Policies for Youth Conferences
See the button below to access the Youth Conference Housing Form:
The information below summarizes the policies and procedures in place at Stony Brook University youth conference housing participants. If a policy or procedure below is referred to as Youth Plus, this refers to youth 16+ who are enrolled in college credit during their stay such as CSTEP, Oceanography, Simons, Garcia). If a policy or procedure below is referred to as Youth Only, this refers to all youth under 16 and youth 16+ who are not taking college credit during their stay, such as Biotechnology, STEP A/B, STEP BNL, SARAS, Physics, Mathematics. Your Conference Coordinators may have elected to have a group follow Youth Only policies due to the majority of the program being under 16 even though they are enrolled in college credit.
Please review the information that follows. Failure to follow procedures listed below and given during your stay may results in removal from Conference Housing with no refund of housing or meal plan fees (direct pay and 3rd party sponsored). Contact our Conference Housing Office if there are any questions about the information that follows.
Youth Plus Participants are provided limited supervision by conference housing staff meaning we expect them to follow all policies listed below and must check-in nightly at the building. Participants are unsupervised outside of scheduled programs and are not required to be in building till 10pm nightly.
Youth Only Participants are provided constant supervision by conference housing staff outside of conference program schedule meaning they cannot leave the building unescorted unless being signed out by conference program or parent/guardian/authorized individual.
NOTE: All billing is done on a seven-day cycle including weekends. Bookings must be made from start date to end date of the conference. There are no exceptions.
Housing assignments will be made by the Conference Housing staff prior to the participants’ arrival. Youth participant may not exchange rooms or occupy a space other than the room assigned to them by the Conference Housing Office.
Male and female participants will be assigned rooms separated by gender specific buildings in the Residence Halls. Participants are restricted from being in other buildings or wings other than the one assigned without an accompanying Summer Conference Assistant (CA). During registration, if you listed a non-binary gender, we will contact you to discuss your needs for placement.
Youth Only: Residence Hall rooms are restricted to participants during the day without being accompanied by a Conference Housing staff member.
Our residence halls are corridor style with a shared bathroom on the floor. They are not air conditioned.
Parents/guardians are responsible for arranging transportation to and from the Stony Brook campus. Youth participants in Conference Housing may not bring automobiles or other motorized vehicles to campus.
Parents/guardians will provide a list of individuals in this packet that are 21 or older who are authorized to sign out their participant for off-campus, overnight travel. Anyone listed is someone you are authorizing to pick-up and drop off anytime during the youth participants stay. Authorized individuals will have to sign out the participant, provide matching contact information, estimate time of return of participant, and which authorized individual is returning the participant. Participants should be informing Conference Program Coordinators anytime they are departing the program.
If a participant is leaving campus for the weekend and is being picked up, parents/guardians/authorized individuals should plan to pick up the participant each week (on the designated departure day) at the Residence Hall no later than 5pm. At the end of the weekend, the parent/guardian/authorized individual must drop the participant off each Sunday between 12:00pm and 11:00pm, unless other arrangements are made with the Conference Housing Office or Residence Hall Director of the building to which the participant is made in advance of departure.
Parents/guardians may give written consent for participants to travel to and from the campus by the Long Island Railroad on Fridays only , weekly. Youth Plus must sign out at the college office and take either the 4:18 PM or 6:49 PM train from Stony Brook Station on the Port Jefferson line. Youth Only will be escorted to the train by conference coordinator's staff from their respective program. All Youth must return on the 6:15 PM or 7:46 PM train on Sundays.
If a participant is leaving campus on a weeknight being picked up by a parent/guardian/authorized individual, the participant must be back by curfew.
While in housing, participants will be supervised by a full time Residence Hall Director, a professional staff member with a Masters Degree in Higher Education, Counseling or a similar area of concentration.
The Residence Hall Director will be assisted by Stony Brook University participants, serving as their Conference Assistants (CAs). CAs are the designated authority figures while your child is at Stony Brook. It is expected that the participants will treat them with respect and follow their instructions.
All Conference Housing staff have passed a Criminal Background check and a review of the NYS Sexual Offender Registry. All staff must complete a SUNY Child Safety Training Program as a condition of employment.
Parents / Guardians must complete a consent form to participate in Conference Housing activities which also authorizes medical treatment by trained professionals in the event of an illness or injury. (Note: Stony Brook University Hospital is located on the grounds of the University and is the primary treatment center for participants who require medical care).
There is a Medical Office located in one of the Conference Housing residence halls. The office is staffed 24/7 by Certified EMTs. There will always be two EMTs, one male one female, on call at all times. The EMT staff is there to provide basic first aid and medical care. In the event the EMTs determine that more advanced medical treatment is required, they will contact University Police who will activate the Stony Brook Volunteer Ambulance Corps or other EMS agency for transport to University Hospital.
If a participant is transported to the hospital, a Conference Housing professional staff member or EMT will call the parent / guardian at the contact number provided and will accompany the participant to the hospital.
Participants may not possess medication in their residence hall room unless that medication is noted on the medical history form and the prescription is written in the name of the specific participant. Medications (including Ibuprofen, Advil, over the counter allergy medicine, etc) may not be shared with other Conference Housing participants.
Should a participant believe that they require a Disability Related Accommodation they are requested to complete “Residence Hall Room Adjustment Form” on the Disability Support Services homepage at http://www.studentaffairs.stonybrook.edu/dss/index.shtml
Youth Plus participants will be able to access their assigned building and room as needed from 8am-9pm daily. When they return for the night and no later than 10pm, they must sign in with the Conference Assistant on duty or in the college office. They will be required to show their room key and lanyard to the staff member as a record that they are out of the residence hall.
Youth Only participants cannot be outside the building unescorted by conference housing or conference program coordinator's staff. Conference Assistants will escort guests to breakfast either at 7:30am or 8:00am. Participants will be picked up from breakfast by conference program coordinator's staff and returned to conference assistant staff by dinner. During the evening participants can be anywhere in their building or participant in evening activities that are escorted by conference assistant staff.
Quiet Hours and Curfew begin at 10pm which means conference guests should be on their assigned floors. By 11pm Sunday-Thursday night and 12am on Friday-Saturday night, guests must be in their own bedrooms. They are not required to go to bed at curfew but should not become a disruption to roommates who may be trying to sleep. By the published curfew the resident must be back in the residence hall and will have been signed in by the Conference Assistant on duty.
Participants may not keep an automobile or other motorized vehicle on campus at any time during the program, nor can participants travel in any motorized vehicle other than one owned and operated by a parent, legal guardian, and/or authorized individual.
There are campus busses and busses operated by the Suffolk County Transit Service. Youth Only participants are are prohibited from riding on a campus or County bus, without prior written consent of the participant's parent / guardian AND when approved for a Disability Related Accommodation.
The University prohibits participant living in University housing from possessing any appliances or heat producing items in their room. This includes, but is not limited to, microwaves, toasters, hot plates, broiler ovens, coffee pots and popcorn poppers. Items found in participant rooms will be removed by staff and stored until the participant goes home. Violations will result in dismissal from housing. Small refrigerators (1.5 amps and five cubic feet maximums) may be utilized in participant rooms. Keurig style single cup coffee makers are permitted in the residence halls.
Participants are prohibited from possessing or using air conditioners in their residence hall room. This includes both window and floor units. Residents are encouraged to bring small fans with them. (Room windows are double hung units and will accommodate a window style box fan).
Participants may use a single/small room dehumidifier with an automatic shut-off. Must have an internal collection bin. Cannot be ported through windows, into sinks, or into other drains.
Rooms are equipped with overhead and desk lighting. Guests are welcome to bring an additional source of lighting, but lamps must use compact fluorescent bulbs (CFL) or light-emitting diode (LED) bulbs and cannot have non-USB power outlets built in.
There are ample electrical outlets in every room. Residents can bring a power strip but it must have a UL approved surge protector built in. Extension cords are prohibited.
The Conference Housing program, Stony Brook University, and the State of New York expressly prohibit the following. (Violation of any of these policies will result in immediate dismissal from the residence halls):\
- Hazing, harassment or other intolerant behavior directed at an individual or group of individuals.
- The possession of any drugs and/or alcoholic beverages.
- Failure to comply with the directive or instructions of a Conference Housing staff member operating within the scope of their responsibilities.
- In keeping with the University's desire to provide a respectful, safe, healthy, and clean environment for all students, employees, and visitors, the use of tobacco products are not permitted at Stony Brook. No forms of tobacco use are allowed on University property. This includes all indoor and outdoor locations.
- The possession of firearms, weapons, or explosives (including fireworks).
- Damage / Vandalism to rooms and other areas of the residence hall.
- Discharging of fire extinguishers except in the event of an actual fire. Remaining in a residence hall room / building if a fire alarm sounds. Tampering with fire alarms, smoke detectors, carbon monoxide detectors or AED (defibrillator) units.
- Residents are expected to keep their rooms clean and free of garbage. Residents are responsible for taking garbage to the trash room on each floor, as needed. Stony Brook is committed to a sustainable environment and promotes recycling in all residence halls.
- Rooms are fully furnished. Residents are responsible for maintaining the condition of the furnishings in their room. Further, furniture may not be removed from any residence hall room or moved from any other area of the residence hall into a participant bedroom. There will be a minimum fee of $150 assessed for moving furnishings that are moved without authorization.
- Youth Only Leaving campus without the prior written consent by a parent / guardian stipulating an approved method of transportation or under the supervision of a parent / guardian. Leaving building unescorted by Conference Housing staff member, conference escorts or under the supervision of a parent/guardian/approved escort.
In order to insure the privacy and safety of the participants, no guests are permitted in the Residence Hall at any time without prior notification. If parents/guardians wish to visit the participant during free hours, please call or e-mail the RHD to let them know you are coming. Parents/guardians are not allowed on the floors of the residence hall except for check-in or check-out.
Participants will be issued a key that will open their residence hall room. Participants must
keep the room key on their possession at all times and must lock their door when not in their room.
Participants will also be issued an ID card and color coded lanyard. The card will be used to record meal purchases and will also identify the participant as a member in a specific Conference / Program. The ID card / lanyard must be worn at all times when the participant is not in his / her room.
If a participant loses their key they will be billed $80 for a replacement key / lock change. (The cost for a lock change in a suite style building is $160). If the ID card is lost there will be a $25 replacement fee assessed.
Participants must be able to show their room key and lanyard to any Conference Assistant when asked and have them at curfew check in daily.
All Youth-Aged Conference Housing participants must participate on a University provided meal plan during their entire stay in campus housing. The minimum meal plan requirement is $150 weekly. Some programs include meal costs as part of their program. Kosher, Halal, Vegetarian and other special dietary requirements can be accommodated upon prior arrangement with the University Food Service.
Appropriate behavior is expected at all times in University Dining facilities.
During Ramadan, provisions will be made for participants who observe Ramadan to obtain a meal after sundown each day.
Please note all meal plan money is non-refundable.
There is a Fitness Center with full circuit training and free weights. These facilities will be open most evenings and will be supervised and monitored by Fitness Center Staff.
Parents/Guardians must authorize use and release liability within this packet for their participant to have access.
Guests are not able to go on runs, walks, bicycle rides, or other activities which we are not able to provide supervision as per required child safety policies.
Youth Plus activities are separate from Youth Only activities except in the fitness center.
Participants will have access to a computer in the main lounge of their building.
Youth Plus participants can be in the main lounge of the other building for Youth Plus participants nightly from 7-10pm when staffed by CAs. Participants must follow posted check-in and check-out procedures when accessing the other building. Main lounges will be monitored by conference assistant staff.
Any youth participant found in a residential building other than their own without approval will be removed from conference housing.
It is encouraged that participants bring a fan (as the Residence Hall rooms are not air conditioned and personal air conditioners are not allowed).
Small personal refrigerators (smaller than 3.0 cubic feet) are also permitted. Keurig style single cup coffee makers are also permitted in participant bedrooms.
Power strips are also encouraged to plug in additional electronics. These must have a surge protector and be UL approved. Extension cords are not permitted as they pose a fire hazard.
All rooms are equipped with both wired and wireless Ethernet access. Personal computers and laptops are permitted (unless the Academic Program restricts them).
The University provides expanded Internet provider Television Service in every residence hall room. Televisions may be used in participant bedrooms although there is a large screen or projection TV in the Main Lounge of each residence hall.
All valuables should be left at home. We discourage participants from having large sums of money on the campus, but participants should bring some spending money for snacks. Vending machines are located in every residence hall and snacks can be purchased in the University Food Service establishments.
The University is self insured and does not provide insurance for lost or damaged property. As such, residents are encouraged to insure all personal property against damage / loss.