Contract Modification or Termination
A contract holder may petition to alter/terminate a contract for special or mitigating reasons not known at the time of contract submission. In any case, the reason must be one that cannot be resolved by the contract holder relocating to other University Housing facilities. Contract holders whose petitions are granted must vacate by the date and time mandated by University Housing. Termination requests initiated by residents are not automatic. Student contract holders withdrawing from the University must also follow withdrawal procedures of their school or college. The contract holder is responsible for all room and board (if applicable) charges up to and inclusive of the date of checkout, or half month if in a graduate space, regardless of the date of withdrawal from the University. No action—such as signing any other lease or contract for other housing—should be taken until the contract holder receives written notification of contract termination. The petition to alter/terminate a contract can be found on the University Housing web site. Reasons for contract termination that are typically known in advance (e.g., graduation, marriage) require 30-day advance notice.
Munger Graduate Residences Contract Modification or Termination
The transdisciplinary nature of the Munger program requires that students who are accepted to be part of this experience make a year-long commitment to fully engage with and immerse in the transdisciplinary nature of the Munger community. As a result, students should not submit a Munger contract unless they can commit to the full terms of the contract, including the length of the contract term.
Munger contract holders are expected to honor the provisions of their respective contract through
the entire contract term, including during academic internships and other out-of-class experiences. Neither graduation nor changes in eligibility are grounds for termination of the contract holder’s financial obligations under the contract.
Special Circumstances: Emergency Removal or Relocation
If University Housing determines that a resident, household member or guest has violated the standards and values of the University/University Housing to the extent that he or she can no longer be a successful member of the community, the housing contract will be terminated. University Housing reserves the right to request or require a resident to leave University Housing when that resident's behavior significantly disrupts the community or poses a risk to any student (including self), staff, faculty or visitor. In such cases, an Emergency Removal/Relocation meeting will be held with staff in the Housing Student Conduct and Conflict Resolution office and the resident. If removed from the halls a resident is still responsible for the room and board as outlined in their contract unless otherwise noted.
In the case that the Associate Director of Housing Student Conduct and Conflict or designee determines that a resident and or their household member's actions indicate that their continued presence in University Housing poses an imminent danger to persons or property, the Associate Director for Housing Student Conduct or designee may take emergency action by serving the resident with a notice to vacate the building immediately and not return, pending further investigation and appropriate conflict resolution process. University Housing reserves the right to change the locking devices on resident room /apartment doors and/or residence hall outer doors in order to enforce this action.
The following steps will be taken to enact an emergency removal:
- Once notified of an incident that potentially poses imminent danger to persons or property, Housing Staff will assess the situation to determine whether emergency removal is warranted.
- If emergency removal is appropriate, student and/or student’s guests will be asked to vacate the building immediately and not return unless escorted by a Housing staff member until a conflict resolution process can be held.
- Resident and/or household members may have their access to University Housing owned/operated properties limited during this interim period.
- During the emergency removal period, resident and/or household members may not return until a process takes place to determine that they can return. This process may be facilitated by University Housing or the Office of Student Conflict Resolution.
It may also be the cases that a review of the residents’ contract is required after criminal charges have been issued or behavioral and community concerns are documented. The following steps will be taken to enact a non-urgent review:
- Resident will be invited into a meeting where Housing staff will assess the situation to determine if a relocation or review of contract terms is appropriate.
- If as a result of the meeting it is determined there is concern for resident or community safety the Resident will be placed on Housing probation and notified that any further violations of University Housing policy may result in contract termination.
University Housing may attempt to work with the resident to create specific agreements concerning the resident’s behavior. Such agreements constitute an addition to the resident's housing contract. Violations of such agreements are grounds for termination of the contract. The University and the student may terminate the contract by mutual agreement for compelling extenuating circumstances. The University may terminate a housing contract on non-disciplinary grounds when a resident graduates or becomes ineligible to live on campus before the contract expires.
A substance-free (“sub-free”) assignment is defined as a room where all roommates and their guests (including those of legal drinking age) agree to keep the space free at all times from substances that have the potential to damage their health or the community. These substances include, but are not limited to, the following:
- tobacco products (including smokeless)
- illegal drugs and drug paraphernalia
- illegally obtained prescription medications
Members of the substance-free community voluntarily choose substance-free housing. This commitment is taken very seriously by University Housing, and violations of the commitment may be handled by the Housing Student Conduct and Conflict Resolution Process.
A contract reassignment is the transfer of a contract from a resident with a submitted housing contract to an eligible student without a submitted contract. It is the contract holder’s responsibility to find a replacement. Procedures vary for undergraduate and graduate housing options. See the University Housing website for more information.
Reassignments are processed and approved through the Housing Information Office only. Reassignment of the contract does not release the original contract holder from liability for room and board payments. Should the new occupant fail to pay or remain eligible, the original contract holder will be held responsible for the terms and conditions of the original contract.
All University Housing contracts are for the specific duration printed on the contract and are not automatically renewable. Residents who wish to return to Housing will find more information on the renewal process on the Housing website.
Expiration of Contract Term
Undergraduate residence hall and Northwood III residents must vacate their rooms within 24 hours of their last exam, but no later than the end date and time stated in their contract, regardless of whether the academic term has expired. (Exceptions to this policy are described in Extended Stay.) Non-student, Student contract holders without final exams or located in Northwood I, II, IV, V or Munger must vacate by the end of the contract date. If you remain beyond the expiration date without the written permission of University Housing you will be subject to removal and additional charges for rent and service charges resulting from a stay beyond the contract period. There may also be other legal remedies available to the University.
Vacation and Break Periods
University Housing facilities remain open during the Thanksgiving and spring break periods. Limited dining service is available during these break periods. See the University Housing website for locations and hours of operation.
During the University break between fall term and winter term, residence halls are completely closed and residents must vacate the premises. Northwood Community Apartments and Munger Graduate Residences remain open between fall and winter terms. Residents must follow procedures provided by University Housing staff at their building or hall level.
You may not remain in your room or apartment beyond the contract end date. In rare cases, exceptions may be permitted. Residents must follow whatever processes are required to request a stay beyond their contract end date. Additional charges may apply. See the University Housing website for additional information.
Subletting of contracted space is not permitted.
Assignment Changes: Resident-Initiated
All resident-initiated changes must be authorized in advance by the Community Center of your building or the Housing Information Office. Such changes may take place based on an approved swap or on an offer from a waitlist. University Housing will not honor informal or different procedures. Individuals may not occupy any space to which they have not been assigned (originally or through room swap, waitlist or other authorized process), even if it appears to be vacant. Residents must ensure that any shared unassigned space, including furnishings, is in a condition ready for a new occupant at all times.
- Assignment Swap: Two contract holders may agree to exchange room assignments at any time, provided the change is properly coordinated through the Housing Information Office (subject to room change freeze periods) or at the Community Center of yourbuilding (beginning with Move-In). Contract holders cannot swap into a vacant space; the switch must be done with another contract holder, and both must live in their respective new spaces. Residents must be fully eligible for the space they are switching into, and switches that result in a change of rate type will be billed at the rate of the new room. In some cases (such as moving from Northwood undergraduate apartments to a residence hall), a swap may also result in the addition of a meal plan to the contract. University Housing does not facilitate swaps other than by providing a section on its website where interested parties can communicate with one another. No one may pressure a contract holder to make a swap, including by making offers of financial compensation or other incentives or rewards. University Housing will remove any mentions of such offers from the listings and residents who make such offers may have their contract terminated. In addition, swaps made to circumvent the waitlist process will be null and void.
- Fall Term and Winter Term Waitlists: Information regarding these processes can be found on the Housing website. Contract holders are responsible for the terms and rate of their new space.
Assignment Changes: University Housing-Initiated
- Vacant Spaces: University Housing reserves the right to make an administrative room change into a vacant space, independent of the waitlist, when it deems a change necessary.
Contract holders in a room or suite with a vacant space are required to accept a new roommate who is placed in the space by University Housing. Refusing to accept a roommate, or impeding University Housing's ability to effect an assignment into a vacant space (e.g., by not keeping the unoccupied space presentable) is a violation of the contract. Unfortunately, advance notice of a new roommate is usually not possible. Therefore, residents must ensure that the vacant space and furnishings are in a condition ready for occupancy at all times. Failure to comply with these policies can result in the contract holder(s) already occupying the room or suite being charged the full rate for the vacant space.
- Extenuating Circumstances: University Housing may require contract holders to move to other accommodations in University-owned and operated facilities if it is determined by Housing to be in the best interest of the contract holder and/or other occupants of the housing unit, the University, or University Housing. Efforts will be made to offer comparable accommodations. A move may, however, result in a rate change for which contract holders are responsible. These changes will occur within a time frame determined by University Housing.
- Overflow Spaces: From time to time the demand for housing exceeds the capacity of 34
our available room inventory. If occupancy exceeds the system capacity, some hall lounges are converted into resident rooms. Students placed in these rooms will be offered spaces elsewhere in the system as they become available. Students residing in these spaces will be required to move if (a) a standard residence hall space becomes available prior to the third week of the semester or (b) the occupancy of the room drops below full capacity.
- Modified Rooms: University Housing has modified, and, in some cases, equipped, some of its spaces to meet the needs of contract holders with disabilities. Contract holders without disabilities may receive an assignment to such a space which requires a contract addendum. This addendum stipulates that the contract holder agrees, upon 15 days written notice from University Housing, to be transferred to another space if the contracted premises are needed for a student with a disability. If such a transfer is made, University Housing agrees to provide a new assignment that is reasonably equivalent to the initial space not including any special features designed for the needs of a person with a disability.
- Damaged Assignments: If an assigned space is deemed uninhabitable for any duration, University Housing will make an assessment of time needed to make necessary repairs. Reasons a space might be defined as uninhabitable may include one or more of the following: fully destroyed or substantially damaged in an accidental manner, the need for extensive repairs, or other purposes related to health or safety necessity. If the room will remain uninhabitable for an excess of 30 days, the contract holder will have the option of either terminating the contract by giving written notice to University Housing, or relocating to a comparable space, based on availability, in the current or a different University Housing facility.
- Disruption of Services: University Housing and the University are engaged in ongoing efforts to maintain and improve facilities, and make every effort to inform residents in advance of activities that may affect their environment (e.g., painting public spaces, plumbing repairs, renovation of buildings and apartments). The most noticeable unwanted byproducts of construction include noise and dust. University Housing works with contractors and others to mitigate the impact of noise and dust as much as possible and to schedule work during the least disruptive times. The disruption or non-performance of services due to a labor stoppage or to fire or other casualty does not constitute grounds for termination of the contract. If such an event disrupts services, University Housing will determine if affected residents are eligible to receive a pro-rata refund for services not provided. The University has no other responsibility for disruption or non-performance of service. If University Housing determines that the University has failed to fulfill its obligation under the contract, residents will be reimbursed for rent accrued during the period of the University’s breach, and the contract may or may not be terminated.