Frequently Asked Questions

This information is applicable to students applying for housing for the 2008-09 academic year.

The information below is primarily intended for new applicants for University-assigned, off-campus apartments. Students who have been living in these apartments prior to April 2008 should read Questions and Answers for Students Currently Living in University-Assigned, Off-Campus Apartments for information that pertains specifically to them.

Please note that the off-campus subsidized apartment program is being phased out. If you receive an assignment through this program for the 2008-09 academic year, you should understand that you may not be able to remain in the apartment past August 2009.

Eligibility

Who is eligible for University-assigned, off-campus housing?
New applications for housing beginning Summer 2008 or Autumn 2008-09 will be accepted from students who meet one of the following sets of criteria:

• Continuing graduate students who will be enrolled in a Stanford degree program during the 2008-09 academic year and were not offered housing in the 2008 Graduate Housing Lottery. Applications will be accepted from matriculated graduate students out of priority years.
• Newly admitted graduate students who will matriculate in summer 2007-08 or in 2008-09.
• Non-matriculated students (such as postdoctoral fellows) who will be enrolled at Stanford during the 2007-08 academic year.

Applications are NOT accepted from:

• Undergraduate students
• Students who refused housing in the Lottery (except single students who refused an assignment to a double-occupancy room in Crothers/Crothers Memorial, a double-occupancy 1-bedroom apartment in Escondido Village, or a triple-occupancy 2-bedroom apartment in Escondido Village AND had not listed that option as a specific choice (i.e. were assigned there through the final residence choice of "any residence for which I am eligible"). The "Any Escondido Village" residence choice does count as a specific residence choice for both of the Escondido Village residence options mentioned above.
• Recent Stanford graduates
• Stanford non-student affiliates
• Students at Stanford-affiliated institutions who are not enrolled Stanford students
• Students looking for short-term housing (less than three months)

Eligible students will be considered for assignment in "pools" in the order listed below. Students in Pool AA will be considered for assignment first. If demand is met for applicants in Pool AA based on their apartment choices and preferred contract start dates, then we will consider students in Pool BB, et cetera. Please note that only those applications from matriculated graduate students received by 11:59 PM on Sunday, May 11 will be considered for assignment in the first round. We will begin processing all active applications, including all eligible applicant categories, immediately after the first round results are announced on May 24.

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Graduate students who apply after the first-round deadline of May 11 will be given a sequential (higher) number; if they have previously applied for the on-campus Lottery this new sequential number will replace their Lottery number. Non-matriculated students (including post-doctorate) will be considered for assignment only after all matriculated students (including any late applicants) have been considered. Within pools, students will be considered for assignment in order of their application numbers.

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What is my chance of assignment?

Of the approximately 130 assignable spaces in the program for 2008-09, we anticipate that roughly 50% of them will be taken by current occupants who are eligible to renew for 2008-09. For this reason, we may release some apartments back to the apartment complexes, by attrition.

We anticipate being able to assign all of or most of the enrolled, matricualted students who apply by the initial May 11th deadline. Students have a better chance of assignment if they are flexible in their contract start dates and apartment choices (e.g. students who are willing and able to move at any point over the summer). Students have less chance of assignment if they are restrictive in their start dates and choices.

Who is eligible for Subsidized Housing?

Single enrolled Stanford graduate students are eligible to apply for subsidized housing.

Why are some students considered for assignment before others?
This program is primarily intended to address the needs of continuing matriculated students who could not be assigned on-campus housing in the Lottery. The program was created to help solve the problem of unmet housing demand, and not simply to provide another type of housing option. Thus, continuing enrolled students who entered the Lottery and were willing to live in any graduate residence but were not assigned housing have the highest priority. Postdoctoral fellows and other non-matriculated students are eligible for housing after demand from matriculated students is met.

Are students who refuse on-campus assignments eligible for this housing?
Only students who refuse assignments to double-occupancy rooms in Crothers or Crothers Memorial Hall, to double-occupancy 1-bedroom apartments in Escondido Village, or to triple-occupancy 2-bedroom apartments in Escondido Village and who did not list these options as specific choices on their Lottery applications are eligible to apply. The "Any Escondido Village" residence choice does count as a specific residence choice for both of the Escondido Village residence options mentioned above. This exception to the refusal policy is being made because these spaces offer the least privacy of any on-campus Graduate Housing options. If you refuse assignment to any other on-campus residence, you are not eligible to apply for off-campus apartments.

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Can I be reassigned from on-campus housing to the off-campus housing?
No, this program is intended to assist students who do not have on-campus housing assignments.

I am already living at Oak Creek/Stanford West, but not through this program. Can I have my apartment converted to one of the subsidized ones?
No. Stanford will not be renting additional apartments.
 

Apartment Options

What are the apartment options?
All apartments are shared occupancy, unfurnished, and single-gender. At Oak Creek we have 35 two-bedroom units; at Stanford West we have 28 two-bedroom units and 4 three-bedroom units. Some apartments have 1 bathroom, some have 1.5 bathrooms, and some have 2 bathrooms. Some units at Stanford West are townhouses. Each student will have his or her own bedroom.

The online apartment descriptions describe the complexes and apartments available through this program.

Where are the apartments located?
Oak Creek and Stanford West are in Palo Alto, at the western edge of campus off of Sand Hill Road.

How many student spaces are available?
Stanford will house approximately 130 students in off-campus apartments during the 2008-09 academic year. Most of the spaces will be taken by students currently in the program, but we will have some spaces to assign to students not currently in the program.

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When are the apartments available?
Spaces will become available on a rolling basis, with most spaces becoming available in late June or early September.

Does the University furnish the apartments?
No. All apartments are unfurnished, and students are responsible for providing all furnishings.

Are there computer/phone connections for each student?
No. Apartment complexes are responsible for providing one working phone jack in each apartment. If there is only one line installed in the apartment, you must get written permission from the complex to have a second line installed. Some complexes will not permit installation of a second phone line. In complexes that do permit additional phone lines, you will be responsible for installation and repair costs for the second line, and in some cases, for the cost to remove the line at the end of your tenancy. If there is already more than one phone line in the apartment, you may activate both lines, but if any repairs are needed to one of the lines, you will be responsible for the cost.

In some instances when establishing high-speed Internet connections, a tenant may need to have a splitter or some other item installed in a phone closet or some other location in the apartment complex other than inside of the tenant's apartment. When this occurs, the item installed becomes the property of the apartment complex, and the complex is not required to let the tenant remove the item when the tenant moves out.

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Rates and Billing

How are these apartments billed?
Like other University-assigned housing, the charges are calculated per quarter/semester and appear on the University Bill. The first and last terms' rent are prorated based on the beginning and ending contract dates. Students may pay the full quarter/semester rent amount at the time the University Bill is due, have rent deducted from their paychecks if they are employed by the University, or make payments according to any payment plans offered by Student Financial Services.

Rent for June16, 2008 through September 1 are on the Summer Quarter bill; rent for September 1 through December 15 are on the Autumn Quarter bill; rent for December 15 through April 1 are on the Winter Quarter bill; rent for April 1 through June 15, 2009 are on the Spring Quarter bill. For Law students, rent for September 1 through January 1, 2009 are on the Autumn Semester bill and; rent for January 1, 2009 through May 13 are on the Spring Semester bill.

If you plan to use payroll deduction, you should call Student Financial Services at (650) 723-2181 to see if you should have the number of payroll deductions adjusted. Otherwise, the rent may be deducted from your paychecks at a high rate over a short period of time -- leaving you with very little money left over in your paycheck during the period of deductions.

What are the rental rates?
Rent ranges are listed in the table below:

The online apartment descriptions list the monthly rental rate at each apartment complex. The Off-Campus Apartment Rates chart summarizes the quarterly/semestral rates that students will be billed. No separate interim housing fees or house dues are charged. Stanford has discounted the rental rates by approximately 30% to make the off-campus apartments more affordable. For some apartments, the savings may be lower or higher than this amount.

How do these rates compare to on-campus housing rates?
For the 2008-09 academic year, on-campus rates for a two-bedroom, one-bath, single student apartment are approximately $835 per person per month, and $755 per person per month for a three-bedroom, one-bath apartment. The rates for the off-campus apartments are somewhat higher, reflecting additional amenities not available in on-campus housing. Unlike on-campus apartments, the off-campus rates are for unfurnished apartments and do not include utilities. You must factor in these additional expenses when comparing rates.

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What will happen to the rates next year?
Effective September 1, 2008, the rates for these apartments will increase by 5.75%, which is equal to the percentage increase for on-campus students. 2008-09 may be the last year of this program. However, if the program continues past August 2009, the following will be relevant. Rental rates are reviewed annually and reflect changes in off-campus market rates and costs to the University. Stanford generally raises its student rates more gradually than off-campus market rates. New rates take effect on September 1 each year. The rate structure and the rent category for an apartment are subject to change in future years, and you should not anticipate any specific rent level if you plan to renew your contract in subsequent years.

What does the rent include?
The rent is calculated per student and includes all privileges associated with the apartment complex. It does not include furnishings or utilities (except for garbage pick-up at Stanford West). Students must make their own arrangements and payments for utilities not included in the rent.

How much do utilities run?
Utility costs will vary widely. It depends on how well insulated the building is, whether the unit is upstairs or downstairs, whether it receives sunlight, etc., as well as on your own level of use. It also depends, of course, on the prices of gas and electricity. A major issue in California is the cost of energy. Gas and electricity rates have gone up significantly in the past few years. Oak Creek and Stanford West apartments have electric heaters. You must take this into account in deciding to apply for this program, as you will not be released from your contract due to increased utility costs.

Is there a deposit required?
No deposit is required for enrolled students, as rent and cleaning or damage charges can be billed through the student billing system. however, any non-enrolled Stanford affiliate assigned through this program would need to place a $500 security deposit and pay monthly rent to the office in the form of a cashier's check or money order.

What kind of charges should I expect upon move-out?
You should expect cleaning charges of at least $90 - $180 per person. Even so, cleaning must be very meticulous in order to minimize charges.

There are often charges for carpet steaming, drapery/blinds, painting, and general cleaning. The cleaning standards are generally more rigorous than in on-campus housing. Also, some complexes use vendors for cleaning, and those vendors may impose a trip charge or minimum charge.

Departing students will be charged for cleaning and damage on the University Bill. When one person moves out of a partially occupied apartment, the remaining student(s) may be billed for their pro-rata share of the cleaning in the common areas.

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Application and Assignment Procedures

I do NOT currently live in one of the University-assigned, off-campus apartments. How do I apply for these apartments?
You must complete an online housing application. The application period for the first set of assignments is April 21 to May 11. After the first set of assignments results are announced on May 24, assignments are made each week, and the deadline to apply is 5 PM on Wednesday to be considered in that week's assignment round. Click on How are apartments assigned? for more detailed information.

The housing application form requires you to enter your SUNet ID. Your SUNet ID is used to verify your identity and is recognized by the University as an official signature. If you do not currently have a SUNet ID, you can establish one by completing the information on this page.

What if I will be out of the area at the time I must accept an assignment and sign the Residence Agreement?
If you will be out of the country or area and will be unreachable by e-mail, voice mail, or fax, you may complete a proxy form so that someone may accept and sign your agreement. If you do not have a proxy to designate, you may designate the Community Housing office to be your proxy. When you return to an area where you can receive and send e-mails or a fax,, you will be required to sign a residence agreement form. The proxy form is available on our web site.

How are apartments assigned?
Community Housing will announce assignment results on a weekly basis, on Fridays. The Calendar lists assignment rounds and deadlines for each week. Applications will be considered in the "pool" order listed above, under Eligibility.

Assignments will take into account residence choices and acceptable contract start dates. Thus, students who are more flexible may be assigned before students who are more restrictive, even if the latter applicants are in better pools or have better application numbers.

Once assigned, students will have four days from the time the offer was made to decide whether to accept or decline an offer and to sign their Residence Agreement. If Community Housing is unable to contact a student or the student does not respond to an assignment offer, the application is removed from further consideration and the space is offered to the next student. It is therefore critical that you keep us informed of your current contact information. If you refuse an assignment, you will be charged a $50 refusal fee. If you fail to respond to an assignment, you will be charged a $100 refusal fee. If you accept and then refuse an assignment before signing your Residence Agreement, you will be charged a $100 administrative fee.

Once you sign your Residence Agreement, you are under contract. If you subsequently cancel an assignment, you are charged a $400 administrative fee plus you will be responsible for the rent on the apartment/space until it is occupied by another eligible student.

Anytime you refuse an assignment, your name is removed from further consideration for assignment.

You should be aware that some reassignments are being made for students who are being required to move because the University is ending the leases on their current off-campus apartments. These students are being reassigned prior to the regular assignment process.

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Can I specify the date that I want an apartment?
Yes, on your application form you will be asked to indicate the earliest, latest, and ideal dates that you would start a contract. We will take these dates into account in assigning you.

If you are assigned to one of your residence choices with a contract start date that falls within your acceptable range of dates, you must accept the assignment or your application will be removed from further consideration. If you refuse an assignment, your name will be removed from the waiting list and you will be charged the applicable refusal fee.

Please do not list a contract start date that is earlier than you are willing to accept. Listing an incorrect date is one of the most common reasons students refuse assignments, and is a costly mistake. Most assignments are offered based on the "earliest" or "latest" contract start dates you list. The "ideal" date is only used if multiple rooms are available when you are offered a space. If a room does not become available by the latest acceptable date that you indicated on your application, you can modify your application after the first round of assignments to extend your date range. See the Calendar for weekly deadlines to make changes to applications.

Can I apply for only a specific apartment complex or size of apartment?
Yes, you are considered for assignment only to those specific apartment choices you list on your application that are available within your acceptable date range. If any one of those apartment choices becomes available and is offered to you, you must accept or decline the offer; you may not pass and wait for a different apartment type. If the type of apartment you request is not available when we reach your application number, your name will remain on the list for consideration when more spaces become available. Please note that there are only 12 spaces in 3-bedroom apartments, half for women and half for men.

Can I apply for only a specific floor plan or for apartments with certain specifications such as good natural light or a private bathroom for each resident?
No. You can only apply for more general specifications within an apartment complex such as 2-bedroom units (as opposed to 3-bedroom units).

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Can I view my assigned apartment before accepting the assignment?
Apartments offered for assignment are usually occupied by current tenants and will not be available for viewing; however, Community Housing can show you the apartment's location on a property map. Many floor plans are available for viewing in the apartment description section of this web site or on other linked web sites, and you may also contact the apartment manager to view a sample apartment if one is vacant.

What if I am living off campus and can't get out of my current lease right away?
We will only offer you an assignment if it is within the range of acceptable dates that you list on your housing application. We can give you a few days grace period from the date that the apartment becomes available before your rental obligation begins. We can't assure you 30-days notice, but occasionally we have some apartments that won't be available for a few weeks.

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What happens if I refuse an off-campus assignment?
If you refuse your assignment outright, you will be charged a $50 assignment refusal fee and your name will be removed from the waiting list. If you do not respond to an offer of assignment, you will be charged a $100 assignment refusal fee. You are still eligible to remain on the Waiting List for an on-campus assignment, and you retain your previous position on the on-campus housing waiting list. If you accept and then later decline an off-campus assignment before signing the Residence Agreement, you are charged a $100 administrative fee.

Once you sign your Residence Agreement, you are under contract. If you cancel your assignment, you are charged a $400 administrative fee and are held responsible for rent until your room is occupied by another eligible student.

Can I change information on my application?
No changes may be made to applications prior to the announcement of the first round of assignments. You should thus review your preferences very carefully BEFORE you submit your application. After the first round, we will accept changes to applications by Tuesday of each week prior to the announcement of the next round of assignments. See the Calendar for specific dates. It is your responsibility to submit changes by the appropriate deadlines. If you submit a change after the deadline for an assignment round and you are offered an assignment in that round, we will not change your assignment even if your preferences have changed. You may change your choices by sending an e-mail to subsidizedhousing@stanford.edu.

Who do I contact if I have questions about the assignment process?
You should contact Community Housing by calling (650) 723-3906 or by sending an e-mail to subsidizedhousing@stanford.edu. Please do NOT ask apartment managers questions about the assignment process; they do not know anything about the process or your chance of assignment. Because of the volume of inquiries we receive during Spring Quarter, you may want to go to the Community Housing office in person at 630 Serra Street #110 for the fastest service.

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Roommate Assignments

How are roommates selected/matched?
In many cases there will only be one space available in an apartment, and students will be assigned according to their residence choices and date preferences. If there is a choice of which student to assign to which apartment, we will look at smoking/roommate preferences to make the best possible match.

How do students apply as a group?
Students applying as a group must be of the same gender and must list each other as group members on their applications.

• If the group members all meet the criteria for the same eligibility pool, all apply by May 11 and were part of the same group in the Lottery, they will retain their same Lottery application number.
• If the group members were not all in the same group for the on-campus Lottery or if they do not all meet the criteria for the same pool, all members of the group will be given the worst position in the group. For example, if two students wish to form a group but one person is in the AA pool and the other is in the BB pool, the person in the AA pool will have his/her application changed to match the application number and BB pool designation of his/her friend.

We will attempt to assign group members together in the same apartment as long as all group members have listed the same apartment preferences and same range of moving dates. If not enough spaces are available in the same apartment to accommodate your group in any apartment preference you listed, we will defer assigning your group. If you would prefer that we split your group rather than defer assigning your group, you may note that in the Additional Information section near the end of the application. Please note that if your group members list different apartment preferences or a different range of moving dates, you may be assigned to different apartments.

Can a single student room with someone of the opposite sex?
No. As with on-campus housing for single students, all apartments are same-sex.

What happens if roommates don't get along?
As is the case in all University-assigned housing, students are expected to work with their roommate(s) to resolve lifestyle and personality issues. If students are unable to do that independently, they may, in extreme situations, request assistance from the Residence Dean who works with students living off campus. 

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Contract Terms and Conditions

Are the contract terms and conditions the same as for on-campus graduate housing?
Stanford is the lease holder with the apartment management company and the student is the sublessee. Students sign a Stanford University Off-Campus Residence Agreement that incorporates the terms and conditions of the apartment complex rental agreement. Students also need to sign any document(s) required by the apartment management company. Students need to comply with all regulations described by the management company of whichever apartment complex they are assigned to as well as to the conditions of the Stanford sublet agreement.

Who do I contact if I have questions about the contract?
You should contact Community Housing if you have questions about the Stanford University Off-Campus Residence Agreement or the apartment complex rental papers.

How long is the lease?
If you are assigned, your contracts will be to June 15, 2009. If Stanford's lease on the apartment extends past June 15, 2009 you may be able to extend your contract with Stanford to match Stanford's lease end date on the unit. However, your contract may not be renewable for 2009-10.

Will I be able to renew my contract for an additional year?
Stanford is ending the off-campus subsidized housing program upon the opening of the Munger Graduate Residences. For this reason, you should not assume that you will be able to renew for 2009-10.

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Can I sublet my space/apartment during the summer?
If you are able to renew your contract for 2009-10, you will be permitted to sublet for the summer of 2009 if you follow the established subletting procedures.

Are pets allowed?
No. Pets are not allowed through the off-campus subsidized apartment program.

Who handles maintenance and other problems I have at my apartment?
After assignment, your apartment management staff will handle any day-to-day problems with your unit or common facilities. Stanford is a lessee and does not have any management oversight of these properties.

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