1.06.01 Move Out: Membership contracts shall expire at 6:00 PM on the third day following the last day of MSU’s summer classes.  (Under normal circumstances the last day of classes will be a Thursday, and departing members as well as members who are changing rooms will be expected to have vacated by 6:00 PM on Sunday.)

1.06.02 Move In: New contracts will begin at 12:00 PM three days before the beginning of the first day of fall classes at MSU.  (Under normal circumstances fall classes will start on a Monday, and new members may move in at noon on the preceding Friday.)

1.06.03 Interim: The intervening period, whatever the length, is reserved for members who are not moving.  During this interim period vacated rooms will be inspected and prepared for new occupants.  Interim is paid for under the closing contract period.

1.07 Reservations, Contracts, and Room Picks

1.07.01 Current members can reserve a space in the MSU-SHC by filing a “Space Reservation Form” or by signing a contract. Members will have from the beginning of the contract period to the last Friday in September to guarantee a space in their current house.

1.07.02 Members will have the week ending on the first Friday in October to reserve a space in any available house.

1.07.03 After the first Friday in October unreserved spaces will be available to anyone wishing to sign a contract.

1.07.04 Reservations will expire on the second Friday of November, making previously reserved spaces available to anyone wishing to sign a contract.

1.07.05 Room picks for returning members will be determined by the membership of a house for the following year no later than the first Sunday in April. At this time, the room picks will be submitted to the office in a format to be determined by the VPM.

1.07.06 New members will fill up the rooms on a first come, first served basis. No more than one double occupancy room will be allowed to remain as a single occupancy space for either sex.

1.08 Member Orientation Program

1.08.01 All members must attend one mandatory member orientation within the first semester of joining SHC.

1.08.02 Member orientation will be offered within two weeks of the beginning of every term, and twice at the beginning of fall semester by the SHC officers.

1.08.03 If a member does not attend a member orientation within the designated time period a fine of $30.00 will be assessed.

1.08.04 Member Orientation will be presented by the SHC officers who will follow a guideline prepared by the Education/Membership Team.

1.08.05 The Education/Membership Team will update the outline for member orientation yearly.

1.09 Guest Policy

1.09.01 A “Guest” shall be defined as a non-member who stays overnight at the House for 3 consecutive days or 7 non-consecutive days in a month.

1.09.02 During the first month (31 days) a Guest stays at a House, he or she must abide by that House's Guest Policy.

1.09.03 In Houses whose current Membership is at the City Licensed Capacity, a Guest who has stayed for one month must leave.

1.09.04 In Houses whose current membership is below the City Licensed Capacity, a guest who has stayed for one month must leave or sign a Member Contract and become a Member.

1.09.05 As always, no one may sign a Member Contract without the permission of the current Membership.

1.09.06 Any House that accepts an additional Member(s) as per this Guest Policy shall be assessed for the increased spaces beginning on the thirty second day of the former Guest’s stay at the House.

1.09.07 The aforementioned increase in assessments shall last so long as the House has more Members than the SHC determined capacity.

1.09.08 Every guest has to register with the SHC office. The registration form will include but is not limited to information regarding – house member(s) responsible for guest, the duration of the guest’s stay in the house, and a current telephone and email address with which SHC can contact the guest.

1.09.09 Any house that does not register their guests will not be eligible for an assessment break

1.10 Outstanding Balance

1.10.01 Potential members who, after signing a contract, break that contract up until four weeks before the contract period begins, shall lose their House share, which shall be divided 50/50 between the House and SHC. This forfeit of the House share will release the potential member from further contractual obligations. If the potential member personally refers an acceptable replacement to the House membership officer, he/she will be released from the contract without penalty, and will be refunded his/her House share.

1.10.02 Shares are transferable from one House to another for members in good standing.

1.10.03 If a member has an outstanding balance 3 weeks before the beginning of a renewed contract, SHC has the right to cancel their contract for all future contract periods, unless 100% of the house signs a payment plan to let said member stay.

a) The house will then be responsible for all of the potential bad debt accumulated by the member regardless of the bad debt policy.

b) The payment plan must be explained to the house by the Corporate Treasurer at a house meeting where 100% of the house signs in favor of the plan.

c) No one who has been sent a Summons and Complaint during their tenure at the SHC is eligible for this consideration and it is solely up to the corporation whether or not to cancel their contract.

1.11 Pet Policy

1.11.01 The term “pet” refers to all cats and other uncaged animals. Dogs are not allowed in any coop house.

1.11.02 No co-op shall House more than 1 pet per every seven assessments, however, with a 3/4 majority vote of House members supporting them, an appeal can be made to the VPM and the Membership Committee to have one additional pet over the limit.

1.11.03 All pets must be approved by the membership living in the House when the pet owner applies for admittance of the pet, as per the house’s constitution. All future members will be informed of the pet’s pending residence when they apply to the co-op.

1.11.04 Each pet’s residence is evaluated after three months of its acceptance date and every six months after that date.

a) The pet will be considered re-approved if the majority of the house votes to keep the pet.

b) If the house does not vote on the animal, the owner will receive a $10 a day SHC fine until the pet is re-approved or removed.

c) The VP of Membership will provide the paperwork to be filled out by the pet owner to prove the re-approval of the pet and will notify pet owners when the re-approval is due.

1.11.05 All pet owners must submit a Pet Agreement signed by the House membership office and the pet owner to the VPM prior to the pet taking residence in the co-op. This Pet Agreement must specify that the pet owner is financially and otherwise responsible for any damage the pet causes to the Co-op and that the pet owner has alternate housing plans for the pet.

1.11.06 All pet owners must pay a one-time $100.00 fee upon submitting a Pet Agreement to the V.P.M. $75 shall be returned to the pet owner upon the pet’s move-out, as long as no damage has been reported (see 1.11.08). $25 shall be kept in the house’s maintenance account.

1.11.07 All pet owners must submit proof of all vaccines and shots upon submitting a pet agreement to the V.P.M. All male cats must be neutered. If a pet is too young to have had shots, vaccinations, or to have been neutered at the time the pet moves in, the pet owner shall pay a pet fee and submit proof of shots/ vaccinations/ neutering after they have been administered.

1.11.08 Any costs from damages attributed to the pet will be deducted from the $100.00. Any costs over $100.00 will be the responsibility of the pet owner, and will be collected from the owner by the co-op House’s treasurer. If the treasurer is unable to collect from the pet owner, that member’s share may be seized to cover the costs of the damage.

1.11.09 Any co-op that allows an uncaged pet to live in their House for any amount of time without a properly submitted Pet Agreement shall be fined an initial $100 by the SHC. SHC shall also have the power to fine the co-op $10/day that the pet remains in the co-op.

1.11.10 The VPM shall be responsible for collecting at the beginning of each semester reports from the membership officers as to which pets are living in each co-op, and who owns them.

1.12 Party Tax

1.12.01 AMPOs shall be funded each semester in the Corporate Budget. The amount shall be determined during the annual budgeting process.

1.13 SHC Party Policy

1.13.00 STATEMENT OF PURPOSE

The party policy exists to help Houses hold responsible parties, to avoid physical damage, to minimize liability for SHC and to uphold House autonomy by allowing limited advertising outside SHC.

1.13.01 PARTY DEFINITION

a) A house-sponsored party is defined by all three conditions:

i) is advertised

ii) takes place in a common area

iii) has live entertainment or amplified music

b) An individually sponsored party has the three house-sponsored elements. However the House is not the host for an individually-sponsored party. Any individual wishing to sponsor a party will be financially responsible for the party. This includes any damage and all clean up. Any person wishing to hold a party must be a current House member, and only House members can be party representatives. There will be no rental or lending of Houses to outside agencies or individuals for parties, benefits, etc.

c) A committee-sponsored party is a recruitment, informational or educational event. The committee chair will act as the party representative.

1.13.02 PARTY APPROVAL

a) All House- and individually-sponsored parties must be approved in advance by three-quarters member consensus in the House.  The names of those voting in the affirmative must be recorded in the meeting minutes.

b) Committee members can volunteer to host a committee-sponsored party with a simple majority vote of their House.

1.13.03 RESPONSIBILITY & GENERAL GUIDELINES

a) Any damages incurred are to be paid for by the person(s) responsible, and/or the House.

b) The House is responsible for organizing sufficient House level security before the party.

c) People attending any party or event will only be admitted through one entrance, while other exits will be monitored during the party to prevent any unauthorized entrance/exit.

d) Amplified music and general noise will end at 2:00 am.

e) Houses will designate someone as a Party Representative who will be sober and present until all partygoers have left. Any problems will be directed to the Party Representative. Prior to the party, all House members shall know who they Party Representative is for that evening and be informed of the party representative's function.

1.13.04 ADVERTISING

a) Advertisement of alcohol or controlled substances is strictly prohibited.

b) Advertisements for House- or individually-sponsored parties posted in any public area are strictly prohibited. Public postings include, but are not limited to: piles of handbills left in shops, restaurants, etc., flyers posted to billboards, and messages on classroom chalkboards.Inviting friends to a house-or individually-sponsored party through social networking websites ( i.e. Facebook) is allowed as long as invitations remain private and the party is posted as a secret event.

c) Committee-sponsored parties can be advertised outside SHC on any legal billboards/notice boards because they are often recruitment, educational or informational events.

d) Handbills may be distributed to people on an individual basis. Only current House members may distribute handbills. Distributions will be left up to House discretion.

e) Any advertised party must include notice to all Houses in SHC and the SHC office. Notice can take the form of a flyer or a phone call.

1.13.05 NEIGHBOR RELATIONS

a) A notice of parties will be made to neighbors by the House to include the time and date of the party.

b) Houses will clean the neighborhood of all party related debris within 24 hours after the party or event.

c) The neighbors should have the phone number and the name of the party representative during the party with a request to contact them rather than the police if the party or event becomes a problem.

1.13.06 ALCOHOL

a) Selling alcohol at a House's party or event is strictly prohibited. This includes but is not limited to: charging at the door for drinks, wristbands, stamps or cups at parties where alcohol is distributed.

b) Alcohol will not be distributed to people under 21 years of age.

c) Houses cannot use official House funds (i.e. individual House checking, savings accounts, social budget, or any fees collected by treasurers, etc.) to purchase alcohol.

d) No alcohol will be furnished by SHC at AMPO's.

e) No alcohol will be furnished at committee-sponsored parties.

1.13.07 MONEY

a) No party profits will be budgeted into a House's finances.

1.13.08 SANCTIONS

a) Violations of the SHC Party Policy will be brought to the Executive officers and the Board by the VP of Membership.

b) The Board of Directors reserves the right to implement sanctions (fines or otherwise) in the event of a violation of this party policy. The extent of sanctions will reflect the severity of the violation.

c) In the event of a Board sanction, the House is required to send a knowledgeable representative(s) to the meeting at which the sanctions will be determined.

d) If the Board implements financial sanctions, the House holding the party shall be fined in an amount not to exceed $20.00 per House member, except in exceptional circumstances in which it has been documented, at the House meeting in which the decision to have a party was made, those names of the House members who did not agree to the party or event.

e) In the event of non-financial sanctions, the Board may take actions including but not limited to: sending people to the House to discuss the violations, party prohibition, requiring any of the recommendations in this policy, or termination of the individual(s') contract(s).

f) The House which sponsors a problem party or event will be required to submit the House's minutes to the SHC office from the House meeting where the party was approved to confirm that there was quorum or 3/4ths approval of the House's members and to confirm those members who, as stated, did not agree to the party or event. This action is taken in order to implement sanctions upon those responsible for the problem(s) as needed as well as to take precautions for the House's next sponsored party or event.

1.13.09 AMPOs

a) The All Member Party and Orientation (AMPO) for Fall and Spring Semesters will fall under the stewardship of the Vice President of Membership and the Membership Committee.

b) Dates and Themes for the event should be chosen by the third membership meeting each semester. By this meeting, house duties for the AMPO will be delegated by the Membership Committee and the VPM.

c) The Membership Committee has the responsibility of crating an assignment schedule that will ensure that each house is sufficiently involved in the duties assigned to their members. In making this decision, it is important that the committee choose an appropriate fine.

d) If a house fails to fulfill its assigned AMPO duty, as defined by the Membership Committee, each member of the house will be fined. These fines will be distributed to either the house or the general AMPO budget as decided by the Membership Committee.

1.14 Alumni Membership

1.14.01 Alumni members may remain partially active by renewing a monetary contribution of $10.00 per year. This monetary contribution will be used to cover mailing and printing costs.

1.14.02 Alumni members will receive the following:

a) Free tickets to the AMPO's

b) A subscription to the Pine Press

c) Any additional information regarding matters of concern of interest to SHC and its Members and Alumni.

1.15 Member Referral Process

1.15.00 Member Referral is provided as a method by which uncooperative members may be asked not to re-sign at the end of the current contract. This may occur as the result of House action or a Desk Referral.

1.15.01 HOUSE REFERRAL

At a quorum meeting of a co-op, a member may come up for “referral” by a House vote with a majority of those present. The member being put on referral must be notified in writing one week before the meeting at which the referral issue will be discussed. Any member may bring the issue to the House for consideration.

DESK REFERRAL

In the case that a member has exhibited continued problems, which may include uncooperative behavior, (as outlined in 1.18.02), non-payment, or non-work, any of the following individuals may issue a Desk Referral: the Member Service Coordinator, Vice President of Membership, Vice President of Education, or Executive Director. Should the desk referral be made by a staff member, it must have the support of the Vice President of Membership or the Vice President of Education.

1.15.02 If a member is placed on referral, a letter of explanation of the problem must be written by the individual or house issuing the referral and a copy needs to be sent to the member involved in the referral. A copy of the referral will be placed in the member’s file.

1.15.03 The member on referral will not be allowed to sign another contract until the House has re-approved the member with a House vote of simple majority. In the case that a desk referral is issued, the member must be re-approved by the membership committee.

1.15.04 If a member on referral is not re-approved, then the person will not be allowed to sign a contract with SHC. The knowledge of a member’s “referral” status and the written description of the problem (House letter) would be passed on to other Houses if the member applies elsewhere within the co-op system.

1.15.05 APPEAL

The party claiming to be aggrieved by a final decision of the House may appeal to the membership committee within 14 calendar days of the date of the House vote or Desk referral , or the date the House or office informs the member of the decision by means of a written notice.

During an appeal, the person making the appeal as well as a representative of the House (preferably a house officer) must be given a chance to speak before the Membership Committee. After discussion of the issue, and a report from the House has been read, a majority vote of the membership officers present is required to reverse the decision. Officers must be present to vote.

1.16 Anti-Discrimination and Anti-Harassment Policy

1.16.00 The MSU Student Housing Cooperative, Inc. will not discriminate in the provision of either employment or housing on the basis of religion, race, color, national origin, age, sex, height, weight, familial status, marital status, or sexual orientation, and will conform to all relevant Federal State, and local laws forbidding discrimination and/or harassment. The MSU Student Housing Cooperative, Inc. does not tolerate unwelcome verbal, physical, or visionary conduct or communication regarding religion, race, color, national origin, age, sex, height, weight, familial status, marital status, or sexual orientation.

1.16.01 SEXUAL HARASSMENT

Because our society has struggled particularly with issues of sexual harassment within the last decade, a definition of sexual harassment is attached and incorporated into this policy.

DEFINITION

For purposes of this policy the term “sexual harassment” means unwelcome sexual advances, unwelcome requests for sexual favors, and other unwelcome verbal or physical conduct or communication of a sexual nature when:

a) Submission to such conduct or implicitly a term or condition of the individual’s employment or residence in the co-op.

b) Submission to or rejection of such conduct or communication by an individual is used as a basis for housing or employment or residence affecting such individual; or

c) Such conduct or communication has the purpose or effect of unreasonably interfering with an individual’s housing or employment or creating an intimidating, hostile, or offensive work or housing environment.

EXAMPLES

Examples of unwelcome sexual harassment include, but are not limited to threatening adverse employment or housing actions if sexual favors are not granted; promising preferential treatment in return for sexual favors; unwanted physical contact; and/or sexually offensive remarks, including, but not limited to, the following kinds of prohibited behavior:

Verbal: Sexual advances or propositions or threats; continuing to express interest after being informed the interest is unwelcome; sexual innuendoes; suggestive or insulting sounds, including whistling; sexual jokes or teasing of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; and any other abuse of a sexual nature.

Visual: Public display of sexually suggestive objets, pictures, or letters; leering; obscene gestures; sexually suggestive or offensive graffiti.

Physical: Unwanted physical contact, including offensive touching, pinching, brushing the body, impeding or blocking movement; unwanted sexual intercourse or other unwanted sexual acts; sexual assault or battery.

The above list is not meant to be exhaustive, but is included to provide examples of prohibited action. The Board of Directors may, from time to time, add further definitions of other forms of discrimination to this policy. It is not a viable defense to claim that the harassment was not intended as harassment. This policy and the law prohibit retaliation against person(s) who complain about sexual harassment or who cooperate with a sexual harassment investigation.

1.16.02 SCOPE

In providing housing or employment, MSU Student Housing Cooperative, Inc. will attempt to eliminate illegal discrimination of every description, including, but not limited to acts which create a hostile environment, constitute harassment, quid pro quo, stalking, or other forms of unlawful discrimination. The Board and officers shall promulgate separate, simple procedures for handling complaints by employees of MSU Student Housing Cooperative, Inc..

The following procedures, applicable to members of MSU Student Housing Cooperative, Inc., shall be made enforceable within the membership agreement so that acts of discrimination and/or harassment by a member may constitute grounds for eviction from MSU SHC.

1.16.03 COMPLAINT

A member who believes that he or she has been discriminated against or harassed in violation of the law and this policy may complain either to the Member Services Coordinator or to the Executive Director of MSU SHC in writing. Upon receiving a written complaint the Member Services Coordinator will inform the Executive Director of the existence of the complaint and will thereafter report to the Executive Director on the status of the investigation. In the event that the Executive Director is the recipient of the complaint, the reporting requirements shall be reversed.

1.16.04 INVESTIGATION

The Member Services Coordinator and the Executive Director shall be properly trained to conduct a careful investigation by using the SHC Guidelines For Investigating Sexual Harassment and Discrimination Complaints, and shall be trained to conduct such investigations by the Women’s Resource Center or another organization that the Vice-President of Education designates. Interviewing the complainant and the person against whom the claim has been filed shall be completed in no more than fourteen (14) days from the receipt of the complaint.

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