MENLO COLLEGE

HOUSING HANDBOOK

2026 - 2027

Housing Handbook, version update July 2026

©2026 Menlo College 

1000 El Camino Real 

Atherton, CA 94027-4301 

(800) 55.MENLO 

 

The Menlo College Housing Handbook, produced each year by the Office of Student Affairs, presents student-related policies and procedures. Each student who is a resident on the Menlo College campus assumes responsibility to become familiar with the information contained in the Housing Handbook. 

 

Menlo College reserves the right to add, delete, revise, or change the information, including all policies and procedures set forth in the Housing Handbook. All residential students are expected to review the Housing Handbook at the start of the academic year and as necessary throughout the academic year. 

 

The Housing Handbook may be accessed electronically on the Menlo College website. This location will contain the most up-to-date version of the Housing Handbook and supersedes all other versions. 

Table of Contents

Housing Policies & Procedures
Breaks

Cancellation

Damages

Eligibility of Housing

Furniture

Housing Accommodations

Housing Agreement

Housing Assignment

Housing Selection

Key Use & Lockouts

Leave of Absence
Meal Plans

Move In / Move Out procedures

Personal property

Right to Entry

Room Change Process

Temporary Relocation

Roommate Agreement

Service & Emotional Support Animals

Housing Policies & Procedures
Alcohol

Common Space Usage

Common Space Usage Events

Common Living Policies 

Decorations

Drugs

Fire Safety

Guests 

Mandatory Hall Meetings

Noise

Parking & Personal Transportation

Pets

Postings, Bulletin Boards & TVs

Prohibited Activities 

Prohibited Items

Residential Living Standards

Smoking

Solicitors

Accountability Process

Fines, Staff & Emergency Services

 

Residence Halls

• John Arrillaga

• Richard F. O’Brien

• William Kratt

• Dr. Lowry Howard

• C. F. Michaels

• El Camino 

 

Breaks

Breaks include Thanksgiving, winter, spring, and summer.

• Residence halls stay open during Thanksgiving and spring break periods.

• Residence halls are closed for the winter and summer break periods.

» Students employed by the college or that intern with an approved office may 

apply for housing during the summer and winter break period.

• Requirements for break housing

» Only students who receive prior approval from the Office of Student Affairs may remain in housing during any break period when residence halls are closed.

• Eligibility for break housing includes:

• Athletic team commitment (official request from the Athletics Department required).

• Employment or internship through the college (official request from Internships and Career Services).

• Individual extenuating circumstances (official request from the Office of Student Success and Accessibility Services).

 

**Special requests should be communicated via email to the Office of Student Affairs**

 

• All requests for break housing should go through the proper process outlined by the

Office of Student Affairs. Students must apply for break housing prior to the

announced deadlines to be eligible. Students who apply after the deadline will be

subject to housing availability and cannot be guaranteed an assignment.

• Students who stay in college housing over a break will have to adhere to all break

housing policies outlined by the Office of Student Affairs.

 

Cancellation

Please refer to the Menlo College Student Housing Agreement for information on

Housing Agreement Termination. All students looking to terminate housing must complete the Change of Housing Status Form.

 

Damages

Apartment/Room

• Damages other than normal wear and tear will be assessed and given to the resident(s). If two or more people occupy the same room, and it cannot be decided who is responsible for the loss or damage, the assessment and/or disciplinary action shall be shared equally among those assigned to the space.

• Charges for moving furniture back to its proper location or for the replacement

furnishings costs will be assessed against the resident responsible.

• Students must report any information regarding specific acts of vandalism or

damage (including accidental damage) to the Office of Student Affairs staff or speak to a Community Advisor to put in a facilities work order.

• Residents cannot paint, damage, or otherwise alter the private or public spaces of

the facility or property.

• Residents must keep the exterior of facilities (including porches, lawns, etc.) free of

garbage, unapproved furniture, and flammable liquids and gasses.

• Residents are prohibited from causing unnecessary garbage or debris in the

hallways, public spaces, egresses, etc.

• As residents check out of their spaces, damage inspections will occur using the

initial room condition report as guidance.

• Residents are prohibited from repairing or trying to repair damage.

 

Common Spaces

• All students share the responsibility for the upkeep and damage of any common area spaces-building wide, on floors/wings, in stairwells/elevators, bathrooms and laundry rooms.

• As such, damages are charged to all residents responsible for the common area.

The college asks students to report information leading to the proper individual(s)

responsible for damage and encourages students to take responsibility for the

damage in which they, themselves, were involved.

• Damage that cannot be assessed to the proper individual(s) will be divided equally

among the residents of the hall, floor, or wing as applicable.

• Common area damages may not be appealed unless the specific resident(s) responsible for the damage(s) accepts responsibility.

Final determination of all damages will be decided by an Office of Student Affairs

staff member after the room’s final inspection. Charges are made based on estimated

replacement costs of existing college property along with estimated labor charges. A list of itemized expenses (Fines and Fees) can be found on page 24 of this handbook. 

 

Damage Appeal Process

• Appeals of any charges assessed for repair, cleaning, or removal of personal

belongings shall be filed in writing no more than ten (10) business days from the date

said bills are sent to the resident. Thereafter, any right to appeal is waived.

• Any student selecting an “Express Checkout” waives the right to appeal any damage

charges assessed.

• Students will be notified of any damage charges assessed via their Menlo email after

their move-out date. 

 

Eligibility for Housing

Residency Requirement

• All full-time students must live on campus for two (2) years

or four semesters. Exceptions are made for students who meet one or more of the

following criteria:

» Transfer students who have completed two full years at another college/university.

» Non-degree-seeking students or second-degree-seeking students.

» Students who have children or dependents.

» Students who live with their parent or legal guardian within a 50-mile commutable campus radius.

 

 To be approved for commuter status:

» Students must submit a housing exemption application and supply a notarized letter from a parent/guardian saying that the student will be living at home.

» The notarized letter should include the home address and a copy of the parent/guardian’s driver’s license with a matching address.

 

Furniture

• Menlo College provides its residents with college furnishings in their rooms,

common areas and lounges.

• It is important to note that college furnishings may not be removed from any

student’s room or placed on balconies.

• College-owned furniture placed in common areas or lounges may not be removed

for personal use as it is intended for use by all residents and guests.

• Personal furniture or items may not be stored in common areas or lounges.

 

Housing Accommodations

For all accommodations, please refer to the Office of Student Success and Accessibility Services. Accommodations include housing needs and support animals for example. All accommodations must be submitted and approved before any action is taken. 

 

Housing Agreement

All residential students are bound by the terms and conditions of the Menlo College On-Campus Housing Agreement and the specific building guidelines/requirements. If you have any questions regarding the housing agreement, contact the Office of Student Affairs at (650) 543 – 3779. 

 

Renters Insurance

• All Menlo College students living on campus are required to maintain active renters insurance for the duration of their housing contract. This coverage helps protect personal belongings from loss or damage due to incidents such as theft, fire, or certain types of water damage. 

• Menlo College is not responsible for any damage to or loss of personal property or property of others that you are in care of inside the residence halls, and any reimbursement for such losses would need to be pursued through your renters insurance provider.

• Menlo College is not liable for the failure or interruption of utilities, or injury to persons. Students must provide their own renters/property insurance or make sure they are covered under their parent’s homeowner’s insurance policy. 

• The college will not issue refunds for the failure or interruptions of utilities, or reimbursements for damage to individual property caused by the accidental discharge of any fire sprinkler.

• The college shall not be liable for any injuries or damages arising from the use of

lofted or bunked beds, regardless of whether the college provides the bed.

 

Housing Assignment

Residence hall space may only be occupied by assigned students.

Students may not sublet, assign, or share residence hall space with others.

 

Consolidation

The Office of Student Affairs reserves the right to move or reassign a

student to other facilities, assign roommates, and combine vacancies by:

• Requiring residents to move from single occupancy of double rooms to double

occupancy or to require students occupying double rooms as a single to pay the

prorated cost of the vacancy, combine vacancies by closing parts of or complete

halls.

• Requiring residents to move from one room to another or to require students

occupying rooms with vacancies to split the cost of that vacancy, combine

vacancies by closing parts of or complete floors.

 

Spring Buy Out

During the spring semester, the Office of Student Affairs and Housing may, at its sole

discretion, allow a resident in a partially filled room to buy out the additional bed space

in their double room.

 

Vacancies

• When vacancies occur, the college reserves the right to show rooms and assign new

occupants to fill those vacancies.

• Residents of partially filled rooms should occupy only one set of furniture to

accommodate a potential new roommate. The other furniture should be clear

and ready for occupancy. A student occupying two sets of furniture is subject to

disciplinary action which will include a fine and the potential of buying the unoccupied space.

• In a partially filled room, the Office of Student Affairs may, at its sole discretion, allow the resident to find a new roommate to fill the vacancy or assign a new roommate at any time without requiring current resident approval.

• When a new resident is assigned, the current occupant(s) are expected to welcome

this person and treat them with respect. Failure to show respectful behavior by

any current occupant of a room is considered a policy violation and subject to

disciplinary action.

 

Housing Selection

Process

Returning student housing selection: current Menlo College students can begin

their housing application for the following academic year by completing the housing application on MyMenlo.

• Phase 1: During this phase, students will apply online through MyMenlo. The

students agree to the Housing Agreement, but the contract becomes binding

when a room/roommate is chosen in Phase 2. A fee of $75 will be charged for processing.

• Phase 2: The second phase is roommate selection. Roommates will be available to be selected after you complete the required fields. Once you have selected a roommate for the upcoming year, a Menlo College housing official will give you a room assignment.

 

* * Please note, that these phases are subject to change at the discretion of the Office of Student Affairs

 

Key Use and Lockouts

• Each resident listed on the housing agreement is given one key and/or code to their respective room or apartment. For safety reasons, additional keys cannot be dispensed (except in cases of documented loss.) It is unlawful to make duplicate keys from the original.

• Students should lock their doors for their own safety and security, and should not

leave their keys unattended in exterior or interior doors.

• Lost or stolen keys should be immediately reported to the Office of Student Affairs. 

• Students locked out of their rooms can call campus security to let them into the room. A fee will be charged if this is a repeated issue.

• The cost of replacing a key or door lock when a key has been lost will be charged

to the student.

» New key fee: $25 per key

» Code change $25 per change

 

Leave of Absence

Students who take a “leave of absence” (academic, medical, or personal) will be

required to move out of housing within 48 hours (about two days) once the student’s

leave has been approved and the Office of Student Affairs receives confirmation.

 

Meal Plans

All residential students will be automatically enrolled into a meal plan when they apply for housing.

 

Move In/Out Procedures

• Room Condition Reports (RCR)

» Community Advisors and/or housing staff members inspect the room/apartment before or at the beginning of occupancy. Another inspection takes place when the room is vacated. Residents are responsible for any damage caused by them or their guests during the resident’s occupancy 

• The residents are responsible for notifying housing staff within 48 hours of accessing their residence hall room or apartment of any pre-existing damages or concerns.

• To avoid being charged for damages upon move-out, it is important that each

resident notes anything needing repairs prior to move-out. *This does not mean that a resident won’t be charged for accrued damages.* Additional inspections will occur during the residents’ occupancy to ensure fire safety and adherence to college and/or departmental policies.

 

Early Move In

• Requirements

» Only students who receive prior written approval from the Office of Student Affairs may move in before the scheduled move-in dates on the college calendar.

• Eligibility

» Athletic team commitment (official request from the Athletics Department required)

» Employment for the college (official request from the department or office 

required)

» Individual extenuating circumstances (official request from Center for 

Academic and professional Success required. The request must be approved through the Office of Student Affairs)

» Requests should be communicated via email to the Dean / Assistant Director of Housing Operations.

• All requests for early move-in should go through the proper process outlined by the

Office of Student Affairs. 

• If a student moves from one assignment to another, the student has 48 hours to fully move and return their key unless other permission has been granted. Failure to do so will result in disciplinary consequences.

• Students who move in early must adhere to all housing policies outlined by the housing agreement and housing handbook.

» Students who try to move in early without prior approval will be required to vacate immediately and may be subject to loss of housing and fees.

 

A standard fee of $100 will apply with an additional $50 per day until the start of the semester for early student arrivals.

 

Move Out

• Specific instructions for the end of the semester will be distributed to all residents

before they move out. All students other than graduating seniors or approved summer housing students must be fully moved out of their dorm prior to spring graduation.

• A Community Advisor or housing staff member must inspect a resident’s room before

moving out. Residents who choose to use “Express Checkout” will have to follow the

express checkout process and waive their right to appeal damage billing.

• Failure to follow these guidelines will result in a minimum $100 improper move-out fee.

• Upon move-out residents must leave their rooms “broom clean” and free of trash or

other personal belongings/furniture. Excessive hall trash will also result in a floor-wide fine. 

• All costs incurred by the college because of any repairs required to be made, any

additional cleaning needed, and/or for removal of all individual property shall be

apportioned equally to the residents, regardless of the responsibility or fault of any

one resident for the same if a source cannot be identified.

• Failure to vacate your housing assignment within the allotted period shall result in a

fine of $50 per hour past the residence hall closing deadline.

• Once past the deadline for residence halls closure, the college shall not be responsible

for student belongings and reserves the right to confiscate and dispose of such

belongings at the student’s expense.

 

Personal Property

The college is not liable for damages to or any theft/loss of individual property, failure

or interruption of utilities, or injury to persons. The college will not issue any refunds for the failure or disruption of utilities.

 

Right to Entry

Under the following circumstances, the college reserves the right to enter residents’

rooms for the following administrative purposes:

• The overall well-being and order of the residential community is thought to be in

jeopardy.

• Completion of a work order for a room repair.

• Danger, including floods, fire, and life-threatening situations, are thought to be

occurring or imminent.

• The occupant cannot be found for an extended period (a search for this purpose will be

solely to enter the room and look for the occupant).

• It is necessary to inspect a vacant/unoccupied part of a room/apartment to prepare

for occupancy.

• A resident is believed to be using their assigned space inconsistent with the housing

agreement or other college policies.

• Health and safety inspections which consist of a Community Advisor and/or housing staff member checking every residence hall room for potential health, safety, and policy violations.

• Community Advisors will provide residents with the date(s) of these

inspections at least 24 hours in advance. However, Student Affairs

staff may conduct health and safety inspections if the resident is not present.

 

Policy Violations (Room Search)

• The Dean of Students, The Director of Residence Life and Community Standards and the Assistant Director of Housing Operations may authorize a search of a student’s room in a residence hall by members of the college to determine compliance with federal, state, and local criminal law or college policy where there is a reasonable basis to believe that a violation has occurred or is taking place.

• The student(s) involved will receive written notice within seven (7) days after the

search. At the time of the search, the college official must say the reason for the

search.

• Any search authorization may be reviewed by the Dean of Students, the Director of Residence Life and Community Standards and the Assistant Director of Housing Operations upon the request of the involved student(s).

» The purpose of such review is:

  To decide that the individual’s rights were observed

To ensure that the authorization was well-founded

• If the Dean of Students or designee decides that the authorization was improper, then nothing uncovered or seized during the search shall be used as evidence before a conduct educator in the student conduct process. The removed property will be returned to its rightful owner(s) with the possible exception of illegal items. A conversation regarding policy violations still may occur.

• When a search of a student’s room has been authorized, it should be done in the

presence of that student or the students in question if possible.

• In the students’ absence, a note will be left inside the room informing them of the

search and directing them to contact the Office of Student Affairs immediately upon

their return.

• Both a campus security officer and a professional member of the Office of Student Affairs will conduct the search whenever possible.

• The On-Campus Housing Agreement allows college officials to search a student’s room.

• It is at the discretion of the Office of Student Affairs if a violation of California State law or Federal law is found during the search, that the police or other proper governmental agency may be contacted.

 

Room Change Process

• Students may not change rooms without approval from the Assistant Director of Housing Operations, the Director of Residence Life and Community Standards, or the Dean of Students. Room change requests cannot be processed or completed until the ‘Freeze Period’ is over. This lasts roughly 14 days (about two weeks) after the first day of classes of each semester. Room changes are limited by available spaces and cannot be guaranteed.

• To start the room change process, students must meet with their Community Advisor

(CA) to discuss the issues they are experiencing. The CA will then direct the student

to the next steps in the process.

• It is the discretion and responsibility of the student who starts the room change to

inform their roommate(s) that they would like to move out. Students approved for

a room change must move within 48 hours (two days) of receiving approval

unless otherwise scheduled by the Assistant Director of Housing Operations.

• A completed room change process entails scheduling a check out from the originally

assigned room with the Community Advisor and returning the room key to the

Community Advisor after all items have been moved from the originally assigned

room. Damage inventory and furniture inventory will be documented at the time of

the checkout with the Community Advisor. The student initiating and completing the

room change is responsible for damage and missing furniture from the original room.

• Students who do not follow the room change procedure will be charged a $1000

improper move-out fee and may be subject to disciplinary action by the Office of Student Affairs or the Director of Residence Life and Community Standards.

 

Temporary Relocation

The college has the right to temporarily or permanently move a resident to comparable housing for a variety of reasons, including:

• If repairs or improvements need to be made to a room, hall, or property and the

repair or improvement cannot be made unless the resident is moved. The resident

may be moved during the time needed to make the repair/improvement or until the

work is complete.

• A student who is considered unsafe in their originally assigned room by 

the Office of Student Affairs may be moved to an emergency space. The relocated student may stay in their temporary location for 24-48 hours maximum. Emergency spaces used for temporary relocation are subject to availability.

 

Roommate Agreement

Residents must complete a roommate agreement with their Community Advisor within

the first two weeks of the fall/spring semesters or within 2 weeks of a new roommate

moving in. Failure to do so will result in disciplinary action by the Office of Student Affairs. 

 

Service & Emotional Support Animals (ESA)

• To keep a service or support animal in college housing, a student must have prior

written consent from the Office of Student Success and Accessibility Services.

• ESAs cannot be in residence halls until the Office of Student Success and Accessibility Services and the Office of Student Affairs approves them.

• Failure to adhere to this directive will lead to disciplinary action, including loss of

ESA privileges and potentially housing.

 

Alcohol

The alcohol policies outlined will be upheld in all campus residence halls. The following

conditions must be followed:

• Alcohol possession or consumption is prohibited for any student under 21.

• If no one living in a residence hall room or apartment is 21+, then no alcohol may be

present in any area of the room or apartment. This includes empty alcohol containers.

• If there are mixed ages (21+ individual(s) and under 21 individual(s) living together),

then all alcohol is not permitted in the room.

• Drinking paraphernalia such as funnels, beer bongs, shot glasses, empty bottles, beer pong tables, bars and bar signs are prohibited amongst other items that encourage rapid consumption. This list is not exhaustive. 

• Drinking games, including beer pong, flip cup, and shots of any kind are prohibited.

• Simulated drinking games are prohibited regardless of whether alcohol is used.

• Regardless of ownership or origin, any of the following items found in residence halls

will be confiscated and/or disposed of alcoholic beverages found in the presence or

possession of minors, kegs, beer balls, taps, home brewing kits, or other mechanisms

used to dispense alcohol.

• There are certain locations and instances in which the possession and consumption of

alcohol is not permitted on campus. These include:

» Alcohol consumption is not permitted in public areas of residence halls,

regardless of the individual’s age. Residence hall lounges, lobbies, pools, and

entryways are considered public areas. Additionally, a student room/apartment with an open door is considered a public area.

» If alcohol is found in a location where it should not be stored, it will be disposed of by the resident of the space or the Office of Student Affairs staff.

 

Each resident, 21+ may only have 1 of the following at one time:

1 six pack of beer / 1 bottle of wine up to 1.5L / 750mL of hard liquor.

 

Common Space Usage

Common spaces are defined as hallways, stairwells, lounges, kitchens, bathrooms,

laundry rooms, etc. The Office of Student Affairs reserves the right to limit the accessible hours of common spaces if considered necessary. All common spaces incorporate the quiet hour guidelines listed under the noise policy. Due to health and safety concerns, students are expected to keep common areas clean and orderly for community use.

 

Bathrooms

• Personal items will not be left in the bathrooms, such as shower caddies, shower

shoes, toiletries, etc. These items must be removed after each use of the bathroom space.

• Music playing inside the bathrooms should not be heard outside of the bathroom.

 

Lounges

• The Office of Student Affairs is not responsible for the loss or damage of any item(s) a student may leave in a lounge space.

• College-owned furniture must not be removed from lounge spaces. Lounge furniture must be returned to its original placement if moved within the space. Fines will apply.

• Residents and/or guests are prohibited from sleeping in the common areas of residential facilities.

 

Kitchens

• Any items that students bring into communal kitchens must be removed after use.

Personal items may not be stored in communal kitchens.

• All kitchen dishes, pots, and pans must be washed and stored immediately after use.

Counters should be cleaned following use. Garbage should be disposed of properly

and not flushed down sink drains.

• Any items left in the communal kitchen after use will be removed.

• Refrigerators in communal spaces are only to be used by residents with access to the space. All items inside the refrigerator must be labeled with the resident’s name. The college is not responsible for any stolen or discarded items.

 

Laundry

• Each residence hall has a laundry room only for residents of that community.

• Students must keep the laundry rooms clean by proper disposal of detergent containers, lint traps after each use, garbage, and other items brought into the space.

• Students may not leave their laundry unattended. Laundry left in the laundry room for more than seven (7) days will be collected and removed during duty hours by a Community Advisor.

• Students found to be taking items that do not belong to them will be subject to disciplinary action by the Office of Student Affairs.

• Students are not allowed to tamper with and/or vandalize washers, dryers, or the laundry room.

 

Common Space Usage-Events

• The Office of Student Affairs departmental events will take priority over other events in a scheduling conflict. All scheduling should be made through the Office of Student Affairs. Reservations should be made at least 1 week prior to the event. 

• Any costs resulting from use, including any damage, will be passed on to the hosts

responsible.

• The Office of Student Affairs reserves the right to monitor the event and take any action necessary to ensure the security of the participants, residents, and facilities.

 

Community Living Policies

For everyone to thrive in this environment, residence hall communities must be accepting and inclusive of all residents, and fully support the college’s commitment to civility and respect. Upon the approval of the Office of Student Affairs residents within a defined area (floor, building, etc.) can create policies that further the quality of the living experience for all its members.

• Community developed policies must:

» Be congruent with current college and OSA policies and procedures.

» Be agreed upon by all community members.

 

Decorations

• Students can decorate their room in any way that does not permanently alter it (i.e., posters, rugs, plants, etc.). Students may not mount TVs.

• Depending on which hall they are placed in, students will be permitted to use painter’s tape, removable tape or command strips. 

• Students are prohibited from attaching anything permanently to the walls, ceiling, and doors; or painting walls, baseboards; trim furnishings, doors, or anything metal.

• Double-sided foam mounting tape is prohibited due to ensuing damage to walls and doors (painter’s tape is recommended).

• Students are prohibited from changing their room in any way, including installing wallpaper, wallpaper borders, or contact paper on walls or fixtures.

• Students may not use adhesive LED strip lights on any college-owned property, including walls or furniture.

• Alcohol containers and paraphernalia are prohibited as decoration.

• Drug paraphernalia is prohibited as decoration.

 

Windows

• Signs, posters, flags, and other items may not be hung inside or outside residence hall windows.

• Alcohol beverage containers, signs, posters, flags, etc., that can be seen from outside the building are not allowed on residence hall windows/sills.

 

Doors

• Room doors may be decorated up to 50%, but room numbers must remain visible.

• Pins and nails are not to be used on doors or door frames.

• Decorations cannot block door access or egress for fire safety.

 

Ceilings

• Nothing may be hung from the ceiling. Students cannot hang anything from ceiling lights, pipes or electrical conduits.

• Large cloth objects (fishnets, parachutes, flags, etc.) and posters are prohibited from being hung from or across any ceiling.

• Per the fire safety code, residents are not allowed to hang any items from the ceiling, and a 6-inch gap must remain between the ceiling and the first item hung on the wall.

 

Common Spaces

Decorations cannot be put in common spaces without permission from the Office of

Student Affairs.

 

Drugs

The possession and/or use of narcotics or drugs other than those medically prescribed,

properly used, properly secured, and in the original container (hereafter: Drugs) is

prohibited in residence halls. Drugs and drug paraphernalia will be confiscated if found on college property. For further details, please see the Student Handbook.

 

Due to federal law, medical marijuana is not permitted to be used or stored in residence halls.

 

Fire Safety

To protect the personal well-being and safety of the community, the Office of

Student Affairs strictly enforces all fire safety regulations. Violation of these regulations may result in a fine and immediate removal from residence halls.

 

Fire safety equipment is installed throughout campus to protect the lives and property of the College community. Students who initiate a false fire alarm (including intentionally pulling a fire alarm or intentionally creating smoke to activate an alarm) or who tamper with fire safety equipment, including smoke detectors in residence hall rooms, are subject to severe disciplinary action. Sanctions may include a fine of up to $500, restitution for any damages or costs incurred by the College, additional disciplinary sanctions, possible removal from campus housing, and, where applicable, criminal prosecution.

 

Drills/Alarms

• When a building alarm sounds, all students must vacate the residence hall. Rooms may be inspected by the Office of Student Affairs, and Atherton emergency personnel.

• No one may re-enter the hall until the Chief Fire Official present has secured the building and given permission to enter the building.

• Scheduled fire drills with the Menlo Park Fire Department and Office of Student Affairs will occur twice per year.

• Students should treat all fire alarms as if they are real. If a student is found not to have exited a building, they may be subject to fines and disciplinary action by the Office of Student Affairs.

 

Equipment

• Propping doors is a violation of fire safety and will result in a floor and or hall-wide fine. Propped doors open will be subject to disciplinary action and a $15 fine per resident.

• Students responsible for false alarms, either through negligence, vandalism, or a prank, are subject to removal from housing, a fine imposed by OSA, disciplinary action by the Office of Student Affairs and a fine imposed by the Fire Department, and applicable expenses such as clean up, recharging a fire extinguisher, etc.

• No student may disengage or reset any alarm annunciator panel or tamper with and/or misuse any fire safety equipment including alarms, alarm covers, hoses, and extinguishers. This is considered a felony offence, and all reported cases of misuse may be reported to Atherton Police and Menlo Park Fire Department.

 

Smoke Detectors

• Student rooms are equipped with individual smoke detectors and sprinklers. Hot air, smoke, or aerosols directed toward the smoke detector may set off the alarm. If you activate or hear a smoke detector going off in a student room, immediately contact the Office of Student Affairs (9 am-5 pm) at (650) 543 – 3779 or the CA duty phone at (650) 796- 9544 after hours.

• To ensure that the smoke detectors are appropriately used and serve the designed function, students will not dismantle or otherwise tamper with them. Students may not hang items from the smoke detectors or sprinkler heads. Covering the smoke detectors or sprinkler heads with any type of cloth, cardboard, plastic, or other material, decorative or otherwise, is strictly prohibited and will face disciplinary consequences.

• Smoke detectors are smoke sensitive; this includes burned popcorn, cigarette smoke, incense, vapor, etc. If the smoke detector in a room should sound, residents should immediately contact the Office of Student Affairs.

• Students found responsible for misusing or tampering with smoke detectors will be assessed a fine of $500 and the cost of repair and/or replacement, in addition to being subject to disciplinary action. If a smoke detector in a student room has been tampered with, the room occupants(s), whether present at the time or not, will assume responsibility if no other individual is found to be responsible.

 

Guests

A guest is defined as a non-Menlo College affiliated person or Menlo College student not living within a particular room/building. Residents can have guests visit them in residence halls according to the following guidelines:

• Guests are prohibited unless all roommates consent to them being there.

• Guests under 16 years of age must always be accompanied by a parent/guardian.

• A Student host is responsible for their guest’s actions while on campus.

» A student host will be charged and held accountable as per the student Handbook.

• Guests must be escorted by their student host and are expected to abide by all campus policies.

» The maximum number of individuals allowed in a room/apartment should not exceed double the number of beds in the room/apartment. These occupancy rules include both guests and residents who occupy the space.

 

Overnight Guests

• Entrance into the residence halls is granted only to the residents of that building.

• Roommate(s) must agree to all visitations. 

• Guests are to be met at the door by the resident they are visiting. 

• Guests are to be escorted at all times (including to the appropriate bathroom), so that they are clearly identifiable as that particular resident's guest. 

• Guests may not be left alone in a student room and/or common area. 

• Guests are expected to abide by the same rules and regulations as the residents. Should a violation occur the host of the guest will be held accountable, disciplinary action may be taken and the guest may be asked to leave. 

• Guests’ visits may not exceed 48 hours in any 30-day period or 24 sequential hours 

• Individuals who are not authorized, licensed, or invited to enter housing facilities are subject to arrest for trespassing if they fail to leave after being directed to do so. Individuals soliciting are considered to be trespassing.

• Knowingly hosting an individual who has been issued a trespass notice is prohibited. At any time, disruptive guests may be asked to leave the building. Failure to do so will result in disciplinary action and the possible issuance of a trespass notice. 

Mandatory Hall Meetings

Community Advisors (CAs) facilitate mandatory hall meetings throughout the academic year to communicate important safety information, community expectations, campus resources, and other information essential to the residential experience. Residents are expected to attend all mandatory hall meetings.

Residents will receive notification of mandatory hall meetings through their official Menlo College email account. While Housing and Residence Life will make reasonable efforts to provide advance notice, CAs reserve the right to schedule mandatory hall meetings with as little as 24 hours' notice when necessary.

If a resident is unable to attend a mandatory hall meeting, they must notify their CA before the scheduled meeting begins and receive approval for their absence. An approved absence does not excuse the resident from the requirement to receive the information presented. Residents with approved absences must complete a make-up hall meeting with their CA within one week of the original meeting date.

Residents who fail to attend a mandatory hall meeting without prior approval may be assessed the applicable housing fine and will be required to complete a make-up hall meeting within one week. Failure to complete the required make-up meeting or repeated failure to communicate with Housing and Residence Life staff regarding mandatory hall meetings may result in additional action through the Student Conduct process.

Noise

• The Office of Student Affairs insists that all students responsibly and thoughtfully, restrain in the production of noise of any kind: vocal, musical, recorded, or mechanical. Courtesy hours are in effect 24 hours a day in ALL college housing. Courtesy hours are those hours during which the noise level is not above what would be expected in a typical household residence. Courtesy hours also mean showing courtesy to fellow residents by acknowledging requests made for sleep or study.

• Minimum quiet hours have been set between 10 pm – 9 am during the week

(Sunday through Thursday) and midnight (12 am) – 10 am on the weekends (Friday- Saturday).

• 24-hour quiet hours will be in effect during all final exam periods.

 

Parking & Personal Transportation

Parking:

The Menlo College parking policy can be found here: 

 

Of particular note:

1. First-year students are not permitted to have cars on campus unless granted an exception. First-year student exemption request

2. Eligible residents who bring a vehicle to campus must register it with the College and ensure their license plate information is accurately entered into the College's digital parking system.

3. Eligible residents may not park in fire lanes or other restricted locations; vehicles parked in these areas are subject to parking tickets and/or may be towed at the owner’s expense.

4. Parking or driving on the grounds (grass, sidewalks, etc.) around the housing facilities is prohibited (with some exceptions).

5. Students are expected to obey all traffic laws while driving on campus including yielding to pedestrians and observing all stop signs. Students who are seen driving recklessly on campus may have their parking privileges revoked.

6. Excessive or severe violations of parking policy will result in additional conduct action initiated by the Office of Student Affairs. Potential sanctions can include but are not limited to loss of parking privileges, campus service hours, and/or loss of residential privileges.

 

Personal Transportation:

Personal transportation devices include Bicycles, scooters, electric bicycles, electric scooters, and similar personal transportation devices. To maintain campus safety and accessibility, all bicycles, scooters, and motorized vehicles must be securely locked and stored at designated campus bike racks.   

 

Any bike, scooter, or motorized vehicle found parked or left unattended outside of approved bike rack areas, including those attached to railings, fences, benches, stairwells or other fixtures will be subject to removal by campus staff. A $50 retrieval fee will be charged to reclaim a removed item. The College is not responsible for damage or broken locks resulting from removal, nor damage to the bike, scooter, or motorized vehicle and no reimbursement will be provided for such damage to the item itself.

 

Riders must operate e-scooters, e-bikes, and other personal transportation devices in a safe and courteous manner. Riders must yield to pedestrians at all times and reduce their speed to walking pace when traveling through areas with pedestrian traffic. Riders may be required to dismount when pedestrian congestion or other conditions make riding unsafe.

 

Pets

• Pets other than fish in no more than 10-gallon aquariums are not permitted in residence halls.

• If a student has a pet that does not meet the above-mentioned criteria, the student has a 24-hour window to remove the pet and is subject to an initial fee of $150 and is subject to further cleaning fees / damage fees. The Office of Student Affairs will implement an added $100 per day fee if the student does not immediately remove the pet, and the student will be subject to disciplinary action by the Office of Student Affairs.

If a student is found with a pet multiple times that does not meet the above-mentioned criteria, the student is subject to increased fines and additional student conduct sanctions. 

• Students will be held accountable if a guest brings a pet inside the residence hall.

 

Postings, Bulletin Boards and TVs

• Signage (signs, posters, etc.) can only be placed in approved areas as decided by the Office of Student Affairs. All postings must be put up using blue painter’s tape.

• Unauthorized postings will be removed and discarded.

 

Prohibited Activities

Hall Sports

Students cannot play sports in residence halls, including running down the hallway,

throwing a ball in the common space, kicking a ball, nerf guns, water guns, etc.

 

Facility Misuse

Facilities misuse or damages: students are prohibited from intentionally damaging or misusing residence hall facilities in ways including but not limited to:

• Removing screens from windows and/or using the window as a point of entry or exit.

• Adhering items in such a way as to damage walls, furniture, or woodwork.

• Making structural modifications to any room.

• Tampering with electrical wiring and attaching power strips or extension cords to walls or ceiling.

• Collecting excessive garbage inside or around residence areas.

• Leaving sporting equipment, personal items, or other unapproved items outside of your residence hall door.

• Disposing of personal trash in a bathroom or laundry room trash can.

• Removing furnishings provided by the college from rooms or common areas (lounges) or use of any furniture contrary to a designated use.

• Using social lounges for personal storage or to the exclusion of other residents.

• Entering onto or otherwise occupying roofs.

• Sleeping in or on facilities/quarters not designed for that purpose.

• Using bathrooms of a gender different than the student’s gender identity.

 

Fire Safety

• Students are prohibited from tampering with pre-set lower and upper limits on the air-conditioning units, burning, or otherwise damaging thermostats. If a damaged air conditioning unit is in a residence hall room, all residents of the room may be billed for the damages and referred to the Office of Student Affairs.

 

General Hazards

Bicycles, skateboards, hoverboards, scooters, skates, and any other devices are prohibited from use in a residence hall.

• If a student needs a mobility aid, such as a motorized scooter, Menlo College cannot guarantee space within the student’s individually assigned residential space for storage of said device unless that is part of the student’s accommodation. The Office of Student Success and Accessibility Services decides reasonable accommodations and may require substantiating documentation of a medical need for requested accommodations.

• Bicycles and scooters, for recreational use, must be kept on college-provided bike racks. Bicycles and scooters stored or locked in public areas such as stairwells, hallways, lounges, etc. will be removed and stored at the owner’s expense for 30 days (about four and a half weeks). If the bicycle is not claimed after 30 days (about four and a half weeks), it will be donated.

• Bicycles or scooters left on bike racks at the end of the academic year will be removed and stored at the owner’s expense for 30 days (about four and a half weeks). If bicycles are not claimed by the owner within 30 days (about four and a half weeks), they will be considered abandoned and donated.

 

Prohibited Areas

For safety concerns, students are not allowed on any roof of any campus building and

are not permitted to do any renovations, construction, or modifications to any buildings or surrounding grounds without prior approval from the Office of Student Affairs and Facilities offices. 

 

Prohibited Items

Fire Safety

• Menlo College only allows extension cords with integrated UL approved over current protection (surge protector) for use within residence halls. All other types of extension cords are prohibited.

• Power tools and electrical kitchen appliances, including popcorn poppers, hot plates, toasters/ovens, indoor grills (such as a George Foreman), air–fryers, pressure cookers and rice cookers, open coil cooking appliances, etc. are prohibited.

• Menlo College allows refrigerators and microwaves in each residence bedroom. However, this is a per room usage meaning each room can only have 1 refrigerator and 1 microwave. Multiple refrigerators are prohibited without prior approval.  

• Devices using an open flame-such as candles, camping stoves, grills, fondue pots, incense, and gas lanterns, are prohibited in or around residence halls. Light candle diffusers, wax warmers, and heat lamps are also prohibited. 

• Halogen floor lamps are prohibited as they pose a serious fire safety concern due to the intense heat generated by the high-wattage bulb.

• Decorations, including holiday trees/branches, should be made of material that is not flammable.

» Only artificial holiday trees that do not block egress are permitted in residence halls due to fire safety. Live trees are not permitted.

• Flammable liquids, including gasoline, turpentine, oil-based paints, lighters, lighter fluid, etc, are prohibited.

• Hoverboards, self-balancing scooters, battery-operated scooters, hands-free segways, electric-powered skateboards, and similar devices are prohibited in the residence halls.

•Bicycles are also prohibited in the residence halls as well as being stored in stairwells and or common areas. All bikes must be stowed away on a campus provided bike rack.

 

Weapons

The possession, use, and/or sale of any weapons, ammunition, combustibles, fireworks,

explosive devices, or any other substance or device identified as a weapon is not

permitted in residence halls. Knives longer than 3 inches are not permitted. Fake weapons including but not limited to nerf guns, prop guns, fake or foam axes and knives, etc, are not permitted.

 

General Hazards

• Doorbells or security cameras not installed by the college are prohibited.

• Radio antennas or satellite dishes are prohibited.

• Darts and dartboards including magnetic darts and dartboards are prohibited.

• Waterbeds and other liquid-filled furniture, including tanks and hot tubs, are prohibited.

• Musical amplifiers may be stored in residence hall rooms but may not be used in

residence hall rooms. Drums or drum sets are also prohibited in residence hall rooms.

 

Residential Living Standards

• Students must maintain their rooms and common areas in a clean and healthy condition that meets the standards of the Office of Student Affairs.

• The following conditions must be met to maintain a clean environment:

» Students should not create a condition in which insects, rodents, or other pests become present. Some examples include failure to properly dispose of food waste, poor food storage, etc. Students must notify a college official immediately if this occurs.

» Students should not place/throw their trash near or on any doors, windows, in the hall, etc.

» Students should properly sweep, throw, or dispose of their waste in a trash can.

» To avoid mildew growth, preventing excessive moisture build-up in your room/

the common area is important. Students should notify Facilities and the Assistant Director of Housing Operations immediately upon discovering any water leakage from the roof, a pipe, or other hall part.

 To prevent moisture build-up, students should:

◊ Use proper climate control in the student’s room/common area to prevent mildew growth.

◊ Do not tamper with pre-set lower and upper limits on the air-conditioning units. This includes, but is not limited to,

placing heating objects near, on, or under the unit to get it to “kick on.”

◊ Do not block any heating, ventilation, or air-conditioning ducts.

◊ Hang wet towels or clothing up to dry.

 

Residence Hall Safety

• Propping doors and/or pulling/forcing/banging on exterior doors is prohibited.

• Students must not open doors or allow entry into residence halls to individuals who

do not have an entrance key/ID.

• Students are required to carry their IDs and keys, and should not leave their

keys in exterior or interior doors.

• Students must not give their keys, ID, and/or door code to other students.

• Students must meet any delivery personnel at the entrance of Menlo College or Alejandra Ave.

• Students may not enter or exit residence halls through designated fire doors unless there is an emergency that requires residents to use the fire doors.

»Violators of this policy will be subject to disciplinary action by the Director of Residence Life and Community Standards, with the possibility of immediate termination of their Housing Agreement.

 

Student ID Card

• Lost or stolen ID Cards need to be reported to the Office of Student Affairs

» The Office of Student Affairs charges $15 for a replacement ID card.

• It is prohibited to lend or give your ID Card to another person. If a student is found to be doing this, they are subject to disciplinary action by the Office of Student Affairs.

 

Smoking

Smoking and vaping are prohibited in residence halls, including residence hall rooms. 

There are two designated smoking areas on campus: 

• O’Brien Parking Lot

• Behind Brawner Hall 

Menlo College is currently exploring becoming a Smoke-Free Campus. Menlo College holds the right to change this policy if this occurs. California law prohibits people under 21 from having or using tobacco or smoking products. Smoking and vaping are prohibited in residence halls, including residence hall rooms. Any room found without a smoke detector will be subject to a minimum $150 fee per incident. In addition, any residents found smoking in a resident hall/room will also be subject to a $150 fee per resident in room in addition to the conduct process.

 

Solicitors

No sale or solicitation of materials or services of any type is allowed within the residence facilities. Door-to-door solicitation is always prohibited, including distributing anything underneath doors of residence halls or other college rooms. Students are prohibited from using college facilities for business purposes of any nature without proper authorization from a college official.

 

Students living in residence halls are expected to adhere to the guidelines listed in this document. Students who fail to follow the guidelines will go through an accountability process with the Office of Student Affairs. Students who violate the Menlo College Housing Handbook will be referred to the Office of Student Affairs for disciplinary action.

Accountability Process

Students who violate the policies in the Menlo College Housing Handbook may be referred to the Office of Student Affairs (OSA) or meet with OSA staff regarding Community Standards.

• An OSA meeting is a conversation between a student and an OSA staff member regarding violations from the Menlo College Housing Handbook or Student Handbook.

• Students will be notified of an OSA meeting via their Menlo College email and will be

expected to reply and attend.

• During the meeting, the assigned OSA staff member will have an educational conversation with the student regarding the violation and, if necessary, refer the student to other campus resources.

• Students will be emailed a follow-up letter after the meeting, outlining what was discussed, referral to resources, and sanctions.

• Students who do not attend a meeting will receive a follow-up letter and will be responsible for following the instructions outlined.

Fees/Fines

** Subject to Change

Office of Student Affairs Staff & Emergency Services

Emergency 911

Menlo Park Police Department

407.644.1313 (Non-emergency)

 

Emergency 911

Menlo Park Fire Department

650.688.8400 (Non-emergency)

 

Devin Carr

Assistant Vice President Dean of Student Affairs

devin.carr@menlo.edu

650.543.3735

 

LaShonda Kennedy

Director of Student Engagement & Belonging, Office of Student Affairs

lashonda.kennedy@menlo.edu

650.543.3767

 

Richard Kiel

Assistant Director, Housing Operations & Residential Security

richard.kiel@menlo.edu

650.543.4139

 

Logan Avina Barajas

Assistant Director of Residence Life and Community Standards

logan.avina-barajas@menlo.edu

650.977.0253

 

Ashley Brankovich

Student Health & Wellness Coordinator

ashley.brankovich@menlo.edu

650.543.3701

 

Vannesa Jimenez

Mental Health Counselor

vannesa.jimenez@menlo.edu

650.543.3850

Office of Student Affairs

studentaffairs@menlo.edu / housing@menlo.edu / conduct@menlo.edu 

650.543.3779

Office of Student Success and Accessibility Services

studentsuccess@menlo.edu / disabilityservices@menlo.edu 

650.543.3935