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Graduate and Faculty/Staff Housing Terms & Conditions

Abandoned Property Eligibility Prohibited Possessions
Access Failure to Vacate Rent
Additional Provisions Furnishings and Facilities Safety
Assignment and Subletting Further Regulations Sales, Solicitation, Peddling
Commercial Enterprise General Provisions Smoking
Common Areas Guests Term
Conduct Insurance Transfer Requests
Criminal Conviction/Protective Order Lead Warning Statement Wireless Devices
Damages Maintenance and Repairs
Early Termination Occupancy Limits


  1. This License constitutes constitutes a limited license between the Rector and Visitors of the University of Virginia ("University") as Licensor, and the undersigned (full-time student, staff, faculty, or scholar) as Licensee, for the use of University property as a residence (the "Premises"). Licensor and Licensee are hereinafter known as the "Parties." The Parties understand and agree that, although the fees and other amounts paid to license the Premises are referred to as "rent" in this license, it is not the Parties' intention to create a landlord-tenant relationship; that their intention is to provide the undersigned with a license to use the accommodations subject to the specific terms and conditions set out herein. 

  2. This License allows Licensee, family members, qualified adults, and invited guests to use the Premises. In addition, only Licensee, family members, qualified adults, and guests may use common areas, including hallways, lounges, laundry rooms, etc., and must do so 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 mission.

  3. General Provisions: The University reserves the right at any time to:

    1. Unilaterally increase or decrease the rent or to make any other changes in this License deemed necessary in the sole discretion of the University. Such changes shall be effective no less than sixty (60) days after Licensee is given written notice of the changes.

    2. Enter the Premises for work orders, routine maintenance, inspections, repairs, emergencies, or housekeeping duties at any time.

    3. Control the Premises and any common areas in the event of an emergency.

    4. Alter, change, or cancel a housing assignment, or reassign Licensee in the sole discretion of the University.

    5. Assign graduate and undergraduate students to the same Premises.

    6. Terminate or suspend the License for violation of these Terms and Conditions or for violation of University Regulations pertaining to health or safety as determined by the University at its sole discretion.

  4. Further Regulations: This License is subject to all relevant University policies, which may be amended or updated from time to time, in the sole discretion of the University.

  5. Term: This License is effective as of _____ through _____. Renewal of this License from year-to-year is not guaranteed. Maximum length of stay in University properties is four years in duration, regardless of location.

  6. Eligibility: Licensee must maintain eligibility throughout residency (except during the summer). Licensee must be a full-time student in a degree granting undergraduate or graduate program, or a full-time staff, faculty, or scholar at the University of Virginia. Petitions for an exception regarding full-time status must be made to Housing & Residence Life in writing. A change in the number of eligible occupants of a particular unit may cause the Licensee to be deemed no longer eligible for such unit or could necessitate relocation to other premises, if available. Licensees must give Housing & Residence Life timely notice of anticipated eligibility changes, including graduation, withdrawal, or any change in student or employment status at the University.

  7. Occupancy Limits: Units may be freestanding homes, townhomes or apartments:
    1. In shared apartments with multiple Licensees, no additional occupants are permitted.
    2. In all other units, there is a maximum of two adults per unit unless proof of dependency upon the Licensee has been demonstrated and approved.
      1. One bedroom units can accommodate at most three persons – no more than two adults.
      2. Two bedroom units can accommodate at most four persons – no more than three adults.
      3. Three bedroom units can accommodate at most six persons – no more than four adults.

  8. Failure to Vacate: If Licensee fails to vacate upon termination of this License for any reason, the University may exercise any or all of the following options: (a) remove Licensee and Licensee’s possessions from the Premises; (b) change the door locks and bill Licensee; (c) bill Licensee for all damages suffered by the University as a result of failure to vacate; for example, payment of attorney fees and expenses. In-house counsel fees will be assessed at the prevailing hourly rate charged by outside counsel.

  9. Early Termination: Any Licensee who loses eligibility during the Term of this agreement must vacate the Premises and return keys by the end of the month in which eligibility is lost, unless an exception for extraordinary circumstances is made by Housing & Residence Life. An early termination fee equal to one month's rent will apply. By way of example, circumstances that may result in loss of eligibility include, but are not limited to, graduation, withdrawal or expulsion from University, termination of employment, or cancellation of this license.

    Licensees who maintain eligibility but wish to terminate this agreement before the end of the Term may petition Housing & Residence Life for release. If approved, an early termination fee equal to half the total rent remaining will apply.

  10. Safety: Licensee is personally responsible for abiding by the safety policies pertaining to the Premises and to residential facilities and other University property, generally. (See the Emergencies, Safety and Health section of the website).

  11. Assignment and Subletting: The Licensee shall not exchange, assign or offer the Premises as a sublet. The Premises are to be used only as a primary residence of the Licensee. 

  12. Commercial Enterprise: Licensee may not conduct any activity for business or financial gain from the Premises or any University Property.

  13. Smoking: Smoking is prohibited in or within 25 feet of the Premises and all on-Grounds housing facilities.

  14. Rent: The Licensee will be responsible for 100% of monthly rent. Licensee agrees to pay the University, in advance on the first of each month. Rental payments must be made online with a credit card, or through a SIS account (for students), or through payroll deduction (for salaried employees). The Licensee's account will be delinquent after the tenth calendar day of the month. In the event that payment has not been made by the eleventh calendar day of the month, the account will be forwarded for collection. Non-payment will result in student records (transcripts, diplomas, etc.) being made inaccessible, and may result in termination of the License.

  15. Transfer Requests: Housing & Residence Life will consider requests to transfer to another unit within on-Grounds housing, if available, on an individual basis. Such requests may be granted in the sole discretion of the University.

  16. Furnishings and Facilities: The University will choose which furnishings and appliances to provide for each facility. Portable washing machines and dishwashers are prohibited and possession may result in termination of the License. The University will not provide additional storage space. 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 residential facility. Specific information on regulations, policies, prohibited and approved items related to furnishings and facilities are listed in the Fire Safety and Decoration Policies.

  17. Maintenance and Repairs: The University shall perform all normal interior and exterior maintenance and repairs as necessary. Licensee must 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. Licensee is not permitted to make repairs.

  18. Damages: Licensee is responsible for any damage or defacement that may occur to the Premises (including restitution costs), except for normal wear and tear. Upon termination of this License, any charges for cleaning, lost keys, or damages will be billed to Licensee to be paid within fifteen (15) days from date of bill.

    Licensee and all occupants must maintain a clean and clutter-free environment. All interior surfaces, fixtures and appliances must be kept free of accumulated grease, dust, dirt, food residue, soap scum and human waste. The Premises must be kept free of excessive materials that may impede movement or create a potential hazard for the occupant(s) or University staff, including excessive storage of paper or plastic grocery bags. Failure to follow these standards may result in charges and/or termination of the License.

    If the University cannot determine responsibility for damage or defacement in common areas (bathrooms, lounges or corridors, etc.), the University will distribute the charge equally to all Licensees of the facility. If the Premises are demolished or damaged by fire or other casualty and thereby rendered uninhabitable for a period of more than thirty (30) days, this License shall terminate as of the date of such destruction or damage. However, should such damage be repaired by the University within 30 days from the occurrence, this License shall not terminate but payment of rent shall be suspended for the period during which the Premises are uninhabitable.

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

  20. Insurance: The University does not assume any obligation or liability for loss or damage to items of personal property, which may occur in its Premises, other buildings or on its grounds, before, during or after the Term of this License. This includes but is not limited to damage, loss, fire, water damage, theft, flooding, etc. Licensee is encouraged to purchase insurance for protection against loss or property damage.

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

  22. Guests: Overnight guests may not remain longer than seven consecutive nights. Written permission from Housing & Residence Life is required for any visit exceeding seven nights. Residents are responsible for the behavior of guests and their compliance with all University policies. Visitations must respect the rights and responsibilities of any apartment mates. The presence of the guest must not pose an unreasonable burden or unreasonable infringement on the privacy and privileges of the apartment-mate.

  23. Prohibited Possessions: To ensure the safety of all residents, certain items are prohibited within all on Grounds residential areas, including the Premises. Licensee is responsible for reviewing and remaining aware of the list of prohibited items.

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

  25. Criminal Conviction or Protective Order: If Licensee or any resident of the Premises is arrested and/or convicted of any felony or any crime requiring registration on the Sex Offender or Crimes Against Minors Registry (SOR), or if Licensee or any resident of the Premises becomes subject to a protective order at any time during the Term of this License, Licensee is required within seventy-two (72) hours of the arrest and/or conviction or entry of the protective order, to notify Housing & Residence Life in writing. Housing & Residence Life reserves the right to cancel this License if, in the sole judgment of the University, Licensee or any other resident who is Licensee's family member, dependent, qualified adult inhabitant, or invited guest may may pose a threat of substantial harm to persons or to University property or if the University determines that this License was granted on the bases of inaccurate or incomplete information.

  26. Sales, Solicitation, and Peddling: Sales, solicitation, and peddling are prohibited within the Premises and all University residential areas.

  27. Conduct: Licensee and all residents of the Premises 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 License prohibits violations of those laws and regulations.

  28. Lead Warning Statement: Housing built before 1978 may contain lead-based paint. Lead from paint, paint chips, and dust can pose health hazards if not managed properly. Lead exposure is especially harmful to young children and pregnant women. Before renting pre-1978 housing, Licensors must disclose the presence of known lead-based paint and/or lead-based paint hazards in the dwelling. Licensees must also receive a federally approved pamphlet on lead poisoning prevention.

    Presence of lead-based paint and/or lead-based paint hazards (Check (i) or (ii) below):
    1. _____ Known lead-based paint and/or lead-based paint hazards are present in the housing.
    2. _____ Licensor has no knowledge of lead-based paint and/or lead-based paint hazards in the housing.
    Records and reports available to the Licensor (Check (i) or (ii) below):
    1. _____ Licensor has provided the Licensee with records and reports pertaining to lead-based paint and/or lead-based paint hazards in the housing.
    2. _____ Licensor has no reports or records pertaining to lead-based paint and/or lead-based paint hazards in the housing.

    By electronically agreeing to this License, Licensee certifies that Licensee has reviewed the lead disclosure information provided and confirms that the University has complied with notification requirements.

  29. Additional Provisions: The University retains the unilateral right to terminate this License for the breach of any Term or Condition of this License by Licensee or by any resident who is Licensee's family member, dependent, qualified adult inhabitant or guest. 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, gender identity, or status as a veteran. If Licensee has a disability or otherwise needs special accommodations, Licensee must notify Housing & Residence Life.