Room Reservation Policy
Room Use Guidelines:
- Rooms are available for reservation between the hours of 7:00 AM to 11:00 PM, Monday through Sunday, for all Harnwellians.
- No room reservation after 11:00 PM will be approved.
- Dry erase boards must be cleaned after use.
- Trash and recycling must be removed from furniture (tables, chairs, etc.) and floors and placed in appropriate receptacles by the end of the reservation.
- All personal items should be removed from the room at the end of the reservation.
- Furniture must be returned to its original location within the room.
- Keys for pianos in music rooms must be checked out from the Info Center.
Reservations can be requested for up to 2 hours in duration.
Please allow for 3 business days for room reservation approval/decline.
Last minute reservations will not be approved.
Keep a digital copy of your room reservation confirmation email.
Failure to comply with Harnwell’s space guidelines will result in the restricted use of our spaces by the individual who reserved the space and/or their group. Room request submission confirms agreement to these expectations.
Every year, Harnwell College House welcomes performing arts groups, clubs, and organizations into its practice spaces. Having access to the Harnwell practice spaces helps performing arts groups prepare for performances and develop their technique and artistry. It is for that reason, Harnwell asks for performing arts groups to give back to Harnwell.
For repeated use of the Harnwell spaces, performing arts groups must do one of the following:
- Host a workshop for Harnwell residents
- Host a pop-up performance for Harnwell residents
- Participate in the Harnwell Arts House Showcase [spring date TBD]
Groups must communicate to HD Megan Jimmerson (mjimm@upenn.edu) and "cc" Mariah (marken@upenn.edu) which option they will opt to do by 11:59 PM on Thursday, October 3, 2024 – the first day of fall break. If a group does not comply with this requirement, they may (1) lose access to Harnwell space in the following semesters and/or (2) face a reduction in the number of rehearsal hours they receive in the following semester. In addition, the group will be asked to complete their act of service to Harnwell the following semester.
All Penn students who live in the College Houses already have turnstile access to Harnwell. These folks will not need to be signed into Harnwell/listed on a Special Access Letter (SAL). The House Office works with RHS and the Harnwell Information Center to generate these SALs for you. Any Penn student (or PennCard holder) who does not have turnstile access (grad students, off-campus undergrads, faculty), will need to be listed on a Special Access Letter (name and Penn ID#). Anyone without a PennID or SAL Access will need to be signed into Harnwell by a point person listed on the SAL.
We ask that 3-4 “point people” from each group (folks who will be at most practices) be included on their group’s SAL. “Point People” listed on the SAL (designated by bold font) will be able to request room access for their reservation, sign in guests, and escort guests in and out of Harnwell during the reservation time. The Information Center workers will be looking to the SAL when granting access/signing in guests (if the person signing in a guest is not a Harnwellian).
General Policies
Policies in Harnwell are here to guide us (when necessary) regarding safety and civility in our home. As a reminder, all students at Penn are obliged to follow the rules of the university as articulated in The Penn Book. Additionally, as a resident in the College House system, you are bound by the rules articulated by College Houses & Academic Services and Residential Services in the Residential Handbook that you signed electronically when you accepted your housing assignment.
Violations of the policies above and those specific to Harnwell may result in possible fines, probation, expulsion, or recommendation for prosecution within the University conduct syste.
Listed below are additonal rules and reminders that are specific to Harnwell:
Safety
Hanging items from the sprinkler heads or pipes in the rooms can actually be dangerous. These sensitive devices are not designed to function as laundry hangers. If a pipe breaks, the consequence has often been a flood of water that can damage belongings, property, or even people.
Throwing ANYTHING out the window is prohibited and can be quite unsafe. Flicking ashes, dumping water, or even tossing cushions out the window is considered a serious offense that could result in permanent expulsion from living in University housing.
Additional locks may not be added to any door that did not originally have locks upon move in. Residents will be fined for unauthorized additional locks, and the locks will be removed immediately.
One’s own PennCard must be presented upon entering the building. When signing in any guests, PennCards must also be shown to staff at the front desk. Using another student’s PennCard constitutes identity theft and will result in the confiscation of the PennCard by either security or staff.
Any guests signed into Harnwell are the responsibility of the hosting Harnwellian. Residents are discouraged from signing in anyone whom they do not know. A random person who says he or she wants to see a friend or simply a person who has lost a room key must find a true sponsor. All Harnwell hosts are, in fact, required to stay with their guest. Unfortunately, we have had some incidents of crime when students have signed in people at the front desk whom they don’t actually know. Please be careful.
Civility
All on-campus residences adhere to 24 Hour Courtesy hours.Courtesy Hours serve as a reminder to all residents of the primary rights to sleep and study within residential communities. Residents are expected to exercise courtesy when playing music or participating in other activity that may disrupt other residents and/or interfere with the attempts of others to study.
Quiet hours are in effect at the following times: 11:00 p.m until 9:00 a.m. on weekdays (Sundays through Thursday) and 1:00 a.m. until 9:00 a.m. on weekends (Friday and Saturday). Quiet hours are in effect at all times during reading days and finals
Public furniture in the Rooftop, floor lounge, or anywhere outside of a room should remain in place. Suites found with stolen furniture will be both fined and held financially responsible for the replacement value of the item.
Furniture from a room or an apartment must remain in the suite. Any furniture missing at the year’s end will be billed to residents of the room.
Defacing Harnwell, University, or another resident’s property constitutes vandalism. Such acts of incivility will be referred immediately to the Office of Student Conduct. Students may subsequently be removed from the House and be held personally liable for the repair or replacement of damaged property.
Collection Programming (Boxes/Drives)
Harnwell is delighted to partner with student groups looking to host collections/donations in the form of a staffed collection site of 1-2 hours at a time. Our policies are as follows:
- Groups are invited to host a collection program (1-2 hours) in a reservable Harnwell space (Mezzanine, M10, Rooftop Lounge, or Library) during which residents can come drop off their items. During this time, at least 2 members of the host group must be present. We do not permit collection boxes to be left at Harnwell to be picked up at a later time. At the end of the program, the host group must take all items with them.
- These events will be cosponsored by Harnwell College House and must include the Harnwell House logo in promotional materials. We will also advertise the program through the Harnwell House website, newsletter, and listserv. Groups are welcome to partner directly with their RA if members are Harnwell residents or can work directly with the House Office.
- Requests for partnering on a collection box program must be submitted to the House Office at least two weeks in advance of the proposed program time
- Harnwell College House reserves the right to cancel or deny a collection box or charity drive request at any time.
- Only one collection program may take place in Harnwell College House at a time
Please contact the House Office via email with requests at harnwell@collegehouses.upenn.edu and include the following information:
- Name:
- Penn Email:
- Student Group (if applicable):
- Organization You Are Supporting:
- Proposed Date/Time of Collection Program: