Samford University is committed to providing safe, healthy, and well-maintained living and learning environments. Alabama’s climate can allow moisture-related challenges, such as mold and mildew, to develop quickly. Effective prevention and response require appropriate building maintenance, responsible care of residential spaces, prompt reporting, timely assessment, and clear communication.
Preventing and responding to moisture-related concerns is a shared responsibility:
Residents are essential partners in protecting the living environment. Residents are responsible for the reasonable care of their assigned living spaces and for promptly submitting maintenance requests when concerns arise.
Facilities Management is responsible for preventive building and HVAC maintenance and for assessing, documenting, and responding to reported maintenance, moisture, HVAC, and suspected microbial growth concerns.
Housing & Residence Life is responsible for resident education and support and for coordinating residential impacts, including temporary relocation when necessary.
Prevention
Residents
Residents play an important role in preventing the growth of mold and mildew as well as maintaining healthy room conditions. Residents are expected to do the following:
- Keep HVAC vents and returns clear of furniture, belongings, and other obstructions
- Keep windows closed during humid weather and while heating or air conditioning is operating
- Use thermostat settings responsibly
- Promptly dry wet towels, clothing, rugs, shoes, and other belongings holding moisture
- Avoid leaving damp items in piles
- Avoid use of humidifiers and other unnecessary sources of indoor moisture
- Address standing water
- Keep rooms reasonably clean and remove trash regularly
- Promptly clean up spills
- Report leaks, dampness, HVAC problems, unusual odors, discoloration, condensation, or other maintenance concerns
Prompt reporting helps Facilities Management address concerns before larger problems develop.
Facilities Management
Facilities Management maintains University buildings and mechanical systems through preventive maintenance and inspection practices designed to identify and address conditions that may contribute to moisture concerns.
Prevention measures include:
- Maintaining HVAC systems to support appropriate temperature control, humidity management, and air movement
- Performing inspections during summer and winter breaks, and at other times as warranted
- Cleaning and changing air filters inside residential units and/or rooms routinely
- Maintaining preventive maintenance protocols for leak detection and repair
- Monitoring building-envelope conditions
- Addressing HVAC performance issues that may contribute to elevated humidity or poor air movement
- Tracking reported concerns and environmental conditions to identify recurring patterns, seasonal trends, and areas requiring additional preventive attention
Housing and Residence Life
Housing & Residence Life, in coordination with Facilities Management, supports prevention through resident education, including Living at Samford materials, move-in information, residence hall communication, and maintenance reporting resources.
Reporting a Concern
If residents have followed the recommendations for preventing the growth of mold and mildew, and they continue to have concerns, residents should submit a maintenance request for their room. Residents are responsible for submitting maintenance requests for concerns within their assigned residential spaces using the Samford University Maintenance Request online reporting system.
A maintenance request should be submitted promptly for conditions such as:
- Water leaks
- Damp carpet or persistent dampness
- HVAC not heating or cooling properly
- Condensation on walls, windows, vents, or ceilings
- Musty or unusual odors
- Visible discoloration or suspected microbial growth
- Plumbing concerns
- Other maintenance conditions that appear to be worsening
A submitted maintenance request initiates the Facilities Management response process.
Residents should provide prompt, accurate, and specific information about the location and nature of the concern to assist Facilities Management in responding appropriately.
Housing & Residence Life Support
When a resident shares a maintenance concern with Housing & Residence Life, staff will direct the resident to submit a maintenance request as described above if one has not already been submitted.
Resident Assistants and other student staff serve primarily as educators in this process by reinforcing the importance of prompt maintenance reporting and directing residents to the established reporting system.
Urgent concerns affecting a resident's immediate living situation should be referred to Housing & Residence Life staff for appropriate support and coordination.
Facilities Management Assessment and Response
Mold, moisture, odor, and related HVAC maintenance requests in residential spaces are routed through the appropriate Facilities Management response process. Samford personnel will determine the best course of action based on the maintenance request and the condition of the space.
Upon receiving a maintenance request for moisture issues or mold, an initial assessment of the space may include one or more of the following:
- Visual inspection of the reported area
- Inspection of HVAC equipment serving the room
- Verification of equipment operation
- Review of thermostat settings and operation
- Assessment of airflow
- Review of the general condition of the room
- Identification of potential moisture sources
- Identification of active leaks or damp surfaces
- Observation of blocked vents, open windows, wet personal items, or other contributing conditions
- Observation of visible discoloration or suspected microbial growth
Immediate response priorities include stopping active water intrusion when present, stabilizing environmental conditions, and correcting identified HVAC, maintenance, or operational issues when possible.
The initial assessment may determine that:
- Conditions are operating normally
- Resident-use or housekeeping practices should be corrected
- HVAC or building maintenance is necessary
- Suspected microbial growth or another condition warrants additional evaluation
When conditions warrant additional evaluation, Samford personnel and/or a third-party provider will work to determine the cause of the issue and the solution to the maintenance problem. Remediation work may include one or more of the following:
- Professional remediation
- Containment procedures
- Correction of moisture sources
- HVAC or building repairs
- Other corrective actions identified in the remediation protocol
Samford seeks to minimize disruption to residents while appropriately addressing identified maintenance or environmental concerns. If remediation requires a resident to temporarily vacate the room, Housing & Residence Life coordinates the residential relocation process, communicates relocation information to the residents, and manages related housing-assignment logistics.
Facilities Management determines and communicates the status of the physical space and notifies Housing & Residence Life when remediation is complete in the space and the space is released for occupancy. Housing & Residence Life then coordinates the resident's return.
Core Responsibilities
Residents report. Facilities Management responds. Housing & Residence Life supports.
Residents care for their assigned spaces and report concerns promptly.
Facilities Management maintains University facilities and assesses and responds to reported building, HVAC, moisture, and environmental concerns.
Housing & Residence Life educates and supports residents and manages residential impacts when housing is affected.
Together, these efforts help Samford provide healthy, safe, and well-maintained residential communities.
Frequently Asked Questions
What should I do if I notice something that looks like mold?
Submit a Facilities maintenance request promptly. Describe what you see and where it is located; you do not need to determine what the substance is.
Do not attempt to remediate suspected mold yourself beyond normal housekeeping practices.
Can I just tell my RA or Housing & Residence Life?
Residents should submit a Facilities maintenance request so the concern enters the appropriate maintenance response process.
Resident Assistants and Housing & Residence Life staff can direct residents to the maintenance reporting system and assist when a concern affects the student's residential experience.
What happens after I submit a request?
Facilities Management evaluates the concern and determines appropriate next steps. Depending on the conditions identified, the response may include HVAC assessment, corrective maintenance, additional evaluation, third-party testing, or remediation.
Will I have to move?
Most maintenance concerns do not require relocation. If necessary work requires you to temporarily vacate your room, Housing & Residence Life will coordinate temporary housing arrangements.
When can I return after remediation?
Facilities Management determines when applicable clearance requirements have been satisfied and the space may be released for occupancy. Housing & Residence Life then coordinates the resident's return.
What if I am experiencing a health concern?
Medical concerns should be evaluated by an appropriate healthcare provider. Seek appropriate medical care through University Health Services or your healthcare provider.
Submit a Facilities maintenance request for any environmental or maintenance concern in your room so the physical condition of the space can be evaluated.
