Section One Terms of Agreement

RESIDENCE AGREEMENT 2012-2013

Introduction

This Residence Agreement is a legal and binding contract, and you must agree to these TERMS OF AGREEMENT when you apply for housing through Axess, or when you file a paper/PDF application. This agreement is valid once you have been assigned a space in Student Housing or an off-campus subsidized unit, and continues for the entire length of the agreement period during the 2012-13 University calendar year. As long as you remain eligible for Student Housing (see eligibility below), you are bound to the terms of this Residence Agreement. If you move out of housing and you are not eligible to cancel your contract according to the terms of this agreement, you will be billed for the remainder of the academic year. If you decide before you receive the keys to your assigned residence that you want to cancel your assignment, you must formally cancel and pay any applicable Administrative Fees. You should file a Termination of Occupancy form if you have already received the keys to your assigned residence, but plan to move out before the end of your contract period.

By agreeing to the terms of this Residence Agreement, you agree to pay the required room and board rates, communications fees, house dues, and any other miscellaneous fees established by Stanford University for the student residence(s) to which you are assigned for your contract period. You also agree to familiarize yourself and comply with all University policies governing occupancy, including those set forth on Student Housing’s website (http://studenthousing.stanford.edu [7]); to be considerate of other residents and all staff assigned to the residences; and to respect the rights of others at all times. You may not occupy University Housing unless you have agreed to the terms of this Residence Agreement.

This agreement is not a lease, and is not subject to California landlord-tenant laws. It is a license to occupy institutional housing as part of the academic community that the University has created as an integral aspect of the academic experience. A license is a revocable contract, and as such, the University retains the right to revoke the right to occupy University residences. This agreement does not grant possession of a particular room or residence or type of housing (further references in this agreement to “room” shall mean a room, apartment, and/or suite). Individual students have no entitlement to live in a specific residence. You may be temporarily or permanently relocated to other housing or denied the privilege to live in any University housing at any time in accordance with University policies. If you are living in a gender-neutral housing room and one of your roommates leaves in the middle of the year, you may be required to move in order to return the space to single-gender. The provisions of this agreement shall be in addition to the other provisions of University policy.

Breach of University residence policies; conduct in violation of the rights of others; misrepresentation of facts during the assignment process or on your housing application; not cleaning your room on a regular basis, or violation of the terms of this agreement or any supplemental house agreement is grounds for the immediate termination of your occupancy and/or the withdrawal of future University housing privileges and may result in University disciplinary action under Stanford’s Fundamental Standard of student conduct. Students deemed ineligible for University housing and denied housing privileges for violation(s) of this agreement remain financially liable for the entire term of the quarter in which they are removed. The determination of violations of this agreement and all decisions regarding petitions for exceptions to any policies in this agreement are made by the Director of Housing Assignments, the Executive Director of Student Housing, or by other designee of the Senior Associate Vice Provost for Residential & Dining Enterprises.

The University reserves the right to make changes to this agreement and supporting policies from time to time without prior notice. The Residence Agreement in the form as it exists online is the governing document, and contains the then-currently applicable policies and information.

Eligibility for University Housing

Academic-Year Eligibility

To be eligible to live in University housing during the academic year (Autumn, Winter and Spring Quarters), you must be enrolled as a Stanford student during each quarter of occupancy and be in good academic and financial standing. If you are not eligible to enroll or have an active housing hold, you are not permitted to move into or stay in your residence. Holds on international students that cannot be cleared until their arrival are not applicable as long as they are cleared upon their arrival to campus.

If you terminate your enrollment or if you are suspended from the University at any time after having moved into your residence, you must file a Termination of Occupancy form [7] and vacate your residence immediately after such termination or suspension.

Specific information regarding types of housing for which specific categories of students are eligible is as follows.

Graduate students must be enrolled students as considered by the Registrar’s office or as a Terminal Graduate Registrant (TGR). Graduate students who are approved to take a Registrar’s graduation quarter are eligible for housing. Students auditing classes or enrolled in the Master of Liberal Arts part-time graduate program are not eligible for housing. If your status changes to non-matriculated after you are assigned to University housing, you must notify Housing Assignments immediately.

Undergraduate students must be considered enrolled by the Registrar’s Office. If not enrolled full time, undergraduate students must have an approved 13th Quarter petition or a Permit to Attend for Services Only. Students graduating at the end of Winter Quarter can petition Housing Assignments to stay in residence for Spring Quarter. Freshmen and transfer students who are enrolled students are required to live in a University residence designated by Housing Assignments. Freshmen must live in campus housing; losing eligibility for University housing will also likely lead to a loss of student status, unless an extraordinary exemption is granted from the Office of the Vice Provost for Undergraduate Education. Freshman and transfer students who are 25 or over should apply for graduate housing. Freshman and transfer students may apply for couple without children or student with children housing if eligible.

Non-matriculated students are eligible to live in University housing only if all matriculated students can be accommodated. If all matriculated students cannot be accommodated, non-matriculated students may be required to move out of University housing before the end of their contract period. If your student status changes from matriculated to non-matriculated during the year you must immediately inform Housing Assignments as you may not be eligible to continue in your housing.

Staff and faculty members may be eligible and/or required to live in graduate housing and are bound to the terms of this agreement..

Summer Quarter Eligibility

To be eligible for University housing during the Summer Quarter you must fall under one of the following categories.

Students living in graduate residences with a full-year contract: Students with full-year contracts have Summer Quarter included in their contract. You are responsible for your summer contract once the quarter begins unless you have filed a Termination of Occupancy form with Housing Assignments. If you have renewed your contract for 2012-13, you are not eligible to terminate your contract for the summer of 2012.
Students without full-year contracts: Stanford students without a full-year contracts can apply for summer housing if they are in good academic and financial standing and are:
- Enrolled for Summer Quarter;
- Not enrolled for Summer Quarter but were enrolled Spring Quarter, plan to enroll the following Autumn Quarter, and are considered term eligible for Autumn Quarter by the Registrar’s Office; or,
- Graduating at the end of Spring Quarter 2012-13.
Students enrolled in the Summer Visitor Program: Visiting graduate and undergraduate students must be enrolled for at least three units; International students obtaining an I-20 (Certificate of Eligibility for the F-1 Student Visa) from Stanford University are required to maintain a minimum of eight units.
Students auditing classes in the summer or enrolled in the Master of Liberal Arts part-time program are not eligible to live in Student Housing.

Eligibility Provided and Granted Through Petition

Post-Graduation Quarter Petitions

If your terminal degree is conferred at the end of Autumn or Winter Quarter, you may petition Housing Assignments to remain in University housing non-enrolled for one quarter immediately after degree conferral.

Petitions are approved on the condition that all enrolled students can be accommodated first. The University, at its discretion, may approve or deny petitions based on projected demand. In the event that not all petitions are approved, priority will be based on date of receipt by Housing Assignments and reason for staying. Due to space constraints it is very unlikely that post-graduation petitions will be approved for Winter Quarter. You may not audit classes or work on an honor’s thesis, an honor’s project, a dissertation, or any outstanding incompletes during this post-graduation quarter. Undergraduate students on a Registrar’s Office graduation quarter are not eligible to live in Student Housing. Graduate students on a Registrar’s Office graduation quarter are eligible to live in Student Housing and do not need to file a post-graduation quarter for that term.

Petitions for a post-graduation quarter must be filed at Housing Assignments by October 26, 2012 if your degree is to be conferred at the end of Autumn Quarter, or by February 8, 2013 if your degree is to be conferred at the end of Winter Quarter. Students who graduate at the end of Spring Quarter are permitted to stay in housing until the end of the eight-week summer contract and do not have to file a petition..

Vacation Quarter Petitions

Upon petition, graduate students may be permitted to live in housing as non-enrolled students for one vacation quarter if:

They are on official leave from the University;
They have been enrolled during the previous three consecutive quarters (including summer);
They enroll for the quarter following the leave; and,
They have been living in housing during the previous term and will remain in continuous occupancy in the same room or apartment.

Maternity Accommodation

All women graduate students anticipating or experiencing a birth who are enrolled, matriculated students can apply to the Registrar’s Office for a Childbirth Academic Accommodation period. If approved, the student is then eligible for an accommodation period of up to two consecutive academic quarters around the time of the birth, during which the student is eligible for full-time enrollment and will retain access to Stanford housing. Graduate students only need to petition to remain in housing if they are taking leaves of absence. Adoption, foster-care placement, and paternity leave are covered under policies governing leaves of absence and students with these circumstances should apply to stay in housing by filing a petition with Housing Assignments.

Eligibility for Specific Categories of Housing

Students are eligible for specific housing locations based on demographic information. Here are the categories available:

Single Student Housing is available to single students and students who are attending Stanford without their spouse/partner and/or children.

Couple without Children Housing is available to students without children who are living with their spouse or same- or opposite-sex domestic partner. For the purposes of this agreement, a domestic partnership is defined as an established, long-term partnership with an exclusive mutual commitment in which the partners share the necessities of life and ongoing responsibility for their common welfare.

Student with Children Housing is available to students who have legally dependent children living with them. Housing is not provided for extended families, including the parents and siblings of students or live-in day care staff. Exceptions to this policy are approved only in unusual circumstances.

Further references in this agreement to “single students,” “couples without children,” and “students with children” mean any student, regardless of marital or family status, living in housing designated for single students, couples without children, or students with children, respectively.

Change in Marital or Family Status

If a change in your marital or family status necessitates assignment to a different type of housing, you must immediately apply for reassignment by completing the appropriate form on Axess. If the University is able to reassign you within a reasonable period of time as vacancies occur, you must accept reassignment. Your housing charge rate will change on the day you move into your new assignment. If a vacancy does not occur in the type of housing appropriate to your new status within a reasonable period of time, you may then petition to be considered for release from your housing contract at the end of the current academic term provided you have notified us when you became aware of your status change.

Couples made up of two Stanford students living in Couple without Children Housing must both request reassignments to single student housing if their relationship dissolves. Student spouses who are not Stanford students are not eligible to stay in an apartment if the student moves away, and may not apply for single student housing if the relationship dissolves.

Personal Attendants

If you have a disability or documented medical condition that requires you to have a documented personal attendant, you must notify the Office of Accessible Education. The attendant’s name (and student status if applicable) must be filed with Housing Assignments before a key and/or access card is issued for the attendant. Housing Assignments must be notified in writing if you are no longer in need of an attendant or if the name of your attendant changes. In undergraduate residences that require a meal plan, an additional meal plan must be purchased for a live-in attendant. Family members are not eligible to serve as personal attendants in Undergraduate Housing.

Occupancy

If you live in Single Student Housing, occupancy of your room shall be only by you and your assigned roommate(s), if any, and by no other person(s) except a documented live-in personal attendant. If you live in Couple without Children Housing or Student with Children Housing, occupancy shall be only you and your spouse/partner and/or dependent children listed on your housing application and by no other person(s) except a documented live-in personal attendant as described above. Family members authorized to live with you must comply with all terms and conditions of this Agreement. You are responsible for your family members or live-in personal attendant and for their compliance with all terms and conditions of this agreement. You (and any family members living with you in Couple without Children Housing or Student with Children Housing) must occupy your assigned space for at least 50 percent of the time during any given week.

Any and all planned changes in occupancy must be reported to Housing Assignments. Failure to report changes in occupancy may be grounds for termination of your contract for University housing.

Personal Property

All personal property must be removed from University residences at the end of the contract term, whether by expiration or earlier termination. If you do not remove your belongings from the residence, the University may put your belongings into storage for a reasonable amount of time (at your expense), or dispose of them in accordance with applicable law.

Length of Agreement

This Residence Agreement is for all housing assignments made for the 2012-13 University calendar year, including renewals from 2011-12. The term of the contract depends upon your residence assignment, your housing category (single undergraduate, single graduate, couple without children, or student with children), and your academic program. If you change residence locations during the year, the length of your contract may change, but contract terminations are only accepted under specific conditions. (See “Termination of Agreement” below.)

This agreement is valid when you receive your housing assignment and remains valid until the last day of your contract period, unless terminated earlier by you pursuant to this agreement or revoked by the University. Billing begins on the date your contract begins or on the date you take occupancy of your room (whichever is earlier). You are considered to take occupancy when you receive a key to your assigned room or an authorized proxy is given a key to your room regardless of whether or not you have moved your belongings into the room. A proxy is a person who you have authorized in writing to pick up your key.

If you are unable to pick up your key by the second business day after your contract begins, you must notify your Housing Front Desk in writing of your intent to arrive late including the date and time of your planned arrival. Housing assignments will only be held for late arrival until Wednesday of the first week of the academic term for which your contract begins. You will be charged an Administrative Fee for cancellation of $550 and any applicable housing charges up until the date your assignment is cancelled if you do not provide us with notification and/or do not take occupancy of your apartment as stated above.

The length of Residence Agreements is different for Graduate and Undergraduate Housing depending on where you are living. Below is an explanation of each.

Students Living in Graduate Housing

Graduate Housing refers to Single Graduate Student Housing, Couple without Children Housing, and Student with Children Housing. Students living in Graduate Housing have contracts for the full University calendar year (Autumn, Winter, Spring, and Summer Quarters) or for the academic year (Autumn, Winter, and Spring Quarters), depending on their assignment location. Students who begin their contract after the start of autumn term have contracts for that portion of either period remaining at the time of assignment. See specific start dates below.

Students in Continuous Housing from 2011-12

Students in Graduate Housing who remain in continuous occupancy from the 2011-12 year begin their contracts for 2012-13 on September 1, 2012. Except for students living in Schwab or other academic-year buildings (see Academic-Year Contracts ), or as described in the following section, contract dates are September 1, 2012 to August 18, 2013 for students living in full-year Graduate Housing, September 1, 2012 to June 17, 2013 for students living in academic-year Graduate Housing, and September 1, 2012 to August 5, 2013 for students living in Students with Children Housing.

Full-Year Contracts

The majority of students living in Graduate Housing live in buildings that have full-year contracts. Full-year contracts begin on the effective date of your assignment. If a contract is renewed for the 2013-14 year or a student is assigned in the 2013-14 lottery, the current contract will end on September 1, 2013, and the new contract will begin on the same day. Students without a contract for the 2013-14 year will terminate their 2012-13 contracts on August 18, 2013 or if in Student with Children Housing, will end their contracts on August 5, 2013.

Students who lose eligibility for student housing and/or need to cancel their contract early must file a Termination of Occupancy form (See “Termination of Agreement”). Students on full-year contracts are allowed to cancel their contract for Summer Quarter by submitting a Termination of Occupancy form before the start of Summer Quarter. Students who renew their housing assignment for the 2013-14 year cannot cancel their assignment for summer 2013.

Academic-Year Contracts

If you are assigned to an academic-year residence, your contract begins on the effective date of your assignment and ends on June 17, 2013 (June 14, 2013 for students in Schwab).

Students who wish to add summer to their academic-year contract must apply for the Summer Lottery in the spring of 2013 and, if assigned in the Summer Lottery, agree to move to a full-year residence and pay for summer rent at the rate of the residence to which they are assigned. You cannot renew your housing agreement if you have an academic-year contract; you will have to enter the 2013-14 Lottery to receive an assignment for the next year.

Contract Start Dates for Students Moving into Graduate Housing
during the 2012-13 Academic Calendar Year

The contract dates for move-in for each term of the 2012-13 year for graduate residences are as follows. (These dates are subject to changes in the University academic calendar). These are the dates on which contracts begin for those assigned through the Lottery, the Autumn Waiting List, Winter Waiting List, Spring Waiting List, or Summer Waiting List. Students assigned during the continuous assignment period may have different start dates. In some situations, students may begin their contracts earlier than these dates if arranged through their Housing Front Desk or Housing Assignments, but contracts cannot begin later than these dates for each term unless the room is not available.

Academic Quarter - Autumn*

Term Start Dates for All Graduate Housing Except Schwab and First-Year Law Students: August 31, 2012 or September 7, 2012 or September 14, 2012

Term Start Dates for First-Year Law School Students: August 27, 2012

Term Start Dates for Schwab Residential Center: September 12, 2012

Academic Quarter - Winter

Term Start Dates for All Graduate Housing Except Schwab and First-Year Law Students: January 4, 2013

Term Start Dates for First-Year Law School Students: January 4, 2013

Term Start Dates for Schwab Residential Center: January 4, 2013

Academic Quarter - Spring**

Term Start Dates for All Graduate Housing Except Schwab and First-Year Law Students: March 30, 2013

Term Start Dates for First-Year Law School Students: March 30, 2013

Term Start Dates for Schwab Residential Center: March 30, 2013

Academic Quarter - Summer

Term Start Dates for All Graduate Housing Except Schwab and First-Year Law Students: June 22, 2013

Term Start Dates for First-Year Law School Students: Not applicable

Term Start Dates for Schwab Residential Center: Not applicable

*All Graduate Housing residents have the option to choose from three start dates for Autumn 2012. You must pay from the date you select regardless of whether or not you move in later (as long as you follow late arrival notification policies under Length of Agreement). Some graduate programs begin early, and students in these programs are allowed early arrival options if the programs begin before September 1, 2012 Students must pay for these additional days. Students with school-aged children can begin their contracts on August 14, 2012.

**Students who are graduating and living in Schwab need to make arrangements with Schwab [8] to stay for commencement with. Students living in Schwab who wish to stay for Summer Quarter must apply for the Summer Lottery by May 5, 2012, and, if assigned, will be required to move to another housing location.

Students Living in Undergraduate Housing

Contracts for students living in Undergraduate Housing are academic-year contracts (i.e., Autumn Quarter, Winter Quarter, and Spring Quarter)

Upperclassmen

Upperclass student contracts begin on Thursday, September 20, 2012 and end on June 14, 2013.
Upperclass students who request and are granted early arrival housing in autumn or request and are approved for late stay housing in June are charged a premium per diem rate for each day before or after their contract dates.
Students moving into housing Winter Quarter begin their contract on January 5, 2013 and end their contract on June 14, 2013.
Students moving into Housing Spring Quarter begin their contract on March 30, 2013 and end their contract on June 14, 2013.
Upperclass students who are going through commencement in June are allowed to stay in housing through June 17, 2013 if requested.

Freshmen and Transfers

Freshman and transfer student contracts begin on Tuesday, September 18, 2012 and end on June 14, 2013.
New freshmen and transfer students are not allowed to arrive early unless participating in an NCAA athletic team that stays on campus for pre-season housing.

Undergraduate Residences Close During the Winter Break Period

All undergraduate residences close during the Autumn Quarter-Winter Quarter break period. Students must move out of housing by 12:00 p.m. on Saturday, December 15, 2012, and may not return to housing until 8:00 a.m. on Saturday, January 5, 2013. Residences remain open during the Thanksgiving break period and the Spring Break period.

Students Taking a Leave of Absence or Going Overseas

Students who are going overseas or taking a leave and will not be enrolled for part of the academic year need to file a Termination of Occupancy form indicating why they are moving out of housing. Filing a Termination of Occupancy form does not automatically cancel your financial obligations, and you may be required to continue to pay “contract breaker” housing charges for the remainder of the academic year if you remain eligible for housing or are removed from housing for cause. See “Termination of Agreement”.

Summer Housing for Undergraduate Students

Undergraduate students who wish to stay for the summer can apply for summer housing, which is offered in a limited number of residences. Students who have a Spring Quarter contract and are staying for Summer Quarter are required to pay summer rent when their academic contract ends on June 14, 2013. They will move directly from their spring to their summer residence when the summer residence becomes available. Undergraduate students who are on a ten-week summer contract can elect interim housing to extend occupancy until the start of their Autumn Quarter contract. A per diem housing charge, which varies by residence, is charged to students assigned to housing during the summer-autumn academic recess. Contract dates for summer housing are available in Spring 2013, and vary by residence location.

Authorized and Unauthorized Occupancy

Authorized Occupancy Outside of Contract Dates

All of the provisions of this agreement remain in effect for students living in Student Housing (with University permission) even outside of normal contract periods. Students who are authorized to move in early or stay late are responsible for any applicable housing charges as established by the University for early arrival or late departure. Undergraduate Housing residents may be assigned to a different room than the room assigned during the contract period.

Unauthorized Occupancy

If any student occupies a room or residence without authorization any time before or after their contract dates, termination of occupancy dates, or during the closure period for Autumn Quarter-Winter Quarter academic recess, they will be charged an Administrative Fee of $175 for unauthorized occupancy for each day or portion thereof until the space is completely vacated. A room is not considered completely vacated until all belongings are removed and the key is returned to the appropriate Housing Front Desk. If a key has been lost, the student must check out with the Housing Front Desk or send notification in writing the day of departure. Students will be charged for their room until the Housing Front Desk has confirmed that they have left their room. Students may not remain as a guest in someone else’s room after checking out. The daily Administrative Fee for unauthorized occupancy is $175 for all students. The University also reserves the right to assess these charges if you occupy a room or residence after your eligibility for University housing has ceased or if you allow guests to stay with you longer than permitted. (See Guest Policy [9] in Section Four). All sublicensing agreements must be approved by Housing Assignments. Unauthorized sublicencees are subject to Administrative Fees for Unauthorized Occupancy. Occupying a room or residence without authorization may result in withdrawal of current and/or future housing privileges. If a student refuses to vacate a room or residence when no longer authorized to remain in University housing, the student will be liable for any costs incurred by Stanford in removing such student, including attorneys’ fees and court costs.

Living at Hopkins Marine Station

This Residence Agreement applies to students who are assigned and living in Hopkins Marine Station housing, although the dates of the actual contract may be different depending upon your academic program. You must be an enrolled Stanford student during each quarter of occupancy and a guaranteed housing year is removed if the Marine Station is your only housing assignment for the year.

Termination of Agreement

Cancellation or Termination of Agreement

For purposes of this agreement, “cancellation of agreement” refers to cancelling an assignment before the keys are accepted for an assigned housing location. “Termination of agreement” refers to returning the keys after they have been accepted and/or moving out of housing before the end of the contract period.

Administrative Fees

The University has established certain administrative fees (the “Administrative Fees”) to compensate the University for the cost of administering requests for particular exceptions to the terms of this agreement, and in some instances to reflect the damages the University is likely to suffer as a result of non-compliance with this agreement by students. By signing this agreement, you agree that the Administrative Fees are a reasonable estimate of the additional administrative costs and detriment that will be incurred by the University in these circumstances, and the Administrative Fees are presumed to be the amount of damage or expense the University will sustain, since it would be impracticable or extremely difficult to fix the actual cost or expense.

Cancelling an Assignment

You are allowed to cancel your assignment upon payment of an Administrative Fee for cancellation (as shown below) up until the time you accept your keys and/or move into housing. After that time you are not allowed to cancel your assignment, but you can file a Termination of Occupancy form (see Termination of Agreement below). If you move out of housing and you are not eligible to cancel your contract according to the terms of this agreement, you will be billed for the remainder of the academic year.

The Administrative Fee for cancelling an assignment or failing to move into your assigned residence is determined by the date that you cancel your assignment as indicated below. Cancelling an assignment after the contract start date will result in the Administrative Fee for “no-show” indicated below, and a student who is a “no show” will also be assessed all housing charges due up until the date we are notified that you are cancelling your contract.

Academic Term: Autumn Quarter
Cancellation Date:

May 15 - July 5, 2012: $100.00 fee
July 6 - August 10, 2012: $250.00 fee
August 11 - August 24, 2012: $350.00 fee
August 25 - September 3, 2012: $450.00 fee
September 4, 2012 and after (no-show fee);$550.00 fee plus any housing charges due at time of cancellation.

Academic Term: Winter Quarter
Cancellation Date:

October 30 - November 30, 2012: $100.00 fee
December 1 - December 7, 2012: $250.00 fee
December 8 - December 30, 2012; $350.00 fee
January 1 - January 6, 2013: $450.00 fee
January 7, 2013 and after (no-show fee); $550.00 fee plus any housing charges due at time of cancellation.

Academic Term: Spring Quarter
Cancellation Date:

February 12 - March 8, 2013: $100.00 fee
March 9 - March 22, 2013: $250.00 fee
March 23 - March 31, 2013: $450.00 fee
April 1, 2013 and after (no-show fee); $550.00 fee plus any housing charges due at time of cancellation.

Academic Term: Summer Quarter
Cancellation Date:

Deadlines and fees for summer will be determined in Spring 2013 and posted
on the Student Housing website.

New graduate students who refuse an assignment forfeit their guaranteed year of University housing. Guaranteed undergraduates who refuse an assignment forfeit a guaranteed year. Undergraduates who have designated 2012-13 as a Draw number tier one or two year also forfeit their tier one or two usage. If you cancel a housing assignment, you may reapply for housing for that specific term, but will receive a new application number and priority based on the date you reapply.

Special Note to Freshmen and Transfer Students

Freshmen and transfer students are required to live in a University residence assigned by Housing Assignments. Freshmen who are under 18 must have their parents sign their Residence Agreement. Undergraduate students who are 25 years of age or older may apply for Graduate Housing.

Special Note for Graduate School of Business Students Assigned to Schwab

Student Housing Administrative Fees for cancellation do not apply to students assigned to Schwab by the GSB. Refer to application and deposit information provided by the GSB if cancelling.

Filing a Termination of Agreement:

Students who plan to move out of housing before the end of their contract period for any reason must file a Termination of Occupancy form online. All terminations are reviewed by Housing Assignments and if a student is not eligible to cancel a contract according to the terms of this agreement, or the University terminated this agreement because the student did not adhere to the terms of this agreement (see above), the student will be billed for the remainder of the academic year at the “contract breaker” rate described below, which is payable in addition to the Administrative Fees shown below.

Permitted Reasons to be Released from Residence Agreement:

Students will be released from contract for the following reasons without payment of contract breaker housing charges if a Termination of Occupancy form is filed by the end of the fifth week of the quarter prior to the quarter in which the student is leaving (see below) under the following circumstances:

Contract holder will no longer be eligible for housing (e.g. no longer enrolled, receiving terminal degree, taking leave of absence, etc.), or
Contract holder will be an enrolled student, but will be studying or doing research outside of the Bay Area (Bing Overseas Studies Programs, Stanford in Washington, Hopkins Marine Station, etc.), or
Contract holder lives in Student with Children Housing and has filed a Termination of Occupancy form by the deadline to move out at the end of an academic term (noted below).

University-Initiated Termination of Agreement

Due to Loss of Eligibility for Housing: Students are required to file a Termination of Occupancy form and move out of housing immediately if their eligibility for University housing ceases. See eligibility for housing. Students who refuse to move out after being notified that they are no longer eligible for housing will be charged an Administrative Fee for unauthorized occupancy until they move out of housing ($175 per day). All ineligible students will be charged an Administrative Fee of $450 for release from their contracts.
Due to Breach of Agreement: The University may terminate this agreement and a student’s occupancy rights at any time after giving notice for any of the following reasons.
(a) You have failed to pay any amount due to Stanford under this agreement.
(b) You have breached this agreement or any supplemental house agreement (including, but not limited to, a breach of University residence policies, conduct in violation of the rights of others, alcohol or drug violations, misrepresentation of facts during application or assignment process).

Termination by the University pursuant to either (a) or (b) above does not terminate your obligation to pay housing charges and you must still pay contract breaker charges (see below) for the remainder of the academic quarter.
Due to an Emergency Situation: The University may terminate your contract and your occupancy rights at any time after giving you notice for any of the following reasons.
(a) The University reserves the right to terminate the occupancy of undergraduate students assigned to housing during an unguaranteed year in order to meet its guaranteed housing obligations to undergraduate students.
(b) If Stanford is closed or experiencing an emergency, the University immediately and without notice may terminate this Residence Agreement and close residences.
(c) If a residence is totally or partially destroyed by any cause, the University is not obligated to rebuild or replace it, and may terminate occupancy and all residence contracts upon notice to residents.

If you move out of University housing for any reason prior to the end of your contract period, you must file a Termination of Occupancy form online at http://studenthousing.stanford.edu [7].

Other Reasons for Termination of Contract:

Students may petition Housing Assignments to be released from contract for reasons other than those listed above. If their petition is approved, they will need to pay housing charges until either the effective date that is approved by Housing Assignments, or the date they move out of housing, whichever is later, and also pay an Administrative Fee of $450 for release from the contract.

Fees for Terminating a Contract:

Contract Breaker Rate: Students who move out of housing and are not eligible to break their contract or who are removed from housing because they did not comply with the terms of this agreement are required to pay housing charges at a “contract breaker” rate for the remainder of the academic quarter as long as there are vacancies in their category of housing (e.g. single male graduate, single female undergraduate). The “contract breaker” rate is the lowest rate for the category of housing to which you are assigned, exclusive of house dues and communications fees. For undergraduate students this is the standard residence room rate. The co-op rate does not apply because students are required to work ten hours per week in the co-op to get that rate, which you are unable to do if you are not living in the co-op. If no vacancies remain in the departing student’s category of housing (i.e. single undergraduate housing, single graduate housing, etc.) by the end of the assignment period, the student will be released from contract (and hence the rental obligation) upon payment of an Administrative Fee of $450 for such release.

Contract Release Fee: Students who are released from their housing contract through petition to Housing Assignments or released from the “contract breaker” housing charges will be charged an Administrative Fee of $450 for such release.

Termination of Occupancy Fee: Students who are eligible to terminate their contracts (see above) will be subject to the following Administrative Fees, depending on the date that they file their Termination of Occupancy form:

If your occupancy ceases at the end of Autumn Quarter

If you file a Termination of Occupancy form by October 26, 2012 or before, you are charged no Administrative Fee. If you file a Termination of Occupancy form between October 27 - November 30, 2012, you are charged an Administrative Fee of $100.00. If you file a Termination of Occupancy form between December 1 - December 7,
2012†, you are charged an Administrative Fee of $250.00.If you file a Termination of Occupancy form between December 8 - December 30, 2012†, you are charged an Administrative Fee of $350.00. If you file a Termination of Occupancy form December 31, 2012† or after, you are charged an Administrative Fee of $450.00.

If your occupancy ceases at the end of Winter Quarter

If you file a Termination of Occupancy form by February 8, 2013 or before, you are charged no Administrative Fee. If you file a termination of occupancy form between February 9 - March 8, 2013, you are charged an Administrative Fee of $100.00. If you file a Termination of Occupancy form between March 9 - March 22, 2013†, you are charged an Administrative Fee of $250.00. If you file a Termination of Occupancy form March 23, 2013† or after, you are charged an Administrative Fee of $450.00.

If your occupancy ceases at the end of Spring Quarter*^

If you file a Termination of Occupancy form by May 3, 2013 or before, you are charged no Administrative Fee. If you file a Termination of Occupancy form between May 4 - May 31, 2013, you are charged an Administrative Fee of $100.00. If you file a Termination of Occupancy form between June 1 - June 14, 2013†, you are charged an Administrative Fee of $250.00. If you file a Termination of Occupancy form June 15, 2013†, or after, you are charged an Administrative Fee of $450.00.

†The Administrative Fee for fraternity or sorority residents is $100 since the fraternity or sorority remains liable to the University for the full housing charge. The Administrative Fee for Schwab residents assigned by the Graduate School of Business is $100.
* These dates apply only to students who have signed full-year contracts. Students who have signed academic-year contracts do not need to complete a Termination of Occupancy form for the end of Spring Quarter because their Residence Agreements expire at the end of Spring Quarter.
^ Students in residence after June 17, 2013 who have not received prior approval from Housing Assignments will not be permitted to terminate their contracts before the end of Summer Quarter.

Contract End Dates for Students Moving Out of Housing
During the 2012-13 University Calendar Year

The move-out dates for those terminating their contracts at the end of Autumn, Winter, Spring or Summer Quarter of the 2012-13 year are as follows on page 18. (These dates are subject to changes in the University academic calendar). Students who lose enrollment status during the year may have termination dates in the middle of a term, but this must be documented in writing by Housing Assignments.

Most contracts end at the conclusion of an academic quarter. Standard check-out time is 8:00 a.m. Student Housing reserves the right to change check-out times as required and will notify residents through the Student Housing website, the Termination of Occupancy form, Stanford e-mail, or student newsletters. You are required to pay until the last day of your contract regardless of the date that you actually move out of housing. If you extend your housing beyond these dates, you will pay for each day in housing at the late departure per diem rate if approved or at the unauthorized occupancy rate if not. When you move out of housing, you must return your key or report it missing to your Housing Front Desk. Occupancy ceases upon move-out and key return. All students who stay in continuous housing from 2012-2013 and have a new contract for 2013-14 will end their contract on September 1, 2013 and begin their new contract on the same day September 1, 2013, even if they are changing rooms. Contract end dates for 2012-13 are as follows.

Moving Out at the End of Autumn Quarter

Graduate Housing Quarter End Dates (Except for Schwab): December 17, 2012
Students with Children Quarter End dates : December 17, 2012
Schwab Residential Center Quarter End Dates: December 17, 2012
Undergraduate Housing Quarter End Dates: December 15, 2012

Moving Out at the End of Winter Quarter

Graduate Housing Quarter End Dates (Except for Schwab): March 24, 2013
Students with Children Quarter End dates: March 24, 2013
Schwab Residential Center Quarter End Dates: March 24, 2013
Undergraduate Housing Quarter End Dates: March 23, 2013

Moving Out at the End of Spring Quarter

Single Graduate Housing and Couples without Children Quarter End Dates (Except for Schwab): June 17, 2013
Students with Children Quarter End Dates: June 17, 2013
Schwab Residential Center Quarter End Dates: June 14, 2013
Undergraduate Housing Quarter End Dates: June 14, 2013

Moving Out at the End of Summer Quarter

Single Graduate Housing and Couples without childrent Quarter End Dates (Except for Schwab): August 18, 2013
Students with Children Housing Quarter End Dates: August 5, 2013
Schwab Residential Center Quarter End Dates: Not Open
Undergraduate Housing Quarter End Dates: August 18, 2013

Spring note: Academic-year contracts end at the end of Spring Quarter. Students on academic-year contracts can apply for summer housing in spring 2013 through the Summer Lottery. (See “Length of Agreement”) Students with full-year contracts can terminate the summer portion of their contracts if they file Termination of Occupancy forms by the dates listed above, but they will not be eligible to renew their contracts for the 2013-14 year.

Graduating undergraduate students are permitted to stay until 2:00 p.m. on Monday,
June 17. Upon approval, students working at Commencement may be allowed to extend their stay in Undergraduate Housing until 8:00 am on June 17, the charges for which will be billed at the existing per diem rate per day. Schwab residents may arrange through the Schwab front desk staff to stay for graduation weekend by emailing Schwab [8].

Summer note: Eligible students may also elect the ten-week summer contract and remain in housing until September 3, 2013. Graduate students who are assigned housing for the 2013-14 year or renew their contracts will automatically have their contracts extended until September 1, 2013. Undergraduate students who are on a ten-week contract can elect interim housing to extend occupancy until the start of their Autumn contracts.

Students who wish to move on campus for summer can apply through the Summer Lottery process.

Force Majeure

The University assumes no responsibility for failure to perform any terms or conditions of this Residence Agreement due to any force majeure. For purposes of this Residence Agreement, the term “force majeure” shall mean fire, earthquake, flood, act of God, strikes, work stoppages or other labor disturbances, riots or civil commotions, litigation, war or other act of any foreign nation, plague, epidemic, pandemic, power of government or governmental agency or authority, or any other cause like or unlike any cause mentioned above, which is beyond the control or authority of Stanford.

Sublicensing

Sublicensing of graduate apartments may be approved for one quarter through Housing Assignments by applying online at http://sublicense.stanford.edu [10]. Students can only sublicense if they have lived in their apartment for at least one quarter and are away during the summer, have taken an approved vacation quarter during the academic year, or are enrolled but in absentia any quarter. During Autumn Quarter and Winter Quarter students can only sublicense to enrolled, matriculated graduate students unless demand has been met and/or the fifth week of the quarter has passed. During the Spring Quarter and Summer Quarter, students may sublicense to persons formally affiliated with Stanford University who can provide proof of the affiliation. Students are not allowed to sublicense to undergraduate students or minors at any time.

Students can only sublicense to those who are the same gender as their roommate(s) in shared apartments. The only exception to this is if the student is living in a gender-neutral apartment with at least one student of the opposite gender and other criteria have been met, as explained on the website. Students can only sublicense to the same number or fewer persons than are in their contract (single students can only sublicense to single students, couples can only sublicense to a couple or single student, etc.) Students are not permitted to charge more for their residences than the rental rate they pay. Students must make sure that their sublicensee understands and agrees to the terms of living in housing and have signed the sublicense agreement. They also are responsible for any fees that the sublicensee may incur such as lock-out fees, damage fees, etc.

Students who are found sublicensing without receiving approval through Housing Assignments will be charged an Administrative Fee of $300 plus unauthorized occupancy Administrative Fees of $175/day and/or may have their housing privileges revoked.

Supplemental House Agreements

Some residences require residents to sign a supplemental house agreement because of special conditions that apply to those residences. If you do not fulfill the requirements of the supplemental agreement, the University will reassign you to another residence for the remainder of the term of this agreement, or may terminate your occupancy as provided above.

Supplemental house agreements may in no way cancel or supersede this agreement. In the event of conflict, the order of precedence regarding the student’s obligations and rights shall be University policy, then this agreement, then any supplemental house agreements. If you do not sign your supplemental house agreement, a hold may be placed against your future housing.