HEALTH & SAFETY INSPECTIONS

Purpose Of Health & Safety Inspections

Living in a shared residential community requires a collective commitment to health, personal safety, and mutual well-being. Fire safety and hazard prevention are important in high-density living environments, where unsafe conditions—such as an overloaded electrical circuit, an unauthorized heating element, or unsanitary living conditions—can compromise the safety of an entire building. To protect residents and maintain a clean, secure, and healthy community for both current and future occupants, health and safety inspections are conducted throughout each semester and during the summer.

To ensure a clean and healthy living environment for current and future residents, health and safety inspections are conducted throughout each semester and during the summer. All residents are given notice that members of the Campus Residences staff will enter apartments, rooms, or suites regardless of whether residents are present. Residents are encouraged to use this time to coordinate efforts in their bedrooms, bathrooms, and common living areas to correct any conditions that do not meet cleanliness or safety standards outlined in the Terms of Occupancy.

Overview of Our Health & Safety Team (HST) Inspection Process

Inspection Procedures

• Advance Notice: Each resident receives an email notification at least 3 days prior to the upcoming inspection in their area. Emails are sent by: Campus Res Health and Safety Team <campres_health_safety@stonybrook.edu>.
• Entry Protocol: The Health & Safety Team moves from room to room, always knocking and announcing themselves loudly before entering.
• Visual Check: Team members perform a visual inspection of the space to identify and document potential violations of university policy.
• Privacy Limits: Staff will not open drawers, closets, or personal belongings unless there is reasonable evidence of a safety hazard.
• Documentation: If items are confiscated, staff leave a physical notice listing everything removed. If no items are removed, residents receive an email summary of the inspection outcome.

Inspection Scope and Focus

The Team inspects a space for possible violations of the Terms of Occupancy or the Code of Student Responsibility. The team looks for prohibited items or unsafe conditions that may be present in a space. Students are generally responsible for items found within their assigned space, as they maintain control over and access to the room and its contents.

Inspection Frequency and Safety Oversight

Health and safety checks occur regularly throughout the year, but safety oversight extends beyond standard Health & Safety Team visits:

Health and Safety Team Inspections:

• Regular Inspections: The Health & Safety Team conducts scheduled inspections twice per semester and once in summer.
• Kitchen Safety Checks: Residential spaces equipped with in-unit cooking facilities undergo monthly kitchen inspections to verify the status of fire extinguishers.

Other Inspections:

• End-of-Fall Check: Residential Education staff conducts a post-finals inspection at the conclusion of the Fall semester to ensure rooms are in suitable condition for lower occupancy during the winter break.
• State Fire Marshal Inspections: State Fire Marshals may enter and inspect residential spaces at any time without notice to ensure compliance with state fire safety regulations.
• Ongoing Staff Documentation: Any Campus Residences or University staff member entering a room, suite, or apartment (such as your resident assistant visiting or staff ensuring the room is ready before a new roommate moves in) may document any noticeable safety hazards or policy violations when observed.

Removal and Storage of Prohibited Items

As outlined in Section VI.A.2 of the Terms of Occupancy:

• Temporary Storage: Campus Residences staff will remove and store prohibited items found during inspections, including extension cords, unauthorized electrical appliances, and non-approved furniture. 
• Item Retrieval: Removed items are labeled and stored. Residents may claim and take prohibited items home at the end of the respective semester. 
• Disposal Policy: Unclaimed items are donated or discarded at the end of each semester. The University does not provide compensation for discarded items.

Resident Preparation Guidelines

• Review Rules: Consult the Policies page on the Campus Residences website for a complete list of Terms of Occupancy and prohibited items. 
• Clean & Clear: Ensure bedrooms, bathrooms, and shared spaces are tidy, clutter-free, and presentable.

Follow-Up Process for Documented Violations

Once a violation has been documented, a conduct officer will contact the student to schedule a meeting to discuss the incident. During the meeting, the student will have an opportunity to share their perspective, discuss the circumstances surrounding the item or violation, reflect on the applicable University policies, and ask questions. The conduct officer will also provide information and resources to help the student better understand the expectations and make informed decisions moving forward.

Frequently Asked Questions