INSTRUCTIONS TO CHAPTERS FOR CLOSING AND VACATING OF FRATERNITY & SORORITY HOUSES

Office of Residence Life
         Division of Student Affairs

     INSTRUCTIONS TO CHAPTERS FOR CLOSING AND VACATING
              OF FRATERNITY & SORORITY HOUSES
                                       As of March 26, 2014

The following guidelines provide instructions to members of fraternities and sororities regarding
the closure of the existing Chapter facilities and the removal of property prior to demolition. The
Chapters are each responsible for removing their property from the facilities by established
timeframes in order to prepare for the construction of new Greek housing.

STUDENT ROOMS
Individual chapter members will be responsible for removing their personal belongings from the
assigned room according to published check-out procedures. The chapter houses will close to
individual students on Saturday, May 10, 2014, at 10am. Rooms will be inspected according to
published check-out procedures, and damage billing assessed when needed, including for failure
to return University issued keys and PEDs upon checkout, significant damage to the space, etc.

CHAPTER AND COMMON AREAS
Beginning Saturday, May 10, at 10am, only PEDs of chapter advisors and the current chapter
president will remain active. Residence Life will also program additional PEDs for students to
have access to pack and remove chapter owned items from the Chapter facilities, but will make
those PEDs on an as-needed and by request basis. Requests for PED access to the facility after
May 10 should be sent by the advisor or chapter president via email to Paul Ansted at
pansted@bgsu.edu. Please allow up to 2 business days for the PED(s) to be made. PEDs may be
picked up during office hours (M-F, 8a-5p) in the Office of Residence Life, 470 Math Science
Building.

Chapters will be responsible for removing all of their Chapter property from their current facility
by no later than June 1, 2014, at 5:00pm. Any property remaining in the facility after that time
will no longer be accessible to the Chapter, and will be considered abandoned property. The
University will dispose of the items at our discretion and reserves the right to bill the Chapter for
any associated costs.

Any University owned property, including items such as the dining room tables and chairs in
most houses, kitchen equipment (i.e. refrigerators, stoves, microwaves), ice machines, and all
student bedroom furnishings, should remain in the house. BGSU will be responsible for
removing these items from our inventory according to State policy and procedure.

Each chapter may request between 1-3 residence hall rooms in Harshman Chapman in which the
chapter may store its property during the years they are living in interim housing. 1 of the rooms
will be on the first floor, and will be accessible throughout the school year. Chapters should plan
to place items within this space that they will need access to more frequently (i.e. ritual
materials.) Chapters may then request 1-2 additional rooms for long-term storage of items that

470 Math Sciences Building             phone 419-372-2011                   www.bgsu.edu/housing
Bowling Green, Ohio 43403              fax 419-372-0477                     reslife@bgsu.edu

they won’t need regular access to, but for items that they will want in their new houses (i.e.
   dishes, pots, pans, composites, etc.) Each storage room is approximately 10’ by 15’ in size, with
   space taken out for 2 built in desks and 2 built in closets with overhead storage. The door in to
   the room is 30” wide. The storage rooms are not temperature controlled.

   Chapters will be required to sign a storage agreement with BGSU prior to placing any property
   in the room(s). The University cannot assume responsibility for loss or damage from any cause
   to the personal property of the Chapter, nor will the University assume responsibility for any
   liability, personal, or property for the Chapter. It is strongly encouraged that the Chapter has
   insurance for protection against such losses.

   For planning purposes, each storage room and available square footage is similar to the below:

                    Chest of
                    Drawers       Desk
           Closet

                                                          Clear and open space
                         This area is

                                                                                               WINDOW
30” DOOR

                                                              in this area is
                       approximately                         approximately
                       5 feet by 5 feet                     10 feet by 7¾ feet

           Closet
                    Chest of      Desk
                    Drawers

   Initial access to the storage areas will begin on Monday, March 31, 2014. Each Chapter should
   schedule access at least 2 business days in advance through the Office of Residence Life at (419)
   372-9310. We will do our best to accommodate the Chapters’ schedule, including weekend
   access. Standard business office hours are Monday through Friday 8am-5pm.

   Chapters will be responsible for providing an inventory list to Residence Life regarding what is
   stored within each of the storage rooms. For items that are secretive (such as ritual materials) it
   will be acceptable to list those items as “Private” on the inventory.

   Only items that will be needed or utilized in the new housing facilities should be placed in
   to storage. Examples of these include:
        Composite pictures and other artwork

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   Ritual materials
      Kitchen dishes, pots, pans that have been thoroughly cleaned
      Chapter memorabilia
      Furniture pieces/case goods (such as coffee tables, end tables, lamps, storage cabinets)
       that the chapter plans to use in the new facility.

Items that cannot be placed in storage:
    Couches or soft seating from the existing houses unless verified to meet fire safety
       standards. If a Chapter feels that a piece of upholstered furniture is still in good enough
       condition and plans to utilize it in the new facility, the Chapter must provide verification
       to Residence Life that the fabric on the piece meets the fire retardant codes as outlined in
       the Community Living Standards of the Student Handbook, in the section regarding Non-
       University Furniture. The item’s tag needs to clearly state that the furniture meets this
       standard, or proof that the material has been treated with appropriate products must be
       presented in writing to Residence Life. Chapter must also consider that the hallway
       leading to the storage rooms, available turning radius, and doorway in to the storage
       rooms may be too narrow for some pieces of furniture to fit through when transporting.
    Any type of food or combustibles including charcoal, lighter fluid, or grills.
    Items that are unable to fit within the designated room(s) provided. If a Chapter has an
       oversized item that will not fit within the provided room, it is the Chapter’s responsibility
       to secure another location to keep the item(s) and at the Chapter’s expense. Items that
       will be challenging to fit within the designated space include things such as pool/billiard
       tables, pianos, oversized entertainment centers, etc.

Items that are considered trash and cannot be donated should be removed from the facility and
placed in designated trash locations by the dumpsters.

Future Access to Storage Areas
Beginning in August when the Fall semester begins, access to the storage rooms will be possible
when the Harshman Anderson/Bromfield front desk is open during the academic year. Each
chapter will be requested to provide a list of people eligible to check out a key to their rooms.
Only authorized persons will be able to check out a key through the front desk of Harshman
Anderson/Bromfield, and then must return that key to the desk when finished accessing the
room. During summer and break periods, Chapters may access the spaces by appointment only
and by contacting Residence Life a minimum of 48 hours in advance. Further instructions about
access to storage will be distributed at a later time.

Kitchen Expectations
     The Chapter must remove all food and perishable items from the kitchen and facility
       upon departure, including from the refrigerator and all cupboards and pantries. These
       items should be bagged and removed from the facility to a dumpster.
     Any items in drawers or cabinets that will be moved to storage for intended use in the
       new house (i.e. pots, pans, plates, serving items) must be thoroughly cleaned prior to
       packing and placement in storage.

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ADDITIONAL RESOURCES
The Office of Campus Sustainability has developed a special plan to assist Chapters who have
items that they wish to donate. Please see the attached secondary memo with further details
about this available resource.

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MEMORANDUM

TO:            Greek Chapter and Council Presidents and Chapter Advisors

FROM:          Dr. Nick Hennessy, Campus Sustainability Coordinator

RE:            Donations of Chapter-owned items

DATE:          March 18, 2014

The Office of Campus Sustainability coordinates a number of initiatives, policies, and projects at
BGSU, all aimed at making us a greener and more environmentally friendly campus. For a
number of years we have coordinated the “When You Move Out, Don’t Throw It Out” (WYMO)
project at the end of the academic year, which focuses on collecting all kinds of items from
students and facilitating the eventual donation of them to over 3 dozen different area non-
profits, food pantries, and organizations in need. We would like to specially collaborate with
the Greek chapters this year to provide expanded/additional donation opportunities to you as
individuals and chapters, as you move out of your houses and the transition to a new Greek
Village begins.

Please review these opportunities and guidelines for making donations of chapter/individual
owned items. Literally, thousands of people in need have benefitted from donations to the
WYMO program in the past. Please note that only things owned by individuals or chapters
should be donated. Property owned by BGSU should not be donated. Check with the Office of
Residence Life with any questions on this distinction.

WYMO Collection Boxes:
As has always been the case, collection boxes will be placed inside each Greek house, beginning
on April 21st. These boxes will be for non-furniture items primarily. The Office of Campus
Sustainability will monitor and pick up the items from these boxes every couple of days, or
more often if needed. If your chapter needs additional boxes, we can add them.

Goodwill Collection Truck:
For larger items and furniture, we have arranged for Goodwill Industries of Northwest Ohio to
assist us by placing several large trucks in parking areas adjacent to Greek houses. We will need
your assistance in taking your larger items and furniture donations to these trucks and placing
them in the back. This opportunity will begin during finals week and will extend through the

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closing of the houses. Please look for the specially marked trucks. More information on this
opportunity will be provided in the next couple of weeks.

Guidelines for things to donate:
    Anything that is still usable is the general guideline.
    Non-perishable food of any kind, and of any size, (if you are cleaning out your kitchens,
       please consider this donation);
    Clothing (that would include event t-shirts, as well as all other types of clothing, shoes,
       hats, coats, etc.)
    Bedding/blankets/sheets/towels, etc.
    Personal toiletry items such as shampoo, soap, Kleenex, and other health/beauty items
    Decorations
    Toys/games/sports equipment
    Books of all kinds (including textbooks)
    Electronics of all kinds/computer equipment
    Appliances such as blenders, waffle irons, coffee makers,
    Pots/pans/silverware/dishes/glassware and other kitchen supplies
    Misc. household goods
    Cleaning supplies
    School supplies, folders, binders, paper, pens/pencils, backpacks etc.
    Craft supplies such as paints, glue, glitter, etc.
    Hardware such as tools, light bulbs, nails/screws
    Pictures and other room decorations
    Curtains and other window treatments
    Area rugs/carpets
    Lamps
    Furniture/futons/end tables, storage containers, file cabinets
    Misc. “knick knacks”, vases, and accessories
    Entertainment items such as DVD’s
    Remember: Do NOT donate university-owned property. Donate only property that is
       owned by individuals or the chapter.

   Should you have any specific questions or would like to consult with our office about a
   special pickup or donation, please contact us at: greenbg@bgsu.edu, or 419-372-9949 and
   we will do the best we can to assist you.

   Thank you in advance for your generosity!

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