Dec 06, 2021  
2021-2022 Student Handbook 
2021-2022 Student Handbook

Living on Campus

The opportunity to live on campus adds a unique dimension to the college experience at the CIA. The Residence Life staff wants all students to have a good academic experience and continue to grow both personally and professionally. Our objective is to make the residence hall a comfortable and enjoyable experience.

Moving away from home and living with roommates in a community residence requires students to take increased responsibility for their actions. The CIA’s residence program is designed to help make the transition to such a lifestyle a smooth one. How well students adjust often depends primarily on their perspective and approach. Residence hall living provides students with an unequaled experience of living and working with others and a greater understanding of human relationships. Students have the responsibility to make their residence hall a worthwhile place to live. Courtesy and respect for roommates and neighbors will help meet this objective.

Living on Campus

Residence Life Staff

The Residence Life staff will help the CIA feel like home. Staff members are responsible for promoting positive community life in the halls. Each staff member has a wide range of skills and responsibilities, including individual counseling, program development, staff advisement, and administrative duties. Students are advised to get to know the residence life staff on their campus and in their hall as they are valuable and willing resources.

Each CIA-controlled housing residence, both on and off campus, is staffed by resident assistants (RAs), full-time students who have been hired for their leadership skills and willingness to help other students. Resident assistants’ names and duty schedules are posted at various locations in each residence hall. Students are encouraged to consult with their RAs about any questions, or personal problems they may be experiencing. RA staff provide students with information and assistance in addressing most problems that may arise in their residence hall.

New York

Residential buildings have an assigned residence director (RD) or area coordinator (AC). The RD and AC are full-time professional staff of the CIA. The offices are located at the entrance of each hall and their office hours are posted outside the office. Residence directors and area coordinators work a rotating schedule, also posted outside the office. Students should check the schedule for their duty office hours. Outside of office hours, there is a staff member on duty for consultation each night of the week, including weekends and holidays.

Students should feel free to stop by the Residence Life Office (Student Commons, room 221) regarding any concerns about life on campus. Their office hours are Monday through Friday from 8:00 a.m. to 4 p.m.

Information regarding Residence Life can be found on the college’s website at and information regarding off-campus housing is available at


CIA at Greystone residence life staff is directed by the residence life and housing coordinator, with supervision responsibility for all residence halls. The residence life and housing coordinator is a full-time staff member.

Students should feel free to stop by the residence life and housing coordinator’s office near the Education Office regarding any concerns about life on campus.

Information regarding Residence Life can be found on the college’s website at and information regarding off-campus housing is available at

Residence Hall License Agreement

On-campus housing is a privilege. New students in any of the CIA’s full-time degree programs must submit a completed application and signed Residence Hall License Agreement prior to their entry date. Visit the CIA Main Menu student portal to apply for housing. Specific room requests cannot be guaranteed.

The signed Residence Hall License Agreement constitutes a binding lease for two full consecutive semesters (normally 30 weeks), but will be extended for an additional semester automatically as long as the resident meets eligibility. The lease can also be extended upon request and at the discretion of Residence Life. Residents who wish to be released from this commitment must apply for a release from the Residence Life Office for alternative housing and must meet departmental requirements. 

Residents who wish to be released from this contractual Agreement at the end of a full semester will not be held responsible for the next semester providing they submit their request for release to the Residence Life Office at least 45 days prior to the beginning of the next semester. Students who officially or unofficially leave the CIA through leave of absence, suspension, withdrawal, or termination, whether voluntarily or involuntarily, will be held to the residence hall fee refund formula as listed in the Withdrawal Policy under Student Accounts. Students moving into campus housing in the middle of a semester will be charged a pro-rated housing fee for that partial semester, and will not receive a refund if they move out of campus housing prior to the completion of that semester.

If students are not enrolled in class, they must vacate their room within 24 hours after attending their last class unless granted permission to remain longer by the associate dean of student affairs and residence life or designee.

Room Cost

All students requesting campus housing are pre-billed at the rate of a double-occupancy room, regardless of their request or actual room assignment. If a student is assigned to a room with a room cost greater or less than the double rate, the student will receive an adjustment to the student’s account upon assignment. Pre-billing at the double rate does not constitute a guaranteed assignment to a double room. Room cost is prorated on a nightly basis for any time period less than a full semester unless directed by the housing refund schedule. All students are subject to room rate increases which go into effect July 1st of each year. The Tuition and Fees page of the CIA website provides the most up-to-date room cost information.

Housing Application and Priority Deadline

All students must complete a housing application whether they opt to live on campus or plan to commute. Students who fail to complete an application will not be assigned a room. An application must be completed by incoming freshmen, as well as each time a room is vacated with plans to return to any campus location, specifically for students who are:

  1. returning from externship
  2. returning to campus from a leave or withdrawal
  3. incoming bachelor’s students starting junior year
  4. requiring and/or returning to campus housing for a semester away for a concentration
  5. moving on campus from off campus
  6. returning to campus following summer intersession

All housing applications must be received by the priority deadline of 60 days prior to the commencement of a semester. Applications received after this deadline will be considered and every effort will be made to assign a student, but housing options may be limited and specific requests may not be able to be accommodated.

Room Assignments

In New York, one traditional campus residence hall with community bathrooms, three traditional residence halls with semi-private bathrooms, six suite-style lodges, and 20 apartment-style townhouses provide housing for more than 1,700 students on campus. In California, three traditional campus residence halls with semi-private bathrooms provide housing for more than 175 students on campus. In addition to the buildings on the California campus, the CIA rents houses and apartments in the community for student housing provided in a CIA-controlled environment.

There is an assortment of single-, double-, triple-, and quad-occupancy accommodations available. During peak occupancy, the CIA reserves the right to create additional triple-occupancy rooms. Students with the highest class seniority receive priority for both room and building assignment. Upon completion of the housing application, students may request a desired roommate. All requests will be considered; however, the college reserves the right to make all assignments and re-assignments as it deems necessary and appropriate. Accommodations are available on campus for married students, provided both are students and they are legally married.

All residential students will receive their housing assignments via their CIA-issued e-mail address, approximately two weeks before their expected move-in date. Students’ housing assignments will outline specific times to move into their rooms. Room keys will be available at the residence hall to which they are assigned.

Revocation of Housing Privileges

Students continued residency in CIA-controlled housing is contingent upon maintaining successful relationships with other campus residents and staff. Group living requires respect and consideration for the health, safety, and personal well-being of all residents. This includes the cleanliness of the communal spaces. If students fail to comply with applicable rules or regulations within the Student Handbook or their signed Agreement, follow instructions of CIA staff members, or maintain a compatible living environment with roommates, students may have their privilege to reside on campus revoked.

Alternate Living Option—NY

If an alcohol/substance-free environment is a top priority, students may elect to live in Hudson Hall, a residence hall with communal bathrooms. This option provides students with a living area which is designated alcohol/substance-free. If students are interested in this accommodation, they should call the Residence Life Office at 845-451-1260.

Quiet Living Community Option—NY

When available and upon request, a limited number of beds may be reserved for a quiet living community. The CIA Quiet Living Community maintains a policy of quiet hours at all times.  Students who live in this community are expected to respect their fellow residents by maintaining appropriate noise levels. It is understood that everyday noises (i.e., doors opening, conversations in the hall and behind doors) may exist and are not considered unreasonable, but if requested, students should amicably reduce noise. It is expected that residents and their guests are courteous of others at all times. These are not completely silent residential communities. Residents who fail to comply with the expectations of a Quiet Living Community may be administratively reassigned to a space in another residential community or sanctioned accordingly.

Housing Accommodations Policy and Procedures

In compliance with Section 504 of the Federal Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, as amended, students with documented disabilities may request special housing accommodations within the context of current housing policies. Accommodations are determined on a case-by-case basis, according to documented need and prevailing standards for reasonable accommodations. When requesting a reasonable accommodation, students are expected to have already applied for housing and met the eligibility requirements and priority deadlines set by the Office of Residence Life. Housing accommodations are made following confirmation of a student’s disability status and the determination that a disability necessitates adjustments to the living environment within available housing options. With this in mind, the CIA has established procedures to ensure that students with disabilities have equal access to the CIA’s housing resources. 

Students must follow these procedures to ensure their request is accepted and reviewed:

  1. Complete the Housing application required by the Office of Residence Life via CIA Main Menu.
  2. The Housing Accommodation form must be completed and submitted for each active housing application. Approval for a housing accommodation in a past application period does not guarantee future approval. Housing Accommodation forms must be submitted by the stated deadline for consideration of requests. While applications for housing accommodations are considered after the priority deadline, approved accommodations are subject to the availability of housing.
    1. Priority deadlines are approximately 60 days prior to the start of the semester in which the student would need housing. Approximate priority deadlines for start dates are:
      1. Spring: November 4
      2. Summer: February 26
      3. Fall: July 6
  3. Appropriate documentation from an American Board certified health provider needs to accompany the Housing Accommodation form. Documentation must be provided at the time the request is being considered and must be recent (within the last year of applying for housing). Failure to provide appropriate documentation will result in denial of the request. At a minimum, the documentation should include:
    1. A description of the accommodation that the clinician recommends be provided and for how long it will be needed.
    2. A description of the disability that gives rise to the accommodation being requested.
    3. An explanation of why the accommodation being requested is needed, based on that disability.
    4. How long the clinician has treated the individual for the disability for which the accommodation is requested.
    5. Any limitations as they relate to the accommodations requested.
    6. The clinician’s address, area of specialty, signature, and date of signature. 

The following documents are not considered effective forms of documentation if submitted alone:

  1. Handwritten patient records or notes from patient charts
  2. Diagnoses on prescription pads
  3. Self-evaluation found on the internet or in any print publication
  4. Research articles
  5. Once a student is approved for a housing accommodation, Residence Life staff is informed of the approval, and the student will be assigned based on the recommendations and housing availability. Approval of a housing accommodation does not guarantee that appropriate housing will be available. While living on campus is recommended, it is important to note that the CIA does not have a housing requirement.

For questions, students should contact the disability support specialist:

New York At the Learning Commons in the Hilton Library or call 845-451-1288.
California At the Learning Strategies Center or call 707-967-2406.

How Accommodation requests are reviewed/How students are informed:

  • A student’s request of reasonable housing accommodations, along with supporting documentation from a medical provider, will be reviewed by a disability support specialist. There may be times when other departments familiar with the accommodation process may need to be convened into a committee for review or approval of a requested reasonable accommodation. Those departments include Residence Life, Counseling and Psychological Services, Student Health Services, Campus Safety, and/or Facilities Management.
  • Accommodation decisions are final and will be provided to the student in writing.  Approval for an accommodation does not guarantee an available room. All room assignments are made based on availability. The disability support specialist may also make recommendations for accommodations that are not treated the same as required accommodations.

Emotional Support Animal Requests

Requests for an emotional support animal (ESA) is considered a housing accommodation that follows the same procedure. Upon approval of an ESA, students must sign an agreement, provide emergency contacts, and comply with the following expectations:

  1. Provide your Emotional Support Animal (ESA) with water daily, food at regular periods, and appropriate exercise.
  2. Properly harness, leash, or tether your approved ESA cat or dog when outside the residence hall room. The animal must be on a leash of reasonable length and under control when exercised outside of the residence hall room.
  3. Confine, pen, or crate your ESA (including a dog or cat) when you are not at home in your residence hall room to ensure that the animal is safe and does not escape if a college employee or an emergency worker needs to enter your room.
  4. Not be permitted to bring your ESA into the common areas of your residence hall, or academic buildings, or kitchens.
  5. Not infringe on the rights of the other occupants of the residence hall to be comfortable in their living areas as a result of the ESA barking, howling, squealing, or otherwise causing a disturbance.
  6. Understand the need for your ESA to be evacuated from your room by the fire department and/or safety officers in your absence in the event of a fire or fire alarm.
  7. Properly clean up after your ESA by yourself, whether indoors or outdoors, with all waste deposited in baggies and then put directly into the proper trash dumpster.
  8. Carefully monitor the animal’s health. The animal’s documentation needs to be in compliance with all state and local vaccination, health, and licensing requirements. In the event of illness and/or the need for constant care, the college would expect you to quickly arrange for your animal to be brought home or to the vet, or to be housed at a kennel, until the health problem is fully resolved.
  9. Ensure that your animal does not damage college property. You will be held responsible for any damages or injury caused to others.
  10. Understand that permission to have a support animal in CIA housing does not extend to other campus facilities or campus grounds at large.
  11. ESAs will not be permitted to continue to live in the residence halls if the ESA becomes a nuisance due to noise, hygiene, or aggressiveness.
  12. If the ESA agreement is violated in any way, the assistance animal will not be allowed to continue living in the residence halls.

Gender-Inclusive Housing Accommodations

The CIA will make every effort to afford current residential students the option to live on campus with whomever they choose, regardless of biological sex, gender, or gender identity. Residential students may select to share a room with someone of a different gender through the room change process outlined under Room Changes. Gender-inclusive housing is offered when two students enter willingly into a roommate situation.

Upon request, Residence Life will make every effort to assign first-semester or transfer students who identify as a gender different than their sex at birth to a single-occupancy room for a maximum of 15 weeks. This timeframe gives students the ability to acclimate to the CIA, build relationships, and identify a potential roommate. After this time frame students will need to move to a double-occupancy room with their mutually requested roommate. The CIA has a limited number of single-occupancy rooms available. If a single-occupancy room is not available, the requesting student may need to be flexible with the planned start date.

Romantic couples of any orientation are strongly discouraged from living together as it could take up to six weeks to grant a room change if the relationship status changes.

In order to participate in gender-inclusive housing, the following guidelines must be met:

1.    Both students will mutually agree to live with each other.

2.    Both students will be vacating their room on the same date for instances such as, but not limited to: externship, semester-away courses, or graduation. Students who adjust their exit date will need to find a new roommate or will be assigned a roommate based on their biological sex. This is especially critical during peak occupancy periods.

Gender-Inclusive Housing Option—NY

Gender-Inclusive Housing (GIH) is defined as a housing option in which two or more students share a multiple-occupancy room or suite, in mutual agreement, regardless of the students’ sex, biological gender, gender identity, and gender expression. The intent of this housing arrangement is to give students the option to reside with another person of a different gender or sex in order to provide a welcoming and supportive living environment. Romantic couples of any orientation are strongly discouraged from living together as it could take up to six weeks to grant a room change if the relationship status changes.

Students who exhibit behavior that is contrary to the spirit of their mutual agreement may be relocated to a different housing assignment on campus which likely will be with someone of the same sex at birth. Assignment to gender-inclusive housing will be based upon availability. If a roommate/suitemate(s) cancel their housing or moves out of the room for any reason, the CIA Office of Residence Life will fill the vacancy with:

  1. any student who indicates they will live in GIH
  2. assign a student of the same legal sex
  3. relocate/consolidate the current resident(s) to a different gender inclusive space that meets their needs.

If the student knows their roommate will be moving out; they may have the opportunity to request a specific roommate, through the room change process, pending the bed space has not already been assigned.

The Office of Residence Life encourages students opting into gender-inclusive housing to have a conversation with family members to make them aware and to ensure they support the student’s decision. Ultimately, it is the student’s choice to communicate with family.


Learning to live closely with a new roommate can be a rewarding and broadening experience for students and can lead to a long-lasting friendship. It can also be a difficult task. In building a healthy relationship with roommates, good communication is essential. Open and honest discussion and active listening will help resolve those little conflicts that invariably occur. Respect for a roommate’s personal property, privacy, and study/sleep needs will also help foster a successful relationship. It helps to remember that all parties are roommates. In exceptionally difficult situations, an RA, AC, or RD can act as a mediator.

Room Changes

A common reason for requesting a room change is conflict with roommates or discomfort in a new environment. It takes time for students to develop roommate compatibility and familiarity with a new home. Therefore, room change requests will not be accepted unless the student has first attempted to mediate the conflict with residence life staff present. Room change requests won’t be honored if students are scheduled to complete their time at the CIA within six weeks.

When necessary, students may request a room change. Priority for approval is based on date of request, seniority (completed credits and class level), mutual requests of roommates, and/or space availability. Students must submit their room change application electronically via the Residence Life Portal found on the MainMenu to the professional Residence Life staff member of their building. Students will receive a written response and instructions concerning the request via email. If students fail to complete an approved room change, or make an unauthorized room change, students are subject to a $100 fine and/or loss of room assignment. Students may not request more than one room change in an academic year (two semesters). Approved room changes are scheduled to take place approximately six weeks into a semester or at the conclusion of a semester.

Room change approvals will be considered for the following reasons:

  1. Severe roommate conflict
  2. Class schedule conflict
  3. Financial or medical need
  4. Students who were not accommodated at the time of move-in due to space restrictions.

In Hudson Hall on the New York campus, students may not request to move out of Hudson Hall for at least two consecutive semesters. All students may request a room change within their first two semesters as long as they remain within Hudson Hall.


During the spring and winter intersessions, the residence halls and CIA-controlled housing will be closed and students will be expected to leave campus. The halls will be locked and secured, and students won’t be allowed to remain in, or return to, their room until the official reopening time. Notices will be posted in advance to let students know the dates and times.

Every effort will be made to protect personal property, but the CIA cannot be responsible for loss or damage. Students can leave their belongings in their room during spring and winter intersession periods, but students are encouraged to take home all items of value.

During summer intersessions, students are required to fully vacate their rooms and remove all personal belongings. Students returning to campus following summer intersession will need to complete a new housing application and participate in the room selection process.

Students are instructed to do the following before leaving for any intersession:

  1. Close and lock windows
  2. In New York only, leave heater/air conditioner on low; in summer, leave the dehumidifier on, if the room is equipped with one
  3. Unplug electrical appliances and defrost refrigerators
  4. Clean room and remove trash and recycling
  5. Turn off all lights
  6. Report any leaking faucets or toilets
  7. Take valuables
  8. Lock the door
  9. Follow any other instructions from Residence Life staff

Once students have left for intersession, Residence Life and Campus Safety staff members will inspect their rooms. Failure to complete the items listed above may result in the assessment of non-appealable fines beginning at $50 and up to $250.

Intersession Housing

A student who experiences a short-term break of no more than six weeks between class registrations or degree offerings may request intersession housing. Housing charges will be a prorated cost depending on the room type and building location. Typically there is no difference in cost whether students reside on campus or store their belongings in the room unless authorized by Residence Life prior to intersession. Residence Life reserves the right to alter the location of intersession housing as deemed necessary by such factors as, but not limited to, number of requests for housing, scheduled maintenance to campus buildings, or utility outages. In most cases, students who requests intersession housing will remain in their current room for the duration of the intersession.To qualify for intersession housing, a student must:

  • Be registered for classes following the intersession
  • Be in a position where leaving campus would be unrealistic due to distance from campus
  • Be in good disciplinary standing with no more than six demerits
  • Have all financial obligations to the CIA satisfied or a plan in place through SFRS

Requests for intersession housing can be submitted via the Intersession Housing Request form.

If requests for intersession housing are granted, the student’s current housing contract and all requirements within will be extended to cover the length of the intersession. At the New York campus, if dining facilities remain open a student may be expected to purchase gold points to dine on campus for the duration of the intersession, as no meal plan will be offered. At the California campus, if dining facilities remain open a student will be billed a prorated board fee during the intersession period. If a student is found in violation of the Student Code of Conduct during their intersession stay, they may be asked to leave campus immediately without refund for the cost of intersession housing.

Roommate Consolidation

If a student’s roommate moves out—off campus or to another room—a space will likely be available in the room. If the college is unable to assign another person to fill the open space, it may be necessary to consolidate to accommodate overall campus housing requests and student housing needs. Students who do not have roommates may be required to consolidate or pay a fee associated with having a single room, depending on the housing needs of the college. To avoid paying a higher rate for a room, students may move into another occupied room with a free space or find another residential student to move into their residence.

All students who are in single rooms and have not requested a single room will be given an opportunity within a specified time period to find a roommate and consolidate on their own.

In the event a student cannot find a roommate, Residence Life staff will pair the student with another peer who is without a roommate. If a student refuses to move, the single-room rate will be charged to the student’s account and disciplinary action may be taken.

The housing contract allows Residence Life to consolidate students into rooms to:

  1. ensure residents pay for the room and living arrangements to which they agreed,
  2. provide for the safety and security of all individuals living on campus, and
  3. be more “green” by saving electricity, water, heating, and air conditioning costs.

Residence Life staff is available to answer questions and provide assistance through the consolidation process.

Room Condition

Students are responsible for the condition of their room and furnishings from the time of check in through the time they vacate the room, check out, and return their key. Students will be required to reimburse the CIA for all damages and/or losses to the room or furnishings above normal wear and tear.

Malicious damage and vandalism may result in the immediate loss of campus housing. Students may not make alterations to their room or furnishings; remove furniture from any room, including lounges and hallways; exchange furniture from one room for furniture in another; remove screens from windows in the residence halls or remove restrictor arms on windows where applicable, as fines will be assessed; use windows as room entrances or exits, except in the case of an emergency; tape, glue, or attach anything to a residence hall window; place anything on exterior window ledges; or place anything between the windows and the screens. Again, students are responsible for the actions of their guests, and students may share responsibility with their roommate for damages.

Room Furnishings

The Culinary Institute of America maintains a strict furniture policy to ensure fire safety. Additionally, personal furniture can contribute to pest problems. All rooms are furnished appropriately for its occupants.

Any additional furniture must be approved prior to being brought to campus. When personal furniture is approved to be brought into the residence halls, it must fit into the bedroom or suite and must be purchased new. CIA-owned furniture belonging to the suite or room will not be removed under any circumstances, and must remain in the room or suite. Residents should obtain proper measurements of the room space prior to acquiring any new furniture to ensure safe egress.

Additional furniture requests must also be approved by the Supervisor—Environmental Health and Safety. If approved for specialty furniture, residents are responsible to move personal furniture on their own when they move in or out of the building. Residents will be charged for any personal furniture that causes pest problems. Residence Life may amend these guidelines at any time and reserves the right to require the immediate removal of any personal furniture for any reason.

The following furnishings are provided at each campus:

New York Each room is equipped with a MicroFridge, desk, bookcase, desk lamp, desk chair, chest of drawers, wardrobe or closet, bed frame, and mattress (39 inches by 80 inches) for each resident. If a student is placed in a triple in Hudson, the bed will be lofted and there will not be a desk lamp. Some double rooms also have lofted beds. Most residence hall rooms measure approximately 12 feet by 20 feet although rooms in the lodges and townhouses are of varying dimensions.
California  Each room is equipped with a MicroFridge, desk, desk lamp, desk chair, chest of drawers/dresser, bed frame, and mattress (39 inches by 80 inches) for each resident.

Students are expected to provide bed linens, blankets, pillows, towels, personal toiletries, soaps, and cleaning supplies. All rooms are equipped with air conditioning. Bumper stickers, permanent fixtures, or posters are not allowed on residence hall doors facing the hallway. Student should refer to Residence Hall Fire Safety regarding items that may or may not be permitted in a room.


Students are not permitted to bring a microwave or refrigerator to campus. Each residence hall room is equipped with one MicroFridge, a multi-appliance that includes a microwave, a true freezer with a separate door, and a refrigerator. These units meet the highest level of energy efficiency to support the CIA’s ongoing sustainability efforts, specifically the reduction of energy consumption. In addition, these units conform to the residence hall fire safety standards.‌ Each MicroFridge unit features a low-voltage charging station that allows students to charge a cell phone or other low-voltage electronics. This is a popular feature as it increases the number of available outlets in the room. All roommates within a room are expected to share the one MicroFridge unit.

Residence Life staff will inspect the MicroFridge during room inspections. Students using the MicroFridge to store contraband items or who fail to maintain appropriate cleanliness of their provided MicroFridge will be fined $50 per resident. Repeat offenders risk loss of privileges to use the MicroFridge.

MicroFridge Use and Care:

  1. The MicroFridge is designed to turn off the refrigerator temporarily while the microwave is in use. When the microwave is no longer in use, the refrigerator will turn back on.
  2. The MicroFridge may not be placed on top of any surfaces other than the floor.
  3. Do not set or store any heavy items (such as a television) on top of the unit as this affects its ability to function properly.
  4. The college-supplied MicroFridge must be plugged into the wall (follow instructions provided on the unit). A student who unplugs the MicroFridge must follow the instructions below for defrosting it.
  5. Before placing food in the refrigerator, turn the temperature setting knob in the refrigerator to 3.
  6. Avoid slamming the microwave door, as this damages the operating switch and can cause the microwave to malfunction.
  7. Students are urged to take good care of the MicroFridge. If the unit is damaged, students will be billed for repairs or replacements at a cost of $100 to $200.

Defrosting the MicroFridge: Defrosting helps extend the life of the MicroFridge and is the responsibility of the student. Build-up of frost inside the freezer is completely normal, and must be defrosted manually when it gets to be more than ½ inch thick. If too much frost exists in the freezer, it will prevent the refrigerator from cooling properly, and the food in the refrigerator may spoil. If the frost gets too thick, it essentially insulates the freezer so the cooling element cannot do its job. When this happens, it causes the unit to run harder, which may cause premature failure.

How to Defrost:

  1. Defrost the freezer by unplugging the unit, removing the items, and leaving the freezer door open. Remove large ice pieces as they come loose, and wipe up any excess water with a towel. Students should place an old towel in the bottom of the fridge to soak up the water as the ice melts.
  2. Do not chisel at solid ice pieces; wait until they melt.
  3. Make sure the freezer is completely dry before plugging the unit back in or closing the door when not in use.
  4. Before changing rooms or moving out, defrost the freezer and clean out the refrigerator and microwave. There is a $50 fine for not defrosting and cleaning out the unit.

Resident Responsibility

Responsibility for Personal Property: The CIA doesn’t assume any legal obligation or responsibility at any time for private property belonging to students or their guests and is not liable for the loss or damage of any article of personal property anywhere on any of the CIA campuses. Students should be aware that, like any residential facility, at times pipes break, air conditioners malfunction, or other facility-related concerns may arise. Students should take steps to secure their property, including but not limited to: locking their residence hall room door, promptly retrieving their laundry, labeling items stored in a refrigerator, registering their bicycle with the Residence Life Office, ensuring valuable items are not stored on the floor, and reporting damage or theft to Campus Safety. The CIA recommends students purchase their own renters insurance policy if other family insurance policies such as a home-owner’s policy does not cover student property while residing on campus. There are several resources available to students to protect their personal property for a low cost, such as National Student Services, INC.

Responsibility for Communal Property: Students are expected to help ensure that communal property (hallways, bathrooms, stairwells, elevators, lounges, study rooms, utility rooms, lobbies, kitchens, laundry rooms) is not abused. In areas where the CIA determines a majority of the residents are tolerating undue abuse of college property and those responsible cannot be identified, all residents of that area will be held responsible for the resulting repair costs and/or fines.

Personal Use Agreement: Students must agree that they will use the room assigned to them and will not transfer or assign the room to another person. The space may not be sublet. Further, students must agree that their room will be used for personal living, sleeping, and studying and that no commercial operations will be conducted there.

Checkout Procedure

Students are required to check out of their room in person with a Residence Life staff member. Checkout procedures include, but are not limited to, scheduling an appointment in advance, honoring the time of their appointment, completing an on-site inspection of the room, returning all residence hall keys (room key, suite key, locker key), and signing the Room Condition Agreement accepting responsibility for any damages and/or charges. Students must properly clean their room and remove all personal items, trash, and/or recyclables before the on-site room inspection. New York students are expected to check out by 9 a.m. for residence hall closings during spring (April—CA and NY bachelor’s students only), summer (August), or winter (December) breaks. At other times of the year, New York students must check out by 10 a.m. on the day following their graduation, or completion of their last class prior to externship, or the date they stop attending assigned classes. California students must check out between 9 a.m. and noon on the day following their graduation, or completion of their last class prior to externship, or the date they stop attending assigned classes.

Fines for not following checkout procedures include:

Fine Reason
$25 Per half hour past scheduled checkout appointment and/or hall closing time
$50 Failure to schedule an appointment or complete checkout procedure
$50 Per lock change
$50 For each key not returned
$50  Failure to clean MicroFridge
$100–$200 Damage to MicroFridge
$25–$200 Damage or cleaning fee (including trash removal)

The maximum fine for failing to follow checkout procedures is $300.

Services and Facilities—NY

Each residence hall has a lounge equipped with a large-screen television, lounge furniture, and tables and chairs for games, studying, or small group meetings. Students should treat these common areas—and the rights of all others using the lounges—with respect and care.

Each residence hall has a laundry room with washers and dryers for student use. The machines are coinless, and there is no charge to residential students to use them. Since the cost of operating the machines is built into the housing fee, students living off campus are prohibited from using the washers and dryers in the residence halls. Students should not leave their laundry unattended, as the college assumes no responsibility for any personal items missing from the laundry facilities.

Kitchens in Pick/Herndon, Angell, Rosenthal, and Hudson Halls are available for student use to prepare personal meals or to practice culinary arts skills. Typically they are open from 9 a.m. to midnight seven days a week, except when special events are in progress. Hours of operation are posted and are subject to change. The kitchens are equipped with appliances. Students are responsible for supplying their own ingredients, utensils, and other small equipment that may be needed. Students must clean up the kitchen area after use. Students also must clearly label all personal food items that they store in the kitchen refrigerators. Unlabeled food, or food items that appear to be improperly stored or are becoming rancid, are subject to disposal without notice by Residence Life staff. Residents of lodges and townhouses have common kitchens subject to the same rules of use and cleanup. The lodge kitchens close at midnight. Kitchen privileges, or the privilege to visit or reside in college housing, may be revoked if the college determines that a student has abused the existing kitchen privileges.

Computer labs are located within the residence hall lounges. Students have access to library holdings at the CIA, as well as employment listings and Internet access from these areas. The college provides wireless Internet access in the residence halls. Computer labs are located within the residence hall lounges. Students have access to library holdings at the CIA, as well as employment listings and Internet access from these areas. The college provides wireless Internet access in the residence halls. You may connect any Wifi devices you bring to campus for Internet access.  For detailed instructions and troubleshooting, please visit the ITS Technology Essentials page on the CIA Main Menu. Any repairs to equipment in the computer labs need to be communicated to the residence director of that hall. Any repairs to equipment in the computer labs need to be communicated to the residence director of that hall.

Services and Facilities—CA

Each residence hall has a lounge equipped with lounge furniture and tables and chairs for games, studying, or small group meetings. In addition, the Vineyard Lodges each have a large-screen television. Vineyard Lodge II has an exercise room on the second floor. Students should  treat these common areas—and the rights of all others using the lounges—with respect and care.

Each residence hall has a laundry room with washers and dryers for student use. Students should not leave their laundry unattended, as the college assumes no responsibility for any personal items missing from the laundry facilities.

Kitchens in Vineyard Lodge I and II are available for students to use to prepare personal meals or practice skills. Each kitchen is equipped with large appliances and limited small appliances. Students are responsible for supplying their own pots, pans, ingredients, utensils, plates, glasses, and other small equipment that may be needed. Students must clean up the kitchen area after each use. Clean means all dishes washed, dried, and put away; all counters cleared and cleaned; and all cooking surfaces scrubbed and grease-free. Students also must clearly label all personal food items that they store in the kitchen refrigerators. Unlabeled food, or food items that appear to be improperly stored or are becoming rancid, are subject to disposal without notice by Residence Life staff. Kitchen privileges, or the privilege to visit, or reside in, college housing may be revoked if the college determines that a student has abused the existing kitchen privileges. The Vineyard Lodge I and II kitchens are open from 6 a.m.–11 p.m. Sunday through Thursday, and 6 a.m.–midnight. Friday and Saturday on the condition that they are properly maintained. Residence Life staff holds regular sanitation inspections to ensure cleanliness standards are upheld by the residents.

Telephones and Television Services

Campus Safety, the Student Affairs Office, and the Residence Life Office handle emergency calls for students; however, they’re not equipped to handle non-emergency calls, or to take messages for students. In New York, there is a blue calling-card phone for long-distance calls located in each residence hall.

Wifi is provided in each room. Students may elect to utilize their streaming service of choice. Most Smart televisions are equiped to connect to the CIA wifi.

Housekeeping and Maintenance Requests

Students are expected to regularly clean their own room and the bathroom within their room, suite, or townhouse. Students are also expected to empty their own trash into the Dumpster and recycle bins located outside the building. Sanitation and healthy living conditions are important in a campus community. To aid in this task, resident assistants have cleaning supplies that students can borrow in exchange for their student ID card, if students run out of their own supply. Supplies include cleanser, disinfectant, garbage bags, vacuum cleaners, and cleaning equipment. If students don’t remove trash or keep their room in satisfactory condition, they will be subject to disciplinary action, including fines and/or loss of campus housing.

Each residence hall has assigned housekeeping staff responsible for the cleaning and appearance of common areas within the building. Student cooperation in keeping the hallways and stairwells clean and free of trash or recyclables is expected.

Facilities management staff members are available to repair any physical deficiencies in student rooms or hallways. Students should not attempt to repair any damaged items themselves. To request repairs:

New York Click on Student Maintenance Request Form under Quick Links on the CIA Main Menu, through the Residence Life portal page, or contact the Residence Life Office, Student Commons, room 221, from 7:00 a.m.– 5:00 p.m., Monday–Friday, at 845-451-1260. For any emergency repairs needed after regular business hours, contact Campus Safety at 845-451-1268.
California  Click on Greystone Work Order Request under GS Quick Links on CIA Main Menu or through the Residence Life portal page. For any emergency repairs needed after regular business hours, contact Campus Safety at 707-967-2317.

Entering Policy

The staff of the CIA has the right to enter student rooms for the purpose of examining the room for safety precautions, policy violations, or making repairs or alterations necessary for required maintenance.

When it’s necessary for staff members to enter a student’s room, every effort will be made to respect the privacy of individuals living in college-owned or -operated housing. When appropriate, staff members will knock twice and announce themselves, wait a reasonable amount of time, and proceed into the room. Staff members have the right to enter student rooms without prior notification. Staff members are directed not to open drawers, suitcases, trunks, etc.

Routine fire safety and sanitation inspections will occur. Other than state-mandated fire safety inspections, most inspections will be announced in advance. During inspections, staff members will open and inspect MicroFridges. Students who fail announced inspections may be fined up to $150. MicroFridges may also be opened and inspected in any room where staff is already responding to suspected violations of the campus Alcohol Policy.

When facilities management personnel perform work in student rooms, they will leave a note when no student is present. The mechanic or housekeeper will make every effort to respond to requested maintenance before 10 p.m. After 10 p.m., no facilities management personnel will enter student rooms unless a serious emergency arises. The door to the room will be closed while the work is being done.

Room Search Procedures

In cases involving the suspected possession or use of unauthorized CIA property, illegal drugs (including prescription drugs not authorized), fireworks, combustibles, firearms, or any other illegal items, the Campus Safety Department will be notified, and an administrative search warrant may be requested by the Campus Safety Department from one of the deans in the Student Affairs Department. Room searches can be conducted without the presence of the resident(s) of the room. In such cases, when possible, a student representative (Resident Assistant) will be present as a witness to observe the search. Any locked boxes or safes found that cannot be opened at the time of the search will be secured by Campus Safety until they are opened and inspected by a member of Campus Safety.

Courtesy Hours/Quiet Hours

Courtesy hours are in effect 24 hours every day to provide for the study, sleep, and privacy needs of all residents. If students create excessive noise or disturbance (including excessive stereo volume), they are subject to disciplinary action, including the loss of housing. Showing respect and consideration for neighbors is everyone’s responsibility. Students shouldn’t bring large musical instruments (e.g., drums, keyboards, amplified guitars, etc.) which may disturb other residents. Playing sports or participating in loud or noisy activities in residence hall corridors, common areas, or courtyards is prohibited. The volume of car radios/stereos on campus also needs to be low so that classes and residents are not disturbed.

Quiet hours have been established at night to promote an environment conducive to academic pursuits. Unless residing in a Quiet Living Community where students are expected to maintain quiet hours 24 hours per day, students are expected to respect these hours:

  • 10 p.m.–8 a.m., Sunday–Thursday
  • Midnight–10 a.m., Friday and Saturday


Occasional overnight guests are permitted with written permission from the Residence Life Office, residence director/area coordinator, or Campus Safety. Students must be present on campus when they have guests. Visitors are expected to follow all campus regulations including, but not limited to Student Code of Conduct and campus parking guidelines. Students are responsible for any damages to CIA property caused by their guests as well as any parking or traffic fines incurred by their guests. Guests of students must carry an official form of identification at all times and be prepared to produce it at the request of any college official. Guests of residential students must park in designated residential student parking spaces. A guest is defined as, but is not limited to, a person a student permits into a building and/or a person involved in an activity in a student’s room. Guests must be 18 years of age or older. Guests may be 16 or 17 years of age if they are members of a student’s immediate family. Proof of relationship is required, and three days notice must be provided to the hall’s Residence Director prior to approval. Students may have a registered overnight guest in their room twice per semester, each time for a maximum three-day visit. Overnight guest registration must be completed 24 hours in advance through the Residence Life Portal accessed through the CIA Main Menu. The Residence Director or Area Coordinator of the building will approve the registered overnight guest. It is best practice to inform all roommates of any overnight guests 24 hours in advance of their stay. Students’ guests who have not received advanced permission to stay overnight must vacate the room and campus by 12 a.m., Monday–Friday and by 2 a.m., Saturday and Sunday. Excessive stays by daytime guests may be subject to the approval and permission of residence life staff. Guests are not permitted to remain in the host’s room when the host is not present.


Pets are not permitted in the residence halls (including the lodges and townhouses). The only exception is fish—students may have one fish as long as it is kept in a fish bowl (aquarium tanks are not allowed), and there is no filter or heater attached to the bowl. Students will be fined $25 for violating this policy and will be required to remove the pet. Subsequent offenses may jeopardize a student’s privilege to live on campus. In addition, no animals may be left in vehicles on campus. Visitors and guests with pets are not permitted in the residence halls at any time.

Lock Doors to Prevent Theft

For residents’ protection, students are encouraged to keep their doors locked at all times. To prevent theft, students should lock their door and take their keys when leaving their room, even when going to the laundry room.

Room keys are issued on arrival day and, at a later date, are to be returned to the Residence Life staff member who assists students in properly checking out of their room. All keys remain the property of the CIA. It’s against the law to duplicate a CIA key. External doors are always kept locked. Only students with valid IDs and escorted guests can enter via the electronic card access system. Do not hold doors open for unknown parties.

If students get locked out of their room, they can request assistance from residence life or safety/security staff. Students may be assessed a $15 charge for this service. Students should report a lost key immediately to Residence Life in New York or Campus Safety and Security in California to obtain a replacement key. If a student loses a key, or does not return a key upon checkout, a $50 fee (NY) or $25 fee (CA) per key will be assessed. In New York, if a student loses a room key more than once, a fee will be assessed for a lock change.

In California, if a student’s keycard demagnetizes, students should contact the Office of Safety and Security. They will provide students with a new keycard in exchange for the old keycard. There is no charge for this service. Keycards should be kept away from laptops, MP3 players, cellular phones, and other electronic devices or magnets to minimize the risk of demagnetization.

Residence Hall Fire Safety

The following rules and regulations have been established to protect students’ lives. Residence Life staff members will regularly conduct room inspections to help keep living conditions healthy and safe. In addition, an annual fire safety inspection will be conducted by state or local fire prevention officials. Student cooperation is appreciated and is a condition for continued residence. These regulations are subject to revision to comply with state and local law. Students should see Campus Fire Safety for additional fire safety information.

Bicycles: Students may keep a bicycle in their room as long as it doesn’t block egress or access. Bike racks are available outside residence halls.

Clear Egress from Room: Items may not block or limit access to the door, window, or heating unit. A 36-inch egress must be maintained through the room.

Combustibles: Students are not permitted to have combustible items including, but not limited to, curtains, wooden structures, room dividers, excessive wall coverings (including posters), fabric suspended from walls or ceilings, or holiday decorations (including Christmas trees, wreaths, door coverings).

Personal Electrical Equipment: Cooking appliances, halogen desk lamps, lava lamps, electric blankets, and portable heaters are strictly prohibited in individual student rooms. Cooking appliances are permitted in the lodges (only if stored in a locker and used in the kitchens) and in townhouse kitchens. If students possess any of these appliances, their items will be confiscated, and they may receive demerits and/or a fine. The CIA reserves the right to remove unauthorized or dangerous appliances. Electrical items permitted in rooms must be Underwriter’s Laboratory (UL) approved and include televisions, radios, stereo equipment, fans, small coffee makers (with automatic shut-off), blender, hand mixer, food processor, personal computers, desk lamps (except halogen), razors, irons (with automatic shut-off), hairdryers, hair curlers (with automatic shut-off), toothbrushes, and clocks. The CIA provides each residence hall room with a MicroFridge microwave-refrigeration combination unit. No personal microwaves or refrigerators are permitted without prior permission from Residence Life or Disability Support Services.MicroFridge units are property of the CIA and subject to inspection by residence hall staff. An electric water cooler is permitted (one per room). When students bring their own lighting, only LED or compact fluorescent bulbs are permitted. The use of halogen or incandescent bulbs is prohibited due to the heat generated.

Any appliance or item may be removed at the discretion of the Residence Life, Facilities Management, or Safety staffs.

Electrical Overload: Students are not permitted to engage more than two electrical cords per outlet. Power strips may not be interconnected. In Hudson Hall, the outlet for the dehumidifier—if a room is equipped with one—may not be used for any other purpose.

Extension Cords: The use of extension cords is strictly prohibited. Only UL-approved power strips, not exceeding six feet in length and with over-current protection, are permitted. Note: if the power strip has surge suppression, it must also have over-current protection. (It will have a reset button).

Fire Doors: Stairwell, hallway, and room doors are fire rated for protection of students and must remain closed to be effective. When closed, these doors can slow the progress of fire and smoke and allow more time for a safe evacuation. Do not block or tie open the doors, and never place articles in the doorway that would keep the door from closing completely.

Fire Hazards: Open flames and other potentially hazardous ignition sources are prohibited including, but not limited to, candles, open flames, heated vaporizers, wax warmers, essential oil diffusers, and incense.

Furnishings: All furniture and furnishings are provided by the CIA and may not be moved or rearranged to restrict egress without the express permission of the Residence Life staff member. Wardrobes in Hudson Hall must remain flush against the wall at least 18 inches from the sprinkler head. Any request for the use of personal furniture or mattresses must be submitted to, and approved by, Residence Life. Personal mattresses or mattress pads must be fire resistant with a label indicating it meets federal standard 16 CFR Part 1633 or California Technical Bulletin 129. Foam mattresses are prohibited. Egg crates or other mattress pads no more than two inches thick are permitted. Water beds and other pieces of water-filled furniture are not permitted due to problems of water damage and weight. In New York, wardrobes in Hudson Hall may not protrude into the room or be used as a room divider.

Halogen Light Bulbs: Because they burn at an extremely high temperature, lamps that use halogen light bulbs are strictly prohibited.

Light bulb wattage: Bulb wattage is not to exceed what is listed for the light fixture in use.

Heaters/Air Conditioners/Dehumidifiers: Students are not permitted to store any items on top of these units.

Height of Storage: Material must be kept at least 18 inches below the level of the sprinkler heads throughout the room.

Hoverboards: Due to the associated fire risk, hoverboards (self-balancing boards) are not permitted in the residence halls.

Maximum Occupancy/Visitation: No more than 10 people, including residents, may be present in a room (12 in a suite in the lodges and eight in a townhouse) at any time due to fire code regulations and the possibility of creating a noise problem.

Sanitation: Excessive accumulation of bottles, boxes, trash, and debris is not permitted. Students must maintain general sanitary conditions and clean and disinfect their bathroom regularly. Failure to maintain a clean room may result in fines up to $200.

Smoking: Smoking is prohibited in all residence hall rooms and common areas. Smoking is permitted only in designated smoking gazebos. This includes the use of electronic cigarettes and vaporizers. Smoking in a residence hall room may result in fines up to $200 and loss of housing privileges.

Sprinkler Heads or Smoke Detectors/Alarms: Tampering with any building fire safety equipment is prohibited. This includes obstructing sprinkler heads or smoke detectors/alarms with clothing, laundry, room decorations, or any other such items.

Cooking exhaust hoods: Exhaust hoods must be always operational when cooking is in progress. Failure to use an exhaust hood when cooking could result in disciplinary action.

Emergency Evacuation Procedures for Residence Halls

The following contact should be made when any emergency takes place in the residence halls:

New York Emergency: ext. 1111 from any campus phone or 845-451-1111 from any off-campus/cell phone
California Emergency: ext. 2317 from any campus phone or 707-548-2478 from any off-campus/cell phone


The following procedures should be followed in the event of an emergency:

  • If students see smoke or fire, and the building’s fire alarm has not sounded, students should use the closest fire alarm pull box to activate the alarm as they exit. Fire alarm pull boxes are located in exit paths in hallways and lobbies. Call the campus emergency number above once safely out of the building.
  • If the building fire alarm activates, evacuate the building immediately via the nearest safe exit. Close doors and windows if it is safe to do so.
  • Fire alarms will produce visual strobe light and sound an audible pulsating horn.
  • Don’t open the door if the door handle is hot. Instead stay in the room, and seal the bottom of the door with wet towels. Call for help by calling the emergency number above, or by signaling from the window. Do not jump. The fire department will rescue students in rooms.
  • If the door handle is not hot, open the door cautiously. Check the hallway for smoke or fire before leaving the room.
  • Take a room key in case the hallway becomes impassable. Stay low in smoke; crawl if necessary.
  • If it is safe to do so, help notify and evacuate others by yelling “fire alarm” and knocking on doors while working towards the exit.
  • A quick, orderly evacuation is the priority. Remain calm and encourage others to remain calm.
  • Once outside, move to assigned safe meeting place so all students can be accounted for. Students should notify the residence life staff member if they know of any absences. Stay out of the roadways. Be patient, and stay quiet in case there are announcements.
  • Alarm silencing is not an automatic signal to return to the building. Wait until a fire department member, campus safety officer, or residence life staff tells informs students that it is safe to re-enter.
  • Remember, when the alarm sounds, get out fast and stay alive!

Building-specific evacuation routes are available at the Safety & Security page of CIA Main Menu.

Registered Sex Offenders

The CIA will not provide housing to any student required by law to register as a sex offender. If a registered sex offender is discovered to be residing on campus, the student’s housing contract will be immediately terminated and the student will be required to vacate housing within 24 hours. The student will not be eligible for any refund or housing fees. If the student did not disclose the sex offense on their application to the college, the student can be expelled.

Off-Campus Housing

The college also maintains an off-campus housing listing with search features provided by Please visit for more information. The CIA offers this listing only as an informational service to incoming students and therefore cannot be responsible for rental conditions or negotiations with landlords.

An off-campus housing fire safety checklist is available at the Safety & Security page of CIA Main Menu.