Residence Life Handbook

We have two main Directors who oversee everything. They're experts in helping students succeed, with lots of experience and an interest in student development. Their main job is to make sure your needs are met and to look after the wellbeing of everyone in the residence hall. If you need help with personal or group issues, they're there for you. Our two Directors are in charge of Residential Education & Community Standards and Housing & Operations.

Our Office and Card Services Coordinator works closely with the Directors and the University to help the community run smoothly. They're in charge of things like meal plans, registration, housing contracts, and other important tasks.

Both Palmerton & Connolly Halls and Peterson & Placer Halls have an Area Coordinator (AC), who takes care of the hall and makes sure everyone follows the University's rules. Like the Directors, they focus on meeting your needs and making the hall a great place to live. They live in the hall too, so they're on hand for emergencies.

Every residence hall or apartment area also has an Assistant Area Coordinator (AAC). AACs are experienced students with at least one year of experience on our team. They help manage their residential area and make sure everything is running smoothly.

Resident Advisors (RA) are students who live in the same residence hall as you. They are trained to help you out in many ways and they work hard to make your community a great place to live, learn, and grow.

Residential Tutors (or Residential Peer Mentors) are residents who are here to help you do well in your studies. They hold office hours and tutoring sessions.

We also have support teams who take care of the residence hall during the summer, handle maintenance, and keep everything clean throughout the year.

To appeal a decision, you need to write us a letter. In your letter, tell us why you think the decision should be changed and include any evidence you have. You can send your appeal letter by replying to the original decision email or sending it to reslife@sdsmt.edu.

In your letter, you should explain one or more of the following:

1. There's new information that wasn't available when the decision was made.
2. There was a mistake in the process that affected the outcome.
3. The decision was too severe for the situation.

If you're appealing a housing decision, an Appeals Board will review your appeal. For all other appeals, a Director of Residence Life will review it.
After receiving your appeal, the reviewer will look at your appeal letter, speak with anyone involved, look at the original decision, and review any related documents.
The Appeals Board will make a final decision within ten business days of receiving your appeal. Sometimes, they might need more time, but they'll let you know if that happens.

After you appeal, one of the following outcomes may occur:

1. The original decision stays the same.
2. The original decision gets overturned.
3. The decision gets modified.

You will receive an email notifying you of the final decision.

Once the Appeals Board makes a decision, that's it. You can't appeal again. So make sure you put everything you have into your first appeal, because you won't get another chance to challenge the decision.

Just because you file an appeal, that doesn't mean the original decision is put on hold—unless a Director of Residence Life says so in exceptional cases. If you have any questions about how to appeal or need help with it, feel free to reach out to the Residence Life Central Office.

If you have specific needs or requirements, we can arrange for accessibility and other accommodations. Please direct any such requests to the Disability Services Office.

Living in South Dakota Mines housing requires the submission of a Housing Agreement and a separate application fee. A room will not be assigned until the application fee is received. Submitting this agreement means you're committing to live in assigned housing for the academic year in which you applied. Be sure to review the conditions outlined in your Housing Agreement.

Room assignments are made based on the preferences indicated on your housing application and current availability. If you want to request changes, you can, but keep in mind that it's not always guaranteed. Send requests to the Director of Housing & Operations or reslife@sdsmt.edu.
Room assignments are managed by Residence Life. Unofficial room switches may lead to disciplinary action and possible fines.

For shared bedrooms, assignments are made by gender. For single-occupancy rooms, assignments can include any gender, based on your application. We do our best to respect your preferences when assigning rooms, but we can't make any guarantees.
Some housing options, like Peterson Interest Communities, might require an additional application.

In some circumstances, like if you live a certain distance from campus, have been out of high school for a few years, are married, or have other unique circumstances, you may be exempt from living on campus. Check out the housing application form for more specifics.

Some residence halls have Interest Communities. These are floors or sections of a building where the residents share a common interest. These communities have special programming and opportunities related to the community theme.
The two active Interest Communities are Exploring Rapid City & Beyond and Outdoor Pursuits. Both communities are located in Peterson Hall and are open to New to Mines residents.

A guest is any person who is not assigned to a specific residence hall room, suite, apartment, or building by Residence Life or Summer Conferencing. Guests may be residential (assigned to a different room, suite, apartment, or building) or non-residential (not assigned campus housing).

All guests must comply with Community Standards and other applicable policies. You are responsible for your guests' behavior and may be held accountable for their actions. Guests must promptly provide valid University or government-issued photo identification to South Dakota Mines staff upon request.

Guests must not cause disruptions to roommates or the community. Your roommate(s) have the right to object to current or future visits. If grievances arise, they should be submitted to Residence Life staff for mediation. Guest access can be restricted, revoked, or modified.

Generally, guests are not allowed during university break periods for safety and security reasons. Guests are only permitted during the Spring and Fall semesters when campus housing is open to all assigned students. Guests are not allowed when campus housing is closed. This includes times such as:

• Semester breaks (Winter and Spring Breaks)
• Early arrival dates before official move-in dates
• Late stay dates after the official move-out date
• Summer sessions

Any non-residential overnight guest aged 17 and under must receive permission from Residence Life by completing the Underage Guest Permission Form two (2) business days before arrival. This can be accessed online here.

Overnight guests are only allowed with the approval of all roommates.

Guests present anytime between the hours of 12:00AM – 7:00AM MT are considered overnight guests. Rooms can only accommodate up to two overnight guests at any time. The total number of times a resident can host overnight guests should not exceed three (3) nights over a course of a seven (7) night period.

As a resident, you are responsible for your guests' behavior and must accompany them at all times. Guests must be escorted in and out of the building, community spaces, and restrooms during your time in the building. Your Grubby Card, Mobile Credentials, and/or University-provided keys should never be given to a guest for any reason.

Guests without an escort will be asked to leave and must request approval to return through Residence Life Senior Staff. Residents may not rent, sublet, or allow guests to pay for housing in your residence hall assignment.

Guests cannot reside in the residence halls for an extended period of time. You have the right to privacy and the fair use of your room, both in terms of space and time, and the right to be free of unwanted guests in your space. It is your responsibility, and that of your roommate(s), to express these rights and preferences for hours of sleep, study, living, and visitation.

We have created a guideline for this conversation through the Roommate Agreement document.

Hall Pass Process

Clubs and organizations must receive permission from the Residence Life Office to access residence halls for specific events or campaigns. The following procedures must be followed.

Submit a written request to the Department of Residence Life via email at reslife@sdsmt.edu at least one business day in advance of the requested access. The written request must include the following information:

• Proposed start date, time, and duration of the request (Requests should not be scheduled during quiet hours)
• Name(s) of the community host(s) as escort(s). Hosts must be residents of the building for which they will be an escort or be given temporary access through Residence Life prior to the event if a building host is not found
• Purpose of the request for access.

The Director of Residence Life has the discretion to accept, decline, modify, or revoke requests.

Living as part of a community means showing respect and consideration for others. You share the responsibility of ensuring the welfare of the community. This includes maintaining an environment conducive to studying and preserving the cleanliness and integrity of shared spaces.

You must abide by the South Dakota Board of Regents Code of Conduct. It is your responsibility to familiarize yourself with this Code of Conduct. The Community Standards Office at South Dakota Mines oversees the Code of Conduct along with any other policies that students need to be aware of.

Every residence hall community is encouraged to create a community agreement. This agreement sets out expectations for behavior and responsibilities in shared spaces and is moderated by your RA.

When you're watching or listening to something, try to use headphones, especially during quiet hours. If you're using a big screen and need to have the sound on, keep the volume down. Don't mess with the lights, especially safety lights like emergency exit signs and the lights in the hallway. If what you're watching might cause problems for people sensitive to flashing lights, let everyone know.

Remember that others can hear and see what you're playing. Try to avoid anything that's too graphic, offensive, or disrespectful for a shared space. Also, give folks a heads up about what you're going to play so they can decide whether they want to stay or not.

Some of our common areas have stuff like TVs, pool tables, printers, and computers. Treat these things with care and let the Residence Life staff know if something breaks.

If you bring personal equipment into the space, remember that you are responsible for it. The University is not responsible for any loss, theft, or damage to personal items.

Please be considerate when using these spaces. If you've been there for a while, especially during busy times or for group events, think about giving others a chance. Let your RA know if someone's hogging a space or using it inappropriately, they can help sort things out.

Usually, you can't reserve a common area for events like movie nights or gaming tournaments. We keep them open on a first-come, first-served basis so that everyone gets a fair shot. If you're planning something, check with your RA to make sure the space is free and give your neighbors a heads-up.

If you bring snacks, drinks, or anything else into the common areas, make sure to tidy up when you're done. Throw away your trash and recycle outside and return the space back to how it was before you used it. Remember, everyone enjoys these spaces. Leave them as welcoming for the next folks who come in as they were for you.

We provide bike racks and repair stations for you to use. There is no indoor storage for bikes except for those staying in Rocker Square apartments - you're allowed to keep bikes in your bedrooms.

Be aware, bicycles remaining in the area after completion of the Spring Semester may be considered abandoned and may be donated.

We really recommend you register your bike. When you do, you'll get a registration sticker to put on your bike. If you do bring a bike, please use a U-Lock or something similar; chain or rope locks aren't as secure and your bike could be stolen more easily.

We want to help the environment by using less energy and water, recycling, and reducing waste.

We have elevators in the residence halls and apartments for accessibility and ease. If there's any problem with an elevator, let the on-call staff know. If you get stuck in an elevator, use the emergency phone or call Campus Safety directly at 605.394.6100. Remember, never try to open the elevator door yourself if you're stuck. Also, don't use the elevator if there's a fire or if the fire alarm is going off. Take care when you're moving items in and out of the elevator, too.

Doing things like overloading the elevator or jumping around inside can make the safety brakes kick in and stop the elevator. If this happens because of something you did, there might be disciplinary action or you might be charged for damages

Your room will be equipped with basic furnishings like a bed, closet/dresser, desk, and chair. You're not allowed to bring your own lofting kits. In Palmerton, Connolly, Peterson, and Placer, we provide lofting/bunking kits. If you decide to loft them, we suggest buying and installing your own guard rail if you're worried about the bed being too high.

You can't use tacks, nails, screws, duct tape, poster putty, or cellophane tape to hang up posters or pictures. Don't attach anything to the ceiling or pierce the walls. The only allowed method is using (blue) painters tape.

If there's any tape residue left on the walls when you leave, you'll need to clean it off. If you don't or if the walls get damaged, you'll be fined.

Every residence hall has a kitchen for all residents. These kitchens have basic stuff like ovens and microwaves. Make sure to stay in the kitchen while using these appliances.

We care about your safety. We've made a list of safe appliances you can use in the residence halls.

You are also allowed to have kitchen knives and utensils. You can use knives for cooking, but make sure they're stored and secured when you're not using them. Be aware, any object used to cause harm or intimidate others can be considered a weapon. If you violate this policy, you could face temporary suspension from the residence and other sanctions.

You have laundry facilities you can use whether in your community or apartment. Be sure to take your laundry out as soon as it's done and help keep the laundry room clean.

If you're in Connolly, Palmerton, Peterson, or Placer Halls, the laundry facilities work with Your Grubby ID. You'll need to use Grubby Gold on the machines in these laundry rooms.

In Rocker Square II, the laundry machines use a laundry card you can get in the Rocker Square II lobby. For those in Rocker Square I, laundry costs are included in your housing costs.

In the Surbeck Center, you'll have a mailbox with a combination lock. You'll keep the same mailbox as long as you're staying in housing. If a package arrives that needs your signature, we'll send you an email. You can sign for it electronically and pick it up at Surbeck Center's main desk.

Here is the address format for all your mail, packages, and deliveries:

FULL NAME
South Dakota Mines - MB# ____
501 E St. Joseph Street
Rapid City, SD 57701

We ask that if you are having perishable items delivered, that you be present at the front desk. We cannot guarantee that perishable items will be refrigerated or even accepted. If delivering directly to your residence hall or apartment, please use the building number listed on each main entrance door.

We've got some great outdoor spaces like the March Dake grilling area, the PC Commons fire pit, Palmerton Hall sand volleyball court, and PC Commons community garden that are open for everyone living here. Just remember, keep these areas tidy and safe. If you want to reserve the grill, fire pit, or volleyball court for a specific time, you can do that through the Scheduling Office or with the Residence Life Central Office.

Please don't paint your room or any part of a residence hall or apartment. The university or approved Residence Life programs handle all painting.

We don't have any storage facilities for personal items. Don't use hallways, stairwells, lounges, or community kitchens to store your stuff.

During breaks, you might be asked to remove all perishable items from your room and to unplug and defrost fridges and chests.

You're allowed to keep registered bikes in your room during Winter and Spring Break

When you move in, you need to check your room and describe its condition on a Room Condition Report (RCR). You're responsible for everything and should treat it like it's your own. Don't move furniture or equipment out of common areas, lounges, or rooms, and don't move things from one room to another. If anything gets damaged or needs fixing, let the Residence Life office know.

You'll get an email where you can check your room's condition and add comments within 48 hours of moving in. When you check out, we'll send you an updated RCR with any changes noted by Residence Life staff as well as damage charges.

Always keep stairwells and hallways clear. This is important so everyone can get out safely if there's an emergency.

Keep in mind, being around alcohol in Palmerton, Connolly, Peterson, and Placer Hall is a violation of our alcohol policy.

Containers that were originally meant to hold alcohol are not allowed in Palmerton, Connolly, Peterson, and Placer regardless of your age.

In our Residence Life housing, Rocker Square I/II are considered upper-division residence halls where students who are 21 or older can have and use alcohol responsibly in their living quarters once approved.

Rocker Square apartments are the only residential housing areas on campus where individuals 21 or older may be in possession of or consume alcohol. This applies to apartments where at least one occupant is of legal drinking age, even when some occupants are under the age of 21.

No matter the age of apartment occupants, each apartment must meet with either the Director of Residential Education and Community Standards or their delegate to be approved, even if everyone is 21+. Apartments, where no one is 21, may complete the meeting in advance so approval is in place prior to the first resident turning 21.

If we find alcohol in the residence halls or apartments that goes against our policy, we will dispose of it immediately. If a student has the alcohol, our Residence Life staff will supervise its disposal. Otherwise, the staff will handle it. Any alcohol will be poured down the drain, and all alcohol containers will be taken to the outdoor trash bins.

Remember, simply being around alcohol is a violation.

If minors who do not live in the residence halls and are under 18 are present or involved in potential alcohol, marijuana, or other substance policy violations, we will refer them to Public Safety or the Rapid City Police Department.

We prioritize the well-being and safety of all residents. We are committed to enforcing laws and regulations surrounding drinking. Our priority, backed by the Alcohol Amnesty Policy, is your safety if you choose to partake in the use of substances.

Any behavior that disrupts this including excessive noise, public drunkenness, or disregard for shared spaces, will be addressed. We also remain alert to any unsafe behaviors that might put you or others at risk.

Always remember, your actions impact everyone in our community. Breaching these rules can lead to disciplinary actions, which can include educational programs, fines, or even eviction from residence halls. We are all responsible for creating a safe, respectful, and enjoyable living environment.

It's important to know that if you choose to drink, you are responsible for your actions. Our Residence Life team, including RAs, can't supervise or care for students who've had too much to drink.

Also, we don't ask your roommates or friends to look after you if you've been drinking. If you ever see a fellow student who is very drunk and seems to be in danger, call an RA, Public Safety, or local emergency services straight away.

Part of being in our community is thinking about others. If you decide to drink, please do so in a way that is safe and respectful to everyone around you.

You can have fish in a small tank (10 gallons or less). Animals like amphibians, crustaceans, mollusks, reptiles, insects, mammals, or any other non-fish animals are not allowed

Emotional support animals (ESAs) could be allowed if you have the proper documentation and the university approves it. We work with our Diversity Services Office to decide which animals are approved.

As required by law, service animals are allowed in the residence halls.

Only you, our staff, volunteers, and some outside vendors working with the University are authorized access to your community. You should never let strangers into the building or leave outside doors open as everyone with access has access already.

For your safety, don't use windows as doors. Don't remove the screens. Don't throw or hang anything out of the windows.

All our residence halls are locked all day, every day. Don't do anything that would make the doors less secure, like propping them open. It's up to all of us to make sure we don't let strangers in.

Keep all entrances and exits clear. Don't leave personal items, trash, or anything else in the way.

If you leave your residence hall room, suite, or apartment, lock the door that opens onto the hallway. Don't block or modify entrances and exits in a way that stops a door or window from opening, closing, or locking fully on its own. Doing so may lead to disciplinary action under the student code of conduct.

In an emergency, you and your guests need to be able to get out quickly. Doors must be able to open all the way (at least 90 degrees) and windows must be able to open fully. The path to bedrooms must be clear for emergency services.

Staff Only spaces are just for staff. These include areas like maintenance closets, offices, and other areas meant for staff work. Don't go into these areas without permission. Also, for your safety and to avoid damaging them, stay off the roofs.

Private spaces are meant for individual use where you should expect a reasonable amount of privacy. This mostly refers to bedrooms, whether they're standalone or part of a suite or apartment. Respect these spaces. Don't record anyone in these spaces without their knowing and getting their explicit permission.

Semi-private spaces are shared among a smaller group of residents. Think of shared bathrooms, common rooms in a suite or on a floor, and living rooms in apartments. Like with private spaces, remember to respect others' privacy here and don't record anyone without their explicit permission: this includes having doorbell cameras set up facing hallways.

Public spaces are open to all residents and your guests, and sometimes to the wider university community. These include places like the community kitchen, lounges, laundry rooms, model rooms, and lobbies. Areas with windows, walls, or doors facing the hallways are also considered public, so make sure whatever you're doing in these spaces is okay with everyone and follows the university's posting rules.

No matter where you are, follow the community standards. Loud noises, disruptive behavior, unauthorized recordings, or any activity that interferes with others fair use of the space is not acceptable.

The first step to resolve conflicts is to communicate openly and honestly.

Talk to the person involved, tell them your concerns respectfully. Be clear about the specific behavior that's causing the issue, explain how it affects you, and suggest a solution.

At the start of the academic year, we encourage roommates and suite-mates to fill out a Roommate Agreement form.

This agreement lays out each person's expectations about different parts of living together (like noise levels, cleanliness, guests). If a conflict comes up, go over this agreement and discuss if everyone is meeting these expectations.

If talking it out doesn't resolve the conflict, reach out to a Residence Life staff member.

They're trained to help resolve conflicts and can mediate a conversation between the people involved. Mediation is a structured talk that makes sure everyone is heard and helps you all work together to find a solution.

Residence Life staff are here to support you.

If conflicts keep happening, or if they get more serious and involve harassment or discrimination, more steps may be needed. Residence Life staff can help you navigate the university's procedures and resources for dealing with these serious situations.

Keep in mind, conflict is a normal part of life and community living. It's not the conflict itself, but how it's handled that really matters. Understanding and respecting each other's rights and needs can make your residence hall a wonderful place to live.