This policy letter establishes policies and procedures and prescribes responsibilities for dormitory residents. It applies to all personnel residing in dormitory (NUMBER).

1. General. Occupants of government quarters are responsible for: their conduct and the conduct of their guests at all times; conserving utilities according to energy conservation programs; cleanliness of assigned permanent quarters; damage beyond normal wear and tear; missing government property in assigned quarters caused by abuse or negligence; reporting all damage to their first sergeant or dormitory management.

2. Reference. AFI 32-6005.

3. Room Assignment Policy.

....a. Personnel in the grade of E-4 and below are authorized a single room. Those in the grade of E-5 and above are authorized to reside off-base at government expense. Rooms will be assigned by the dormitory management staff.

....b. The dormitory management staff and first sergeants are the only approving authorities for changes in room assignment.

....c. IAW AFI 32-6005, males and females do not share sleeping rooms or bathrooms. They may share semiprivate baths only when there are no available units to share with the same gender, the assignment is voluntary and there are functioning locks on both the inside and outside of each door.

4. Applications to Reside Off-Base.

....a. The dormitory management staff maintains a waiting list of personnel in pay grades E-4 and below who desire to reside off-base at government expense. Applicants must contact them and provide their name, rank, date of rank and length of service. If the base dormitory occupancy rate reaches above 90 percent then the senior members on the waiting list may be authorized to reside off-base with BA/VHA and BAS.

....b. Unit commanders may authorize unaccompanied personnel in pay grades E-4 and below to resident off-base at no expense to the government. Personnel desiring to do so must submit a written request to their unit commander through their first sergeant. The first sergeant will notify the requester of the commander’s decision and if approved, have the person complete a "Statement for Off-Base Residency without BAQ" prior to moving off-base.

5. Dormitory visitation policy. Occupants are permitted to have sponsored guests visit them in day rooms, lounges, or their room as long as they comply with the following rules.

....a. The sponsor is responsible for the conduct of their guest.

....b. Visitations are conducted between the hours of 0700 and 2400.

....c. Sponsors remain with their guest(s) during the visit. Under no circumstances will the sponsor allow his/her guest to remain unescorted.

....d. Civilian guests under the age of 18 are not permitted.

....e. No guest(s) will establish permanent or transitory presence within a dormitory. Also, no guest(s) will establish permanent or transitory presence by storing personal property in the dormitory.

6. Dormitory Inspection Policies.

....a. The installation commander (or representative), group commander, unit commander, or the first sergeants inspect and rate dormitory rooms. Inspections generally are announced, but may be no-notice. As directed by AFI 32-6005, the number of inspections and inspectors will be kept to the absolute minimum. As a general rule, the first sergeants will conduct a walk through and random room inspection each week. They will annotate discrepancies and conduct follow up inspections.

....b. Individual occupants will determine the frequency of inspections by the manner in which they maintain their rooms and the common areas.

....c. Rooms belonging to shift workers will be inspected at other than their "normal" sleeping time.

7. Quiet hours. Dormitory (NUMBER) has shift workers on each floor. Therefore, quiet hours will be observed 24 hours a day. Loud, boisterous noise will not be tolerated. Radios, CD/tape players, stereos and televisions will not be played at an excessively high volume. Occupants will first ask the offender, in a courteous manner, to please be quiet. If this is not effective, notify dormitory management or your first sergeant. If they cannot be reached, contact the law enforcement desk and request assistance. Excessive noise complaints can result in administrative action or confiscation of your equipment for a 30 day period.

8. Safety.

....a. Smoking is only permitted in assigned rooms (not bathrooms). Hallways, day rooms, and public restrooms are smoke free. Smoking in bed is also prohibited. Ashtrays will be emptied daily into approved containers (your waste basket IS NOT an approved container). Care will be taken to prevent mixing flammable items (i.e. paper, plastic) in these containers.

....b. The use of candles and incense in dormitories is prohibited. Possession of candles is permitted if de-wicked to prevent their capacity to sustain flame.

....c. Having dangerous instruments or privately owned firearms in the dormitory is prohibited. The term "dangerous instrument" refers to any item, object, or other instrument designed or used primarily for the purpose of offense. Firearms will be stored in the security police armory or off-base.

....d. Storing flammables indoors is prohibited except for very small quantities of lighter fluid.

....e. Wires of any type will not be run under carpets or rugs, above or below doorways, or across walking areas. Surge-protectors and electrical outlets will not be loaded beyond their capacity. Extension cords (without surge protectors) are prohibited.

....f. Exits and fire escapes will not be blocked, locked or otherwise obstructed. Panic hardware will be functional.

....g. Cooking may be accomplished only in designated authorized areas using only authorized equipment. Cooking equipment will be under observation while in operation. Hot plates, toaster ovens, crock pots, electric frying pans or similar type appliances are not authorized for use in the dormitories. Damage to government property caused by the use of cooking appliances will be reimbursed by the individual causing, or permitting the damage to occur.

....h. Electric outlet and switch covers will be serviceable.

....i. All safety hazards will be reported to dormitory management during normal duty hours or to your first sergeant during non-duty hours.

....j. Anyone consuming alcoholic beverages in or around the dormitories must be of legal age (21 or older) to do so.

9. Dormitory Standards.

....a. Communal Areas.

........(1) Trash cans will be emptied daily or as required, to prevent overflowing. Trash will be placed in plastic bags and the bags carried outside to the nearest dumpster.

........(2) Appliances and lights in the day rooms and other areas will be turned off when not in use.

........(3) Day room furniture, recreation equipment and appliances will be returned to their original positions or storage area after each use.

........(4) Microwaves will be cleaned after each use.

........(5) The area around the phone stands will be kept free of debris and trash.

........(6) Occupants are responsible for the halls and ceiling from their door, half way to the adjoining room (or an equal point if no room adjoins theirs).

........(7) Occupants are responsible for cleaning the laundry room and appliances after personal use.

........(8) Occupants are responsible for throwing away their trash prior to departing the day rooms or other common areas.

....b. Utility and Storage Rooms.

........(1) Rooms will be clean and equipment/supplies placed in an orderly manner.

........(2) Vacuum cleaners and other equipment or supplies will be returned to their proper storage area after use.

....c. Cooking areas.

........(1) Only approved cooking devices will be used in the dormitory. (2) Garbage containing food items will be disposed of in sealed plastic bags.

........(3) Leftover food will be refrigerated and/or stored in appropriate containers.

........(4) All surfaces will be free of oil, grease or food residue.

....d. Rooms/Living Areas.

........(1) Beds will be neatly made when not in use. Bed spreads will be used and linens will be clean and serviceable.

........(2) Footwear will be clean and neatly arranged if visible.

........(3) Personal items will present a neat, clean, and orderly appearance.

........(4) Clothing will be placed inside appropriate lockers, drawers or cabinets.

........(5) Trash cans and ash trays will be emptied and cleaned daily. Trash will not be placed in halls, laundry rooms or day rooms, but carried outside to the nearest dumpster.

........(6) Carpeted floors will be vacuumed and hard surface floors swept and mopped. Particular attention will be paid to dirt build-up in the corners and edges of carpets.

........(7) Walls, ceilings, pipes, baseboards and wardrobe doors will be free of stray marks, holes or dirt. If nails are used to hang pictures, etc., they will be removed and patched by the occupant prior to moving from the room.

........(8) Refrigerators will be clean inside and out and defrosted. Door seals will be clean and in good repair.

........(9) Drapes will be clean and properly hung.

.......(10) Tops of dressers, desks, and shelves will be clean and neatly arranged.

.......(11) Curtains, rugs, pictures and wall displays are encouraged as long as they are in good taste. Pictures and wall displays will not be taped to painted surfaces, rather they will be hung on appropriate wall hangers. Care will be taken so as not to cause excessive holes or damage to walls. Pornographic pictures and posters will not be displayed. Items that are inflammatory in nature or prejudicial to good order and discipline will not be displayed. The US flag, if displayed, will conform to the standards of proper respect.

.......(12) Appliances and lights will be free of dust and dirt.

.......(13) Discrepancies requiring CE assistance will be reported promptly to dormitory management or the first sergeants.

.......(14) Pets in the dormitories are prohibited, except for fish which will be maintained in a water-tight aquarium, not to exceed 30 gallons in capacity.

.......(15) Dormitory room lockers will not be used to store boxes, automobile parts or other non-authorized items.

.......(16) The use of personal furniture items in the dorm is authorized provided Air Force standards of decor are met. Assigned furniture will not be altered in any manner (i.e. screws, nails, paint, etc.). Furniture will not be removed from individual rooms or day rooms without the permission of dormitory management or your first sergeant.

.......(17) Heating/air conditioning and exhaust vents and filters will be clean and free of dirt.

10. Energy Conservation.

....a. Appliances and lights will be turned off when the room is not occupied for any length of time.

....b. Room thermostats will be placed no higher than 68 degrees during the cold months and no lower than 78 degrees during the hot months. These temperatures will conserve energy and decrease mold growth.

....c. Room air conditioning/heater filters will be cleaned or replaced as directed by dormitory management and CE.

....d. Furniture or other obstructions will not be placed in front of air/heat vents.

11. Leave, TDY, and PCS Out-Processing Procedures.

....a. Personnel will notify dormitory management 45 days prior to any planned leave start day, TDY scheduled to exceed one week in duration and prior to their projected PCS departure date. If a 45 day notice is not possible due to emergency leave, a short notice TDY tasking, etc., then immediate notification is required.

....b. Prior to departure on leave or TDY ensure your room is in inspection order. Remove and dispose of items that can spoil (i.e. milk, eggs, leftovers, etc.) from the refrigerator if you will be gone for 7 days or longer. Remove and dispose of all food items if your trip will be for 30 days or more. Lastly, secure valuables, lockers, doors and window.

....c. Prior to PCS departure, schedule a pre-departure inspection with dormitory management personnel at least 5 duty days prior to departure. Dormitory management will inspect the room for cleanliness and normal wear and tear. The resident will be charged for any damage accessed to be beyond normal wear and tear during this inspection.

12. Security.

....a. Occupants will keep small valuables such as jewelry and watches secured in lockers. Recommend valuables have the owners'’ SSAN etched on them in an inconspicuous place. This discourages theft and makes the item easier to identify if recovered.

....b. The entrance and bathroom doors, lockers, and window will be secured at all times when the room is not occupied by the resident to protect personal and government property.

....c. Personal property should not be left unattended in day rooms or laundry rooms at any time.

13. Suggested changes to this letter are welcome and can be submitted at any time to (UNIT/OFFICE SYMBOL)