific Procedures for Semester-End Check-Outs

Every RA will hold a mandatory floor meeting prior to the completion of each semester. At this meeting, all check-out procedures will be reviewed and student questions will be addressed. Students unable to attend due to academic obligations must contact their RA prior to the scheduled meeting to review other meeting opportunities.

Residents must check out of University housing no later than 24 hours of their last final exam or by 3 p.m. on the check-out date established by Residence Life (whichever comes first). If found causing a disturbance during this time, they will be required to leave immediately. All students must move out by 3 p.m. on the afternoon following the last scheduled exam. This may be less than 24 hours after the last final exam.

  1. All students must sign up for a check-out time with their RA and be on time for that appointment. Appointments must be scheduled between 9 a.m.–9 p.m. If you need to check out on check-out day, your appointment time must be scheduled 24 hours in advance.
  2. Return your keys to your resident assistant and sign your Check-In/ Check-Out Agreement Cover Letter and Room Condition Report (RCR).
  3. If there are damages in your suite, room and/or bathroom(s) for which you are taking responsibility, you must submit a letter to your RA/RD taking responsibility for the damage. If no one takes responsibility for the damages, every resident in that suite/room will be charged.
  4. Students who wish to reside on campus beyond check-out are not covered by the Residence Hall Agreement and must agree to follow procedures established by the Office of Residence Life and will pay an additional housing fee. During these periods, the student also understands that there are no meals covered under the meal plan. Students should also note that no guests will be allowed.
  5. Express check-out envelopes are available for on-and off-campus housing. By doing express check-out, students waive the right to appeal any damage or cleaning charges assessed and billed to their University accounts.

The Office of Residence Life reserves the right to not offer check-out extensions to students based on space/staff concerns, or prior disciplinary record.

Students who remain in the halls after the check-out deadlines or who do not comply with the check-out procedures will be charged an improper check-out fine.

^ Top

Damage/Cleaning and Improper Check-Out Charges

After the residence halls close, the residence director with a member of Facilities will use the Room Condition Report that was completed by a Residence Life staff member and inspect all suites, rooms and bathrooms. They will verify the condition as stated on the RCR form and may record additional damages that are not stated on the RCR. Bedroom damages will be assessed to occupants of that room. Suite damages will be assessed to all occupants of the suite. Floor damages (includes hallway and lounge area) will be assessed to occupants of that floor. Building damages will be assessed to occupants of that building. Charges will be assessed for cleaning suites, rooms and bathrooms. Lock changes will be assessed individually. Floor and building charges cannot be appealed.

An itemized damage statement will be mailed to your permanent mailing address in June. The total charges on the statement will be subtracted from the $250 damage deposit that was paid by each student prior to moving into the halls. The remaining balance from the $250 will be refunded by Student Financial Services unless you have an outstanding balance. If your charges exceed $250, the additional amount will be charged to your University account.

Failure to comply with the check-out procedures stated above will result in an improper check-out charge.

^ Top

Closing for Thanksgiving, Spring, and Easter Breaks

The residence halls will not close for these breaks; however, students should be aware that even though the halls remain open during these breaks, the dining halls are closed.

Visitation during Finals Week, Thanksgiving, Spring and Easter Breaks and Summer:

  • Daytime visitation for SJU students is in effect.
  • Daytime visitation for non-SJU individuals is prohibited.
  • Overnight guests are prohibited.

Thanksgiving Break
Wednesday, November 27 to Sunday, December 1, 2019

Winter Break Begins
Thursday, December 19, 2019: Halls close at 3 p.m.
Residence Halls are closed.

Students may request to stay during Winter Break for an additional housing charge. Permission must be communicated by Residence Life in writing.

Residence Halls Reopen After Winter Break
Tuesday, January 21, 2020: Halls open at 10 a.m.
Spring classes begin Wednesday, January 22, 2020.

Spring Break
Monday, March 2, 2020 to Sunday, March 8, 2020
Halls remain open. Classes resume Monday, March 9, 2020.

Easter Break
Thursday, April 9, 2020 to Monday, April 13, 2020
Halls remain open.

Residence Halls Close
Thursday, May 14, 2020: Halls close at 3 p.m.
All students must move out by 3 p.m. No exceptions.

^ Top

Electronic Locks

In all buildings (except Depaul, Goethals, Arlo Rd., and Howard Ave.) the locks are card access only. To operate, press your StormCard to the key pad, wait one second, and the door should unlock and open by using the door handle. At move-in, there may be a slight activation delay to your residence hall door from the time you check-in to the first time you use your card. This is a one-time delay.

In the event your StormCard does not give you access into your suite, you should go directly to the Office of Public Safety located in the ROTC Building. The hours for the office are: Monday through Friday, 8:30 a.m.–11 p.m. If the problem occurs outside these hours, please notify the resident assistant or residence director on duty.

^ Top

Hall Drives and Collection Bins

As a consideration to student organizations who wish to sponsor a charity drive in the residence halls, space will be available in the lobby areas for one bin per lobby (supplied by organization) by arrangement with the residence director of each building. The student organization must supply  contact information to the building RD and must be responsible for picking up the contents of the box at least three times a week. If the area is not well kept in the front lobby and materials are not picked up on a consistent basis, the RD can choose to discontinue the collection drive. The residence halls cannot be used for storage of any boxes, bins or materials. The organization will be responsible for providing the RDs and SRAs with publicity and signage.

^ Top

Housing Selection

The annual housing selection process begins in the spring semester and is the process whereby eligible residents select housing accommodations for the following academic year. Adherence to the announced timeline and procedures is imperative. Specific information will be available early in the spring semester and be widely distributed to all eligible resident students.

^ Top

Housing Selection Eligibility

Any or all of the following items could limit or prohibit a student’s eligibility to participate in the housing selection process:

  1. Sanctioning for policy violations, including misuse of the University StormCard ID or circumventing the visitation policies, can exclude participation in housing selection.
  2. As the residence halls are an extension of the academic environment, students are required to maintain an overall 1.95 GPA to be considered for housing.

Total earned academic credits through the end of the fall semester will determine class status using established University guidelines.

If a student plans to study abroad, take an internship or otherwise plans to leave housing for any specified period of time related to academics, the Office of Residence Life should be notified in advance. Obtaining housing upon return is not guaranteed due to space constraints, though special attention will be given to afford the same opportunity as a current resident student.

^ Top


Residents are not permitted to loan, duplicate, or transfer any key(s).Residents are expected to carry their suite/room keys at all times. Students are not allowed to tamper with existing locks, door mechanisms or to add any locks to their doors. Lost keys should be reported within 24 hours to the Office of Residence Life or the residence director to protect yourself and the safety of your belongings.

^ Top


In the event that a student is locked out of his or her suite/room, he or she should:

Weekdays, 8:30 a.m. - 4:30 p.m. (3 p.m. on Friday): Contact Residence Life in Donovan Hall on Queens.

Weekdays, 7 p.m. - 8:30 a.m.; Friday after 3 p.m. and Weekends/Holidays: Contact the resident assistant on duty in the building. The names of the RAs on duty are displayed in each residence hall lobby. If the student is unable to locate an RA on Queens, he or she should see the resident safety monitor (at the front desk) to page the residence director on duty.

DePaul, Seton, and Goethals Residents ONLY
All lockouts, regardless of day/time will be handled by Public Safety and NOT Residence Life staff. Public Safety can be contacted at 718-990-6281.

Special Disclaimer: Any student who is locked out must verify who they are, using their University ID before entrance to a suite/room or immediately after. If a student cannot provide verifiable ID, they may not be allowed to enter or remain in the suite/room.

^ Top

Lounge Utilization and Reservations (Queens)

Floor lounges in each of the residence halls are designed to support students’ academic rigor as well as satisfy their need to socialize with other members of their community. Each building staff utilizes the lounges for programmatic reasons, enhancing the residence life experience for our students in the halls. The first priority of the lounge use will be given to the residents, hall-affiliated groups and staff of the building for space utilization. We also invite other student groups on campus to host events and meetings in our halls within the following guidelines.

Non-Hall Affiliated Group Meetings

If an interested student group other than a hall-affiliated group such as hall council or the RSA wishes to hold a meeting or event in any of the residence lounges, this can be coordinated by contacting the respective RD.

We invite other departments and student groups to continue to use our space by adhering to the following process:

  1. The group hosting the event must contact the respective residence director and request to use the lounge space by filling out the appropriate form.
  2. Once the request has been approved, the host of the event should maintain a list of attendees names and X numbers to this event, and should send this list at least three days prior to the event to Public Safety and the respective residence director.
  3. The host of the event must also designate one student leader/professional staff member who will work alongside the RSMs at the front desk in the hall where the event is taking place. This person must be there to ensure that the RSMs are catering to both the residents and guests not participating in the event as well as helping the guests who are invited to the event matriculate in the building as orderly as possible. This designee will be responsible for ensuring that all invitees and added students sign in and out of the residence hall.

Note: If an outside group violates any of the residence hall policy and procedures, they may lose their visitation privileges indefinitely for all of the Residence Village.

^ Top

Meal Plans

Several meal plan choices are offered to accommodate resident students in Montgoris Dining Hall, our traditional dining hall. For more information on available meal plans, please visit Room and Board: Meal Plans.

You can log in to MySt. John's to manage your meal plan usage and StormCard.

^ Top

Outdoor Event Guidelines

  1.  Outdoor events in the Residential Village/Residential Quad are subject to approval by an organization liaison or a department head.
  2. A maximum of two scheduled outdoor events can take place during the week.
  3. Outdoor events in the Residential Village/Residential Quad can only be scheduled from Monday through Friday during the hours of 4–7 p.m. ONLY.
  4. In Queens, Montgoris patio is permitted in the basketball court area only.
  5. In Queens, DJ equipment must be set up in front of the basketball court area facing the ROTC Building.
  6. All Residential Village/Residential Quad outdoor events must be requested and submitted for approval two weeks prior to the event.
  7. A fee will be charged to student organizations for any damage or cleanliness issues following the event.(Departments are required to include a maintenance budget number on their reservation form.)
  8. Organizations should have a rain location or plan to reschedule the event if unable to hold the event as planned.
  9. In Queens, A liaison or advisor must be present throughout the entire event and must sign the Residential Village Outdoor Event Reservation Form.
  10. No candles are allowed. Alcohol is NOT permitted.
  11. Organizations are responsible for any damages to University facilities and/or property.
  12. Calendar Clearance reserves the right to cancel the reservation if it conflicts with the general policy of the University regarding special events. Calendar Clearance also reserves the right to change reservations to other spaces with the understanding that, if possible, comparable facilities will be provided when the change is necessary.

These guidelines do not pertain to all RSA events and the Greek Activity Fair.

^ Top

Personal Property

The University does not assume liability directly or indirectly for loss or damage to personal property by fire or smoke, theft, water damage, or any other cause except to the extent allowed by the law. Residents are encouraged to secure renters insurance to protect their belongings or be covered by family’s homeowner/renters insurance.

Additionally, the University is not responsible for personal property left behind by students at the end of the year or subsequent to the date of their withdrawal, transfer, departure, suspension or dismissal from any room/suite. Items found in a student’s room after departure will be considered abandoned property and discarded.

^ Top

Residence Hall Agreement and Application

All resident students must complete and sign the Residence Hall Agreement and Application before being placed into a room. The Residence Hall Agreement remains in effect for one academic year unless:

  1. The agreement is terminated by the University.
  2. The student graduates.
  3. The student withdraws from housing for more than one semester.

The Residence Hall Agreement and application dates shall be in concurrence with the academic calendar.

Housing Cancellation Policy: Refunds of payments to students who declined housing after check-in shall be prorated based of the number of days a student has occupied the University residence. Students will receive a 100 percent refund if they vacate the room within the first five days; 90 percent refund if they vacate the room on days 6–10 after occupancy; 80 percent refund if they vacate the room on days 11–15 after occupancy; 70 percent refund if they vacate the room on days 16–20 after occupancy; 60 percent refund if they vacate the room on days 21–25 after occupancy; 50 percent refund if they vacate the room on days 26–30 after occupancy; 25 percent refund if they vacate the room on days 31–35 after occupancy. There shall be no refund if the student vacates the room more than 35 days after occupancy.

Students who decline housing after check-in will be subject to a $500 cancellation fee and forfeiture of the $250 damage deposit. Students can appeal for a waiver of the cancellation fee only to the director of residence life. Waivers are granted at the discretion of the director of residence life. The following is a non-exclusive list for situations in which waivers may be granted: transfer from the University; withdrawal from the University; medical leave of absence; study abroad; or military service.

^ Top

Residence Hall Refunds

Termination of the Residence Hall Agreement and Application thereby canceling room and board will result in refunds that are based on the University refund schedule, except for student conduct codes.

^ Top

Room Changes

Students wishing to move to another room must complete a Room Change Form, which may be obtained online  Opportunities for room changes are very limited and are not guaranteed. Generally, room changes commence after classes begin. If a resident wants to change rooms because of a roommate conflict, he/she must consult with his/her resident advisor (RA) and have a mediation before a room change will be considered. . After the room change period ends, all room change requests will be taken on a case-by-case basis. However, no room changes are permitted during the last three weeks of the semester.

Students must complete their room change in the time period they are assigned. A room change is considered complete when all check-out procedures have been completed for the room which is being vacated, and check-in procedures are completed for the new room assignment. Check-in and check-out procedures are listed on page 14.

Failure to complete the move within the designated time will result in cancellation of the room change and a fine for improper check-out. A move to a differently priced room such as a double room to a single will result in new charges being generated at the rate of the new room.

Improper room changes will be assessed a minimum fine of $100 per day.

^ Top

Room Vacancies/Consolidations

In an effort to create more housing options for incoming and existing residents, ensure equity, and maximize use of available space, the University will actively seek to consolidate vacancies within the University Housing system. Students that are assigned to partially vacant rooms may be reassigned prior to check-in. This means that the hall, room, and/or roommates you select now may be changed prior to fall check in if necessary for consolidation purposes. Consolidation may also occur during the academic year and students may be reassigned to other rooms, floors, or residence halls where necessary.



Smoking of any type, including electronic cigarettes and hookahs, is strictly prohibited in all University buildings including the residence halls and apartments. Vaping and electronic cigarettes are also not allowed to be used inside the residence halls and apartments.


Suite/Room Entry

St.John’s University reserves the right to have authorized personnel enter rooms/suites for enforcement of University policies or whenever there is a question of safety and security standards and to enforce health regulations, health and safety inspections or for the purpose of searching a room.

Communication Policies

All communications from the Office of Residence Life are sent directly to the residents, not parents or guardians. This includes information pertaining to deadline dates, deposit information and application instructions. Notices are sent by e-mail and in certain instances by the US postal service. Your St. John’s University e-mail serves as your official St. John's e-mail address. Notifications and Information is sent to students at this e-mail address only. It is the student’s responsibility to check their St. John's e-mail regularly.

Special Accommodations

In accordance with the Americans with Disabilities Act, St. John’s will provide reasonable accommodations for a student eligible to reside in University housing who has a qualifying physical or mental impairment. Please contact the Office of Residence Life for information required to make a special accommodation request. Accommodation documentation is reviewed by Disability Services. Members of the Residence Life staff, Public Safety, Facilities, Information Technology or personnel contracted by the University to perform work in the resident’s suite/room will enter for the purpose of, but not restricted to:

  • Routine inspection of fire/safety devices and equipment
  • Facilities repairs
  • Maintenance
  • Emergencies
  • Servicing/maintenance of telecommunications lines and equipment

Any of the above work may be performed without the room/suite resident present.

Members of the Residence Life staff are permitted to enter a room/suite without obtaining consent when there is evidence of:

  • Violent behavior
  •  Medical emergency
  • Disorderly behavior
  • Activity that disturbs the neighboring living areas
  • Suspicion of any policy violation
  • Lounge furniture missing

For the safety and security of the students, non-University locks cannot be placed on doors.

Plain-view violations of residence hall and/or University policies are subject to University disciplinary action. A search of a resident’s room/suite pursuant to an investigation intended to result in a legal and/or disciplinary action may be performed only with the authorization of the director of residence life, dean of students or vice president for student affairs. Every effort will be made to conduct the search in the presence of the room occupant and an administrator from the Office of Residence Life.

^ Top

Visitation and Housing Guests (Guest Policy)

The following policies will be in place for the 2021-22 academic year;

  • Non-St. John's University persons will not be permitted to enter the residence halls.
  • Resident student to resident student visitation is permitted (does not include commuter students at this time).
  • Daytime resident guests must depart the residence halls by 3:00 am
  • Overnight visitation is permitted.
  • A host is limited to 3 overnight guests in a seven day period and 20 per semester.
  • A guest is limited to 20 overnight visits per semester.

All St. John’s resident students MUST use their StormCard as the primary means of identification. A defective StormCard MUST be replaced to maintain privileges regarding visitation.

St. John’s mission has a clear focus on the dignity of the human person. As such, the Office of Residence Life supports policies, practices and procedures which enhance that dignity. We believe it is our duty to create a residential living environment that promotes our students’ academic, personal, social and spiritual development. We strive to promote this development within a vibrant residential learning community.

In support of the teachings of the Roman Catholic Church and our University Vincentian mission, we are committed to providing a holistic moral education. Therefore, we do not condone the following in the residence halls: cohabitation, exploitative relationships, and daytime or overnight visitors/residents involved in sexual intimacy.

Visitation is a privilege, not a right. Visitors may not infringe on the rights of other residents to study, sleep, or to socialize in their room/suite/building. Residents are fully responsible for the actions and behaviors of their visitors.

^ Top

Daytime Visitation

The following policies will be in place for the 2021-22 academic year;

  • Non-St. John's University persons will not be permitted to enter the residence halls.
  • Resident student to resident student visitation is permitted (does not include commuter students at this time).
  • Daytime guests must depart the residence halls by 3 a.m.
  • Overnight visitation is permitted.
  • A host is limited to 3 overnight guests in a seven day period and 20 per semester.
  • A guest is limited to 20 overnight visits per semester.

Visitation hours for St. John’s resident students are 7 a.m.–3 a.m. seven days a week.

^ Top

Overnight Guests

The following policies will be in place for the 2021-22 academic year;

  • Non-St. John's University persons will not be permitted to enter the residence halls.
  • Resident student to resident student visitation is permitted (does not include commuter students at this time).
  • Daytime guests must depart the residence halls by 3 a.m.
  • Overnight visitation is permitted.
  • A host is limited to 3 overnight guests in a seven day period and 20 per semester.
  • A guest is limited to 20 overnight visits per semester.

St. John’s Students
In the residence halls on the Queens campus, a daytime St. John’s resident visitor will hand his or her StormCard to the resident safety monitor who will verify status and allow entry with resident host. Upon leaving the building, the resident guest will hand his or her StormCard to the resident safety monitor, who will complete the visit by signing the resident guest out of the building. StormCards are never left at the desk.

Overnight Guests
Resident hosts are allowed to host one overnight resident guest at a time (same gender as host) 20 times per academic semester. Hosts may register no more than three overnight guests in a seven-day period. Resident guests may be registered as overnight visitors no more than three times in a seven-day period, 20 times per academic semester. Resident guests must abide by the residence hall visitation policy. Those not registered online on the Queens campus are not allowed overnight guest privileges.

All St. John's overnight resident guests must be registered with the Office of Public Safety by 11 p.m. on the night the guest wishes to stay. The resident host on the Queens campus must use the Online Guest Registration Form on UIS to request an overnight guest.

If a host discovers that his/her resident guest will not be showing up, he/she may cancel that overnight guest pass via their student account online on the Queens campus.

^ Top


Please note that violations of the Residence Hall Visitation Policy may impact a resident’s status in the housing selection process and current status in the residence halls could be jeopardized. St. John’s students who violate the University’s visitation policy are subject to judicial action. Sanctions include (but are not limited to) fines, a suspension of guest privileges and/or restriction from University-managed properties. Non-St. John’s individuals and commuters may be trespassed from the Residential Facilities if they are found in violation of the visitation policy.

Additional Information Regarding Visitation

  1. All requests for exceptions to the visitation policy must be made to the residence director of the building the prospective host lives in.
  2. All visitors must sign out when exiting a building for any reason on the Queens campus.
  3. An overnight guest cannot be registered if the host has two daytime visitors already signed in. If there are two daytime visitors, one will need to sign out in order for the overnight guest to be registered.

^ Top