Gilmour Academy

Residential Program Handbook

Residence Hall Office: (440) 473-8000 ext. 2210 Residence Hall Cell: (216) 407-5721

Fax: 440-226-8334

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Table of Contents RESIDENCE HALL PERSONNEL ......................................................................................................................................... 3

5 ESSENTIAL AGREEMENTS ............................................................................................................................................. 3

EXPECTATIONS ................................................................................................................................................................ 4

PERSONAL CELL PHONES ................................................................................................................................................. 4

COMMUNICATION BETWEEN PARENTS AND STUDENTS ............................................................................................... 4

MEDICAL ASSISTANCE ..................................................................................................................................................... 4

ACADEMIC GOOD STANDING .......................................................................................................................................... 5

FOOD AND MEAL SERVICES ............................................................................................................................................ 5

ROOMS AND ROOMMATES ............................................................................................................................................ 5

ROOM CHECKS ................................................................................................................................................................ 6

COMMON SPACES ........................................................................................................................................................... 6

CARE OF SCHOOL PROPERTY AND STUDENT SAFETY ..................................................................................................... 6

FIRE SAFETY AND EMERGENCY PROCEDURES ................................................................................................................ 7

VIDEO CAMERAS ............................................................................................................................................................. 7

MONETARY NEEDS, INSURANCE AND VALUABLES ......................................................................................................... 7

LAUNDRY AND DRY CLEANING NEEDS ............................................................................................................................ 7

WEEKNIGHT PARAMETERS (SUNDAY – THURSDAY) ....................................................................................................... 7

LIGHTS OUT ..................................................................................................................................................................... 8

SIGNING IN/OUT AND THE BOARDINGWARE SYSTEM ................................................................................................... 8

LEAVING CAMPUS ........................................................................................................................................................... 9

TRANSPORTATION NEEDS ............................................................................................................................................. 10

TAXI AND RIDE-SHARE SERVICES................................................................................................................................... 10

OFF-CAMPUS RUNNING, WALKING AND/OR BIKING ................................................................................................... 11

VEHICLES FOR RESIDENT STUDENTS ............................................................................................................................. 11

VISITOR POLICY ............................................................................................................................................................. 11

DISCIPLINARY INFORMATION ....................................................................................................................................... 11

COMMUNICATION WITH RESIDENTIAL LIFE STAFF ....................................................................................................... 13

DIRECTORY .................................................................................................................................................................... 13

DAILY RESIDENCE HALL SCHEDULES ............................................................................................................................. 14

RESIDENCE HALL SUGGESTED PACKING PREPARATION ............................................................................................... 15

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GILMOUR ACADEMY

RESIDENTIAL PROGRAM HANDBOOK

Students from across the United States and around the world attend Gilmour Academy as part of the residential program. The Dean of Residential Life, along with the adult proctoring staff, provide an environment that encourages personal growth in a community atmosphere. Resident students must have a legal guardian(s) complete and sign all online school and residential hall forms each school year. These forms must be completed before a student can move into the Residence Hall at the beginning of the year. In addition to the online forms the student must have a school physical on file each school year, a copy of their immunization record and a copy of the health insurance card on file at the beginning of the year.

RESIDENCE HALL PERSONNEL Dean of Residential Life Lives on campus and responsible for all aspects of the Residential Life program. Provides guidance, support and encouragement for boarding students; provides a supervisory role for the Residential Life staff. Assistant Dean of Residential Life & Dorm Parent Lives in Murphy Hall and responsible for running the prefect program and coordinating after-school and weekend programming. Organizes travel accommodations for all students’ medical visits as well as school vacation travel arrangements. Manages all administrative and school forms for the boarding program. Morning Proctor Day staff from 6:45 – 11 a.m. on weekdays. Administers morning medications and ensures a safe and timely departure from the Murphy Hall each morning. Monitors the health and welfare of students on a daily basis and has the discretionary authority, along with nursing staff, to allow students to remain in the dorm if unfit for the school day. Coordinates doctor visits with the Assistant Dean of Residential Life.

Proctors Supervisory role in the boarding community. Live in-house. Assist with and lead weekend and other enrichment activities for boarding students. Monitor and maintain the office on weeknights as well as weekends throughout the school year. Prefects Faculty-appointed student prefects are primarily responsible for promoting a healthy, harmonious dormitory spirit, planning dormitory and campus activities, assisting the dorm proctors with student issues (dorm living, roommate issues, etc.) and with supervision of the dormitory (maintaining quiet during study hours, checking in students at dorm activities, etc.). Prefects are juniors and seniors who have been chosen on the basis of their maturity, good judgement and experience. Academic Advisor Chief contact with boarding students on day-to-day academic matters. Scheduling potential live self-assessments on days when parents are in town. Notification of when students are not up to academic standards. Main point of contact for academic-related questions and support regarding teachers/grade inputs. Counselor On-call in the case of emergency mental health needs. Able to provide guidance and counseling during the school day or on weekends throughout the year in order to maintain a healthy and safe boarding environment.

5 ESSENTIAL AGREEMENTS 1. Communication: Students must communicate with the proctor on duty either in person or by text/phone

whenever leaving campus or missing a dorm prayer or residence hall meeting/event. All students are expected to check their phones and emails regularly, and be responsive to calls, texts or emails from all boarding staff.

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2. Curfew: Sunday through Thursday evenings, all students must be in the dorm no later than 10 p.m. On Friday and Saturday evenings, students in Grades 9-11 must return to the dorm by 11:30 p.m., while seniors and post-graduates must return by midnight.

3. Convocation, Study Hours, Dorm Meetings and Dorm Prayer: Attendance and active participation at all of these commitments is mandatory.

4. Academic Requirements: All students are to remain in academic “good standing” at all times during their stay at the Murphy Residence Hall. Students who fall out of good standing shall be placed in a mandatory study hall monitored by the proctor on duty until they attain the level of academic good standing.

5. Clean Rooms: Students must keep their rooms tidy in order to promote a positive study environment, pride in one’s space, and consideration for one’s roommate. Floors and desks must be free of clutter and all travel bags and non-room essentials must be kept in storage areas.

EXPECTATIONS As members of the Gilmour Academy community, boarders are expected to uphold the principles of our school mission. Furthermore, as members of a community that values personal responsibility, respect and citizenship, boarding students are expected to: • Be respectful and thoughtful of each other. • Encourage, support and celebrate the achievements of others. • Demonstrate personal responsibility. • Meet all standards and rules, and be good citizens. • Be respectful of boarding staff and faculty. PERSONAL CELL PHONES Students are required to have cell phones with a US sim card in order to field incoming calls and texts, and to communicate with Gilmour staff members as needed. Although the school requires parents to provide their children with cell phones for regular communication, the use of cell phones is considered to be a privilege and is subject to the basic rules of courtesy and respect for others in shared living. Cell phones should be used responsibly and always in a manner that does not disturb the rights and comfort of other students. The Residential Life staff reserves the right to restrict this privilege.

COMMUNICATION BETWEEN PARENTS AND STUDENTS Students are required to maintain a Gilmour Academy email account, which is issued by Gilmour’s IT department. Students should check their email at least once a day to make sure they do not miss any information from teachers or residence staff. Cell phones outside of the normal school day are permitted; however, parents and students must adhere to a policy of no phone calls during the designated study time, or after “lights out.” Phone calls should not be made between 7:30 p.m. and 9 p.m. Sunday – Thursday as that is the designated study hall time for all students. Lights out on Sundays – Thursdays is 11 p.m. and on Fridays and Saturdays is 12:15 a.m. If there is an emergency during these times, we ask that parents please call the proctor office and we will reach out to your students. While there are certainly exceptions that the resident program would support when communication is necessary, it should be the exception that calls are made or received during these times. Students can receive mail and packages by sending to:

(Student Name) Residence Hall Gilmour Academy 34001 Cedar Road Gates Mills, Ohio 44040

Mail is delivered to the school and will be distributed each day by the dorm parent or the proctor on duty. All packages received by the student are subject to search by a Residence Hall staff member. MEDICAL ASSISTANCE A nurse is present in the Residence Hall from 8 – 8:30 a.m. Tuesdays through Fridays, is on duty during the school day, and on–call during evenings and weekends. When a resident student is ill the morning of a school day, he/she must report to the Morning Proctor by 7:50 a.m. dressed and ready to go to school that morning. If the nurse deems that the

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student should stay back in the Residence Hall and miss school due to their illness, they are to go back to their Residence Hall room and must stay there for the school day while being checked on by the House Parent or other Residence Hall proctors on duty. If a doctor’s appointment is needed, the nurse and House Parent will make arrangements with a local primary care physician in consultation with the parents. If the student does not attend school due to an illness, the students also cannot attend after-school activities (including athletics or extracurricular events). Emergency situations are handled by Hillcrest Hospital, just a short distance from the school. All medications (prescription & non-prescription) are to be stored and administered by appropriate personnel. Students are not allowed to have any prescription or non-prescription drugs in their rooms.

ACADEMIC GOOD STANDING Students in the Murphy Residence Hall are expected and required to remain in good academic standing consistently throughout the course of the academic year. To be in good standing requires students to maintain above a 3.0 average GPA. Students will fall out of good standing if they do not achieve a 3.0 average GPA or if they have one (or more) D or one (or more) F in any course. Academic good standing will be evaluated at the end of each “Progress Check” pursuant to the Academy’s academic calendar. If a student is not in good standing when a Progress Check is released, they will be required to attend and participate in mandatory Study Hours. Mandatory Study Hours will be every school night, in the Murphy Residence Hall Great Room or Computer Lab (at the proctor on duty’s discretion) from 7 – 9:30 p.m. Students will be subject to mandatory Study Hours until the next Progress Check. Students who attain good standing before the next Progress Check may relieve themselves from mandatory Study Hours only if approved by the Dean of Residential Life. FOOD AND MEAL SERVICES All meals for boarding students are served in the Upper School Commons. Hot breakfast is served Mondays from 8:30– 9:15 a.m. and Tuesdays through Fridays from 7:15 – 7:45 a.m. Lunches during the week follow the assigned lunch periods during the school day. Dinner is served Monday – Friday from 5:30 – 7 p.m. On Saturdays and Sundays, a brunch is offered from 11:30 a.m.- 12:30 p.m. and dinners are offered from 5:30 – 6:30 p.m. All Residence Hall students are encouraged to attend breakfast, lunch and dinner while on campus. While students do have the privilege of eating in the rooms, all food waste and packaging must be disposed of in the mess hall garbage cans (not in rooms, washrooms or common rooms). Meal Requests Resident students who are unable to attend a meal because of athletics, rehearsals and other events may request boxed meals to be picked up in the Commons after the scheduled meal time is over. These requests can be made by emailing proctor@gilmour.org. Residence Hall Kitchen Resident students are not permitted to cook in their room at any time. With permission, they may cook in the kitchen area or dining hall if they are being supervised by a Residence Hall staff member. Resident students are expected to clean up when they are finished, including washing all cooking appliances and tables/areas being used. All items in the kitchen must have the resident student’s name on it. The Residence Hall community refrigerator and freezer will be cleaned out weekly and any items not labeled will be disposed of. All personal cooking appliances must be kept in the Residence Hall kitchen. Snacks Resident students may have snack items in their rooms, but all food must be kept in containers with close-fitting lids. Improperly stored food will be removed from a student’s room without notice. Food Deliveries Food may be ordered and delivered to the Residence Hall; however, students must adhere to the following guidelines or risk losing this privilege. Food may not be ordered or delivered during evening study hours (7:30 – 9 p.m. Sunday through Thursday). Food must arrive by 10 p.m. (all week) to give students enough time to eat and be ready for lights out. Students are expected to be present when the food arrives. ROOMS AND ROOMMATES One of the most valuable learning experiences offered at Gilmour Academy is the opportunity to live cooperatively with a roommate. Rooms are assigned by the Dean of Residential Life. Room changes are not permitted during the first four weeks of school. After that time, several steps must be taken in order for a resident student to change rooms. A resident

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student requesting a room change must meet with the Dean of Residential Life to discuss the reason for wanting te change. The Dean of Residential Life will determine if the change is acceptable and subsequently approve or deny the request (all parties will be notified). Any unauthorized move will result in disciplinary action including requiring the student to move back to their previous room. All students must sleep in their own room every night. Sleeping in another student’s rooms or in the common areas of the building is not allowed at any time. Roommates share the responsibility for the cleanliness of their rooms, as well as any damage incurred. Any repair needs should be reported immediately to a Residential Life staff member. Rooms are inspected when students arrive at the beginning of the school year and re-inspected at the end of the year, at which time any damages will be noted and charges assessed. Rooms should always be locked when unoccupied. It is never appropriate to borrow anything from anyone in the dorm, at any time, without explicit permission. Similarly, it is not acceptable to enter into another student’s dorm room without explicit permission. At no time should students be in the hallways or rooms of students of the opposite sex; this policy applies to both resident students and visitors. Family members, with notice upon arrival, may visit the resident’s room. While respecting the privacy of the individuals, Gilmour Academy has the right to perform unannounced room searches and to confiscate any and all contraband for the protection and safety of members of the residential community. Gilmour Academy Residential Life staff members have the right to search a student’s possessions, not limited to room, desk drawers, wardrobes, cars, etc. whenever it is deemed appropriate. In addition, the school may conduct a search of any student-assigned or student-owned computer, cell phone, or any other electronic equipment for any reason, including concerns about possible discipline infractions or about the safety or well-being of any member of the school community. ROOM CHECKS Students are responsible for keeping their rooms, bathrooms, common areas and other areas of the Residence Hall neat and clean as part of their community responsibility. All Residence Hall rooms are to be kept in a “neat and clean” state Sunday – Thursday. Room checks/inspections will be conducted during school nights (Sunday – Thursday) by the Residence Hall staff member(s) on duty. The proctor on duty will pass through each room beginning at 9 p.m. Sunday – Thursday to assure a reasonable state. Nightly room checks (Sunday – Thursday) are to assure that every room is reasonably neat and all residents should consider the following in preparation for the check:

1. Is the desk space neat enough to conduct work? 2. Is the floor reasonably uncluttered and swept/vacuumed? 3. Is the wastebasket overly full? 4. Are counter, dresser and wardrobes neat and in order? 5. While clearly “lived-in,” is the room appropriate to show guests of the school? 6. Is laundry overflowing and needing to be done?

All failed inspections will be noted to the Dean/Assistant Dean of Residential Life and the student(s) will be asked to correct the situation immediately (unless given extra time because of another pressing school commitment). Students who do not adhere to these basic rules will receive consequences, and/or have other privileges revoked. Outside of weeknight room checks done by the on-duty proctor staff, the Dean or Assistant Dean of Residential Life may enter a resident’s room for inspection whenever it is necessary and/or appropriate to do a more in-depth inspection. During these inspections, the Dean or Assistant Dean has the right to search the room closely to make sure that there is nothing harmful or inappropriate in a student’s room. COMMON SPACES Common rooms (Great Room, recreational room, computer lab, cafeteria) area are available. During study hall times, students can get approval to use for academic purposes. All equipment and furniture in these areas should be used for its intended purpose. Any misuse of the equipment and furniture will result in loss of privileges and replacement cost for any broken/damaged items. Lights are to remain on and doors open in all common areas at all times (unless supervised by an adult). All common areas close 15 minutes prior to lights out each night. CARE OF SCHOOL PROPERTY AND STUDENT SAFETY Jeopardizing the health and safety of fellow students and/or staff members is a major violation of the Academy’s Code of Conduct. Intentionally leaving doors open, or allowing access after curfew/lights out endangers the safety of all residents. Blocking doorways, hallways and/or stairways poses a significant hazard in the event of an actual emergency. Additionally, residents are expected to abide by the following:

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• Fire equipment, such as extinguishers and sprinklers located in the residence hall, must not be obstructed, misused or tampered with.

• Empty or full alcohol containers, tobacco products, chewing tobacco spit containers, and any other drug/alcohol-related items will be immediately confiscated; the Dean of Student Life will be notified and the student will face disciplinary action.

• Students are responsible for any damages that occur in their dorm room or Residence Hall common space. Any damages that occur during the school year will be repaired, and the student will be charged accordingly.

• Candles, incense and/or any open flame are NEVER permitted. FIRE SAFETY AND EMERGENCY PROCEDURES Students and visitors must evacuate the Residence Hall immediately when the fire alarm sounds and meet in Cotton Circle. Exits are clearly marked and directions posted on each floor. Students may not re-enter the building until authorized. Failure to comply with these procedures, or tampering with the alarm system or a fire extinguisher, will result in a serious disciplinary action. In the event of an emergency (i.e. tornado, lockdown, etc.) or drill, all students and visitors must follow proper emergency procedures. Procedures are posted in the dorm and will be drilled throughout the school year. When emergency exit is necessary, everyone must meet in Cotton Circle. VIDEO CAMERAS In order to increase the security of the residential community, the residence hall has surveillance cameras near each exterior door and common spaces throughout the building. No video cameras can see individual student rooms or hallways/community bathrooms where student rooms are located. In regard to discipline and safety matters, the images captured from these cameras will be reviewed by the school only to confirm or corroborate offenses. MONETARY NEEDS, INSURANCE AND VALUABLES A student’s personal effects are not covered under the Academy’s insurance policy. These items are normally covered as part of a homeowner’s policy. Parents should verify such coverage with their insurance company. All resident students are strongly discouraged from keeping large amounts of cash in their possession or in their Residence Hall rooms. There is a locked desk drawer in each room for students to keep items safe, but Gilmour Academy is not liable for any lost or stolen item. Boarding students should not keep family heirlooms, expensive jewelry or any precious items at the Residence Hall. Some parents set up a student bank account at the Business Office. This allows students to withdraw a weekly allowance and have access to money for special needs. LAUNDRY AND DRY CLEANING NEEDS The Residence Hall provides washers and dryers (no coins needed), in addition to irons and ironing boards. Every boarding student is given a locker in the laundry room. Laundry is not allowed to be done after lights out and no laundry is to be left in the machines overnight. A dry cleaning and laundry service is also available. Bills are mailed home. A price list is available in the dorm office. WEEKNIGHT PARAMETERS (SUNDAY – THURSDAY) Study Hall Study Hall is the time during the week that the entire residential community focuses exclusively on academic pursuits. During the designated study hall hours of 7:30 – 9 p.m., the following guidelines apply:

• Quiet at all times and doors are to be open • Collaborative work may be done in designated areas • Music is permitted with headphones only • No phone calls should be made or received without prior permission • Food may not be ordered or delivered during this time

Check-In Students who choose to work outside of their room during study hall are required to check in with the proctor staff at 7:15 p.m., and all students must check in at 10 p.m. on school nights.

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Supervised Study Hall For all students with a D or lower in a course or a GPA below 3.0, supervised study hall will be held in the Great Room in a more structured capacity. This is to help give these students more attention during study hall hours and help them be successful in their coursework. These students will check in with the proctor on duty at the beginning of study hall each weekday. A proctor will be in the room with them during study hall, monitoring their progress, helping them stay focused and developing their study habits and time management/organization skills. 2nd Semester Senior (Grade 12/PG) Study Hall Policy As students approach graduation, they are able to earn more freedom during study hall hours. The Dean of Residential Life will perform a progress check at the beginning of the 2nd semester and after every progress report. Study hall will not be mandatory if the student’s GPA is a 3.0 or above and all grades are above a C+. Students must still be respectful of the quiet atmosphere. Even though these students are not required to participate in study hall, they are still expected to be in the building and not ordering food during this time out of respect to their other community members. This is a privilege and can be revoked at any time. Quiet Hours After study hall, students have the opportunity to use the residence hall facilities, such as the great room, recreation room and fitness center. Some evenings will include scheduled hall meetings, socials or special programs. Students can also take this time to finish studies and communicate with friends and family before lights out. All showering, hair drying, etc. should be completed prior to lights out. During quiet hours, students are not allowed to be running through the hallways, talking loudly in hallways and/or common areas, or listening to music loudly in their rooms or common areas. Sunday Prayer Service and Hall Meetings Prayer Service is held Sunday evenings at 7:30 p.m. (on the nights where we have school on Monday). It is a time to gather as a boarding community to reflect upon and grow within our own personal faith. This is a required portion of the Residential Life program and all students are expected to be in attendance. If a student is not in attendance for prayer service, disciplinary actions will be taken, unless an absence has been recorded and is approved by Dean or Assistant Dean of Residential Life. After prayer service, there will be a brief all-hall meeting to go over any important announcements for the week and engage in some community bonding activities. During prayer service and any hall meeting or floor meeting, NO CELL PHONES OR HEADPHONES ARE ALLOWED. These are the few times that we get to meet as a community and we ask that you are fully present during these times. LIGHTS OUT By 11 p.m. Sunday – Thursday, all students are to be in their rooms for the rest of the evening. Residents who wish to continue to study after Lights Out must get permission from the proctor on duty and must stay in their room or in the common space outside of their room. Phone calls, texting, music playing without headphones, and any other non-academic activities are not permitted after “Lights Out.”

• Sunday - Thursday Lights-Out - 11 p.m. • Friday - Saturday Lights-Out - 12:15 a.m.

SIGNING IN/OUT AND THE BOARDINGWARE SYSTEM Residence Hall Access Each resident student receives a key to his/her room, a desk key and an electronic key for access to the Residence Hall. Students should always have their keys when departing the Residence Hall. If a student loses his/her key(s), they are required to order and pay for a new one. Lost keys are considered a breach of security and must be reported to a Residential Life staff member immediately. Possession of unauthorized keys and the duplication of keys are prohibited. To ensure Residence Hall safety, the propping of any exterior door is not allowed and consequences will be given. Students are required to provide the exact destination and mode of transportation for off-campus trips. The Boardingware System The sign-in and sign-out process and all leaves from campus, whether during the day or overnight, will be managed using Boardingware. Boardingware is a paperless system (accessed via a dormitory kiosk, a phone app, or the web) that allows the school to monitor the whereabouts of all boarding students and automates the leave request process. All students will be trained on how to use the system and given specific information regarding the process and all procedures are available via the Gilmour Academy Parent Portal.

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Using a Boardingware kiosk (located outside the Proctor Office and in the hallway by the Great Room), all boarding students are required to sign out every time they leave the dorm for any reason and are expected to sign in when they return to the dorm. It is critical that the proctor on duty is able to find a student at any time. Students who fail to sign out, sign in, or who are not truthful about their whereabouts will face disciplinary consequences. School Day Departures / Attendance / Foreseeable Absences The Residential Hall staff cannot sign students out during the actual school day. For a student to miss any portion of the school day (unless it is due to an illness or doctor’s appointment scheduled by the Residence Hall staff), it is ultimately the responsibility of the students and parents to make sure all of the necessary forms are filled out and/or phone calls are made to school staff, including the Dean of Student Life. Regular attendance at school is a matter of both state law and school policy. Every student is required to attend Convocations, assemblies, study periods, free periods and class periods. All students must remain on campus, in class, or in assigned areas during the school day. Any student not in compliance with Gilmour’s attendance policy faces disciplinary action. At the school’s discretion, parents and students will be required to participate in a conference to assess violations of the attendance policies. No students are allowed back to the Residence Hall during school day hours unless permission is given by Residential Life or school staff. The school day is from 8 a.m. – 3:20 p.m.; all boarding students must be signed out of the Residence Hall no later than 7:45 a.m. each school day morning so they are not late to Convocation. It is not the responsibility of the Residential Life staff to wake students up in the morning. As an institution of learning Gilmour Academy values the time spent in the classroom. We understand boarding families need to plan early for travel to and from home at vacation/break time. Our calendar is published in the summer so that plans can be made early. Special permission is required for travel outside of school breaks and must be approved by the Dean of Student Life and/or the Director of Upper School. Requests for approval must be made in writing by the student’s parents/guardians at least a month before the scheduled absence takes place (emergencies excluded). Losing time for travel purposes will generally be treated as an unexcused absence. LEAVING CAMPUS Off-Campus Permissions Each year, prior to the beginning of the school year, boarding students and their parents complete a Residential Life Off-Campus Permission Form. This form outlines the circumstances under which a boarding student is permitted to leave campus, including where they may travel to and by what means. This form is available for download on the Gilmour Academy Parent Portal and can be updated any time. Day Travel Leave Requests In order to be granted permission to leave campus, boarding students must complete a Leave Request via Boardingware. A leave request will be approved once the required boarding parent, host parent and Residential Life staff permissions have been met. Boarding students who drive and boarding students who are passengers must have proper parent permission forms on file to leave campus in the vehicle of someone other than a Gilmour staff member. Drivers and passengers must complete a leave request and sign out properly using Boardingware. Host parent permission is required when traveling to a day student’s house. Note: If a boarding student is on disciplinary warning or probation, the student may leave campus only with permission from the Dean of Residential Life. Overnight Leave Requests While overnight leaves are not permitted on school nights, boarders who wish to leave campus overnight for the weekend can request permission for an off-campus overnight via Boardingware. Students must return to campus and check in at the dorm no later than 7 p.m. on Sunday, unless permission is given and approved to return later. All students must sign into the dorm immediately upon their arrival on campus so that every student is accounted for. Weekend overnight leaves are only approved with the permission of the parent(s)/guardian of the student, the parent(s)/guardian or adult (over 25 years of age) for the host for a Gilmour student if that student is not going with his/her immediate family. The non-parent/guardian host is expected to be present in the home during the guest student’s visit.

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For all boarders, exceptions to the requirement that a host adult be present for an overnight leave will only be made for the following reasons: 1) college visits and 2) students who wish to visit a sibling at college. In each of these cases, overnight permission will be granted only after the receipt of the completed proper college visit form, an approved Boardingware leave request and approval by the Dean of Residential Life. In the case of college visits, the College Counselor and the parents must provide permission at least 24 hours in advance of the scheduled departure from campus. The school reserves the right to deny overnight permission for large or mixed-gender groups. A student is expected to notify the proctor on duty and/or Dean of Residential Life of any change in plans from those specified on the overnight permission form, including any return trips to campus during the date/times indicated in the Boardingware leave request. TRANSPORTATION NEEDS Van transportation is offered and can be scheduled from 3:30 – 7 p.m. on Tuesdays and weekends for any school-related activity/event. Unless it is school-related need, van runs will not be offered on other weekday evenings. Students with special appointments or needs must send a transportation request via Gilmour.org/transportationrequest. Van runs for non-emergencies or non-school related activities are not guaranteed and will be granted based on the availability of the residential staff. On Saturdays and Sundays, a shuttle service is provided by school transportation. No van runs will be granted before 11 a.m. on Saturdays and Sundays, unless it is an emergency or school-related activity. If a van run is needed during these times, students must send a transportation request via Gilmour.org/transportationrequest.

The Residence Hall is closed during school breaks and holidays (see calendar on school website). It is ultimately the responsibility of the guardian(s) to make travel and/or housing arrangements for these periods specified on the school calendar. Families must ensure that students are in attendance when school is in session.

Students must complete a travel plan form, which is handed out prior to each major school break and available on the Parent Portal. Transportation to and from the Cleveland Hopkins International Airport will be provided between the hours of 7 a.m. and 9:30 p.m. at each break. All students should be signed out of the Residence Hall by 10 a.m. the day the Residence Hall closes and can begin to sign in at 10 a.m. the day the Residence Hall opens (see school calendar for specific dates). No airplane or bus tickets should be booked for arrival later than 7 p.m. on the day the Residence Hall re-opens. This ensures that all boarding students are back in the hall before 11 p.m. Airport shuttle transportation not associated with school breaks (non-Gilmour hockey tryouts, etc.) cannot be guaranteed; nor can the Academy provide such assistance during an actual school day. Parents should make their own arrangements and notify the school. In the event that transportation cannot be provided by the Academy, families can book transportation to and from Cleveland Hopkins International Airport through Wright Transportation Taxi Service at (855) 499-7433.

TAXI AND RIDE-SHARE SERVICES Every weekend Gilmour provides transportation for boarding students to explore Cleveland, go shopping or eat at restaurants. For school-related functions and Residence Hall-sponsored events, Gilmour transportation will be provided. Students often want to do other social or personal activities for which we cannot always guarantee transportation. If your son/daughter has permission by you or their guardian to use Wright Transportation, a Taxi Service or a Ride-Share service, they must follow the regulations outlined below. If a student fails to comply with any of these regulations, their privileges may be revoked and consequences will be given.

• Students must be the age of 18 or over to use these services • Students can only use this form of transportation on weekends. And on days when the Residence Hall is open but

there is no school in session (ex. Labor Day, Self-Assessment Days). Students are not allowed to use these services on calamity days (ex. Snow days).

• Students cannot use this form of transportation after 9 p.m. • Students must inform the Residence Hall staff of their intent to go off-campus and gain permission before planning

to leave. • Students must send a screenshot of their trip confirmation to the dorm cell phone prior to their departure in order to

keep record of driver information, and the Residence Hall staff is required to take a picture of the vehicle’s license plate.

• Students must sign out and sign in on Boardingware when leaving and returning to campus. • Students must be picked up and dropped off outside of the Residence Hall Main Entrance.

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• Students must call/text when arriving to their destination and call/text when leaving their off-campus location to ensure Residence Hall staff knows they’ve arrived/departed safely.

• Students must show the Residence Hall staff member their receipt upon return, so the staff knows that they have gone to the location for which they signed out.

• Maximum travel distance of 25 miles (unless written parental permission is on file). OFF-CAMPUS RUNNING, WALKING AND/OR BIKING If your son/daughter has permission to run, walk and bike on and off campus grounds, they must abide by the following safety precautions. If a student fails to comply with any of the regulations, their privileges may be revoked and consequences will be given.

• Never go alone. They must always go with at least one other person when off campus and must always have a phone on them.

• Properly notify a Residential Life staff member when leaving and returning. Must be back by sundown. • Only cross the street at an intersection. • Look both ways before crossing the street. • Never run/bike/walk in front of a moving vehicle. • Must bike with the flow of traffic, abiding by all traffic signs and laws. • Must report any injuries to a Residential Life staff member immediately. • Behave maturely and understand that horseplay can lead to unnecessary injuries. • Run/walk against traffic in order to see oncoming vehicles. Bike with traffic. • Must run/walk/bike within a two-mile radius of campus grounds. • Helmets must be worn at all times when riding a bicycle. • If bringing a bicycle to campus, all bicycles must be stored in the Residence Hall basement storage area.

VEHICLES FOR RESIDENT STUDENTS Residents may have a vehicle if approved by the Dean of Residential Life. Parents must submit a vehicle approval form, which includes parameters for driving privileges and insurance verification. Once approved, the vehicle is registered with the Dean of Student Life, and all sets of keys are secured in the Resident Hall office. Having a car on campus is a privilege subject to both an academic and behavioral review throughout the year. While respecting the privacy of the individuals, the Academy retains the right to inspect and check vehicles whenever deemed appropriate by the Dean of Residential Life or Dean of Student Life. VISITOR POLICY Boarding students are permitted to have guests as long as all parties adhere to the dorm and school policies and procedures. We encourage family members to visit our boarding students whenever possible. Non-family member guests must follow these procedures:

1. Sign in at the Proctor Office. If a Residential Life staff member is not in the office, the boarding student must text the Residential Life cell phone with the first and last name of each guest. The boarding student must escort their guest to the common area or their room.

2. Visitors of the opposite gender are not permitted in a boarding student’s room, unless accompanied by a Residential Life staff member.

3. Day students and non-family members must adhere to the following visitation schedule: Monday - Thursday: 3:30 - 10 p.m. Friday: 3:30 - 11:30 p.m. Saturday: 9 a.m. - 11:30 p.m. Sunday: 9 a.m. - 6 p.m., 8 - 10 p.m.

4. Strangers are not permitted inside of the residence hall. Should an unknown person enter the premises, a Residential Life staff member should be immediately notified.

5. Overnight guests are not permitted DISCIPLINARY INFORMATION Resident students are bound by all policies and procedures found in the Gilmour Academy Student-Parent Handbook and Gilmour Academy Residential Program Handbook. All Gilmour Academy boarding students are held accountable for their behavior. In the event a student does not meet the established expectations, he or she will meet with the Dean or Assistant Dean of Residential Life and/or proctor on duty. The Gilmour Residential Life staff will handle misbehavior quickly, fairly and consistently, and consequences will be appropriately assigned. Students and/or guardians should be aware that school rules apply to both on- and off-campus situations, unless a student is under the direct supervision of

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their own parent or guardian. The Dean of Residential Life and the Dean of Students, with support from the faculty and administration, have the authority and responsibility to maintain the disciplinary system as it applies to boarding students. The Dean and Assistant Dean of Residential Life are responsible for administering in-dorm discipline and for explaining and enforcing dormitory rules and expectations. In matters of discipline, it is Gilmour Academy’s policy to examine each incident and determine the school’s appropriate response. In determining consequences, a number of factors are weighed, including the seriousness of the act, the intention of the student and the specific circumstances in each case. A student’s past record and willingness to acknowledge his or her inappropriate behavior also play a part in the decision-making process, as well as the harm caused and its impact on the student and the school community.

Levels of Infractions For purposes of determining appropriate disciplinary action, Gilmour has established various levels of infractions based upon the nature of student actions and behavior. While Gilmour reserves the right to take other factors into consideration to determine the nature of the disciplinary action taken by the school, the level of infraction will be the initial factor taken into consideration. Examples of the varying levels of infractions are as follows. Level 1:

• Tardy (Unexcused) for Check-In/Study Hall/Dorm Prayer • Failed Room Check • Disturbances during Study Hours or after Lights Out, inappropriate language • Improper Sign-Out (i.e. attending on-campus, after-school activities without notifying dorm staff)

Detentions will be assigned after three (3) documented Level 1 infractions. Infractions are cumulative. For example, one (1) tardy, one (1) failed room check and one (1) disturbance would result in a detention being assigned. While Level 1 infractions are normally dealt with through the assignment of detention, the occurrence of repeated detentions, as noted below, may result in additional disciplinary action. Level 2:

• Absent (Unexcused) for Mandatory Dorm Activities (i.e. Study Hall, Dorm Prayer, Curfew etc.) • Improper Sign-Out (i.e. Leaving campus without permission, leaving without signing out) • Missing Curfew without Permission • Cooking in Room

One Level 2 infraction will result in the assignment of an automatic detention or a campus/dorm restriction. Gilmour reserves the right to take other appropriate disciplinary action in the event of a Level 2 infraction. For example, in the event that a student left campus in their car without approval, the school may revoke driving privileges. Level 3: Level 3 infractions are significant violations of dorm and school policies. These infractions result in the imposition of disciplinary action as deemed appropriate by school administration or, where appropriate, the Honor Council. Specific actions taken by the school may include, but are not limited to, detention, parent phone call from Dean/Assistant Dean of Residential Life, student conference with Dean of Residential Life and Dean of Student Life, restorative justice, campus/dorm restriction, in-school suspension, out-of-school suspension, probation or expulsion.

Disciplinary Action Dorm Detentions Dorm detentions are given for residential life-related infractions, and must be served within 24 hours of being recorded. Students should report to the Murphy Hall Office at the following times:

• 2:30–3 p.m. for seniors who do not have a D Period • 7:10–7:40 a.m. (served in the Great Room and requires missing practice)

Monday Morning & Weekend Dorm Detentions Monday Morning and Weekend Dorm Detentions are for more severe infractions, and must be served within a week of the recorded infraction. Students report to the Murphy Hall Office at the following times:

• 7:15-9 a.m. for a Monday Morning Detention • 9:15-11 a.m. on Saturday or Sunday for a Weekend Detention.

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In-House Consequences Any Residential Life staff member can issue Residence Hall-specific consequences for minor rule infractions. These infractions are reported to the Dean of Residential Life and appropriate consequences are assigned. These consequences may include, but are not limited to, an extra hour of study hall, cleaning responsibilities, on-campus help (cleaning up after a sporting event), an off-site service event (serving at a soup kitchen or the Food Bank), and sign-out/overnight restrictions. Dorm Restriction When necessary, a student may be placed on a dormitory restriction as a penalty for infractions, whereby the student is not allowed to leave the residence hall (for a period of time determined by the Dean/Assistant Dean of Residential Life), unless it is for a required school or extracurricular activity. Zero-Tolerance Policy In addition to unacceptable behavior outlined in the Student-Parent Handbook/Residential Life Handbook, additional serious offenses include providing, using, or possessing alcohol/tobacco/drugs; being in the living area of the opposite sex; dishonesty concerning sign-in/out procedures; and leaving the hall after lights out. Any of these may result in an in-school suspension, suspension and/or removal from the Residence Hall or expulsion from Gilmour Academy. Like the school, our boarding program has a zero-tolerance policy on alcohol and/or tobacco, whether consumed or stored on or off campus. In the above cases, the Dean of Residential Life will refer the situation to the Dean of Student Life. Please review the Alcohol, Tobacco and Substance Abuse policy in the Gilmour Academy Student and Parent Handbook.

Dorm Detention Accumulation In addition to the infractions noted above, the accumulation of dorm detentions will result in additional disciplinary action as follows: Three (3) Dorm Detentions: An additional Monday morning detention (7:15-9 a.m.) or Weekend detention (9:15-11 a.m.) will be assigned. Communication with parents, counselor to notify of infraction. Five (5) Dorm Detentions: Personal/phone conference with parents, student, counselor and Dean of Residential Life. Six (6) Dorm Detentions: Personal/phone conference with parents, student, counselor and Dean of Residential Life and student will serve one-week dorm restriction. After six (6) Dorm Detentions: Additional detentions will result in a meeting with parents and school's administrative team, a two-week dorm restriction and mandatory Supervised Study Hall for two weeks.

COMMUNICATION WITH RESIDENTIAL LIFE STAFF Boarding parents are encouraged to communicate with the Residential Life staff to help better serve your student and maximize their boarding experience. DIRECTORY Important Contact Information

Residence Hall Cell Phone (216) 407-5721

Residence Hall Office Phone (440) 473-8000 ext. 2210

Residence Hall General Email proctor@gilmour.org

Murphy Residence Hall Staff Contact Information Murphy Residence Hall Staff Contact Information

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Dean of Residential Life Audi Glass (440) 473-8088

glassa@gilmour.org

Assistant Dean of Residential Life Danielle Wright

ext. 2208 wrightd@gilmour.org

Associate Director of College and Residence Life Counseling Becky Reidy

ext. 3004 reidyr@gilmour.org

Director of Student Support Services Meg Fowler ext. 5002 fowlerm@gilmour.org

Proctors for the year will be hired / determined over the summer. Please contact Dean with any questions.

DAILY RESIDENCE HALL SCHEDULES Monday 8:30 – 9:15 a.m. Breakfast (Commons) 9:15 a.m. Residence Hall sign-out time 9:30 a.m. – 3:20 p.m. School day 3:20 – 5:30 p.m. After-school activities 5:30 – 7 p.m. Dinner (Commons) 7:30 – 9 p.m. Study Hall 9 – 10 p.m. Free time 10 – 10:45 p.m. Quiet time 11 p.m. Lights out Tuesday – Thursday

7:15 – 7:45 a.m. Breakfast (Commons) 7:45 a.m. Residence Hall sign-out time

8 a.m. – 3:20 p.m. School day 3:20 – 5:30 p.m. After-school activities 5:30 – 7 p.m. Dinner (Commons) 7:30 – 9 p.m. Study Hall 9 – 10 p.m. Free Time 10 – 10:45 p.m. Quiet Time 11 p.m. Lights out Van runs are available on Tuesdays from 5-7 p.m. (first-come, first-served) Friday (same schedule as Tuesday – Thursday until after school hours) 5:30 – 7 p.m. Dinner (Commons)

6 – 10 p.m. Van runs available (first come, first served) 11:30 p.m. Curfew (students Grades 9-11) Midnight Curfew (students Grade 12-PG) 12:15 a.m. Lights out

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Saturday

11:30 a.m. – 12:30 p.m. Brunch (Commons) 1 – 7 p.m. Shuttle Service available to designated areas or planned Hall activities only

5:30 – 6:30 p.m. Dinner (Commons) 7:30 – 10 p.m. Individualized van runs available (first come, first served)

11:30 p.m. Curfew (students Grades 9-11) Midnight Curfew (students Grade 12-PG) 12:15 a.m. Lights out Sunday

11:30 a.m. – 12:30 p.m. Brunch (Commons) 12:30 p.m. – 5:30 p.m. Van runs available (first come, first served)

5:30 – 6:30 p.m. Dinner (Commons) 7:30 – 8 p.m. All-Hall Prayer Service / Community Meeting 8 – 9 p.m. Study Hall 9 – 10:45 p.m. Quiet time 11 p.m. Lights out

RESIDENCE HALL SUGGESTED PACKING PREPARATION With regard to packing, students should bring the following:

• all linens including pillows and pillowcases, towels, sheets and bedspreads (for extra long twin-size beds) • laundry bag/basket and all laundry supplies (iron and ironing board are provided in the laundry room for student

use) • laptop (printers are provided for student use in the residence hall) • alarm clock • container for bathroom toiletries • small refrigerator (if desired) • cell phone (US-based phone if possible or purchase a US SIM card upon arrival) • fan (if desired) • hangers for closet • shower shoes • container with a lid for storing snacks • small trash can

Students should not bring:

• futons or couches • microwaves, hot plates, toaster ovens or similar cooking devices • coffee/tea pots or Keurigs • blenders • electric blankets • space heaters or air conditioners • sound systems • posters, clothing or other items with alcohol, tobacco or drug-related names or pictures • candles, matches and/or lighters • weapons of any kind (including pocket knives) • pets

There are stores in close proximity to Gilmour to purchase any necessary supplies if needed upon move-in. If students bring any cooking devices (i.e. hot plates, rice cookers, blenders, etc.) they must be stored in the dorm kitchen and can only be used under the supervision of a residence hall staff member in the kitchen or dining room.