Safety In Your Living Space - Keeping What's Yours Secure

Most of our buildings, with the exception of some apartments, are secured by card-access door readers. Students assigned to all highrise and suite buildings and to apartments in Witherspoon Hall and Wallis Hall are required to use their University identification cards (ID Card) to gain entry to their residence halls. It is University Policy that students carry their ID cards at all times. These readers on all exterior access doors are individually programmed to admit only those individuals who are official residents of that building. HRL staff, residents, and select University personnel have 49er ID cards coded to allow those persons to enter through the main doors.

Access to residential buildings is restricted to residents of the building or area only. Guests are to use the phone located near the main entrance of the building to call the resident they wish to visit. It is the responsibility of the resident to come to the front door and to escort the guest the entire time they are visiting the building. No one should allow an unknown person to enter through a controlled door. If someone attempts to simply walk through a door that has been opened by someone leaving the building, or by a student who had swiped his/her card to gain access, it is expected that students take the initiative to question the unknown person. Unless that individual can produce a 49er ID card which he/she can in turn swipe for access, it is to be assumed that the person does NOT have the necessary permission to enter, and should be denied access.

In the event that a resident moves out of a building, either leaving the University or moving to another residence hall, one of the steps connected with that move is to re-code building access. Either the student's coded access is modified to permit the student to enter the new residence hall, or (in the case of someone moving off campus for whatever reason) the access is modified to expire at the scheduled limitation on the cancellation papers.

In the event a student becomes locked out of his/her room, it will be necessary for that person to go to the correct one of two 24-hour loan key desks to get a loan key. Following the proper procedures, the student will check out a loan key, return to the residence hall, enter his/her room and get the permanent key and return the loan key within a 3-hour time period. It is HRL policy that if the loan key is not properly returned, the locks on the resident's room are changed and the charges to change those locks are billed to the student. This policy exists for the safety of all of the residents of that room; an unaccounted-for key becomes a danger to all of the room's residents, and could mean harm might come to them if the key has been lost and falls into the wrong hands.

Security starts with you. Keeping track of your keys/cards and ID card are important security precautions that take little time but maximize the security of your residence.

University ID Cards

For security reasons, your ID card is for your use only and must not be given to others (except when requested by a University official). Violators of the ID policy jeopardize the security of other residents and are subject to disciplinary and/or legal action.

Each student is responsible for carrying his/her ID at all times. In addition, students are expected to comply with requests from University Officials to present this identification at any time.

1) Protect your card from physical abuse. Carry it in your wallet; do not use it as a tool for any reason; do not punch holes in the card.

2) Avoid exposure to any type of magnetic source. Do not place your card on stereo equipment, or near magnets. Be aware that some wallets have magnetic closures.

3) Avoid running your ID card through the washing machine or clothes dryer.

Entry Into Your Residential Building
Our focus is reasonable security. In the University's ongoing effort to provide residential students with reasonable, but still effective, security measures, highrise and suite residence halls are equipped with card access readers and the exterior doors are locked 24 hours a day.

Entry Through Side Doors
All exterior door are locked 24 hours a day/seven days a week from the outside.

There are propped door alarms on most of the exterior door of the residence halls. These alarms allow additional egress points out of the residence halls. If the door is held open or propped open after a short period of time, the alarm will sound. To silence the alarm, simply close the door.

It is the entire community's responsibility to ensure a safe environment. Please do not prop door open; if you notice a side door propped open, please close the door to secure it immediately.

Entry During Break Periods
Residents may stay in campus housing during all academic year break periods including Fall, Thanksgiving, Winter and Spring Breaks. As usual, the buildings will be locked and only accessible via card access. During break periods, loan key, Housing Facilities Office response, and related services run on a significantly reduced schedule. During these periods, residents are encouraged to be alert and to contact University Police should anything or anyone seem suspicious.

Using The Card Readers
To enter your building, slide your ID card through the card access reader. Sliding the card through too quickly or too slowly may result in a message to RE-READ, or try again. Once the reader "recognizes" you, you will get a valid message, and the door lock will click open. You have only a few seconds to enter the building before the door locks again.

If your ID card does not work, contact one of the Loan Key Desks (in Scott and Oak Halls). Tell the staff member working the desk that you have your ID card but it is not granting access. The staff member will help you obtain a temporary ID. If your ID card is not working, be sure to have your ID card checked at the ID Office in Cone Center on the next business day.

If you have forgotten your ID card, you will need to gain entry to the building by using the outside phone and calling a roommate or friend inside the building. This person will need to come to the front door to escort you in to the building.

Deliveries
Because the buildings are always locked, persons making deliveries (pizza, packages,etc.) must use the outside telephone to call the resident’s room. The resident must then go to the front door to retrieve the delivery. Delivery staff are not permitted to go to the resident’s room unescorted.

For more information on Personal Safety topics, please click here.

Room Keys and Cards

Bedroom, suite and apartment doors are accessed by either a key or a key card. Depending on where you live, you will be issued a combination of key(s) and/or key cards in order to gain entry to your room. You are urged to both carry your keys/cards and to lock your room door at all times. You should never give your keys/cards to anyone else. The improper use of any key/card by a resident and/or a guest may result in disciplinary action.

Lost Keys/Cards
If you have lost your key and/or card, you must inform a Housing and Residence Life staff member immediately. Once notified, an immediate lock change will be initiated for which you will be billed (see the billing section of this handbook for specific charges). If the lock change is performed after normal office hours, staff overtime charges will also be incurred. You may elect the option of delaying the lock change until the next business day by signing a statement accepting full responsibility for the safety and security of your room, suite, or apartment. Once this option is selected, the lock change cannot be stopped.

After business hours lock changes will include overtime charge (minimum of two hours labor). These costs are billed to the resident after a lock change has been completed.

Loan Keys/Cards
If you are locked out of your room, a temporary key/card (called a loan key) may be issued according to the following directions:

1. Go to the Loan Key Desk appropriate to your building:

Residents of Hunt Village, Holshouser, Scott, Moore, and Sanford Halls may obtain loan keys/cards 24 hours a day from the Scott Hall loan key desk, located on the main floor of Scott, to the left of the building entrance. The entrance doors are locked 24/7, so you must use the outer lobby phone to call the desk, x72420, and be admitted.

Residents of Greek Village, Martin Village, Phase III, Wallis, Hickory, Cedar, Sycamore, Hawthorn, Oak, Elm, Pine, Maple, C.F. Lynch, and Witherspoon Halls may obtain loan keys/cards at the Oak Hall reception desk 24 hours a day. The entrance doors are locked 24/7, so you must use the phone by the door to call the desk, x72749, and be admitted.

During Winter Break, please follow the posted signs in order to get a loan key/card.

During summer school, check the Housing main page for information on where to go to rent a loan key/card.

2. To check out a key/card, you must verify your student identification number and/ or present a valid picture ID. If you do not have a picture ID, you must be able to supply the correct answers to the two challenge questions in your Nyumba account. You need to log into Nyumba and remind yourself of your answers, and change/update them as necessary.

3. Use the key/card to gain entry to your room. You must return the loan key/ card immediately after use. If you do not return it within three hours, you will be charged for a lock change.

4. When you return the key/card, you must present a valid picture ID and show your permanent key/card. A charge of $2.00 will automatically be posted to your student account.

From time to time, the staff working the desk must leave the desk area to accomplish work related tasks. If the desk staff are not available when you return the loan key/card, please wait at the desk for their return.

Return of Keys and Cards
Failure to return keys/cards when you check out of your room will result in the full cost to change the lock and/or to replace the keys/cards.

Illegal Room Entry
The use of any device (except the proper University keys/cards) to gain entry into doors within the residence halls is prohibited. Such behavior by a resident and/ or guest will result in disciplinary action and/or criminal charges.

Other Residence Hall Safety Topics

Building Evacuation Procedures
If you discover any situation that requires evacuation, leave the building and call University Police at x72200 or x911 from a safe location.

• Speak slowly and clearly so you can be understood
• Give your name
• Give the exact location of the emergency
• Give any other relevant information (is anyone hurt, etc)

University Police will contact the necessary emergency personnel. If there is no public phone available, remember that the phones at the various gates and Blue light poles on campus connect directly to the University Police.

Bomb Threats
As in any emergency situation, the University Police should be notified immediately at 72200 or x911. In this particular situation, try to get as much information from the caller as you can and be prepared to give your name and the exact information you received to the police. After contacting the police, contact your RC. Do not investigate. Wait for further instruction from University Police, Housing and Residence Life staff, or other campus officials.

Alarms
Fire protection equipment (alarm pull stations, fire extinguishers/hoses,etc.) is located in each residential area. If abused this equipment will not be functional in the event of a fire, thereby endangering the lives of many people.

Because of the dangers and risks to residents and firefighters associated with false fire alarms and intentional fires, there are criminal and civil penalties for intentionally setting any fire; for intentionally causing any false fire alarm; and for vandalizing or tampering with any fire alarm or fire protection equipment (including covering smoke/heat detectors). Probable sanctions for these violations are removal from campus housing and/or criminal prosecution. Causing a false fire alarm will result in removal from the residence halls and/or a $500 chard and/or six months in jail.

Additionally, a $500 reward has been established for information leading to the arrest and conviction of individuals tampering with the system and causing false fire alarms.

Evacuation Procedures
When a fire alarm is sounded (by smoke, another person, or otherwise), always take the fire alarm seriously and assume there is a fire. All persons are required to immediately evacuate the building. Failure to evacuate will result in a $50 charge. Some evacuation suggestions are as follows:

• If there is smoke in your room, keep low to the floor. Crawl to your window and open it a few inches to allow in fresh air.
• If your room is clear of smoke, touch your door before opening. If it is hot, do not open! Stay in your room and wait for emergency personnel to reach you. Hang a sheet from your window to identify your location. If smoke is entering the room, stuff all openings with towels, etc.
• If your door is not hot, exit the room toward the nearest fire exit. If the situation allows, take a coat, war shoes, and carry a towel for smoke. Close your windows, turn out the lights, and shut your door. Do not stop for personal belongings. Activate the fire alarm system if it is not already sounding.
• Once in the corridor, close your door and head quickly, but without panic, to the outside stairwell exit. Do not use the elevators.
• Exit down the stairway, making room for the people on the lower floors as they enter the stairway.
• After you have exited, move away form the building to the designated evacuation area and wait for further instructions. if University Police are not already on site, call x72200 or x911 from a safe location.
  • Speak slowly and clearly so you can be understood
  • Give your name
  • Give the exact location of the fire or emergency
  • Give any other relevant information (is anyone hurt, etc)
• University Police will call the Charlotte Fire Department. If there is no public phone available, remember that the phones at the various gates and Blue light poles on campus connect directly to the University Police.
• Keep out of the way of emergency personnel. if you believe someone is trapped on your floor, report this immediately to fire fighters or University Police.
• Do not re-enter the building for any reason. If you have any information regarding a fire, your are encouraged to tell the nearest University Police Officer or a Housing staff member.

Keeping Hallways Clear
To help ensure safe evacuation should it become necessary, storing of personal belongings in hallways is a safety hazard and will result in a minimum of $25 charge of removal of the item(s). The University is not responsible for such items that have been removed from common areas.

Maximum Occupancy Limits
To help ensure safe evacuation, maximum occupancy levels have been established for the following locations:

Fire Escapes
Stairways designated as "Fire Escapes" are for emergency use only. No smoking or loitering is permitted. Inappropriate use of these stairwells can result in disciplinary action.