Definition and Purpose
Formal Group Housing (FGH), implemented in fall 2002, is a housing option available to viable student organizations that have a shared mission, an organizational structure, a desire to live together in campus housing, and a willingness to be responsible for the privilege of occupying such housing. Student organizations are eligible for group housing if they meet identified criteria including the presence of a functioning governance structure, the involvement of a faculty or staff advisor, and a commitment to service to the Lawrence and/or Fox Cities community.
FGH is designed to increase the range of housing options available to all students. This option allows students to experience the benefits and rewards of small group living while ensuring equitable access to residential facilities. FGH is an option for groups whose mission is consistent with the goals and purposes of Lawrence University and whose ability to fulfill the mission will be enhanced by the opportunity to live together.
FGH units are either individual dwellings (i.e., houses) or distinct, separate areas within a larger residential facility. [For purposes of this document, FGH units of either type are hereafter referred to as “houses.”] A group residing in FGH establishes its own residential rules including locking hours and quiet/courtesy hours.
In order to be considered for allocation of FGH, a student group must, for the two consecutive years prior to application, demonstrate viability by meeting the following criteria:
(1) The group must be student-governed.
(2) Membership of the group must be at least one and one-half times the size of the smallest housing unit to be considered for FGH (i.e., given the current housing stock in which the smallest unit is 7 beds, a group would need to have maintained a membership of 10 for the previous two years in order to be eligible).
(3) There must be a demonstrated history of active membership and responsible leadership. There must have been at least two generations of proven leadership within a governance structure consisting of more than one student.
(4) The group must have a clearly articulated mission statement that is consistent with the goals and purposes of Lawrence University. The group must address how communal living arrangements and the privilege of FGH will enhance the group’s ability to carry out its mission.
(5) There must be an organizational and governance structure through which the responsibilities of maintaining the residence, coordinating outreach/service activities, educating the members about appropriate behavior, and organizing and managing group activities can be fulfilled. Included in the structure should be a plan for recruitment of new members and leadership succession.
(6) The group must demonstrate a commitment to the Lawrence and/or Fox Cities community through outreach/service activities. Community service may take the form of volunteering for local social service organizations, raising money for worthy causes, or sponsoring speakers and programs on topics of interest to the Lawrence community.
(7) The group must have a faculty or staff advisor. Strong campus support and/or alumni interest is also desirable.
At the time of application or re-application and during each annual review, a formal group must submit a housing roster showing every bed filled for all three terms of the following academic year. The roster should include a mix of class years in order to sustain this positive aspect of residential living at Lawrence and foster the recruitment of knowledgeable leaders for future years. Ideally residents should include sophomores, juniors, and seniors; freshmen are not allowed to live in FGH. The group may be single sex or mixed sex. Only group members may reside in the house, and no group may be assigned more than one house. If the number of residents in the formal group house falls below the facility’s capacity during the course of the academic year, the members of the group are responsible for filling the vacancies from among their membership. If during the course of the year group membership drops and a FGH is not able to fill every bed for all three terms of the academic year, the group must maintain a required 90% occupancy level on average for all three terms or risk re-assignment. Every attempt will be made to allow a formal group to remain in the same facility during its three-year compact. During the three-year period, a group would be required to move to a smaller facility only if (a) the group requests to be re-assigned to a smaller facility or (b) a shortage of available beds on campus makes such a move necessary in order to house all students. A group would not be required to move to a smaller facility during the course of an academic year. A group that has not maintained the minimum requirement of 90% occupancy on average for all three terms of the years during its compact will not be eligible to re-apply for the same facility but may re-apply for a smaller facility.
Using criteria established by the Office of Residence Life, each group applying for FGH must nominate a student member to serve as a Residence Life Manager (RLM). Once approved by the Associate Dean for Residence Life, the student RLM will be a paid staff member hired and supervised by professional residence life staff. The RLM must participate in training sessions and is expected to complete all job responsibilities as outlined in the position description. If at any time during the year there is a vacancy in the RLM position, the group is responsible for identifying a qualified replacement. Failure to fill a vacant RLM position will reflect negatively upon the group during the annual review process.
All students must participate in at least the minimum board plan option through the University’s food service (currently 77 meals per term). This requirement is intended to ensure that all students have the opportunity to enjoy the benefits of campus communal dining and allows for the sharing of mealtime with friends from all over campus. Additionally, it limits the isolation that could be an undesirable side effect of FGH.
At the time of application for FGH, the group will specify dining arrangements for its members. The application will indicate that all members of the FGH agree to one of the following dining arrangements:
There will be no charge to the students living in FGH for overhead costs associated with operating their kitchen. At the time of application for FGH, the groups applying will be made aware of which housing facilities are available for FGH and what the kitchens/dining areas will accommodate. In its application, the group will articulate its plan for dining and its needs (if any) for kitchen facilities. Every attempt will be made to accommodate the group’s request given the housing stock available.
Openness to campusGroups living in FGH must make a commitment to welcome other members of the Lawrence community into the living space at least once each term, perhaps by sponsoring a meal, speaker, study break, or social gathering. This requirement is intended to mitigate feelings that these facilities belong only to members of the formal groups who reside there. Formal group housing programming funds will be made available through the Office of Residence Life to help support student efforts to build campus community through open house events each year. Groups living in FGH will be eligible for subsidies for at least two events per year deemed to be of benefit to the campus community.
FundingAll students living on campus will be charged a residence hall activity fee (currently $27 per year), and these funds are to be used for programs that are designed to foster positive community development among residents (e.g., pizza parties, study breaks, movie nights). Since students living in a formal group house are all members of a defined group, their community development may be accomplished through activities that are related to a shared sense of mission. The University will collect these monies and will establish a University activity fund for each formal group. The group will be responsible for management of these in-house activity funds with oversight provided by the Office of Residence Life. As indicated above, the Office of Residence Life will provide funding support for open house activities that promote positive relationships between students living in FGH and others on campus.
Community ServiceThe group must demonstrate an on-going commitment to the Lawrence and/or Fox Cities community through outreach/service activities. Community service may take the form of volunteering for local social service organizations, raising money for worthy causes, or sponsoring speakers and programs on topics of interest to the Lawrence community.
Code of ConductAll residents of FGH are expected to abide by the Lawrence University Social Code as well as all local, state, and federal laws. The group has a responsibility to establish standards for appropriate behavior and to educate its members about such behavior. With the privilege of living in FGH comes the obligation to hold members accountable for their individual and group behavior and to address instances or patterns of inappropriate behavior in a timely and responsible manner.
Each FGH unit will establish an internal Conduct Board to address instances of inappropriate behavior. This internal Conduct Board complements but does not supercede the University’s Judicial Board. In a typical residence hall situation, a Residence Hall Director may be made aware of inappropriate behavior of residents, and the professional staff member will respond by confronting the students, addressing the situation, and educating the students about appropriate behavior and/or consequences of continued inappropriate behavior. Alleged inappropriate behavior by any member(s) of a group in FGH will be reported to the group’s Conduct Board, and the Conduct Board will be expected to address the situation and educate the student(s) involved. A complaint about the behavior of a group member(s) may be brought forward by another member of the group, a staff member, or any member of the campus community. The Conduct Board will respond to any allegation of inappropriate behavior by any of its members. Written correspondence to the student(s) involved will document the outcome of the educational efforts. Copies of all documentation (incident reports, complaints, and follow up correspondence) will be forwarded to the Dean of Students.
It is unrealistic to expect that there will be no problems with or complaints against members of a group living together; it is, however, unacceptable to ignore, condone, or deny inappropriate behavior by individuals or groups. The most successful groups living in FGH will be those that confront and address concerns, and a group will not be penalized as it is reviewed or re-applies for FGH for holding its members accountable for violations of the Social Code or local, state, and federal laws. At any time during the year an internal Conduct Board may request that the Housing Office find alternate housing arrangements for any disruptive group member in order to improve functioning of the group living in FGH. In addition, acting in accordance with his/her job responsibilities, the Dean of Students will work in consultation with the FGH Selection and Review Board (see below) to take necessary disciplinary action against individuals or groups in cases of egregious behavior, patterns of inappropriate behavior, or health and safety concerns. In serious cases, such disciplinary action may include revocation of the FGH privilege. As in all university matters, the President serves as the final authority.
Training in such skills as identifying unacceptable or unsafe behavior, confronting
peers, and educating through use of appropriate sanctions will be made available
to internal Conduct Boards. In addition, the group is encouraged to involve
their advisor in establishing and maintaining acceptable standards of behavior.
During the annual review
process, a group’s conduct history will be examined. Successfully addressing
any
behavioral concerns will be an indication of the group’s ability to self-govern
and function smoothly. Any serious isolated incidents as well as any pattern
of inappropriate behavior will be reviewed, and there must be evidence that
attempts to change negative behavior on the part of a group member(s) have
been successful. Failure to report and/or address violations of the Social
Code will reflect negatively upon the group during the annual review process.
A body known as the FGH Selection and Review Board is charged with the allocation of FGH. The Selection and Review Board should be comprised of:
Nine students
appointed by LUCC
Selection/Review/Re-application Process
The selection and review process for FGH must be completed before any other aspect of the housing lottery process begins. Each year the process will begin with a review of existing groups living in FGH that are not required to re-apply for the following year. This annual review is a mandatory process during which the FGH Selection and Review Board has the opportunity to evaluate the success of each group and look ahead to the next year. The annual review process consists of a written report (including complete rosters for the following year) from the group to the Selection and Review Board followed by a written response from the Board to the group offering positive feedback and any suggestions for improvement in the FGH experience. If requested by either the group or the Selection and Review Board, a meeting can be arranged. This annual review is intended to provide a touchstone for the group to be certain all is going well rather than be viewed as an elimination process. If there is need for improvement, specific requirements will be articulated in the Selection and Review Board’s written response. Only in extreme cases would the FGH Selection and Review Board find it necessary to remove a group from housing without offering an opportunity to rectify the situation during the following year. As indicated above, failure to maintain the required 90% occupancy level on average for the three terms may prompt the FGH Selection and Review Board to reassign the group to a smaller living unit only if (a) the group requests to be re-assigned and a smaller living unit is available or (b) a shortage of available beds on campus makes such a move necessary in order to house all students.
Following review of continuing groups, all groups that meet the eligibility
criteria and wish to apply or re-apply (if their three-year compact is ending)
to live in FGH will participate in a selection process. Each group must submit
a written application.
Additional required materials include a group membership roster, housing rosters
for all three terms of the next academic year that match with available facilities
the group is seeking, and, if the group is re-applying, copies of its annual
review reports.
The FGH Selection and Review Board will review all written materials. Representatives
of each group will be given time to make an oral presentation of their proposal
for FGH. Those members listed on a housing roster may be contacted to answer
questions for the Selection and Review Board. It should be noted that the application
process is the same for existing and newly-formed groups. Groups that have
a longer history (with or without housing) may wish to refer to that history.
The FGH Selection and Review Board will decide which groups will be assigned
to available facilities, and written notice of the Board’s decisions
will be distributed to the groups applying. Every effort will be made to accommodate
all qualified groups. In order to encourage continuity, a group that is re-applying
for the same facility, meets all criteria for that facility, and is selected
to continue in FGH will be given first priority to be re-assigned to the same
facility. If FGH proves to be an attractive housing option for students, it
may be necessary to limit the number of groups who can live in FGH in order
to offer a variety of housing options including theme house living and open
lottery houses.
The Selection and Review Board reserves the right to call for a review of a group at any time during its existence in FGH. The Selection and Review Board may remove a group from FGH based on egregious behavior and/or a pattern of inappropriate behavior. It should be noted that if a group is prematurely removed from its FGH (that is, prior to its time for re-application), the group must re-establish eligibility for two consecutive years under the above-stated criteria before it can again apply for FGH.
Each year the administration determines the housing stock for the following year based on enrollment projections. There are currently 15 units available for FGH:
122 N. Union – 11 beds
128 N. Union – 11 beds
203 N. Union – 16 beds
217 N. Union – 8 beds
221 N. Union – 7 beds
711 E. John – 11 beds
712 E. John - 23 beds
726 E. John - 23 beds
738 E. John – 8 beds
741 E. John – 17 beds
742 E. John – 11 beds
206 S. Lawe – 23 beds
218 S. Lawe – 23 beds
711 E. Alton – 23 beds
739 E. Alton – 12 beds
NOTE: Some of the facilities listed above will be assigned to continuing groups whose compacts are not expiring. The list of specific facilities available to groups wishing to apply (or re-apply) will be available at the time of application.
In order to ensure an availability of housing options for students (FGH, theme house living, and general lottery housing within small units), no more than 75% of housing units available for FGH should be assigned to FGH at any time. Compact lengths for all groups will be three years.
FGH procedures will be reviewed and revised as need arises.
revised 3/05