Housing Frequently Asked Questions

Is the housing reservation fee refundable?

No. The $200 housing reservation fee is non-refundable, regardless of whether a student later decides not to return to the university or no longer needs campus housing. This policy is clearly outlined in the Housing Contract, which students must review and sign as part of the housing application process. Students should be certain of their intent to live on campus before submitting the fee.

What is the housing non-refundable reservation fee?

The $200 housing reservation fee is required each academic year to reserve a space in on-campus housing. This fee is non-refundable and non-transferable to other charges, and is outlined in the Housing Contract students sign when applying for housing. The fee secures a student’s intent to reside on campus and helps the university plan for housing assignments.

What happens if I pay the reservation fee, but housing is full?

While every effort will be made to accommodate students who apply, housing is not guaranteed. Students must complete all required housing steps by the priority deadline in order to be considered for a housing assignment. This includes, but is not limited to, submitting the housing application, paying the reservation fee, registering for classes, and clearing any student account holds.

For a full step-by-step breakdown, please refer to the Housing Application Process section on our website.

If a student completes these steps after the priority deadline and housing is full, they may be placed on a waiting list. In that case, the reservation fee remains non-refundable. However, if the student chooses not to reside on campus for that semester and later completes all requirements for a future term within the same academic year, the reservation fee will be transferred to that next term.

Example: A student placed on the waiting list for Fall 2025 who decides to apply for Spring 2026 housing (within the same academic year) will have their fee transferred to Spring. Students only pay the housing reservation fee once per academic year (fall, spring, and summer).

Where does the $200 non-refundable housing reservation fee go, or what is it used for?

The $200 non-refundable housing reservation fee is placed directly into the housing budget and helps support the overall operation of the residence halls. This includes expenses such as residence hall repairs, utilities, ongoing maintenance, and support for student programming and housing-related services. Ultimately, the fee secures a student’s commitment to campus housing, allowing the university to begin planning room assignments, space allocation, and staffing for the upcoming academic year. For this reason, the fee is non-refundable and required once per academic year.

Are WVSU faculty, staff, or coaches responsible for assigning on-campus student housing?

No. Housing assignments are managed exclusively by the Director of Housing and Residence Life. While faculty, staff, or athletic coaches may provide guidance or recommendations, they are not authorized to assign rooms, guarantee specific housing, or approve early move-ins. All decisions regarding student housing must go through the Director of Housing and Residence Life.

Can a faculty or staff member, including a coach, approve my early move-in?

No. Only the Director of Housing and Residence Life can approve early move-in requests. Students must have written approval from Housing to access the residence halls before their assigned move-in date. Any student arriving early without proper approval will not be granted building access and will be responsible for securing off-campus accommodations.

I’m a continuing student and I missed Self-Selection. What are my options?

If you did not participate in the Housing Self-Selection period, you may still be able to select a room in person by visiting the Office of Housing and Residence Life before the published deadline. After this date, students will be manually assigned a room based on availability by the Director of Housing and Residence Life.

Can I stay in my room over breaks (Thanksgiving, Winter, Spring, or Summer Break)?

Break housing is not automatically included in the standard housing agreement. Students who wish to remain on campus during official university breaks must complete a Break Housing Request Form prior to the published deadline. The form will be emailed and posted in advance of each break. Approval is based on individual need, policy compliance, and space availability.

• Thanksgiving Break & Spring Break: Students are permitted to remain in their residence halls at no additional cost.
• Winter Break: Students must submit a request and will incur daily housing fees to remain on campus. Preapproved athletic teams scheduled to play or train during this period will not be charged.
• Summer Break: Students requesting summer housing must meet specific eligibility requirements prior to approval. Summer housing comes with associated weekly or monthly costs and is subject to availability. Details regarding summer housing will be communicated in advance each year.

All requests must be submitted using the official Break Housing Request Form.

Can I leave my belongings in my room if I plan to return next semester?

Students may leave their belongings in their assigned rooms during Thanksgiving Break, Winter Break, and Spring Break, as long as they are returning to housing after the break. However, all personal belongings must be removed at the end of the spring semester, prior to Summer Break. Housing does not offer long-term storage during the summer unless a student is approved for official summer housing.

Any items left behind after check-out at the end of the academic year will be considered abandoned and will be discarded.

Important Disclaimer: West Virginia State University is not responsible for any lost, stolen, or misplaced items left in residence hall rooms over break periods. Students are strongly encouraged to purchase personal renter’s insurance to protect their belongings.

Yes! The Office of Housing and Residence Life regularly hosts programs and events to foster community, engagement, and student development. Any program or event hosted by a member of the Housing team is completely free of charge to all residential students. Students are always welcome to participate and are encouraged to bring their roommates, suitemates, and friends along to join the fun!

What is the cost of housing? 

Housing Cost for 2025-2026 (Academic Year)
2025-2026 Housing Rates:

• Sullivan Hall
  • Double Occupancy: $1,500
  • Single Occupancy: $1,750
• Dawson Hall
  • Double Occupancy: $2,479
  • Single Occupancy: $3,621
• Keith Hall
  • 4 Bedroom Suite: $3,881
  • 3 Bedroom Suite: $3,881
  • 2 Bedroom Suite: $3,881
  • 1 Bedroom Apartment: $4,625
  • 2 Bedroom Apartment: $4,465

2025-2026 Meal Plan Rates:

• $2,880 – The Standard 19, Plus $200 – The 19 meal plan allows students greater flexibility. Enjoy up to 19 meals offered in the dining hall, Monday – Sunday. Plus, you will receive $200 flex dollars to be used in our retail locations.
• $2,880 – Any 15, Plus $300 – This plan is designed for students with moderate appetites. You can enjoy up to 15 meals offered in the dining hall, Monday – Sunday. Plus, you will receive $300 flex dollars to be used in the retail locations.
• $2,880 – Swipe 10, Plus $400 – This plan is designed for students who spend more time at our retail locations and may go to the dining hall less than often. You can enjoy up to 10 meals offered in the dining hall, Monday-Sunday. Plus, you will receive $400 flex dollars to be used in our retail locations.

Fees are subject to change.

When do the residence halls open?

Fall 2025 Student Move-In Schedule:

We’re excited to welcome you to campus! Below is the scheduled move-in information for Fall 2025:

• Football Team: Wednesday, August 6, 2025, between 8:00AM – 5:00PM
• Volleyball, Women’s Soccer, and Track and Field Teams: Sunday, August 10, 2025, between 8:00AM – 5:00PM
• New and Approved International Students: Tuesday, August 12, 2025, between 4:00PM – 8:00PM
• New Students (Freshmen and Transfers):Wednesday,August 13, 2025, between 8:00AM – 5:00PM
  • A-M: 8:00 AM – 12:00 PM
  • N-Z: 1:00 PM – 5:00 PM
• Returning and Graduate Students: Friday, August 15, 2025, between 8:00AM – 5:00PM

Move-in logistics will be provided closer to the date. Students are encouraged to regularly check their WVSU email throughout the summer for updates and important housing-related communications.

Important Note: Students who wish to arrive on campus before their designated move-in date must receive written approval from the Director of Housing and Residence Life. Without this approval, students will be responsible for securing alternative housing off-campus and will not be granted access to the residence halls. There is no early arrival housing available without prior, written authorization.

We take pride in ensuring our residence halls are clean, safe, and fully prepared before students arrive. During the days leading up to move-in, our team completes essential maintenance and deep cleaning throughout the buildings. This preparation is key to making sure our greatest assets, our students, walk into a space that’s welcoming, comfortable, and ready to support their success from day one.

What if I have a housing request based on medical needs?

Students with medical conditions that require special housing accommodations must submit official documentation from a licensed medical provider by the priority deadline:

• July 1 for the Fall semester
• November 7 for the Spring semester

All documentation should be submitted to the Office of Disability and Accessibility Resources for review. Once reviewed, approved accommodations will be shared with the Office of Housing and Residence Life for consideration during the housing assignment process.

Please note: While every effort will be made to honor approved accommodations, housing is limited, and we may not be able to fulfill every request, even those submitted before the priority deadline.

Are the residence halls carpeted?

Residential rooms in Judge Damon J. Keith Scholars Hall are wood grain/laminate, while Dawson and Sullivan Halls have tile floors. You are welcome to bring a scatter rug for a more personalized approach to your housing space.

What type of furniture is provided in each room?

Each student is provided with a twin XL bed, desk, desk chair, dresser, and closet or wardrobe space.

Keith Scholars Hall offers both suite-style and apartment-style living:

• Suite-style units include a shared common area furnished with one to two chairs, depending on the layout.
• Apartment-style units are fully furnished and include a kitchen, living room, and private bedrooms.

Dawson Hall features traditional double-occupancy rooms, each fully furnished for two residents. While there is no in-suite lounge, residents have access to community common areas, including a lobby and shared recreation spaces.

Sullivan Hall provides traditional-style rooms, all furnished with the standard items listed above. Residents share communal bathrooms on each floor.

All university-issued furniture must remain in the assigned room. Students are not permitted to bring personal furniture (such as sofas, futons, or dressers) without prior written approval from the Director of Housing and Residence Life.

What happens if I lose an assigned key or ID card?

If you lose your room key or student ID card, please report it immediately to the Office of Housing and Residence Life.

• For students in Keith or Dawson Hall, a $30 fine will be charged to your student account to reset the door code.
• For students in Sullivan Hall, if a key is lost, misplaced, or reported stolen, the replacement cost is $100, which will be charged to your student account.
• If you lose your student ID card, you must visit the Office of Student Accounts to request a replacement. The replacement fee for a lost student ID is currently $40.

All university-issued keys and student ID cards must be returned at the time of check-out. Failure to return these items will result in additional charges being added to your student account.

Reminder: For your safety and the safety of others, do not share your door code or student ID with anyone.

Are first-year students required to live on campus?

Yes. All first-year, full-time undergraduate students at West Virginia State University are required to live in campus housing.

First-year status is determined by your first year of enrollment at WVSU—not by credit hours. This means that even if you have earned enough credits to be considered a sophomore or junior, you are still subject to the live-on requirement if this is your first year attending WVSU.

The length of the housing requirement depends on when a student begins:

• Students first enrolling in summer must live on campus for the summer, fall, and spring semesters
• Students first enrolling in fall must live on campus for the fall and spring semesters
• Students first enrolling in spring must live on campus for the spring and following fall semester

West Virginia State University is committed to fostering inclusive, safe, and vibrant residential communities that support academic success, personal development, and student engagement. Living on campus provides students with increased access to support services, campus involvement, and the opportunity to build meaningful relationships during the transition to college life.

Can a student be exempt from the live-on housing requirement?

Yes. While we encourage all first-year students to benefit from the on-campus experience, exemptions may be granted based on specific criteria or extenuating circumstances.

Students may request a housing exemption if they meet one or more of the following standard conditions:

1. Living with a parent or legal guardian within a 50-mile radius of campus (must submit birth certificate or legal guardianship documentation and a valid driver’s license or utility bill in the parent/guardian’s name)
2. 21 years of age or older by the first day of classes
3. Married (marriage certificate required)
4. Parent or legal guardian of a child (child’s birth certificate required)
5. Veteran or currently serving in the U.S. Armed Forces
6. Enrolled in all online courses

Students who do not meet these conditions may still submit an exemption request based on extenuating circumstances, such as:

• Documented financial hardship
• Medical or ADA-related need that cannot be reasonably accommodated on campus
• Other significant personal or family circumstances (supporting documentation required)

Exemption requests may be submitted as soon as a student is admitted.
Note: Students are not required to pay the Housing Reservation Fee in order to submit a First-Year Live-On Exemption Request.

Submitting a request does not guarantee approval, as all exemptions are reviewed on a case-by-case basis and must include appropriate documentation.

What appliances should I leave at home?

For safety reasons and to comply with University housing policies, certain appliances and items are strictly prohibited in all residence halls.

Items you should not bring include:

• Wireless routers – Wi-Fi is already provided in all residence halls.
  Students found with personal routers will be fined $200.
• Candles, incense, wax warmers, or any item with an open flame or heating element
• Air fryers, hot plates, toasters/toaster ovens, and grills, including George Foreman-style grills
• Space heaters or portable heating/cooling units
• Extension cords without surge protection
• Refrigerators larger than 4.6 cubic feet
• Microwaves exceeding 700 watts
• Halogen lamps or lighting with exposed heating elements

Some items may be allowed in apartment- or suite-style units but remain prohibited in traditional rooms. For a complete and detailed list of approved and prohibited items, please review our What to Bring / What Not to Bring guide and refer to the Housing Contract Terms and Conditions.

If you’re unsure whether an item is allowed, please contact the Office of Housing and Residence Life before bringing it to campus.

Can I bring a microwave and refrigerator with me?

Yes, students are permitted to bring a personal microwave and refrigerator to campus, provided they adhere to the following specifications:

Microwave Requirements:

• Maximum power: 700 watts
• Must be UL-approved

Refrigerator Requirements:

• Maximum size: 4.6 cubic feet
• Maximum amperage: 1.8 amps
• Voltage: 110 volts
• Must be UL-approved

Important Safety Guidelines:

• Cooking appliances such as air fryers, hot plates, toasters, toaster ovens, and grills (including George Foreman-style grills) are not permitted in residence hall rooms.
• Extension cords without surge protection are prohibited. Only UL-listed power strips with built-in surge protectors are allowed.
• Microwaves and refrigerators must be plugged directly into wall outlets; do not use extension cords or plug them into power strips.

Note: Overloading electrical outlets poses a fire hazard. Please ensure that your appliances are plugged in safely and that outlets are not overloaded.

For a comprehensive list of permitted and prohibited items, please refer to our What to Bring / What Not to Bring guide and the Housing Contract Terms and Conditions.

If you have any questions or need further clarification, feel free to contact the Office of Housing and Residence Life.

Are there laundry facilities on campus?

Yes! Laundry facilities are available in all residence halls and are free of charge for on-campus residents.

Here’s where you can find them in each building:

• Keith Scholars Hall: Each floor is equipped with its own laundry room for easy access.
• Dawson Hall: A laundry room is located in the first floor lobby.
• Sullivan Hall: Laundry rooms are located in the basement of both the East and West Wings.

Laundry facilities are for residential student use only. We ask that all students be courteous by removing items promptly and keeping the area clean for others.

What if I don’t get along with my roommate?

Roommate disagreements can happen, but we’re here to help resolve them constructively and respectfully.

All residents are required to complete and sign a Roommate Agreement Form at the beginning of the semester. This form outlines shared expectations and helps establish mutual respect and clear communication in the living space.

If issues arise, students should follow these steps:

1. Start by speaking with your roommate directly using the Roommate Agreement as a guide. Open, honest, and respectful communication often resolves most concerns early.
2. If the issue persists, contact your Resident Assistant (RA) via email or by scheduling a meeting. Your RA will help facilitate a conversation and mediate the situation.
3. If the conflict remains unresolved after working with your RA, email the Director of Housing and Residence Life explaining the situation and the steps already taken.

Our priority is ensuring that all residents feel comfortable, heard, and safe in their living environment. We take roommate concerns seriously and will work with you to find the best possible resolution.

How do I insure my personal belongings?

West Virginia State University is not responsible for the loss or damage of personal property due to theft, fire, water damage, or any other cause. For this reason, we strongly encourage all residential students to obtain renter’s insurance or similar coverage.

One affordable and student-focused option is National Student Services, Inc. (NSSI), which offers personal property insurance designed specifically for college students. Their plans cover a wide range of items including electronics, clothing, textbooks, and more.

For more information, please refer to the image provided with this section, which highlights coverage details and how to get started.

Students and families are responsible for securing their own coverage, and we recommend having a policy in place prior to move-in.

Does WVSU provide custodial services in the residence halls?

Yes. Custodial services in the residence halls at West Virginia State University are provided by the Goodwill Cleaning Company.

Their team is responsible for maintaining the common areas of each residence hall, including:

• Community bathrooms
• Hallways and stairwells
• Lobbies and lounges
• Laundry rooms and study areas

Residents are responsible for cleaning their own rooms and any shared suite or apartment spaces. We encourage all students to contribute to a clean and respectful living environment.

How do I report a maintenance issue in my room or building?

If you experience a maintenance issue, you can report it in one of the following ways:

• Tell any Housing and Residence Life staff member in your building
• Email your concern to reslife@wvstateu.edu

Maintenance requests are addressed in the order they are received. While many routine issues are resolved within 24 hours, response time may vary depending on the nature of the issue and available resources.

What are quiet hours?

Quiet hours in all residence halls are in effect daily from 8:00 PM to 8:00 AM. During this time, residents are expected to keep noise levels low to maintain a respectful and restful environment for all.

During Finals Week, quiet hours are enforced 24 hours a day to support a focused and distraction-free study environment.

If you are being disturbed by noise, you have the right to politely ask your neighbors to reduce the volume, regardless of the time of day. If the issue continues, please notify your Resident Assistant (RA), who will address the concern and may initiate disciplinary action if necessary.

To help maintain a respectful atmosphere:

• Keep music and television volumes low
• Avoid loud conversations in hallways or common areas during quiet hours
• Limit gatherings- as a courtesy, no more than two guests per resident should be in a room at one time

Are campus meal plans required for students living on campus?

Yes. All students living on campus are required to participate in the University’s meal plan, with the exception of students residing in the apartment-style units in Judge Damon J. Keith Scholars Hall. While not required, apartment residents are strongly encouraged to purchase a meal plan for added convenience.

West Virginia State University offers three flexible meal plan options for the 2025–2026 academic year:

• $2,880 – The Standard 19 + $200 Flex
  Enjoy up to 19 meals per week in the dining hall (Monday–Sunday), plus $200 flex dollars to use at campus retail dining locations.
• $2,880 – Any 15 + $300 Flex
  Designed for students with moderate appetites, this plan offers up to 15 meals per week in the dining hall (Monday–Sunday), plus $300 flex dollars for use at retail dining spots.
• $2,880 – Swipe 10 + $400 Flex
  Perfect for students who frequent retail dining more often, this plan provides up to 10 meals per week in the dining hall (Monday–Sunday), along with $400 flex dollars to spend at retail locations on campus.

What are the campus dining hours?

Below are the current hours of operation for all on-campus dining locations. Please note that hours may vary during holidays, campus closures, and special university events. Students will be notified accordingly of any changes through official university communication channels.

Goldston Dining Hall Hours:
Monday – Friday: 7:00am-7:00pm

• Breakfast 7:00am – 10:30am
• Lunch 11:00am – 2:00pm
• Dinner 5:00pm – 7:00pm

Weekends:

• Brunch 10:30am – 1:30pm
• Dinner 5:00pm – 6:30pm

William F. Pickard Cafe Hours:
Monday – Friday:

• 8:00am – 5:00pm
• Saturday-Sunday: CLOSED

The Nest:
Monday – Friday

• 11:00am – 9:00pm
• Saturday-Sunday: CLOSED

For mail:	For packages:
West Virginia State University	West Virginia State University
Student Name-Hall-Room Number	Student Name-Hall-Room Number
P.O. Box 1001	Fairlawn Ave & Barron Drive
Institute, WV 25112	Institute, WV 25112

The current mail retrieval location for residential students is the Sullivan Hall Mailroom. This is where all student mail and packages are processed and distributed during the academic year.

For full details regarding hours of operation, package pick-up procedures, and delivery guidelines, please visit the Housing Mailroom tab on the official Housing and Residence Life webpage.

Please note: Mailroom hours and procedures may vary depending on student staffing and campus operations.

Should I bring my computer, and are the rooms wired for internet access?

Yes! Students are encouraged to bring their personal computer or laptop. All residence hall rooms are equipped with access to the University’s wireless internet system, offering free, unlimited connectivity for email, research, and coursework.

Please note: Personal wireless routers are strictly prohibited in the residence halls, as they interfere with the campus Wi-Fi infrastructure. Students found using personal routers will have the device confiscated and incur a $200 fine.

For students without a personal computer, computer labs are available in the University Union, Drain-Jordan Library, and several academic buildings. Residential students also have convenient access to computer labs located on the first floor of Dawson Hall and in the West Wing Lounge of Sullivan Hall.

Am I allowed to have a pet in the residence halls?

Pets are not permitted in the residence halls. Any requests for assistance animals, which include emotional support animals (ESAs) and service animals, must be approved in advance through the Office of Disability and Accessibility Resources.

Bringing an animal into the residence halls without proper approval will result in a $250 fine.

Am I allowed to have guests in my room?

Yes, residents are permitted to have guests in their assigned rooms. However, overnight guests are limited to one (1) per resident and may stay no more than three (3) consecutive days (72 hours) and no more than six (6) total days in a month. All guest stays are contingent on space availability and require the advance consent of all roommates or suitemates.

An Overnight Guest Request Form must be submitted at least 7 days prior to a guest’s arrival on campus. Guests must be 18 years or older and present a valid state-issued ID upon arrival. IDs will be held by Housing staff and returned at the time of departure.

Guests must remain with their host at all times and are not permitted to roam freely or use the resident’s keys or ID card for access, no exceptions.

Any guest found to be rude, disruptive, or disrespectful to students or staff will be required to leave immediately and escorted off campus. In such cases, the host may also face disciplinary action and risk losing their housing privileges.

Can I bring a car to campus?

Yes, all students are permitted to bring a motor vehicle to campus. Parking decals are included in student fees, and once students arrive on campus, they must visit the Office of Student Accounts to retrieve their official parking decal. All vehicles must be registered with WVSU Public Safety. Parking without a valid decal may result in citations and/or towing.

What is the process for Check-In and Check-Out of the residence halls?

To ensure a smooth transition in and out of your residence hall, students must follow all official check-in and check-out procedures. Failure to follow these steps may result in an Improper Check-In/Check-Out fine and additional charges.

Check-In Procedures:

All residential students must first report to the Centralized Check-In Location:
Wilson Student Union Ballroom (Room 134)

At centralized check-in, students will complete required steps with key campus departments before being cleared to move into their assigned residence hall.

After being cleared, students will proceed to their designated Residence Hall Check-In Station:

• Keith Hall residents – Keith Hall Conference Room
• Dawson Hall residents – 1st Floor Lobby of Dawson Hall
• Sullivan Hall residents – 1st Floor Lobby of Sullivan Hall

At the Residence Hall Check-In Station, students will:

• Receive their room key (Sullivan Hall residents only)
• Have their student ID card programmed for building access
• Sign all required housing check-in paperwork
• Receive their door code (Keith and Dawson Halls)

A Room Condition Form will be waiting inside each room and must be completed and returned to a Housing team member within 24 hours to document the room’s condition at move-in.

Important: For the safety and security of all students, room keys and door codes must never be shared with anyone under any circumstances.

Check-Out Procedures:

To ensure a smooth and proper check-out, please follow the steps below:

• Clean your room or suite thoroughly. Remove all personal belongings and dispose of all trash in the designated areas for your residence hall.
• Pack all belongings before retrieving a cart. Carts are limited and must be shared among residents, so please be considerate.
• Once your space is completely empty, visit your designated check-out location and check out with a member of the Housing staff:
  • Keith Hall – Conference Room
  • Dawson Hall – 1st Floor Lobby
  • Sullivan Hall – 1st Floor Lobby
• Return your room key and/or key card (if applicable) at the time of check-out.
• Sign all required check-out paperwork with the Housing staff member assisting you.

Important: Failure to complete the proper check-out steps may result in an Improper Check-Out Fee and/or damage billing.

Missing or damaged furniture, unclean rooms, or trash left behind will result in additional charges being posted to your student account.

What is the room request change period?

Room changes are based on availability and must be approved by the Director of Housing and Residence Life. Students may not switch rooms without written permission.

• Returning students who participated in the self-selection process during the spring semester may submit a room change request between Monday, July 14 – Monday, July 21, 2025.
• All students for the fall semester may submit room change requests beginning September 1, 2025.

Students requesting to move to a residence hall or room assignment of greater expense must first pay the difference prior to the room change being granted. Unauthorized moves will result in a fine and require students to return to their original room assignment.

What is the Consolidation Period?

Due to limited space within our residence halls, there are times throughout the academic year when it becomes necessary to consolidate residents by reassigning them to new rooms or suites.

The purpose of the Consolidation Period is to maximize occupancy, ensure space for incoming students, and address the imbalance that occurs when rooms or suites are under-occupied.

Students who are identified for consolidation will be notified via their student email and will be required to move within 72 hours of receiving the notice. While we aim to keep affected students within the same residence hall and floor whenever possible, room availability will ultimately determine the relocation assignment.