1. University Housing 2010-2011

2.  Sometimes we have students who contract for a room –  Complete the official check-in process-  But typically never move into the room.  These students are referred to as ghost residents.

3.  A new freshman who never checks in, but still has an “active” contract and is enrolled in classes.  “Active” contract means the student has not cancelled their contract and is still being billed.  New Freshmen who have a contract and are still enrolled in classes will not have their contract cancelled on No Show Day.

4.  Ghost residents can present particular problems throughout the year.  Remember as you read the examples of situations you always need to first check with Assignments staff to make sure you can allow someone to move into the space.

5.  One example of a problem is other students on the floor or in the hall may think the student with the ghost resident has a single room.

6.  In this situation you need to explain to the student asking about the single room why the person really does not have a single room.

7.  Actually, the person has a ghost resident as a roommate.  The ghost resident is still being charged and paying for their housing and dining contract.

8.  Another problem you may have to address is the student living in the room with the ghost resident has another person they would like to have move into the room with them.

9.  You cannot automatically move the ghost resident out of the assigned space into another room.  In this situation, what would happen is one of the students would have to contact the ghost resident and ask them if they would be willing to come to the hall and complete paperwork to switch rooms.  The ghost resident must come back to the hall, checkout of their current room and then check into the new room.  This will allow you to let the two students who want to live together be in the same room.

10.  If neither student can contact the ghost resident or if the ghost resident is unwilling to come in and make the change in the room, then you cannot move the two students together in that room.

11.  The third problem you may experience with students who have a ghost resident as a roommate is the person living in the room really wants a roommate.

12.  Remember, you can not reassign the ghost resident without them agreeing to change rooms and they complete all the necessary paperwork.  Some suggestions in this situation would be to talk with the student about becoming involved in hall senate or to suggest another student you know is looking for a roommate who they may be able to room with.

13.  The fourth problem, but perhaps not the last problem, you may experience with ghost residents in your hall is when it comes time to checkout.  If the student-ghost resident, forgets they have to come and checkout, you will need to complete an improper checkout.

14.  Remember an improper checkout will include any damages that have been done to their side of the room, although technically you would not expect to find damage, and a lock change and FOB replacement for not returning the key.  The charge for an improper checkout is $125.00.  The charge for a lock change is available on the 2010 – 2011 Charge List and can be found on the Housing website.

15.  When you are doing roster checks or when your staff is doing roster checks, if they come across the situation where a student has a ghost resident as a roommate, the RA should note that information on the roster.

16.  Knowing if you have a ghost resident in your building can also help you in cases of emergencies.

17.  If there is a fire in the building and you must account for every one on the floor or in the entire building, you’ll want to know if one of those residents is a ghost resident.

18.  In cases of family emergencies of residents in your building, you will be contacted by the Dean of Students, University Housing or perhaps University of Arkansas Police Department, also known as UAPD.  Should they be calling trying to locate the ghost resident, it would be to your benefit to know that this resident is a ghost resident or to have it recorded in the office records so that you can easily find this information.  You should always check to make sure the “ghost” has not returned to the hall.

19.  A word of caution:  Never assume that the ghost resident will always be a ghost resident.  Because they are still paying for their room and board, a ghost resident may move back in at any time and you may not be aware.  This is why it is good from time to time to check with your RA on the floor where the ghost resident resides to see if the roommate has experienced the ghost resident coming back to use the room for studying or has moved back in.