Graduate Student Housing Agreement

General

Residence in University of Delaware ("University") housing brings with it certain legal obligations and responsibilities. This document, together with the Student Guide to University Policies and all regulations, policies and procedures published by Housing Assignment Services, the Office of Residence Life and Facilities, constitute the agreement (the "Agreement") between you (the "Student") and the University. By your submission of this Agreement to the University, you are accepting and agreeing to comply with the terms and conditions of the Agreement. The Agreement, including other material incorporated by link or reference, is subject to change as deemed necessary by the University without prior notice.

Personal Responsibility & Insurance

The University cannot and does not assume responsibility for personal accident, injury, or illness to residents, guests or visitors, or for damage, theft, or loss of personal property, and the Student hereby releases the University, its officers, agents, and employees from any liability on account of any accident, injury, illness, property damage, theft, or loss not caused by the University's gross negligence or intentional act or omission. The University of Delaware does not reimburse students or parents for damaged, lost, or stolen personal property. Students are encouraged to protect themselves from loss by purchasing appropriate insurance. In that regard, you should review any homeowner's policy that you or your family might have to determine whether the contents of your University room are already covered or could be covered with a relatively inexpensive policy rider or purchase a renter's insurance policy from an insurance company. When you consider this insurance protection, keep in mind the replacement cost of such items as computer, jewelry, television, VCR, DVD Player, musical instruments, stereo and other electronics, books, calculators, clothes and shoes, and sports equipment. For more information regarding damage to personal property, refer to the Facilities website.

University's Duty to Provide Habitable Residence

The University cannot guarantee against temporary failures of utility systems or defects caused by ordinary wear and tear. Instead, the University's duty is limited to the exercise of best efforts to provide clean, safe lodging for students with utilities in good working order. Every effort will be made to complete maintenance in a timely manner.

Credits or rebates of housing charges are not given to students when maintenance or pest control is being done to the student rooms, suites, or apartments. Students may be moved to available vacancies in on-campus housing either on a temporary basis or permanent basis. Students who are reassigned on a permanent basis are required to pay the cost of the assigned space.

For information regarding damage to personal property, refer to the Facilities website.

Student Status

Students may reside in Graduate Student & Family Housing if they are eligible, registered, and in good academic, financial, and disciplinary standing with the University. Requests for exceptions may be made to Housing Assignment Services.

Eligible students are: 

  • Graduate students who are full time and taking at least 9 credit hours  each semester and are:
    • Single
    • Married and living with a spouse and/or dependents
    • Single parent living with children under his/her legal care
  • Undergraduate students who are full time and taking at least 12 credit hours each semester are eligible for family housing and are:
    • Married and living with a spouse and/or dependents
    • Single parent living with children under his/her legal care


Those applying for family housing must submit legal documentation of family status, such as copies of a marriage license, birth certificates, and/or Power of Attorney statement.  Students are required to inform Housing Assignment Services if their student status changes.

Only the family members noted on the lease are permitted to live in the apartment. Please be aware that having others live in the apartment is a violation of the contract and can lead to termination of your housing contract agreement.

Only same-gender residents will be assigned to a room, suite, or apartment, unless it is designated as a family unit.

Term of the Agreement

The Agreement becomes effective on the Binding Date. The Binding Date of the Graduate Student & Family Housing Agreement is the date that Housing Assignment Services receives a signed copy of the Agreement. For new residents, the Agreement Period runs from August 15 of one calendar year through July 31 of the following calendar year. The start date of the Agreement Period may be delayed if your check-in is delayed because of a space/unit not being available until after August 15. Priority is given to applicants who plan to occupy the apartment by the beginning of the fall semester. The end date of the Graduate Student & Family Housing Agreement will always be July 31. For those renewing their Agreement, the Agreement Period will be August 1 to July 31. In the event that major repairs/renovations make it necessary for residents to vacate the assigned space or apartment before the end of the Agreement Period, notification will be sent at least sixty days prior to the date of the required vacancy. Emergency situations may require immediate vacancy of the assigned space or apartment.

As of the Binding Date, the Student becomes fully liable for payment of the established rates for assigned housing. Payment for the first month of the Agreement Period or portion thereof is due within five days of check-in. Rent includes heat, air conditioning, hot water, electricity, cable TV services, and internet connection.

Rent will be billed to the Student's UD account at the beginning of each month. Students are expected to pay their monthly rent by the 5th of the month and to keep student accounts current. Accounts with a past-due balance will incur a $55 late fee for every month that a balance remains on the account. For more information regarding late fees and payment options, visit the Office of Student Financial Services website.

The Agreement shall remain in full force and effect for the remainder of the Agreement Period unless the Student is released from the Agreement by the University.

Calendar

The opening and closing dates for the University of Delaware shall be as set forth in the Academic Calendar.

Cancellation Policy

Cancellations that occur before the Student has returned a signed Agreement are considered cancellations of the Housing Application. Cancellations that occur after the Student has returned a signed Agreement are considered cancellations of the Agreement. Students who cancel their Agreement after the Binding Date remain fully liable for payment unless a release is granted.

To cancel the Housing Application before the signed Agreement is submitted, applicants must send a written request to Housing Assignment Services. If cancellation is received before the room assignment has been issued, the Student will be eligible for a partial refund of $100 of the security deposit. If the cancellation request arrives after a room assignment has been granted, even if the Student has not yet been notified, the entire $200 security deposit will be forfeited. Returning students who renew the Agreement and later choose to cancel must notify Housing Assignment Services by May 31. If the returning student does not cancel by this deadline, the $200 security deposit will be forfeited and the Student will be obligated to the terms of the Agreement, unless official release is granted.

NOTE: Failure to occupy your assigned space does not constitute cancellation of the Agreement. You are obligated to pay for the assigned space for the entire period of the Agreement, unless you are officially released from it.

Student-Initiated Cancellations After the Binding Date

The Agreement is binding as of the Binding Date and throughout the entire term of the Agreement regardless of changed circumstances on the part of the Student, such as incompatibility with a roommate or housemate, involvement in a lease in off-campus facilities, or marriage. Students who wish to be released after the Binding Date must file the form, Request for Release from Graduate Student and Family Housing Agreement.

A Request for Release form must be submitted to Housing Assignment Services at least thirty days prior to the requested date of departure. If a thirty-day notice is not given, your request may be delayed for up to thirty days. In that case, you will be charged for the full thirty days, even if the room or apartment was not occupied during that time. Requests can be either hand-delivered or mailed to Housing Assignment Services (5 Courtney St., Newark, DE 19716).

Please note that failure to pay your rent does not constitute cancellation of your Graduate Student and Family Housing Agreement.

Acceptable Circumstances

A student will typically be released from the Agreement when proof of one of the following circumstances is submitted to Housing Assignment Services:

  • The Student completes January or May graduation, and the Student's advisor has sent a letter or an e-mail to Housing Assignment Services stating that the Student has completed requirements for graduation.
  • Voluntary official withdrawal or approved leave of absence from the University. The Student's adviser must send a letter or an e-mail to Housing Assignment Services stating that the Student has withdrawn or has an approved leave of absence. Dropping all classes does not constitute withdrawal.
  • The Student is not renewing the Agreement and will be involved in an approved University-sponsored program, such as an internship, which would make a commute from Newark impossible. Students will not be released for any period of time during the Agreement.
  • A new eligible applicant is willing to assume full responsibility for the Agreement. The applicant must accept a binding Agreement for the remainder of the Agreement Period, submit a $200 deposit, and remain in housing during the entire period. The effective date of release from the Agreement is the date when the new resident signs in and occupies the space.


Unacceptable Circumstances

A student will not be released from the Agreement for any of the following reasons:

  • The Student voluntarily reduces their number of academic credits below the minimum established by Housing Assignment Services.
  • The Student fails to sign in or occupy the living space.
  • The Student receives judicial sanctions. See University-Initiated Cancellations after the Binding Date.

Other Circumstances

If a Student wants to be released from the Agreement due to serious circumstances other than those listed as unacceptable or acceptable, he or she may submit a written request to Housing Assignment Services. Requests must be accompanied by relevant and substantial supporting documents, such as financial changes verified on a Financial Aid form, a medical needs form verified by the Office of Disabilities Support Services, or a medical statement verified by Student Health Services. If such documentation is provided, authors or others may be called to verify information and/or provide clarity.

Appeals

If a request for release is denied, the Student may submit a written appeal to the Office of the Dean of Students/Associate Vice President of Student Life, Hullihen Hall. The fully documented appeal and all appropriate documentation must be submitted within five working days of the date of the original decision letter. If release is granted, the appropriate department administrator will be notified to arrange for any financial rebate due.

If the Student's request for release is denied, the Student is responsible for the cost of the assigned space for the remainder of the Agreement even if the Student chooses to vacate the room or apartment.

University-Initiated Cancellations After the Binding Date

The University reserves the right to change or cancel a Student's apartment or room assignment without prior notification if the Student fails to register, pay, or maintain academic status. The Agreement may be canceled if:

  • The Student is dismissed for academic reasons.
  • The Student fails to pay University bills by the established deadlines
  • The Student is not properly registered at the end of the free drop/add period for the semester or session in which they have applied for housing. In this case, the Student may reapply for housing if he/she subsequently re-enrolls for classes, but housing will not be guaranteed. If a University-initiated cancellation occurs during the Agreement period and the Student re-enrolls, the Student will once again become obligated to the Graduate Student and Family Housing Agreement.
  • The Student fails to sign in or occupy the assigned space within two days of the scheduled check-in date unless Housing Assignment Services is notified by the Student of a late arrival date in writing, at least five days before the scheduled arrival. If a Student's assignment is canceled, Housing Assignment Services will reassign the Student to another space if requested by the Student. Even if a student does not sign in and move onto campus, the Student will still be responsible for the full cost of the assigned space as stated in the Agreement. If no space is available on campus, the Student will be released from the Agreement and will have no further financial obligation or claim under that Agreement.
  • The Agreement is terminated due to disciplinary action.
      • If a Student is removed from the University as a result of a disciplinary action for behavior that did not occur in a campus room or apartment, the Student is released from the Agreement and will be charged for 30 days rent after the occupancy end date.
        • If a Student is removed from the University as a result of a disciplinary action for behavior that did occur in a campus room or apartment, the Student will be responsible for the financial cost of the space for the remainder of the term in which the disciplinary action is finalized, but the Student may be released from subsequent terms, if any remain in the period of the Agreement.
        • If a Student withdraws from the University before a final disciplinary decision is made to suspend that Student, the Student will still be responsible for the financial cost of the space for the remainder of the term in which the disciplinary action is finalized unless the Student withdraws before the end of the semester’s free drop/add period.
        • Appeals are made only through the student conduct or residence hall system. The Graduate Student and Family Housing Agreement appeal process cannot be used in place of or in addition to any appeal process established for disciplinary cases.


    The Student will forfeit the entire $200 security deposit if Housing Assignment Services cancels the Agreement after it has gone into effect. Normally, Housing Assignment Services will provide thirty-days notice before terminating the Agreement. In extreme cases, such as a serious policy violation, however, the University can evict the Student immediately. In that event, the Student would remain financially responsible for the apartment or room rental for thirty days, or the duration of the Agreement, depending on the violation or sanction.

    NOTE: If possible, the room or apartment will be reassigned to someone on the waiting list. If the space can be filled, the Student will be billed for the period of time between the effective date of the assignment and the effective date of the new applicant's Agreement. Once the new applicant occupies the space, the Student's assignment and the Agreement will become null and void. If an eligible replacement cannot be found, the Student will be financially responsible for the space, according to the terms and conditions of the Agreement, until the Student is officially released from the Agreement by Housing Assignment Services.

Compliance with Law and Code of Conduct

Every student at the University must comply with all Federal, State, local and University laws, rules and regulations, including the Agreement. Students are expected to know their Rights and Responsibilities and must comply with the University's Code of Conduct. At all times, students must respect the rights and property of all community members in the residence halls or apartment buildings, regardless of their background, beliefs, values, or attitudes.

Conover/Graduate House Rules, Regulations, and Conditions of Occupancy

  1. All residence halls and apartments are SMOKE FREE environments. Smoking is permitted at designated areas outside of buildings and away from doors and windows.
  2. NO ANIMALS OR PETS MAY BE KEPT ON OR ABOUT THE PREMISES, except for fish contained in one tank per room or apartment with a maximum tank size of 20 gallons.  Service animals are permitted in accordance with the Americans with Disabilities Act.  Approval for service animals must be obtained through the Disabilities Support Services office.  Each request is considered on a case-by-case basis.
  3.  Front halls, stairways and landings MUST NOT BE USED FOR ANY PURPOSE BUT THAT OF PASSAGE.  NO BICYCLES, TRASH CANS, OR ANY OTHER ARTICLES ARE ALLOWED IN THESE AREAS OF THE BUILDING.  The laundry room is not to be used for storage of bicycles, luggage, etc.
  4. Residents agree to abide by the City of Newark's Noise Ordinance.  Quiet hours are from 9:00 p.m. until 7:00 a.m.
  5. The University is not responsible for any articles left with any employee in any part of the building.
  6. Nothing may be hung out of the windows nor placed on the windowsills outside. Tablecloths, clothing, curtains, rugs, or other articles may not be shaken from any of the windows or doors.  Residents may not throw or permit anything to be thrown out of the windows, doors, or into the halls of the building.
  7. All needed repairs should be reported to the Facilities Operations Center. The telephone number is (302) 831-1141.   
  8. Residents are not allowed to wallpaper, paint, varnish, or panel any University property, disconnect any ranges or radiators, or hang or tape any objects to the doors. Additional locks or security chains may not be installed on doors.  Permanent carpeting cannot be removed or installed by residents, and no gluing or tacking of carpeting is permitted.  The rooms or apartments may not be altered in any way.
  9. Residents are not permitted to install, erect, or place on the exterior part of any building any wiring device, antennae, or aerial.
  10. Residents or visitors may not at any time bring into or keep upon any premises any type of indoor or outdoor grills, and any flammable, combustible, or explosive fluid, material, chemical (including engine oil for cars), or substance.
  11. Waterbeds and lofts are NOT permitted.
  12. Laundry work may be done only in the space set aside by the University for this purpose. Washing and drying machines are used at the user's own risk in such manner and at such times as the University may direct.
  13. The University assumes no responsibility for loss of, or damage to, personal property.  Residents are encouraged to carry personal property insurance. (See http://www.udel.edu/has/grad/agreement.html#1.1)   
  14. Apartments are to be left in reasonably clean condition upon termination of the Agreement period. All trash and debris must be removed from the building. Refrigerators and stoves/ovens must be left in clean condition.
  15. Residents are not permitted to have the following appliances on campus: washers, dryers, dishwashers and freezers.
  16. Residents may not use or keep kerosene or electric heaters.
  17. During the last week of occupancy, re-inspection will be made by the resident and the Apartment Manager using the original inspection sheet. Residents will be charged for missing items and for all repairs or painting necessary due to negligence or misuse of property other than that resulting from reasonable wear and tear.
  18. When a resident loses a key or the access card, asks for a replacement, fails to return a spare key or access card, or fails to turn in a University of Delaware key or access card upon vacating the room or apartment, the key core to the room or apartment will automatically be changed in order to protect the security of all present and future residents. The charge for this change will be billed directly to the resident.  If the access card is lost or damaged and a new one has to be issued, the resident will be billed for the cost of providing a new access card.  (See Residents Handbook for details.) 
  19. The University reserves the right at reasonable hours to inspect the room and storage areas
    for health, fire, safety, pets, or maintenance purposes.
  20. The use of chemical drain cleaners (e.g., Drano, Liquid Plummer) is strictly prohibited.
  21. The University reserves the right to make necessary renovations which may involve
    temporarily relocating residents.
  22. Each new resident will be required to attend a Fire Extinguisher Safety Training within the
    first four months of occupancy in the Conover Apartments or the Graduate House.  The training schedule can be found at http://webapps.css.udel.edu//calendar/index.php?topicid=23.

  23. As a resident of a shared living environment, please be aware that you have certain
    responsibilities to ensure a comfortable living situation for all residents.

      • Observe quiet hours as determined by the majority of the residents;
      • Keep your stereo, TV, computer, and your voice at a reasonable volume in your room or apartment;
      • Guests may stay overnight in your apartment/room for no longer than 3 consecutive days.  Make sure your guests follow all the rules and regulations, respect the rights of your roommate or housemate; and do not interfere with the shared living space;
      • Communicate with your roommate or housemates regarding problems or concerns and work through any differences in a peaceful and cooperative manner;
      • Let a staff person know of any problems and request assistance in a timely manner.

Other

  • Parking is not included in the rental rate. Parking lots for residents are restricted, and students can purchase resident student parking permits. Contact the University of Delaware Public Safety Department, Parking Services at (302) 831-1184 or http://www.udel.edu/PublicSafety/parkserv_about.html.  Visitors may pay-to-park in University garages, obtain a parking permit for designated visitor lots, or use the parking meters on the street.
  • The possession and/or use of alcohol by persons under 21 years of age is prohibited.  Distribution of alcohol by sale or gift to persons under 21 years of age if forbidden.  Alcohol may not be consumed in public areas.  Kegs are prohibited in all residences.
  • The possession or use of illegal drugs or drug paraphernalia is prohibited.
  • Possession, storage, or use of firearms or dangerous weapons is prohibited.  The student is subject to immediate termination of the Agreement, removal from the assigned space,  possible financial obligation for the remainder of the Agreement, as well as disciplinary or judicial action and criminal action.
  • The University expressly reserves the right to change, amend, or add to these rules and regulations without prior notification. The student expressly agrees to observe and obey all such proper new or changed regulations upon receiving notice by posting of the same in the public halls or other public spaces of the building.


Graduate House Only
Residents agree to take trash to the dumpster located at the back of the building.

October 2011

Student Liability

The Student agrees to accept responsibility and be held accountable for his/her actions, for proper use and care of the residence hall, dining facilities, assigned space, common areas, and all other University property, and for the actions of his/her guest(s). The host should ensure that guests comply with all University Policies. Prior to hosting a guest, residents should read Guidelines for Hosting Visitors in the Halls to understand the University's expectations of both hosts and guests.

Furnishings

The University will choose and provide furnishings for each room and apartment, unless an unfurnished apartment is chosen. In addition, the University will provide appliances for apartments. Students may only use approved appliances, furniture, and electronic equipment. The Student agrees not to remove any furniture or appliances provided by the University except with the express written consent of the University.

Students are financially responsible for any damage caused to University property. The University reserves the right, when individual responsibility cannot be determined, to hold residents collectively responsible for damage, theft, loss, or special service to the common areas or to University property within them.

Right of Entry

The University reserves the right to enter any room at any time without advance notice for the purposes of inspection, repair, maintenance, and protecting the health, safety and security of residents and in cases of emergency, as determined by the University. University officials, the Fire Marshal, and other officials periodically make unannounced inspections to ensure compliance with health, fire, safety and maintenance codes. They are obligated to report evidence of non-compliance observed during such inspections. Similarly, while maintenance and custodial personnel will not search personal property, the performance of their duties may require them to move items of personal property in a student's room. They are obligated to report any observed evidence of unlawful conduct or conditions.

Room Changes

The exchange of rooms or substitution of one occupant for another without written approval from Housing Assignment Services is prohibited. If you would like to move to a vacancy in another building, you must inform Housing Assignment Services of your intentions and be willing to sign a new agreement confirming the specific terms and rates of your new assignment. Your rent charge for the month will be recalculated (if necessary) to reflect rental charges for the period of time spent in each type of assignment. Please note that it is the Student's responsibility to inform his/her roommate about a room change.

The University reserves the right to make room changes or reassignments under the following circumstances, or at its discretion:

  • If a room, apartment, or building needs to be closed for health or safety reasons, or converted to serve another purpose that will benefit the University over the longer term.
  • If the Student fails to comply with any provision, policy, rule, or regulation.
  • If a roommate cancels his/her Agreement before either student moves into the space (this condition applies only to single graduate students).

Vacancies

The University may reassign a vacant space in a room or apartment at any time. While efforts are made to notify students of any changes, a new roommate may be assigned without prior notification. Students may not intentionally dissuade or discourage newly assigned roommates from moving into the room. Intimidating a newly assigned student is a policy violation, which can lead to termination of the Graduate Student & Family Housing Agreement without release from the financial obligation set forth in the Agreement.

Primary Residence

The residence hall space assigned to the Student by the University must be the Student's primary place of residence. In cases where a Student does not maintain his or her primary residence in the University-assigned space, the University may reassign that space to another student, and the Student will remain bound by the Agreement. Subleasing of space is prohibited.

Vacating at the End of the Academic Period or Release Date

Students are required to vacate University Housing and remove all personal belongings at the end of the Agreement Period. All of the following tasks must be completed by 5PM of the check-out date:

  • All belongings must be removed from the room or apartment. If the space is left dirty, the Student will be charged for excessive housekeeping. If anything is left behind, the items may be packed and stored by University personnel at the student's own risk. The Student will be charged a minimum $20 service charge to cover the cost of moving such items. The University will dispose of all confiscated items within thirty days, unless they are claimed.
  • Before leaving, the Student must make arrangements to have the Apartment Manager conduct an exit inspection. The Student will be financially responsible for any missing items or damage resulting from negligence or misuse of property.
  • The Student must complete a Check-In/Check-Out Form in conjunction with the Apartment Manager. Keys and access cards must be returned at this time. Students who fail to turn in their key or access card will have their lock automatically changed and their access card deactivated, and will be charged for this service. Charges will be deducted from the $200 security deposit, and any remaining balance will be credited to the Student's account.
  • The Student should provide a forwarding address, in writing, to the US Postal Service, as well as to the University of Delaware.

Agreement Renewal

Eligible students who continue to meet eligibility requirements can renew their Agreement for a subsequent year. Terms and conditions of renewal are mailed in the Spring Semester and must be renewed by the published deadline. The security deposit will carry over to the next Agreement Period.

Safety and Security

Security is the responsibility of all students, and students are personally responsible for abiding by the security policies pertaining to residence halls. Actions that compromise the security of residence or living areas will subject the individuals responsible to disciplinary action and related fees. See regulations regarding Keys and Access Cards, Fire Drills and Safety, and other Facilities Regulations for more details.

Controlling Documents

In the event of a conflict between this Agreement, the regulations, policies, or procedures published by Housing Assignment Services, the Office of Residence Life or Facilities, and the Student Guide to University Policies, the Student Guide will control.

Waiver

No delay or failure to exercise any right or power granted under the Agreement shall impair any such right or power or be construed to be a waiver thereof.

Severability

If any term or provision, or any portion thereof, of this Agreement is declared invalid or unenforceable for any reason, the remainder of this Agreement shall not be affected thereby and shall continue to be valid and enforceable to the fullest extent permitted by law.

Governing Law

This Agreement shall be governed by, and construed and interpreted in accordance with, the internal laws of the State of Delaware, without reference to its conflict of laws principles.