Student Organization Leased Lounge
& Housing Block Information
Roles of President
and House Manager 
The President of each student organization is responsible
for the overall coordination of organization-related issues
and events. Typically, correspondence from the Office of Residence
Life and Housing (including notices, Agreements, bills, etc.)
will be directed to the President, who is then responsible
for communicating the contents of this correspondence with
the members of the organization.
The House Manager exercises oversight of facility-related
issues by coordinating cleaning, maintenance, and improvement
efforts in the leased lounge and housing block areas. House
Managers should introduce themselves to and maintain communication
with the Residence Life and Housing staff, Benson 101, who
are responsible for the weekly leased lounge and block housing
inspections.
Lease Lounge Agreement
Each organization receives a license agreement describing
the terms and stipulations for the spaces assigned to them
by Wake Forest University. The signature of the organization’s
president or house manager signifies that the organization
is aware of and agrees to comply with all aspects of the Agreement.
In the best interest of your organization, please familiarize
yourself with all policies at Wake Forest, in particular, by
reading the Agreement in its entirety.
Inspection Forms
Residence Life and Housing staff inspect the leased lounges
and housing block suites of each organization on a weekly basis.
Separate inspection forms are used to rate the conditions of
leased lounges and housing block areas. All common areas, bathrooms,
storage rooms, floors, walls, windows, ceilings, bars/kitchenettes,
and closets are rated for cleanliness and safety. Trashing
incidents and material damages are also assessed during these
weekly inspections. Individual student rooms are not entered
or inspected.
Scoring occurs on a five-point scale, resulting in designations
ranging from “superior” to “above average” to “average” to “below
average” to “unacceptable.” Scores are compiled
on a weekly basis, yielding cumulative semester and year-end
ratings that are reviewed by the Director of Residence Life
and Housing. An “unacceptable” weekly score (in
excess of 3.5), in either the leased lounge area or the housing
block area, will result in the imposition of a $50.00 fine
upon the organization.
Officers of each organization are welcome to stop by the Office
of Residence Life and Housing in Benson 101 to inquire about
their scores from one week to the next.
Billing: Damages & Fines
Bills for damages within any organizational area facility
(leased lounges and housing blocks) are mailed from the Office
of Residence Life and Housing to the organization’s president.
Other non-damage-related violations (such as trashing fines,
noise violations, or roof violations, etc.) also result in
monetary fines. Organizations must pay all bills within 15
days of the billing date in order to avoid additional late
fees. Under specially approved circumstances, excessively large
bills can be broken down into pro-rated payment plans. The
payment of all bills should be made out to “Wake Forest
University,” and should be paid either by mail or in
person by the treasurer of the organization to the Office of
Residence Life and Housing staff, Benson 101.
Supplies
Additional cleaning supplies, above and beyond those provided
at the beginning of the school year, can be obtained by submitting
a request IN WRITING from the organization’s House Manager
to the Office of Residence Life and Housing, Benson 101. The
organization will then be billed for these additional supplies
after they are delivered to the lounge area or picked up by
members of the organization.
Recycling
Due to the large number of aluminum and plastic containers
that most organizations dispose of on a weekly basis, it is
vitally important each organization remains conscious of University
and State regulations regarding recycling. Please separate all
recyclable items from non-recyclable trash. Blue containers
have already been provided for the disposal of such recyclable
items as aluminum cans and plastic bottles. Trash and other
non-recyclable items are to be disposed of in available gray
trash receptacles. Additional blue recycling containers and
gray trashcans can be obtained by contacting the Coordinator
for Greek Affairs, Robin Porter, at extension 8020.
Protocol for Work
Orders, Repairs, Projects, Improvements
All work orders to repair or replace damaged or missing items
in lounges and housing block suites are submitted into the
University work order system through the Office of Residence
Life and Housing in Benson 101, extension 8020. This rule of
protocol applies to all areas, except for individual student
rooms. Items of concern in individual rooms can be called in
directly by students to extension HALL (i.e. extension 4255).
All projects or improvements (e.g., painting, the building
of a bar, the construction of a cabinet, etc.) must first be
submitted IN WRITING to Robin Porter, Coordinator of Greek
Affairs, in Benson 101, by either the president or the house
manager of the organization.
Reporting Vandalism
In most situations involving damage within lounges and housing
blocks, members of organizations and/or their guests are held
directly responsible. Each organization is responsible for
physical damages caused by their members or their guests.
From time to time, however, vandalism occurs when uninvited
individuals who are not affiliated with those organizations
cause damages to the facilities of organizations. In such cases
of vandalism, organizations are responsible of contacting University
Police within 24 hours of the incident.
Failure to report vandalism results in the organization being
held responsible for any damages that occur. There is no guarantee
that simply reporting an incident of vandalism to University
Police will free an organization of financial responsibility
for any needed repairs. While all reports will be investigated,
it is important to remember that false reports constitute violations
of the Wake Forest University Honor Code, and may result in
the revocation of an organization’s leased lounge and
housing block agreements.
Trashing and Roof Violations
The initial trashing fine that an organization receives will
result in a fine of $100.00; a second violation will result
in a fine of $150.00; and all subsequent violations will result
in a closing of that organization’s lounge for one week
and fine of $200.00. Roof fines of a minimum of $100.00 will
be assessed when there is evidence that individuals have climbed
onto roofs or balconies, or when garbage and or debris are
found in these areas, or when window screens adjacent to these
areas have been removed. Any material damages resulting from
such violations will also be charged back to that organization.
Storage
Most organizations have items (such as photo composites, ritual
materials, etc.) that require storage. Lounges have limited
storage space (closets and storage rooms) for such materials.
Individual members of an organization cannot store personal
items in the leased lounge at any time. During summer break,
organizations need to be aware of the fact that storing items
in their lounge areas is done so at their own risk. Organizations
are encouraged to store items of material or sentimental value
off-campus during the summer months.
Fire Safety
Fire safety equipment is to be protected at all times, and
it is each organization’s responsibility to prevent its
members and guests from tampering with or damaging fire alarms,
exit signs, fire extinguishers, smoke detectors, sprinklers
and fire extinguisher boxes. Fire safety can also be affected
by storage. Combustible and flammable materials (e.g., paint,
thinner, lighter fluid, etc.) cannot be stored in any space
on campus, including both lounge and housing block areas. As
an exception, paint storage can be permitted on a temporary
basis only during pre-approved painting projects.
In all leased lounge and housing block spaces, open walkways
and quick and easy access to exits must be maintained at all
times. Blocking exits or hallways with furniture or with items
left on the suite hallway floors constitutes a lack of egress
and could result in a fine. Finally, the use of extension cords
in organizational spaces is allowable only on a temporary basis
(e.g., during a social event). Prolonged use of extension cords
is a violation of State and University fire code regulations.
Important Phone Numbers
Steve Hirst
Director of Greek Life
extension 5185
Campus Police
extension 5591
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