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All full-time students who have earned less than 60 credit hours are required to live on campus and to purchase a meal plan unless they:

  • Have lived on campus four or more semesters (not including summer terms)
  • Will be at least 21 years old by August 31 of the fall term
  • Are married
  • Have a child or other legal dependent living with them
  • Will live with a parent or (former) legal guardian, if under the age of 21, at a physical address no more than 50 miles of the university

Students who fall into the latter three categories are required to submit an exemption request form to the housing office. The university reserves the right to deny exemption requests when students are unable to furnish appropriate documentation which demonstrates their eligibility to be exempt from the residency requirement.


The following Housing Terms and Conditions serve as the university’s official statement of all policies related specifically to a student’s housing assignment on campus. It serves as a legally binding contract between the university and the student; thus, prospective residents are encouraged to review the document in its entirety and to ask the Residence Life staff for clarification on any policies contained within it which may be unclear, before signing the form and submitting it, along with the housing application to the university.

1. Eligibility and Contract Period

  1. University housing is available to all degree-seeking students who remain enrolled in at least one course taught on the University’s campus.
  2. This contract becomes effective immediately upon the University’s receipt of this form and the prospective resident’s 1) housing application 2) $50 application fee, and 3) Meningitis Waiver Form.
  3. All terms and conditions included in this document are binding for the full academic year including the fall and spring semesters.

2. Application Fees, Payments, and Deposits

  1. Prospective, first-time residents must submit a one-time $50 application fee along with the University’s housing application. The application fee is non-refundable and non-transferable.
  2. Per semester housing fees are due and payable in advance at the prescribed rate per academic term. If payment is not made by the stipulated deadline, late fees may be added to the balance of the charges and/or the student's housing assignment may be cancelled.
  3. Current residents who have lived on campus continuously (excluding summer terms) since the Fall 2015 semester or longer should have a $250 housing deposit on file with the University. This deposit is refundable according to the following conditions: the University is unable to provide campus housing due to a lack of available rooms, and/or 1) the terms of the contract are fulfilled, 2) the student follows proper check-out procedures, and 3) the student is cleared of responsibility for damage to the room or residence hall. The deposit will be forfeited, wholly or in part, when the student: 1) is responsible for damage to the room or residence hall, 2) fails to follow departmental check-out procedures, 3) cancels his/her housing assignment before the contract term is completed, 4) owes the University any debt, fine, or other obligation, or 5) doesn’t claim the balance of the deposit by date stipulated in the Housing Terms and Conditions.

3. Cancelations

  1. In order to avoid incurring a $250 housing cancellation fee, students who wish to cancel their housing assignments while maintaining enrollment at GSW or the SGSC Entry Program must submit a Housing Cancellation Request Form no later than the date stipulated in the Housing Terms and Conditions.
  2. If a new or returning applicant wishes to be released from their housing assignments while maintaining enrollment at GSW or SGSC Entry Program after the cancelation date, they will be required to submit an Appeal of Housing Obligation Form along with the Housing Cancellation Request Form. If a student’s appeal request is granted, the student will be required to pay a $500 cancellation fee but will not be responsible for any other housing fees for the fall and spring terms. Any student whose appeal request is denied will be responsible for all housing and meal charges for the duration of the contract term (i.e., fall and spring semesters).
  3. New and returning applicants who wish to cancel their housing assignments because they do not plan to enroll in GSW or SGSC Entry Program must submit a Housing Cancellation Request Form, but will not be required to complete an Appeal of Housing Obligation Form unless they are still registered for courses when they submit the cancellation request. Returning residents who cancel their assignments after the cancelation date will incur a $250 late cancellation fee. This fee will increase to $500 for cancellation requests which are not received by the final cancelation deadline listed in the Housing Terms and Conditions. New applicants who have not previously lived on campus will not incur a cancellation fee if they do not remain enrolled at the University during the upcoming semester.
  4. After Move-In Day, any new or returning residents who choose to voluntarily withdraw from the University will incur a $500 housing cancellation fee. Residents who voluntarily withdraw from the University will also be required to pay pro-rated housing fees based upon the amount of nights stayed on campus in accordance with the University's official Refund Rules. Residents who voluntarily withdraw from the University prior to the end of the official Add/Drop period will be required to pay pro-rated meal charges to be determined by the Director of Auxiliary Services based upon the length of a student's stay on campus and the amount of flex cash and/or dining dollars spent prior to his or her departure from campus. Meal charges will not be pro-rated for students who voluntarily withdraw after the conclusion of the University's official Add/Drop period.
  5. With the exception of December graduates, students who are approved to study abroad during the spring semester, and students approved by the Director of Auxiliary Services to live on campus for one semester only, all Fall residents who will continue enrollment at GSW and/or SGSC Entry Program during the Spring semester will be required to remain in university housing through the end of the contract term (spring semester).
  6. Students who live on campus during the fall semester, that do not plan to attend GSW or SGSC Entry Program during the spring semester must submit a Housing Cancellation Request Form no later than the date stipulated in the Housing Terms and Conditions so as to avoid a $250 cancellation fee.

4. Right of University to Cancel

  1. The University reserves the right to refuse admission or readmission to campus housing and/or to cancel a resident’s housing assignment contract during the academic year 1) if the student fails to meet stated eligibility requirements, adhere to housing and institutional policies, and/or pay housing-related fees on or before a published deadline, 2) in the event of criminal conviction by civil authorities, or 3) for any other reasonable cause.
  2. If the University cancels a resident’s housing assignment during the fall semester due to student conduct or housing policy violations, the student will be responsible for 100% of all housing-related fees for the semester. If the student is permitted to return to campus for the spring semester, the student will receive a housing assignment and will be responsible to 100% of all housing-related fees for the term. If the student is not permitted to move on campus before the end of the contract period, the student will be responsible for 25% of all housing-related fees for the spring term.
  3. If a student fails to pay all housing fees and assessments or other institutional charges by the required deadlines published by the University, Georgia Southwestern State University is entitled to pursue any or all of the following actions: terminate the student’s housing contract, evict the student from university housing, cancel the student’s course registration, and/or withhold the student’s transcripts, diplomas or other records and documents maintained by the University.
  4. If a student fails to occupy his/her assigned room within 48 hours of the official opening of the halls, without receiving prior approval from the Director of Residence Life or Housing Coordinator to check in late, the University reserves the right to cancel the student’s assignment or to reassign the resident to another room.
  5. The University reserves the right to set and publish appropriate deadlines prior to the beginning of each semester to cancel housing assignments for any students who have not registered for classes for the upcoming semester.

5. Liability

Georgia Southwestern State University will not be liable for any student’s illness, injury, or death which may occur within a residence hall or on university grounds, nor will it be responsible for any loss or damage to a student’s personal property which may occur in the residence halls or on university grounds. This includes but is not limited to damage from fire, inclement weather, vandalism, interruption of utilities, condition of facilities, or theft. All campus residents are strongly encouraged to maintain adequate health and renter’s insurance coverage.

6. Condition of Facilities

  1. Students are responsible to maintain the condition of their suites or apartments and all items furnished by the University contained within them. At the beginning of the contract term, students are required to complete a Room Condition Report Form and are strongly encouraged to comment on any major discrepancies between their perception of the condition of their rooms (and furnishings) and those noted on the form by a Residence Life staff member. At the end of the contract form, students will be billed for any damage to their assigned living space or its contents.
  2. In the event that damage occurs to common areas including, but not limited to, hallways, multi-purpose rooms, bathrooms, kitchens, computer labs, and laundry rooms, or furnishings contained in these spaces, students may be charged for repairs or replacement of damaged property when it cannot attributed to a specific individual.
  3. The University retains sole discretion in determining charges billed to residents for building repairs or replacement of furnishings. The University also retains sole discretion in determining when and how much students should be charged for failure to clean and/or properly check out of their assignments according to published departmental procedures.

7. Occupancy

  1. Students may occupy their residential assignments only on the dates specified in the contract term. Students registered for an assignment prior to the beginning of a term will be responsible to pay the amount set for the entire term regardless of when they move in. A predetermined fee will be charged to a student’s account should the student be approved to stay on campus for any length of time whose dates are not included in the contract term.
  2. Occupancy of rooms is only allowed for the students assigned to the room by the University. At no time are students permitted to sublet their assignments to others. Cohabitation is also expressly prohibited. In all residence halls, rooms shall be vacated by the date published by Residence Life.
  3. The University reserves the right to: (1) authorize or deny room and roommate changes, (2) place additional students in a student's assigned room,(3) consolidate vacancies, (4) re-designate building usage, or (5) relocate students for reasons including, but not limited to, renovation, maintenance, construction, roommate conflicts, and disciplinary sanctions.
  4. Rooms must be vacated no later than twenty-four (24) hours after the cancellation of a student’s contract.

8. Room Keys

Each student will receive one key upon check-in. It is the student's responsibility to keep the key secure at all times and to return it to the Residence Life staff at the end of the contract term. In the event that a resident’s key is lost, the resident will be charged a fee to replace the key or to replace a door lock whenever a staff member deems the latter necessary in order to protect the safety and property of campus residents. Possession of unauthorized keys is prohibited. Students found in violation of this policy will receive judicial sanctions and/or monetary fines.

9. Room Entry

While university staff members will make every effort to respect the privacy of residential students, the University reserves the right of entry for posted inspections, verification of occupancy and repairs, or anytime a staff member has a plausible reason to believe that a violation of the Student Code of Conduct or an institutional housing policy is taking place. The University also reserves the right to enter any room, suite, or apartment within its residence halls whenever a credible threat to a student’s health or property is suspected, or as otherwise necessary to preserve campus order and discipline.

10. Conduct in the Residence Halls

Throughout the length of the contract term, students and their guests are expected to conduct themselves with proper regard for the rights, property, and privileges of other residents. Furthermore, students who live on campus are required to uphold all university housing policies, abide by the University’s Student Code of Conduct and to observe all local, state, and federal ordinances and laws. Violations of these regulations may subject the individual to disciplinary action, confiscation of prohibited items, eviction from university housing, or suspension or expulsion from the University.

11. Census Data Collection

The University reserves the right to share data concerning all campus residents with the U.S. Census Bureau whenever the University receives verified notification of requested information.

12. Meal Plan Requirement

  1. All residents without faculty/staff status who have not been granted permission otherwise by the Director of Auxiliary Services, are required to obtain a campus meal plan. Residents who have earned at least 60 credit hours or have paid for a campus meal plan for no less than four semesters (not including summer terms) are eligible to purchase a 40 or 80 meals per semester plan, or a Dining Dollars Only plan. All students who do not meet either of the two requirements will be required to obtain a 10, 15, or unlimited meals per week plan. Juniors and Seniors may also purchase weekly plans.
  2. After the end of the add/drop period, South Georgia State College Entry Program students are not permitted to change their meal plan. Georgia Southwestern students may not change their meal plans without the express approval of the Director of Auxiliary Services. At any point during the contract term, the Director of Auxiliary Services may designate other full-time university employees to grant or deny student appeals regarding the University’s meal plan requirement.


1. Guests

  1. Guests must enter and exit through residence hall lobby door(s).
  2. Guests are not permitted to move about nor occupy any area of a residence hall without the escort of a residential student. Guests are never permitted to remain in a resident’s (private) bedroom for any length of time during which the resident leaves the suite or apartment.
  3. Residents are responsible for the behavior of their guests until the guest(s) exits the residence hall.
  4. A resident may host no more than two guests at any given time. The residents of a suite or an apartment may not host more than four guests at any given time.
  5. Whenever a Desk Assistant is on duty, residents will be asked to sign in their guests and guests will be asked to present a photo ID to the Desk Assistant before leaving the residence hall lobby.
  6. Guests are permitted to stay no more than two consecutive nights and/or or four nights within a calendar month.
  7. Cohabitation is strictly prohibited and is defined as a visitor spending an excessive amount of time in a room or apartment that they are not assigned to.
  8. First-year residents may host guests between 10:00 AM -3:00 AM on Thursdays, Fridays, and Saturdays and from 10:00 AM - 1:00 AM on all other days of the week. Upper-class residents do not have time restrictions on their guests.
  9. Guest(s) under the age of 18 are not permitted to visit or remain in any area of a residence hall, including a resident’s room, between the hours of 11:00 PM - 10:00 AM without the express permission of the Residence Hall supervisor or the permission of the Director of Residence Life. Guests under the age of twelve are only permitted visit residents between 2:00 PM – 8:00 PM.

2. Lock Outs

  1. The Residence Life Staff realizes that even with the best precautions, students may still lock themselves out of their room. If this happens, the student should follow the steps below in the order listed:
    • Contact your roommate(s).
    • Contact the Resident Assistant on Duty by calling the posted Duty Phone number.
    • Contact the RA on their hall/floor.
    • Contact any available RA.
    • Contact the Residence Hall supervisor for that area.
    • Contact the Office of Residence Life (Mondays – Thursdays, 8:00 AM – 5:30 PM; Fridays, 8:00 AM – 3:00 PM) or Public Safety during all other times and on holidays.

3. Replacement Keys and Lock Replacements

  1. A student will receive a key to his/her room from the residence hall staff during check-in procedures. It is the student's responsibility to keep the key secure and return it to Residence Life staff upon vacating the room.
  2. Students should never loan their keys or student ID cards to another person for any reason. Possession of unauthorized keys is prohibited.
  3. A resident who loses or damages his/her room key may be allowed to purchase a replacement key for $25.
  4. If a Residence Life or Public Safety staff member determines that a lock change is necessary, the resident shall be responsible required to pay the following to cover the cost of replacing the locks on all doors within the suite or apartment:
    • Double suites - $75
    • Private suites and two bedroom apartments - $125
    • Four bedroom apartments - $250

4. Solicitation

  1. Solicitation within the residence halls is only permitted in compliance with applicable University policy and the approval of the Director of Residence Life. Research may be conducted in the halls only with the prior written approval of the Director of Residence Life and GSW’s Institutional Review Board.
  2. Residents are prohibited from providing any services in exchange for monetary payment or other rewards from their rooms or any other areas within the residence halls. This includes, but is not limited to: babysitting, tutoring, tattooing, cosmetology, online businesses, and private music lessons.

5. Courtesy and Quiet Hours

  1. In the spirit of civility, and with an understanding that the residence halls must remain conducive to students’ academic success and personal health, a reasonable noise level is to be maintained throughout the residence halls at all times.
  2. Courtesy Hours are from 9:00 AM to 9:00 PM. During these hours a resident’s music should not be heard more than an apartment or room away from their own.
  3. During Quiet hours (9:00 PM – 9:00 AM), residents’ must set any/all electronic devices at volume and bass levels which cannot be heard outside their suites or apartments. Students must also refrain from singing or speaking at a volume which might disturb others’ study efforts or ability to rest.
  4. Starting on Reading Day each semester, Quiet Hours are 24 hours until the end of finals.

6. Animals

  1. Animals are prohibited inside of any residential area with the exception of a small aquarium (10 gallons or less) with fish only, provided they are kept clean and free from leaks.
  2. Students who require the use of an Emotional Support or Service Animal must contact the Office of Disability to receive an official accommodation before bringing animals into the residence halls.

7. Roommate Agreements

  1. Roommate agreements are provided for each roommate grouping to work through and collaborate on what living together will look like for the year.
  2. Roommates are expected to complete an agreement each year. Roommates will establish a roommate agreement each time there is a new roommate in the room. This roommate agreement will be kept on file with the Resident Assistant of the hall.

8. Abandoned Property

  1. Property which is left by a resident at the end of his/her contract period or when the student leaves an assigned space will be packed up by residence life.
  2. The contents will be inventoried and stored in another location and a charge will be added to the students account. A letter and a copy of the inventoried items will be sent to the student via email informing him/her that he/she has six weeks to claim the property. Items not retrieved within the time limit will be donated to a local charity or disposed of at that time.
  3. Personal property left in hallways, stairwells and lounges will be considered abandoned property and will be discarded.


1. Identification

  1. All individuals inside or in close proximity to campus residence halls must remain prepared at all times to furnish proper identification if called upon to do so by a Residence Life or Public Safety staff member.

2. Exterior and Hall Doors

  1. The propping of exterior and/or hall doors compromises the security of the building and safety of its residents, and is, therefore, prohibited without the express permission of a Residence Life or Public Safety staff member.

3. Emergency Doors

  1. Residents are prohibited from using Emergency doors to enter or exit a hall except in case of emergency.

4. Roofs, Ledges, and Windows

  1. Residents are not permitted on roof areas nor window ledges. The University is not responsible for injuries that result on a roof area or window ledge nor from falls which might occur from either.
  2. Residents are not permitted to use a window to enter or exit any part of a residence hall nor to remove the screens from the exterior of residence hall windows.

5. Fire Safety

  1. All residents and guests are to immediately vacate a residence hall building via designated emergency routes whenever a fire alarm sounds. Once outside, they should remain no less than 500 feet away and should avoid re-entry into the facility until given permission by a Public Safety or Residence Life staff member.
  2. Tampering with smoke detectors, fire extinguishers, or fire alarms when there is no emergency, is prohibited.
  3. In accordance with USG policy, the use of any/all tobacco products or any other illegal substance is prohibited on campus.
  4. Candles, incense, or other items that require burning are not allowed in the residence halls. This includes all decorative candles and candles with the wicks removed. The University reserves the right to confiscate candles or other questionable flammable materials and the student will be referred to the University student conduct process.
  5. Except in campus apartments, the only cooking permitted within a student’s suite is that done in a microwave. Residents may store other small kitchen appliances in their rooms, but are only permitted to use them within the residence hall’s common kitchen. If any student is found using an unauthorized appliance in his or her room, the appliance will be confiscated will be referred to the University student conduct process. Confiscated materials may be returned to the student at the end of the semester for the student to take home.
  6. The following appliances are not permitted within the residence halls: any appliance requiring 220 volts or 1500 watts, space heaters, hot plates, air conditioners, or any appliance with an exposed heating element.
  7. Students may use only UL approved surge protectors (no more than 2 surge protectors are permitted per room) that contain their own fuse to increase their number of outlets.
  8. Microwaves and refrigerators must be plugged directly into an electrical outlet.

6. Bicycles

  1. Bicycle racks and other designated storage areas are provided to allow for the storage of bicycles. It is strongly recommended that students secure bicycles with a heavy chain and lock. When secured outside, bicycles should only be secured to bike racks, and must not block stairs, hallways, or any other area which would prevent residents and/or guests from safely evacuating the building in the event of a fire or other emergency. The University can assume no responsibility for the security of bicycles.


1. Health and Safety Inspections

  1. Several health and safety inspections will be conducted each semester by the Residence Life staff for safety, health, maintenance, cleanliness, and inventory purposes. Residents are responsible for maintaining their living areas in a clean and orderly condition.
  2. If the condition of a student’s room, including its furnishings, are found to be in an unacceptable condition during these inspections, the student will be notified of the problem(s) and given an opportunity to correct them.
  3. Residents who do not correct health and safety concerns addressed by the Residence Life staff will be referred to the University student conduct process.
  4. There should be a clear pathway throughout living facilities. Dishes should be cleaned after usage and any food should be stored properly. During health and safety inspections, unwashed or abandoned dishes, cooking utensils, or food may be discarded to prevent pests.

2. Trash

  1. Trash should be disposed of and taken out to the allocated trash facilities located in the parking lot on a routine basis. All trash is to be placed inside the dumpsters, not beside them. Anyone found littering the grounds with trash will be subject to disciplinary action. Household trash should not be placed in the common area trashcans.

3. Decorations

  1. Students are encouraged to decorate their rooms in a manner that prevents damage beyond normal wear and tear and that ensures fire safety. Any damage to the ceilings, walls, doors, or fixtures as a result of nails, screws, mounts, adhesives, tape, or stickers will result in a repair fee assessment to the student. Students are not permitted to place any adhesives or stickers on doors or glass.
  2. Residents are not permitted to alter, repair, remodel, and/or paint the premises or equipment. No ceiling fans, light fixtures, or similar equipment may be affixed to ceilings or walls. Residents may not change any locks for their room. Student room furniture must remain in the room. No storage is available in the halls. Furniture cannot be left in hallways or common areas. If the furniture is not in the student room upon checkout, the student will be charged the full replacement cost. Residents may not hang items from fire sprinklers or other related fire equipment.

4. Common Areas

  1. Removal of any furniture from a residence hall’s common areas for a student’s personal use is permitted.
  2. In the event of damage in hallways or common areas, students who occupy the hallway and/or building may be charged for repairs or replacement of damaged property when not attributed to a specific individual. Determination of room and common area damage, loss, or cleaning assessments shall be made by the university at its sole discretion. This includes all community kitchens, computer labs, multi-purpose rooms, and lobby areas.
  3. To avoid injury or damage to property, throwing objects such as footballs, baseballs, volleyballs, soccer balls, water balloons, golf balls, frisbees, etc. are prohibited in buildings. Bicycles, motorcycles, scooters, Segways, skates and skateboards are not to be ridden or used in Housing facilities.

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