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Undergraduate Housing Terms & Conditions, 2014-2015

Abandoned Property Furnishings and Facilities Prohibited Possessions
Access Further Regulations Refunds
Additional Provisions General Provisions Releases
Assignment and Subletting Guests Room Changes
Changes to Assignments Holiday Recess Room Rent
Checking In Insurance Safety
Commercial Enterprise License Period Sales, Solicitation, Peddling
Criminal Conviction/Protective Order Limited License Smoking
Damages Maintenance and Repairs Student Conduct
Eligibility Personal Wireless Devices Vacating Your Assignment

Your acceptance of the Housing Application and Agreement means that you agree to and accept the following Terms and Conditions:

  1. This Agreement constitutes a limited license granted by the Rector and Visitors of the University of Virginia (University) as licensor, to the enrolled student as licensee, for the use of University property as a personal residence during the academic year. The parties understand and agree that it is not their intention to create a landlord-tenant relationship; that their intention is strictly contractual in nature, providing the student with accommodations subject to the specific requirements and limitations set out herein.

  2. This license allows you and your invited guests to use the space assigned. Only licensees and their guests (who must be escorted at all times) may use common areas, including hallways, lounges, etc., in accordance with University rules and regulations governing such areas. The University maintains residential property to further its academic mission. Other uses must be secondary to that purpose.

  3. Eligibility: You must be enrolled full-time in a degree granting undergraduate or graduate program at the University of Virginia. Petitions for an exception for extraordinary circumstances must be made to the appropriate Assistant Dean or Associate Dean/Executive Director of Housing & Residence Life.

  4. General Provisions: The University reserves the right at any time to:
    1. Alter, change, or cancel a housing assignment; designate any or all student housing as available for expanded occupancy up to three students per bedroom; assign first year students to upperclass housing facilities at the rate applicable to the assigned residence; change any room assignment or rate.
    2. Enter residences for work orders, routine maintenance, inspections, repairs, emergencies, or housekeeping duties at any time.
    3. Control the residences in the event of an emergency.
    4. Assign graduate and undergraduate students to the same room/suite/apartment to achieve maximum occupancy.
    5. Terminate or suspend the Housing Agreement for violation of these Terms and Conditions or for violation of University Regulations pertaining to health or safety as determined by the University in its sole discretion.


  5. Further Regulations: The Housing Agreement is subject to all relevant University policies which may be amended or updated.

  6. Checking In: You must abide by the published move-in schedule for arrival. Housing for early arrivals will be limited by building readiness and there may be a charge assessed for early move-in. Students arriving after their move-in time/date must inform Housing & Residence Life before Fall Semester Opening Day to keep their residence assignment. If you enroll at the University but fail to check into your assigned residence, you are still responsible for the entire payment for room and board for the entire academic year. In order to prevent receiving inappropriate damage bills, you must submit a room condition report to document the condition of your room at Opening.

  7. License Period: The license period is for the entire academic year. Agreements entered into after the beginning of the Fall semester continue in effect until the close of the academic year. A student residing in a residential space outside of the license period is subject to additional charges.

  8. Vacating Your Assignment:
    1. End of the academic year/term: You must leave your room or suite in good order not more than twenty-four (24) hours after your last scheduled final examination. All residential areas will be closed at noon the day following the last day of exams as published in the Academic Calendar. Requests to stay late in Housing will be limited by building turnover for summer conferences and graduation; and there may be a charge assessed for all late stays except graduating students. If you are graduating and have received permission from Housing & Residence Life, you may stay until noon of the day after the last day of Final Exercises. We expect you to leave the facility in an acceptable state of cleanliness when you check out. If you do not, you will be charged for the cost of additional housekeeping service. You also will be billed for damages or missing items not documented on your room condition report and if the common areas require additional housekeeping.
    2. Midterm: Students who withdraw or terminate their enrollment during the academic year, or have their enrollment terminated by the University, must vacate and return keys and/or notify Housing & Residence Life of their departure within 48 hours. If a student fails to vacate upon termination of this license for any reason, the University may exercise any or all of the following options: (a) remove the student and student's possessions from the premises; (b) change the door locks and bill the student; (c) bill the student for all damages suffered by the University as a result of your failure to vacate, for example, payment of attorney fees and expenses. Staff counsel fees will be assessed at the prevailing hourly rate.


  9. Holiday Recess: The First-Year residence houses (Alderman Road, McCormick Road, and Gooch/Dillard) are closed and locked during the winter holiday recess (see Academic Calendar). You must leave your room in good order not more than twenty-four (24) hours after your last scheduled final exam or noon the day after the last exams as published in the Academic Calendar. You may NOT occupy or enter the closed residence houses until the scheduled Opening for second semester. Upperclass housing remains open during Holiday Recess. Check the J-Term/Winter Break section of the Housing & Residence Life website for specific information.

  10. Safety: You are personally responsible for abiding by the safety policies pertaining to residential facilities. (See the Emergencies, Safety and Health section of the website.)

  11. Releases: The Housing Agreement is binding for the entire academic year. You are responsible for the full academic year room rent once you accept the Housing Agreement. You may petition Housing & Residence Life for release for extraordinary circumstances. Financial charges may still apply. First year students are required to live on Grounds; you may petition the Assistant Dean for First Year Areas for a release for extraordinary circumstances.

  12. Assignment and Subletting: You may not assign this Agreement or sublet the premises or any part thereof. The facility is to be used only as a primary residence.

  13. Commercial Enterprise: You may not conduct any activity for business or financial gain from a residential facility.

  14. Smoking: Smoking is prohibited in or within 25 feet of all on-Grounds housing facilities.

  15. Room Rent: Rental charges including utilities are paid by the semester. They are included in the Student Accounts billing each semester along with tuition and fees.

  16. Refunds: Rental charges for space in University accommodations are not refundable except for termination of enrollment in the University within the first five (5) days of each semester. When a student leaves the University, any approved refund will be pro-rated beginning with the date that the student's keys are received by Housing & Residence Life. If the student is living in a residence that uses only electronic access (i.e. keyless), the student must notify Housing & Residence Life in writing of their departure.

  17. Changes to Assignments: Housing & Residence Life will review all room assignments for withdrawals or changes and may reassign students as needed to make efficient use of available space.

  18. Room Changes: Housing & Residence Life will consider room changes on an individual basis. If you are a First Year Student, the Area Coordinator for your residence area facilitates room changes. Upperclass residents must follow the procedure to change your room assignment as listed in the Room Changes Policy.

  19. Furnishings and Facilities: The University will choose and provide furnishings for each facility. The University shall not furnish additional storage space during the academic year. All University-owned furniture must remain in its assigned space. It is prohibited to keep any item, including room decorations that may pose a fire hazard in a residence hall room. Specific information on regulations, policies, prohibited and approved items related to furnishing and facilities are listed in the Fire Safety and Decoration Policies.

  20. Maintenance and Repairs: The University shall perform all normal interior and exterior maintenance and repairs as necessary. You should report all needs for repairs to the Facilities Management Service Desk by using the Work Order Management System or by phoning the office at 924-3053. Do not make your own repairs. Residents are required to check battery-operated smoke detectors weekly.

  21. Damages: You will be responsible for any damage or defacement that may occur to your assigned residence (including restitution costs), except for normal wear and tear. If we cannot determine responsibility for damage or defacement in common areas (bathrooms, lounges or corridors, etc.), we will distribute the charge equally to all residents of the facility.

  22. Abandoned Property: Abandoned property found anywhere in the residence halls (including lounges and laundry rooms) will be held in storage for 120 days. After 120 days items will be sold through UVa Surplus Property, donated to charitable organizations, or disposed of in the trash.

  23. Insurance: The University does not assume any obligation or liability for loss or damage to items of personal property, which may occur in its buildings or on its grounds, prior to, during or subsequent to the terms of this Agreement. This includes but is not limited to damage, loss, fire, water damage, theft, flooding, etc. Students are urged to purchase renter's insurance for protection against loss or property damage.

  24. Access: Keys and ID cards are property of the University. It is against Virginia law to have duplicate keys made. You will be assessed a charge for each lost key and for each replaced lock core. If you lose your key(s) you will be billed for replacing all affected keys and locks. You must report lost keys promptly to Housing & Residence Life to arrange replacement. You must promptly report a lost ID card to the ID office and you will be assessed a charge for its replacement. Keys and ID cards are non-transferable.

  25. Guests: Visitation is negotiated with respect for rights and responsibilities of roommates, suitemates, and/or apartment mates. You must have your roommate's consent to invite a guest into your room. The presence of the guest must not pose an unreasonable burden or unreasonable infringement on the privacy and privileges of the roommate. Overnight guests may not remain longer than three consecutive nights. Residents are responsible for the behavior of guests and compliance with all University policies.

  26. Prohibited Possessions: To ensure the safety of all residents, certain items are prohibited within all on-Grounds residential areas; it is your responsibility to review the list of prohibited items.

  27. Personal Wireless Devices: Residents must comply with the University's policy on wireless airspace.

  28. Criminal Conviction or Protective Order: If you are convicted of any felony or any crime requiring your registration on the Sex Offender or Crimes Against Minors Registry (SOR), or if you become subject to a protective order at any time during the term of your housing agreement, you are required within seventy-two (72) hours of the conviction or entry of the protective order, to notify in writing the Director of Accommodations, University of Virginia Housing & Residence Life in accordance with the notice provisions. Housing & Residence Life reserves the right to cancel any housing agreement if, in the sole judgment of the University, a resident may pose a threat of substantial harm to persons or to University property or if the University determines that the housing agreement was granted on the basis of inaccurate or incomplete information in the application.

  29. Sales, Solicitation, and Peddling: Sales, solicitation, and peddling are prohibited within University residential areas.

  30. Student Conduct: Students at the University of Virginia are subject to all Federal, State, and local laws, as well as the University's Standards of Conduct, academic, financial, and non-academic rules and regulations. The specific University policies and regulations are listed in the University of Virginia Record. This Agreement prohibits violations of those laws and regulations.

  31. Additional Provisions: The University retains unilateral right to terminate this license for the breach of any Term or Condition of this Agreement by the student. Failure of either party to insist upon strict performance of any of the Terms or Conditions herein shall not be deemed a waiver of any rights or remedies of either party, and shall not be deemed a waiver of any subsequent breach or default in any of the Terms or Conditions herein. The University does not discriminate in any of its programs, procedures, or practices against any person on the basis of age, citizenship, color, disability, national origin, political affiliation, race, religion, sex, sexual orientation, or status as a veteran. If you have a disability or otherwise need special accommodations, please notify our Accommodations Office.
Questions regarding housing at the University or these Terms and Conditions can be sent by email to housing@virginia.edu,or phone 434-924-3736.