Skip to Residence Life site navigationSkip to main content

Policies, Guides & Forms

Policies, Guides & Forms

All students are held accountable to the policies and guides of the College. Please take some time to familiarize yourselves with the below information.

Guest Procedures

Guest Procedures

Guests are allowed in the halls as long as they comply with all Residence Life policies and procedures and do not disturb the normal operation of the building.  Guests must carry the appropriate valid identification on them at ALL times as well as their approved Guest Registration Form if residing on campus after 10:00 PM. Guests must remain with their resident (host) at all times.  Residents will be held accountable for the behavior and/or actions of the guest(s).

Each registered guest is allowed to stay on-campus no more than three (3) nights (consecutively or not) within a seven (7) day period. A night begins and ends at 10:00 PM. RCNJ residents are allowed to host up to two (2) guests at any given time.

All guests residing on-campus past the hours of 10:00 PM must carry an approved Guest Registration Form and the appropriate valid form of identification at all times. Guests may not move from host to host to stay on-campus more than three (3) nights.

Current RCNJ residential students do not need to be registered as a guest. All residents are responsible for their guests.

The College automatically assumes that all residents within a shared housing unit (room/suite/apartment) agree to permit their roommate, suitemate, or apartment-mates to register guests in their shared housing unit, without having to provide prior acknowledgment of those guests. However, residents have the right to opt-out of this automatic Guest Registration by contacting their Resident Assistant to facilitate a roommate/suitemate/apartment contract. As with any roommate/suitemate/apartment contract, if someone violates the terms of the contract, staff in the hall/area office must receive a formal complaint before they can act upon it. It is important to note that once a complaint is received for a particular room/suite/apartment, all residents of that space may lose guest privileges until they come together and a contract is developed.

It is essential that students adhere to the Occupancy Limit for Residence Units Policy for the assigned room/suite/apartment. It is the responsibility of roommates/suitemates to alert the host of the guest of any issues or concerns they may have concerning any guests or the amount of guests entering their room/suite/apartment. It is recommended that students have open conversations with roommates/suitemates about guest expectations.

Acceptable Identification

Any current government issued photo identification:

  • Ramapo College ID for currently enrolled commuter students
  • State Driver’s License
  • State issued photo identification card
  • Military Identification Card
  • Permanent Resident Card
  • Passport of any Country

Unacceptable Identification

Any forms of identification that are not government issued with a photo will not be accepted for guests:

  • Any college identification, including Ramapo ID cards*
  • General photo identification cards (i.e. – Work Identification cards, Volunteer Identification cards)
  • Birth certificates
  • Credit Cards of any kind (i.e. – Credit Card displaying the owner’s face)
  • Expired government issued photo ID

Note: Expired identification cards are not acceptable forms of identification. Guest identification must not be expired.

*Currently Enrolled commuters with current RCNJ IDs may use their IDs at the front desk. Residence Life works with Commuter Affairs to ensure that our list is accurate and up to date. If a commuter is not found on the list, they will need to provide another form of acceptable identification.

Adult Guests (18+)

An Adult Guest is defined as anyone who is age 18 years or older and not assigned to an on-campus student residence room, suite, or apartment.

Examples of Guests:

  • RCNJ Commuter Students
  • RCNJ Former Students
  • Non-RCNJ Students
  • Non-RCNJ Family Members

These individuals need a Guest Registration Form if residing on campus after 10 PM and can be registered any night of the week. All guests must remain with their hosts at all times. Guests must carry the approved Guest Registration Form and a valid form of identification. Please note ALL guests must sign in and out of the residence hall when entering and exiting the building between the hours of 10 PM – 5 AM.

Minor Guests (Under age 18)

A Minor is defined as a person under 18 years of age. Minor Guests are only permitted to visit on the weekends (Friday-Sunday).

Minors over the age of 14 must provide a current high school identification card. All other forms of acceptable Identification listed above will be sufficient as well.

Failure to adequately supervise guests who are minors may result in disciplinary action or termination of minor visitation privileges.

It is highly recommended that anyone who wishes to host a guest who is a minor to notify his/her respective hall office in advance.

All guests, regardless of age, must abide by all Ramapo College rules and local, State, and Federal regulations and laws.

Guest Registration Availability and Submission

In order to have a guest(s) after 10 PM, the resident (host) must register his/her guest(s) by completing a Guest Registration Form and submitting it to the respective locations indicated in the chart below. Guest Registration Forms will ONLY be approved by the Residence Hall Office or Desk Attendant Booth of the host, with the exception of those who live in The Village or The College Park Apartments. When the Hall Offices of The Village and The College Park Apartments close, residents from those areas must get their Guest Registration Forms approved at the Residence Hall Office closest to their place of residence.

Online Guest Passes are available to be filled out 24/7 here:

Traditional Residence Halls

Pine, Laurel, Mackin, Bischoff and Overlook

Monday-Friday 12 PM – 12 AM Residence Hall Office
Saturday-Sunday 8 PM – 10 PM Residence Hall Office
Monday-Sunday 10 PM – 5 AM Desk Attendant Booth
Every Day 24/7 Online Guest Pass
Online Commuter Guest Pass

Apartment Residence Areas

Village and College Park Apartments (CPAs)

Monday-Friday 12 PM – 12 AM Residence Hall Office
Saturday-Sunday 8 PM – 12 AM Residence Hall Office
Monday-Sunday 10 PM – 5 AM Desk Attendant Booth
(CPA – Go to Mackin/Bischoff/Overlook
(Village – Go to Laurel/Pine)
Every Day 24/7 Online Guest Pass
Online Commuter Guest Pass

No one may use the guest procedure to evade paying proper residence hall charges.  Guests may not move from host to host in order to stay on campus for more than the duration the policy states. Students and guests who are found to be in violation of these procedures will be documented by the Residence Life Staff or Public Safety Officers. Students who violate the Guest Policy may be referred to Office of Student Conduct and may be subject to a residence area ban.  Individuals, such as runaways or others fleeing lawful parental authority, are not permitted as guests.

NOTE: Depending on the situation, the College reserves the right to change or limit guest procedures.  Guest privileges will be revoked if actions impede the teaching and learning processes that are at the heart of the College’s mission.  Guests’ personal behaviors should conform to the wishes of all the residents in the room/suite/apartment.  It is the host’s responsibility to report the misconduct of guest(s) to the Department of Public Safety or Residence Life staff immediately.

Guest Restrictions

There are designated times throughout the year when guest privileges are more restricted in order to assist with Residence Hall operations. Below is a listing of these times and guest expectations and procedures.  Residents who reside on campus may not use their residency to allow others to circumvent paying for housing.

Time: Policy: More Information:
Fall Early Arrival

Check-in

No Guests Permitted until check-in begins for designated building/ area Residents in Early Arrival Housing who are approved to arrive to housing early due to an affiliation with a group on campus are not permitted to have guests.

 

Thanksgiving Break

 

Guests Permitted.

Normal Guest procedures are followed.

Residence Hall Offices work on a revised schedule.

 

Desk Attendants work normal hours – 10 PM – 5 AM.

Fall Semester Finals Guests Permitted. Normal Guest procedures are followed.

 

It is important to note that it is 24-hour quiet hours during this time and residents should be mindful of peers who are studying or preparing for finals. Please review expectations regarding 24-hour quiet hours and residents are expected to hold their guests to the same standards.
Fall semester check-out extensions No Guests Permitted. Residents are approved for a check-out extension for academic related reasons. No guests are permitted.
Winter Interim Housing Guests Permitted. Normal Guest procedures are followed. Winter Interim Housing period is for students who reside on campus in order to work for the college, are international students, or are in-season athletes. Residence Hall Offices work on a revised schedule. Desk Attendants work normal hours – 10 PM – 5 AM.

Winter Interim Housing residents do not have the authority to allow roommates/suitemates/apartment mates to move into residences prior to normally scheduled check-in date. A Student who is found violating this will be considered an Illegal Resident. Please reference the illegal resident procedures as listed below.

Spring Early Arrival Check-in Guests Permitted. Normal Guest procedures are followed. Residents in Early Arrival Housing, who are approved to arrive to housing early due to an affiliation with a group on campus, are permitted to have guests. Residence Hall Offices work on a revised schedule. Desk Attendants work normal hours – 10 PM – 5 AM.

A resident cannot register a semester roommate/suitemate/ apartment mate as a guest during this time period. Spring Early Arrival residents do not have the authority to allow roommates/suitemates/apartment mates to move into residences prior to normally scheduled check-in date. A Student who is found violating this will be considered an Illegal Resident. Please reference the illegal resident procedures as listed below.

Spring Break

 

Guests Permitted. Normal Guest procedures are followed. Residence Hall Offices work on a revised schedule. Desk Attendants work normal hours – 10 PM – 5 AM.
Spring Semester Finals Guests Permitted. Normal Guest procedures are followed.

 

It is important to note that it is 24-hour quiet hours during this time and residents should be mindful of peers who are studying or preparing for finals. Please review expectations regarding 24-hour quiet hours and residents are expected to hold their guests to the same standards.
Spring semester check-out extensions No Guests Permitted. Residents are approved for a check-out extension for academic related reasons. No guests permitted.
Summer School Guests are Permitted The Residence Hall Offices work on a revised schedule. Once a resident participates in the end of summer “all summer move-over “no guests are allowed until regular check-in begins for designated building/ area. This is regardless of Fall placement on campus.

Guest Parking Procedures

Guests are allowed to bring their vehicles on-campus. Attached to the Guest Registration Form is a parking pass. All parking passes must be completed thoroughly, stamped for approval, and placed on the dashboard of the guest’s car. Guests may only park in designated Parking Lot D, located near the Bradley Center.

If a Guest who plans to stay on campus after 10 PM is not registered prior to coming to campus, they should first park their car in Parking Lot D before receiving a Guest Registration Form Parking Pass from the appropriate residence hall. After receiving an approved Guest Registration Form Parking Pass, that guest should immediately put the parking pass on the dashboard of his/her vehicle.  If a guest receives a ticket from Public Safety for parking in Parking Lot D without a Guest Registration Form Parking Pass between the time of parking his/her vehicle, receiving a Guest Registration Form Parking Pass and putting it on his/her vehicle, the ticket may be revoked, if appealed. The guest should indicate that s/he was in the process of receiving a Guest Registration Form during the time the ticket was issued.

If a guest is only interested in visiting the campus for a couple of hours during the day, he/she should visit the Public Safety Booth at the front of the College for a day parking pass.

Guest Transportation Procedures

Guests are welcome to use both the RCNJ Shuttle and the NYC Port Authority Bus.

RCNJ Shuttle

Guests are welcome to use the RCNJ Shuttle. They must be with their host at all times. All guests should have their Guest Registration Form available when riding the RCNJ Shuttle; they may be asked to present it. If a guest is using the RCNJ Shuttle to arrive from the train station, the host must be onboard the RCNJ Shuttle to meet him/her. The times and destinations for the RCNJ Shuttle are located on the Ramapo website.

NYC Port Authority Bus

Guests are welcome to use the NYC Port Authority Bus. Their ticket must be purchased with their host’s Ramapo ID at Roadrunner Central. A guest is not required to present a Guest Registration Form to ride the NYC Port Authority Bus.

Illegal Entry

Entering another resident’s room without that person’s permission is illegal and prohibited.  Breaking into or entering any room (including entering one’s own room) by means other than the regular method of using one’s student ID swipe-card is also prohibited.  Criminal charges and/or any damage charges may be pursued for illegal entry by any unauthorized means.

Illegal Residents

Illegal residents are persons who visit residents’ rooms for long periods of time (for more than three days within a given week) or whose visitation violates the Guest Procedures in any way.  Unregistered guests are considered “illegal.”

If the Office of Residence Life staff, officers from the Department of Public Safety, or other College officials find someone who is living in a campus residence, but who is not authorized to be there, the “host” student (or students) may be charged the regular housing charge for the”guest” and the “host” may be charged with conduct violations.  Violators may be fined and/or face judicial action.

Residents who are aware of a person(s) living on-campus without authorization or who is violating the Guest Policy, should notify their residence hall office staff as soon as possible. The Desk Attendant Staff will be checking the Guest Registration database on a regular basis to ensure that all residents and guests are complying with the Guest Policy.

Occupancy Limit for Residence Units Policy

The following guidelines have been established to define Ramapo College’s occupancy limit for each residence unit (room, suite, and apartment) within our Residence Halls and Apartment Complexes. Occupancy limit is defined as the maximum number of persons permitted within a housing unit at any time, including residents assigned to the unit.

The chart below lists the occupancy limits:

Apartment Occupancy Limit

The Village:

  • Sixteen (16) is the maximum number of persons permitted within a Village apartment.

The College Park Apartments:

  • Nine (9) is the maximum number of persons permitted within a one-bedroom apartment in the following locations: Butternut, Cypress, Mulberry, Sycamore, and Tamarack.
  • Ten (10) is the maximum number of persons permitted within a two-bedroom apartment in the following locations: Butternut, Cypress, Mulberry, Sycamore, and Tamarack.
  • Ten (10) is the maximum number of persons permitted within the following apartment locations: Buckeye, Elm, Hickory, Holly, International, Mimosa, Palm, Redwood, and Science.

Residence Hall Occupancy Limit

  • Six (6) is the maximum number of persons permitted within a Bischoff hall room.
  • Six (6) is the maximum number of persons permitted within a Mackin hall room.
  • Twelve (12) is the maximum number of persons permitted within a Laurel hall suite.
  • Twelve (12) is the maximum number of persons permitted within a Pine hall suite.
  • Twelve (12) is the maximum number of persons permitted within an Overlook hall suite.

Click here to see the Occupancy Limit for Residence Units Policy Chart

Should College Staff observe the number of persons present in a residential unit exceeding the occupancy limit, it will lead to an immediate dispersal of the gathering by having all persons not residing in the unit vacate the space. The incident will be documented and referred to the Office of Student Conduct for disciplinary action. Please also see related policies: Alcohol, Cannabis, Other Drugs, and Good Samaritan Policy (Link).

Outdoor Congregations:

In addition to interior occupancy limits, the following guidelines are in place for exterior areas: Obstruction of the free flow of pedestrian or vehicular traffic on College premises or at College-sponsored or supervised events or activities is prohibited. Additionally, congregating in front of buildings/apartment entrances, stairwells, and balconies/landings is prohibited. Individuals or groups who obstruct the free flow of others will be instructed to clear the area and may be referred to the Office of Student Conduct for disciplinary action.

Guide to Community Living

The Office of Residence Life publishes the Guide to Community Living to inform residents about their rights, responsibilities, housing policies and procedures, and services available in the College and outside community.

GUIDE TO COMMUNITY LIVING

Housing Withdrawal Process

CURRENT STUDENT HOUSING WITHDRAWAL FORM

If you are an incoming first year or transfer student and wish to withdraw from housing you must email Admissions at admissions@ramapo.edu.
  • All students who wish to withdraw from housing must complete this form, as well as a check-out receipt and exit survey.
  • Students who voluntarily withdraw from housing, students who are administratively withdrawn from housing or students who lose housing as a result of a judicial sanction must reapply for any future housing requests, as their guaranteed housing status is no longer in effect. Once a student is withdrawn from housing, they are considered a commuter student.
  • Students who withdraw from housing and later decide they would like to return to housing must reapply by submitting a commuter housing application and a $200 non-refundable housing deposit. This application may be obtained by e-mailing reslife@ramapo.edu.  The  $200.00 non-refundable housing deposit must be submitted to the Student Accounts Office.  Once your application is received and your deposit is paid, your name will be added to the commuter wait list. Please note: housing is not guaranteed.
  • Before students submit a housing withdrawal form, all belongings must be removed from their room/suite/apartment. Any personal items left in their room/suite/apartment will be considered abandoned and will be discarded. Once a withdrawal form is submitted, it goes into effect immediately.
  • Students will be responsible for all housing charges until they have officially completed all check out procedures and withdrawal processes. Students who do not properly follow the check out procedures will be charged a $75 fee for an improper check-out.
  • No refunds will be issued for housing or dining plan changes after the 50% refund deadline. Please review the academic calendar on the College website for refund deadlines.
  • Requests for forwarding mail will be honored for two weeks (first class mail only).  In order for students’ mail to be forwarded, they must fill out forwarding address labels (contact hall/area office for details). After two weeks, mail will no longer be forwarded and will be returned to sender.
  • Students who have been granted an approved Medical Leave of Absence (MLOA) must follow the withdrawal process outlined in the Guide to Community Living. Students who intend to return to housing after the MLOA must complete a Temporary Withdrawal Form (in addition to a housing withdrawal form) and submit it to the main Office of Residence Life.  Although, students are guaranteed housing, we are unable to guarantee specific housing assignments.  The students’ age as well as credits (on file at the time of placement) will be taken into consideration.
  • Students who are withdrawing from housing for Military obligations or a Study Abroad program through Ramapo College must submit a housing withdrawal form and  a Temporary Withdrawal Form if they wish to return to campus housing.  This form must be submitted  to the main Office of Residence Life.  Although, students are guaranteed housing, we are unable to guarantee specific housing assignments.  The students’ age as well as credits (on file at the time of placement) will be taken into consideration.
  • Housing deposits are non-refundable and will be forfeited.  Students are encouraged to review their account on-line within four business days to see if the forfeited housing deposit has created a balance on their account or increased a current balance.

 

Fall 2022 Withdrawal Form

Spring 2023 Withdrawal Form