Pet Policy for Live-in Staff

Policy Statement

This policy establishes guidelines and procedures to allow professional staff members who live on campus in the residence halls to have pets.

Reason for Policy

Professional staff members in Residential Life and Housing at Adelphi University are required to live on campus, and their apartment serves as their permanent address. In order to recruit and retain staff members, this policy allows for Adelphi University to provide a competitive benefits package which includes a pet-friendly apartment.

Who Is Governed by this Policy

This policy applies to Live-in Professional Staff (referred to herein as “staff”), such as Residence Hall Directors, Assistants, Associates and the Director of Residential Life and Housing (the “Director”). Live-in Professional Staff assume the responsibility of “owner” under this policy should they be permitted to have a pet (as defined below) in his or her apartment.

Policy

Requirements

The staff member will submit annually and prior to the pet’s presence, (1) a copy of all applicable licenses as mandated by federal, state, and local law (which must be obtained by the owner); (2) copies of current and up-to-date immunizations forms as required by federal, state, and local law; (3) a signed copy of the Professional Staff Pet Policy Agreement (which can be obtained at the Office of Residential Life and Housing); and (4) proof of renter’s insurance that covers bodily injury as well as property damage by a pet. The owner must also provide an emergency contact person for the care of the pet in the event that the owner is unable to provide care. By submitting the aforementioned documentation, the owner is verifying that all information is truthful and current.

All documentation maintained by the Office of Residential Life and Housing may be shared with the appropriate parties and authorities including, but not limited to, Adelphi University’s Department of Human Resources, Adelphi University’s Department of Public Safety, and local police and fire authorities.

The staff member will not be permitted to own a pet which resides on the Adelphi University premises until such documentation has been received and the Director has approved the acquisition and maintenance on-campus of the requested pet. The owner may not bring the pet into the residence prior to approval by the Director. The Director has final approval for both the acquisition of, and selection of a particular type of pet, as outlined in this policy. Pet ownership is decided upon on a case-by-case basis, all requests are subject to approval.

Registration of a pet shall be for one academic year only and must be renewed each year by September 1.  Failure to register a pet will result in the revocation of permission and the removal of the pet within three (3) days will be required.

Standards Governing the Care and Behavior of Any and All Pets

Adelphi University has a responsibility to establish and enforce standards governing the care and behavior of any and all pets on campus. The following expectations exist to recognize health and safety standards as well as the rights of other members in this community.

Suspected violations of this policy should be reported to the Director. Violations of any of the below standards may result in the staff member having to find alternative housing off-campus for the pet within a reasonable amount of time. The determination as to whether a violation has occurred, and what action is thereby warranted, is within the sole discretion of the Director.

Required Signage:

• At all times, the owner must post a “Pet in Residence” sign at the entrance of his/her apartment.

Maintenance & Repairs:

• The staff member is responsible for keeping the pet contained when expecting maintenance or other Adelphi University personnel to enter the apartment for improvement or repairs.

Health, sanitary, safety, and disruptive standards must be maintained as follows:

• Due to the size and locations of the apartments on campus, pet owners are permitted to have no more than one pet weighing no more than 70 pounds at full grown weight.
• All cats, dogs and rabbits must be neutered or spayed at the appropriate age. A copy of the vet report will be on file with the Office of Residence Life and Housing.
• Pets owners are expected to provide adequate care to meet the animal’s needs with regard to food, hygiene, health care, obedience training, and exercise/attention as needed.
• Dogs must not be left unattended overnight, and appropriate dog-sitting arrangements must be made for the pets if the owner is away on vacation. The Director must be informed.
• Pets must not be taken into the residence hall offices, common spaces, or student living areas without the Director’s express written permission. Pets are only permitted in the hallways if: (1) (a) they are being transported to the owner’s apartment, or (b) they are being transported outside from the owner’s apartment, and (2c) the shortest route from outside to the apartment, or vice versa, is utilized.
• Pets must not be taken into any administrative, academic, or athletic facilities.
• Pets must be accompanied when on campus and outside of the apartment and cats and dogs must be collared and leashed when on campus and outside of the apartment. Current rabies tags must be attached to the pet’s collar at all times. Leashes must not exceed four feet.
• Pet feces must be disposed of properly. It is the owner’s responsibility to remove feces from Adelphi University grounds, dispose of it in a plastic bag, and then place that bag in the dumpsters outside. Pet feces are not to be disposed of in the building’s interior garbage cans at any time. Clean-up must occur immediately.
• All pet waste and bodily fluids within the apartment must be promptly cleaned up using appropriate cleaning products.
• Pets that cannot be housebroken must be caged.
• Regular and routine cleaning of floors, kennels, cages, and litter boxes must occur. The strong odor of a pet emanating from the apartment is not acceptable and may result in a determination that the pet be removed from the campus within forty-eight (48) hours.
• Flea infestation must be attended to promptly and consultation with appropriate personnel is expected beforehand. This includes notifying the Director or designee.
• Pets must not be allowed to disrupt others (e.g., barking continuously, squawking, yowling, howling). Pets that constitute a nuisance to other residents, as determined by the Director, must be removed within seven (7) days of notification by the Director. The Director’s decision is final.
• Pets must not threaten nor cause an injury to a person. The owner acknowledges that Adelphi University maintains the right to require that the pet be removed from campus immediately pending an investigation involving the pet’s threatened or actual injury to another person.
• All liability for the actions of the animal (e.g., bites, scratches, damages) is the responsibility of the owner. Pet owners must carry liability insurance (renter’s insurance) and sign hold harmless agreements that absolve Adelphi University of any responsibility of or relating to the pet.
• The owner will take all reasonable precautions to protect the property of Adelphi University and its community members.
• The owner will notify the Director if the pet has escaped its confines and is unable to be located within one (1) hour.
• To the extent possible, the pet owner should ensure that the animal does not sniff people, dining tables, or the personal belongings of others; block a fire egress aisle or passageway; or display any behaviors or noises that are disruptive to others.
• Pets may be ordered to be removed by an Adelphi University Public Safety Officer or other authorized staff member for the following reasons: the pet is behaving inappropriately and the owner is unable to control the pet; the pet is not properly housebroken; or the pet is determined to be a direct threat to the health and safety of others that cannot be eliminated or reduced by a reasonable accommodation. Such issues may include an animal that is deemed ill, unclean, or present in a sterile area such as a medical facility or lab.
• If animal neglect or cruelty is suspected, the Office of Residential Life and Housing maintains the right to investigate and/or contact an appropriate outside agency.
• In the event of a temporary or permanent apartment move, the owner is responsible for relocating the pet.
• Other rules or changes made to this policy by Adelphi University, may become effective immediately.

Additional Standards for Specific Types of Pets (as defined below):

• All birds and rabbits permitted in a Residence Hall must be caged.

Definitions

Live-In Professional Staff: a full-time employee of Adelphi University who is required to live on campus.

Residence Hall: a building owned or operated by Adelphi University that houses students, faculty, and/or staff.

Pet: fish, bird, cat, dog, rabbits or turtles. Mice, rats, arachnids, insects, and snakes are not permitted. No exotic pets are permitted. Other animals that are normally kept as pets may be considered on a case-by-case basis at the discretion of the Director. Pets are not service or emotional support animals.

Procedures

To ensure that this policy is followed, Live-In Professional Staff will sign the Pet Policy Agreement with the Director. In an in-person meeting, the staff member and the Director will review this policy and inspect the apartment. The staff member will also pay the deposit (explained below). Upon departure from the position, the staff member will vacate the apartment as the below requirements state.

Deposit

A $500.00 refundable deposit will be paid by the staff member to the Office of Residential Life and Housing seven (7) days prior to any pet’s approved arrival on campus. This deposit will be used to cover possible damage to Adelphi University property caused by the pet.

Initial Inspection of Apartment

There will be an initial apartment condition inspection completed by and assessed by the Director or designee prior to the pet’s presence. This inspection will be documented in a “pre-pet” condition report, which will be kept on file in the Office of Residential Life and Housing. Copies will be provided, upon request, to the owner.

Damages to the apartment as a result of the pet will be billed to the employee appropriately. Vacate dates may be influenced by repair/replacement schedules as necessary based on any damages caused by the pet. Discussions need to occur when the staff member gives notice to the Director.

Vacating the Apartment, Cleaning, and Damages

At the time the staff member moves out of the apartment, or no longer owns the pet(s), the Director of Residential Life and Housing or designee will again assess the apartment and determine if damage to Adelphi University property can be attributed to the pet(s). Should owner voluntarily permanently remove the pet from the apartment for whatever reason, the owner will inform the Director in writing that the pet will no longer be residing in the apartment within 48 hours of the removal of the pet.

The Director or designee will conduct apartment inspections annually to assess for pet damage. Adelphi University reserves the right to inspect an apartment at its discretion with reasonable notice.

• There will be an initial apartment condition inspection completed and assessed by the Office of Residential Life and Housing prior to the pet’s presence and an exit inspection upon vacancy of the apartment.
• This also includes thorough cleaning and vacuuming (and HEPA-vacuuming for allergens) of carpets, fabric window coverings, and Adelphi University furniture. Damages and extraordinary cleaning caused by the pet are the responsibility of the staff member, and will be billed as such.
• Any damage incurred by pets will result in a bill equal to the cost to repair or replace the damaged items.
• Damages and extraordinary cleaning caused by the pet are the responsibility of the staff member.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information                         

Live-In/On Report

Document History

• Last Reviewed Date: July 18, 2023
• Last Revised Date: July 18, 2023
• Policy Origination Date: Unknown

Who Approved This Policy

Sentwali Bakari, Vice President for Student Affairs and Diversity Equity Inclusion and Belonging