South Village policies

A Supplement to the “Standards of Residence” for Residents of Family Housing Facilities at Northern Arizona University.

Revised Annually 

Contractual obligations

Terms of occupancy

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1. Only immediate family (resident, spouse, dependents under the age of 18) of the contracted resident may live in the family housing unit. Individuals 18 years and older may not reside in family housing as dependents unless they are enrolled in and attending high school. Any exception must be requested in writing to the Assistant Director of Family & Apartment Style Housing prior to move in.

2. The following documentation (where applicable) must be provided to Housing and Residence Life before the housing contract will be considered complete: marriage license, birth certificates of children, and where applicable in the case of divorced parents, papers proving custody of minor children.

3. A student’s spouse and/or children must reside with the student at all times for the student to remain eligible for family housing. Any exception must be requested in writing from the Assistant Director of Family & Apartment Style Housing. Prolonged absence of spouse or children may result in reassignment or removal from family housing.

4. Each apartment has a maximum occupancy allowance of 5 total occupants.

5. If any change is made to the original contract (ex. adding a new baby, removing family members, switching the contract to the other spouse, etc.), the contract resident must submit a new and updated contract to Housing and Residence Life, as well as supporting documentation (marriage license, birth certificate, etc.) within 5 business days of the change.

6. During the period of residence, the contracted resident must register and carry to completion at least 12 undergraduate credit hours (9 graduate credit hours) each semester during the regular academic year and 5 credits during the summer. However, if the contracted resident is a registered full time student for the following fall semester, they do not need to take classes during the summer.Non-credit courses, audits, courses in progress through non-NAU extension and correspondence courses cannot be included in the required total hours. Any questions regarding exceptions to the class load requirements should be directed in writing to the Residence Hall Director.

7. The maximum length of occupancy for any student family is four calendar years so that more students may be given the opportunity to live in family housing. Students must be pursuing a degree program within the four-year maximum occupancy. Extensions may be made on an individual basis with written permission from the Assistant Director of Family & Apartment Style Housing.

8. Residents who withdraw from school or who are unable to maintain the minimum credit hour requirements are not eligible to remain in family housing. Residents who withdraw from the university must vacate the premises within 48 hours after officially withdrawing. Any exceptions to these procedures must meet with the approval of the Residence Hall Director.

Rent payment

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When moving in, the first full month’s rent is due. If the move in date is not on the first day of a month, the second month will be prorated based on the move-in date. After move in, rent is due on the first day of each month. Rent is considered delinquent by the second day of each month.  Failure to make timely payments may result in a registration hold and eviction.

Rent charges are posted directly to your student LOUIE account prior to financial aid disbursement each semester.  Always check financial aid records and housing account balances in order to verify if anything further is due. All payment methods are listed on the Student and Departmental Account Services site.

Transfer Requests
Residents wishing to transfer to a different apartment should make that request to the Residence Hall Director. All transfers are approved based on space availability. There are certain times of the year that due to the high volume of apartment turnovers transfers will not be facilitated (usually at the beginning and end of semesters). A $150 charge is assessed for all transfers.  

Checking Out

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Residents wishing to terminate their family housing contract must provide a 30-day written notice of the intent to vacate their apartment. The “30-day Intent to Vacate” form is located and submitted through the front desk of the complex at least 30 days prior to the date of contract termination. If 30 days notice is not provided, the resident will still be charged 30 days rent from the date the written Intent to Vacate form was submitted. If no Intent to Vacate form is submitted, the resident will be charged 30 days rent from the date of check out.

Residents leaving the university at the end of the semester must vacate their apartments within one week after the end of the semester. Those residents with school age children will be notified of any extension provided to cover the remainder of a school year. This notification will occur through NAU e-mail and will be dependent each semester on the public school schedule. Residents withdrawing from the university in the middle of the semester must vacate their apartments within one week after their official withdrawal.

All departing residents must make an appointment with a staff member to check out. This appointment must be made at least 72 hours in advance of the desired check out time. The contract resident must be present at check out and must have their NAU ID card. The staff member will inspect the apartment after all personal belongings have been completely removed and the resident has thoroughly cleaned the apartment. Apartment and mailbox keys must be returned to the staff member before the check out is completed. Failure to turn in all keys at the time of check out will result in a charge to recode the apartment locks. Residents are also charged for mailbox keys they fail to turn in at the time of check out.

Apartments must be left clean and in good condition; cleaning guidelines can be obtained from hall staff.  Personal furniture must be disposed of properly and cannot be left near or around the dumpster areas. Contact the City of Flagstaff at 928-774-0668 for more information on disposal of furniture. If the apartment is left unclean or damaged, or if personal furniture is not properly disposed, charges will be placed on the student LOUIE account. 

If residents are due a refund, it should be processed by two weeks after checking out of the apartment. Refunds will be applied to any outstanding university charges first and then direct deposited to a bank account or applied to a credit card depending on how charges were paid.  

South Village policies

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South Village is a community serving multiple types of NAU students including upper-division, graduate, international and those with families. In an effort to provide an environment that encourages a variety of lifestyles to be expressed and yet still maintain the facilities and foster a sense of community, certain policies have been established. By choosing to live in university housing facilities, resident and all household members and or guests agree to abide by all policies while residing in our community:  South Village policies, Standards of Residence, and Student Code of Conduct. 

The South Village Policies are designed to clarify how existing residence hall policies are applied to special communities and to explain policies that have been created specifically for communities which include children. However, please note that each NAU resident and their guests/family members are also responsible for the policies listed above. Please see a staff member in your complex if you have any questions.

1.0 Smoking [See also, Standards of Residence, 1.03.4]

  1. All apartment units are non-smoking.  Smoking and the use of hookah, e-hookah, and e-cigarette devices are not permitted within 25 feet of any residence hall, playground, balconies, picnic tables, or in any public areas (laundry rooms, community rooms, lounges, etc.).

2.0 Guests [See also, Standards of Residence, 1.07]

  1. All guests, at any time, are permitted only with the consent of the roommate(s). Guests are any person (including students) who are not currently assigned to the room or building in which they are present. 
  2. Residents with families:  Guests will be allowed to visit for up to one week.  If a period longer than one week is necessary, a written request must be submitted to the RHD prior to the visit for approval. 
  3. Single residents:  Overnight guests are permitted for a maximum stay of 3 nights.  Overnight guests are permitted to stay only if co-tenants have mutually agreed in advance of the visit. 

3.0 Child Supervision

  1. Parents are responsible for the behavior and supervision of their children at all times. If children 8 years old and under are found without proper adult supervision, staff will attempt to locate the parent or caregiver. The parent or caregiver should be prepared to show identification. If the parent or caregiver cannot be located, NAUPD will be contacted. The NAUPD will determine if Child Protective Services (CPS) need to be contacted.
  2. Children 8 years old and under are to have direct, immediate supervision at all times, including on the playground. While children 9-12 years old may not require direct supervision, they must have a parent or a responsible caregiver present in the complex.
  3. Children under 12 years of age are not permitted to provide direct supervision for children less than 6 years of age.

4.0 Grills

  1. Barbecues/flammable liquids – Personal grill use by South Village residents is a privilege. Grills not registered and tagged will be removed. 

5.0 Community Safety

  1. Residents are responsible for the upkeep and condition of the area directly in front of their apartments. These areas are not to be used as storage areas for extra furniture, automobile parts, camper shells, boats, etc. Areas should be kept clean, uncluttered, and weeded. 
  2. Residents are liable for accidents involving improperly stored toys, equipment and personal items. 
  3. In first floor areas, sidewalks may not be blocked by bikes, toys, lawn furniture, etc.
  4. Storage on balconies cannot impact the width of egress –or exit pathway required by state fire code (which is 36” wide measured from the railing back toward the wall). Any items on the balconies or walkways that infringe on this space will not be allowed. Any items that do not infringe on this space must be 36”or higher or they are a trip hazard.