Seasonal Weather & Residence Hall HVAC Transitions

Seasonal changes in Memphis do not always happen gradually. During the fall and spring, temperatures can fluctuate significantly from day to day.

For example:

• During the fall, Memphis may experience several cold days followed by a return to significantly warmer temperatures.
• During the spring, several warm days may be followed by another period of colder weather.
• Daytime temperatures may be comfortable or warm while overnight temperatures remain considerably colder.

Because short periods of warm or cold weather do not necessarily represent a permanent seasonal change, Rhodes does not make HVAC transition decisions based solely on the temperature on a particular day.

There is no single temperature or calendar date that automatically triggers the transition from heating to cooling or cooling to heating.

The Offices of Residence Life and Physical Plant consider several factors, including:

• Current and forecasted daytime temperatures
• Overnight low temperatures
• Multi-day and extended forecasts
• Expected duration of warmer or colder conditions
• Seasonal temperature trends
• Historical weather patterns for the Memphis area
• Information from established weather and climate resources
• Operational requirements of campus HVAC systems

Weather resources may include the National Weather Service (NWS), National Oceanic and Atmospheric Administration (NOAA), the NOAA Climate Prediction Center, and other established forecasting and seasonal climate resources.

Looking at multiple sources and longer-term trends helps the College determine whether changing temperatures represent a sustained seasonal shift rather than a temporary fluctuation.

Most Rhodes residence halls operate using a two-pipe HVAC system. These systems can provide either Heating or Cooling but not both simultaneously.

Once a building has transitioned from one mode to another, reversing the transition is not as simple as changing a thermostat. Physical Plant must make adjustments to the building's mechanical system.

Repeatedly transitioning between heating and cooling in response to short-term weather fluctuations is neither practical nor operationally efficient. For this reason, the College looks for sustained weather patterns before completing a seasonal transition.

• Residence Hall Exceptions - Parkway Hall and Spann Place operate differently from the traditional two-pipe systems used in most other residence halls.

Residents should continue to follow College communications regarding HVAC operations and report concerns about individual equipment through the appropriate work order process.

We recognize that there may be periods when a residence hall feels warmer or cooler than a resident prefers while the College waits for weather conditions to support a seasonal HVAC transition.

Students can take reasonable steps to make their rooms more comfortable during these periods, provided all items and practices comply with Residence Life and College safety policies.

If Your Room Feels Warm

Students may:

• Use a portable electric fan, such as a tabletop, pedestal, or box fan, provided it does not require permanent installation or modification to the room.
• Open windows slightly, when weather conditions permit and when doing so does not interfere with an actively operating air-conditioning system.
• Adjust the fan setting on the room's HVAC unit, where individual fan controls are available.
• Close blinds or curtains during periods of direct sunlight to reduce heat entering the room.
• Use lighter bedding and clothing as appropriate.
• Keep furniture and personal belongings away from HVAC equipment so that airflow is not obstructed.

In East Village A–C, fan speed is automatically adjusted by the system based on the thermostat setting.

If Your Room Feels Cold

Students may:

• Use additional blankets, comforters, or layered bedding.
• Use warmer bedding and clothing as needed.
• Keep windows completely closed to prevent drafts and loss of heat.
• Make sure furniture, bedding, and other belongings are not blocking the room's heating unit or vents.
• Adjust the thermostat or fan controls where individual controls are available.

Before bringing an electrically heated blanket or similar electrical warming product into a residence hall, students should confirm that the item is permitted under current Residence Life and fire-safety requirements.

What Students May NOT Use

For safety reasons, some devices that might commonly be used at home to heat or cool a room are not permitted in Rhodes residence halls.

Students may not use or install:

• Portable, window-mounted, or personally installed air-conditioning units
• Space heaters
• Personally installed ceiling fans
• Extension cords or non-approved multi-outlet extenders
• Other appliances or equipment prohibited by Residence Life, the Housing Contract, or College fire prevention and safety policies

Only U.L.-approved power strips with surge protection may be used where additional electrical connections are needed. Students should also be mindful of electrical loads when using personal devices.

Students should review the Residence Life FAQs, Housing Policies, Housing Contract, and Student Handbook before purchasing or bringing electrical equipment into a residence hall. If you are uncertain whether an item is permitted, contact Residence Life before purchasing or bringing the item to campus.

The comfort measures listed above are optional and are provided as suggestions for residents during seasonal HVAC transition periods.

Rhodes College does not provide, purchase, reimburse, credit, or otherwise assume financial responsibility for personal comfort items that a student chooses to obtain, including fans, blankets, bedding, or other permitted items.

Students who choose to temporarily stay in a hotel or secure other alternative accommodations because of personal temperature preferences or conditions associated with a seasonal HVAC transition do so at their own expense. Rhodes College will not reimburse, credit, or otherwise cover hotel costs or other alternative housing expenses voluntarily incurred by a student or their family.

Purchasing an item does not make an otherwise prohibited item permissible in the residence halls. Students are responsible for ensuring that any item brought into a residence hall complies with the Housing Contract, Residence Life policies, and applicable College safety requirements.

During fall and spring, outdoor temperatures may be warmer or cooler than the current HVAC mode. This is a normal part of seasonal transition periods.

For example, while a building remains in heating mode, an unusually warm afternoon may make a residence hall room feel warmer than preferred. Similarly, while a building remains in cooling mode, an unexpected cold period may temporarily make rooms feel cooler.

Depending on the residence hall and HVAC system:

• The unit's fan may circulate room-temperature air when heating or cooling is not actively needed.
• Residents may be able to adjust the fan between low, medium, and high settings.
• In East Village A–C, fan speed is automatically adjusted based on the thermostat setting.

A temporary period of warmer or cooler room temperatures does not necessarily mean that an HVAC system is malfunctioning.

HVAC transitions involve more than changing a thermostat setting.

For buildings with two-pipe systems, Physical Plant must transition the building's mechanical infrastructure between heating and cooling operation. Because Memphis temperatures may fluctuate considerably during the fall and spring, changing systems after every short period of warmer or colder weather could result in repeated transitions.

The College therefore evaluates sustained weather patterns rather than isolated temperature changes.

The College does not have a specific changeover date. 

Unlike other campus operational dates, HVAC transitions cannot always be scheduled months in advance because they depend heavily on actual and forecasted weather conditions.

Residence Life and Physical Plant monitor conditions throughout seasonal transition periods and determine when a change is operationally appropriate. When possible, Residence Life will communicate significant seasonal HVAC transitions to residential students.

Seasonal HVAC transitions do not prevent students from reporting concerns about their individual room or HVAC equipment.

Students should submit a Physical Plant work order if they believe their HVAC equipment may not be operating properly, including concerns such as:

• The unit does not appear to be operating
• The unit is leaking
• There are unusual sounds or odors
• Airflow appears unusually limited or obstructed
• The equipment appears damaged
• The room continues to experience significant temperature concerns that may indicate a maintenance issue

An individual maintenance concern is different from the campus-wide decision about whether a building is operating in heating or cooling mode.

Rhodes College recognizes that room temperature can affect a student's residential experience. During periods of unpredictable Memphis weather, Residence Life and Physical Plant work together to monitor conditions, evaluate extended forecasts and seasonal trends, manage residence hall HVAC operations, avoid unnecessary system transitions, communicate significant changes, and address individual maintenance concerns.

We appreciate residents' patience and flexibility as Memphis moves between seasons.

For questions about residence hall operations or seasonal HVAC transitions, contact the Office of Residence Life at reslifestaff@rhodes.edu.

For concerns regarding an individual HVAC unit or maintenance issue, residents should submit a Physical Plant work order.