Terms of Occupancy

HOUSING CONTRACT AND TERMS OF OCCUPANCY>

(Updated as of May 1, 2024)

INTRODUCTION

Gallaudet University (hereinafter “the University”) and the undersigned student hereby agree to the following terms and conditions. The housing contract is not a lease but a license to use the facilities and is binding for the entire academic year. The University shall provide the student with an assigned space in a residence hall room (“the room”). The assignment shall commence and terminate as indicated in room assignment information available in Residence Life and Housing (hereinafter “RL&H”).

All materials contained herein are an integral and binding part of this housing contract. Residence Hall policies and procedures in the published and online Gallaudet University Student Handbook, RL&H website, University catalogues, publications, departmental brochures, and official University memorandums are hereby incorporated into this housing contract and are binding on all parties to this housing contract. It is the student’s responsibility to become familiar with all provisions of this housing contract.

No oral statement made by any agent of the University shall be considered a waiver or modification of any term or condition.

DATES OF OCCUPANCY

Part A

Fall semester opening is generally the Saturday prior to the first day of classes of the fall semester. Fall semester closing is generally within 24 hours after the student’s last exam and no later than 12:00 noon on the day following finals completion.

Part B

Spring semester opening is generally on the Sunday prior to the first day of classes of the spring semester. Spring semester closing is generally within 24 hours after the student’s last exam and no later than 12:00 noon on the day following finals completion. Graduating students are able to reside in the residence halls until 12:00 noon the day following graduation exercises in May.

Part C

Summer semester is generally on the Sunday after graduation exercises in May until Saturday before check-in in August.

PAYMENTS

Part A

This housing contract is in effect until terminated by the University or written cancellation by student accompanied by written university acceptance.

Part B

The student understands and agrees that the housing contract is for a space in the residence halls and not for a specific room or building. In consideration of the assignment of the room, the student agrees to pay the University the appropriate charge for that type of room.

Part C

All students who contract for, or who are required to contract for, housing are charged for housing and any associated fees through their student accounts.

Part D

Failure by the student to pay for all charges does not constitute the cancellation of this housing contract by the student.

GENERAL TERMS AND CONDITIONS

Part A – Purpose

The student will use the room for residential and educational purposes in accordance with this housing contract and its general policies.

Part B – Residency Requirement

The University requires all first-year and second-year students to live in campus housing. Exceptions to the residency requirement may be made for students who reside with a parent or legal guardian within 50 miles of the campus, carry at least nine credit units online, has already lived on campus for two complete academic years (defined as four Fall and Spring semesters), is married, is a legal custodial parent or court-appointed custodial guardian of a minor child(ren), or who is registered with the Accessibility Resource Center (ARC) with specific housing accommodations that cannot be provided to the student(s).

For more information on the exemption request process, email Contact or go to https://gallaudet.edu/residence-life-housing/ and click on “Residency Requirement.”

Part C – Assignments

Space will be assigned on a first-come, first-served basis as Housing Applications are received. On-campus housing is not guaranteed to all enrolling students, although overflow housing, depending on space availability, may be available for those who send in the Housing Application after the deadline as specified by RL&H.

The University reserves the right to make room assignments, to authorize or deny room and roommate changes, to consolidate vacancies, and to require a student to move from one room or residence hall to another. The University further reserves the right to make room changes during the year as deemed necessary by RL&H.

The University reserves the right to terminate any student’s housing contract, without refund of any monies, for failure to comply with residence hall regulations, university regulations, or if the student’s actions are found to be detrimental to the health or safety of themselves or others.

The University reserves the right to assign students to temporary space when necessary without recompense. Students so assigned will be reassigned to permanent space as it becomes available.

Rooms in the housing facilities may only be occupied by the student(s) assigned to that particular space. A student’s right to occupy a room in the housing facilities pursuant to this housing contract may not be assigned or transferred by the student. Room assignments may be changed only upon written authorization from RL&H and after the student(s) involved have made a serious attempt to adjust to the situation. Under normal conditions, no changes of room assignments will be made during the first week of each semester. Roommate assignments are made without regard to race, color, religion, national origin, marital status, personal appearance, family responsibilities, physical or mental disability, political affiliation, or status as a disabled veteran. Students of the other sex will not be assigned to, nor may they reside in, the same room.

Part D – Late Arrivals

Failure to occupy an assigned space by 5:00 pm on the last day of business registration could result in assignment of the room to another student unless a student sends an advance written request for an extension of the arrival period and it is granted in writing by RL&H.

Part E – Entry into Student Rooms

The University reserves the right of entry into any residence hall room for purposes of inspection, cleaning, repair, painting, maintenance, or assessment of damages. The University also reserves the right of entry into any residence hall room for health and safety concerns, to provide for the security of persons and property, or if there is reasonable suspicion to believe that a University policy or regulation has been violated.

Periodic room/apartment inspections are made during the fall, spring, and summer semesters or maintenance, health, and safety purposes. When possible, inspections will be arranged in advance; however, the University has the right of immediate entry at any time, whether or not the resident is present, and without prior notice, if emergency, health, or safety circumstances warrant such entry, or if there are reasonable grounds to believe that any substance, material, or item is being kept or used on the premises in any manner prohibited by law, by the policies, rules and regulations of the University, or by this housing contract. Members of the Residence Life staff, University administration, Department of Public Safety, or Facilities Department will exercise the right of entry under those circumstances.  The Director of Residence Life and Housing, Program Manager, Housing Operations Manager, Coordinators of Residence Education, Graduate Assistants, or University staff designated by the Director of Residence Life and Housing are empowered to conduct an administrative search of student rooms and University property when it is deemed necessary.

Entry may also be made without prior notice, during normal hours, for the purpose of conducting nonemergency inspections and repairs. Rooms and apartments are inspected before and during semester breaks to ensure that windows are closed, electrical equipment is unplugged, the heat is turned down, and the room or apartment is secure.

Students are expected to adhere to residence hall policies including, but not limited to, policies pertaining to access/exit for emergencies, placement of furnishing, electrical appliances, electrical equipment overload, decorations, and fire safety policies including open flames, flammable liquids, smoke detectors, etc.  Items observed in plain view during any inspection that are in violation of University policy or regulations will be noted and may be removed from the premises, if necessary, and at the discretion of the administrative staff conducting the inspection.  Otherwise, students will have 48 hours to make the necessary corrections to bring the room back into compliance. Residence Life staff will conduct a follow up inspection to ensure that the room is in compliance with University standards; non-compliance will result in disciplinary sanctions.

During an administrative search for a possible violation of University policies or regulations, the University reserves the right to search private property (such as a refrigerator or cooler in an administrative search for a possible alcohol policy violation, for example) if the property or location is typically used to store such items, or if the University receives specific information from a source of where the item(s) in violation of University policies and regulations are specifically stored. 

To avoid charges for room damages for which one is not responsible, each student must fill out a room inventory form when they move into a room. The inventory form lists all room furnishings and space for student comments on the specific condition of the furniture and the room. Residence hall staff members will verify the forms during room/maintenance inspections.

At the end of a semester (or when a student vacates the room), the Coordinator of Residence Education or a designee will check the condition of the room and its furniture, and appropriate charges for damages or policy violations, if any, will be billed to the occupants of the room. All furnishings must be rearranged to their original place (according to a posted floor diagram) upon checkout at the end of the semester.

Part F – Room Conditions

The University agrees to provide and the student agrees to maintain the assigned room and all public areas in and around the immediate building(s) accessible to the student in a clean, safe, and sanitary condition. Upon termination of this housing contract, the student should leave the assigned room, its furnishings, and its equipment in as good an order and condition as the same were upon commencement of the student’s occupancy, ordinary wear and tear excepted. University staff will complete an inventory of furnishings and an assessment of damages; charges will be assessed to the responsible individual(s). Personal property left in a room following the termination of occupancy will be deemed abandoned. Students will be charged for the removal of such property.

Part G – Damages

The student agrees that all damages to University property caused by the student or the student’s guest(s) will be repaired by the University at the expense of the student. It is further agreed that all costs for damages occurring on the floor or building will be shared equally by all students of that floor or building when individual(s) causing the damage cannot be precisely determined by the University.

Part H – University Liability

The University does not insure the personal property of any student on or off-campus. The University has no responsibility for any theft, damage, destruction, loss, etc., of any personal property, including, but not limited to, money, valuables, equipment or any personal property whatsoever belonging to or in the custody of the student, whether caused by intentional or negligent act or failure to act, or natural causes, fire, or other casualty. The University is not liable for the failure or interruption of utilities or for conditions resulting from failure or interruption of the same.

Part I – Housing Cancellation

Any student wishing to request cancellation of their assignment must submit a Housing Cancellation Request available online via RL&H website or the student’s Portal. Cancellations will not be in effect until officially approved. Requests will be approved as follows.

Cancellation of Housing

Requests for cancellation are only considered for the following reasons:

• Academic Suspension
• Leave of Absence
• Withdrawal
• Moving Off Campus
• Graduating
• Visiting Student
• Internship
• Marriage
• Active Military Duty

At any time the student cancels the housing contract after participating in the Room Lottery process and selecting a residence hall/room or the student has been assigned a residence hall/room upon request and the student is not returning on campus due to either withdrawing or taking a leave of absence from the University or moving off campus, the $500 Housing Cancellation Fee will apply. 

For reason other than those listed, the student must be able to demonstrate that a significant, uncontrollable, and unforeseen change has occurred, since the time that the housing contract was signed, that now requires release from the housing contract. Verifiable third party documentation that supports the request must be provided at the time the request is made.

In the above cases, if cancellation is approved, the housing contract will be cancelled and the student will be charged the $500 Housing Cancellation Fee. Refunds of room charges will be made according to the University refund schedule. Vacating the premise and/or non-occupation of an assigned space does not release the student from contractual obligations.

Part J – Cancellation/Change Request Appeal

In the event that a student’s request for cancellation or assignment change is denied, the student may choose to submit a written appeal to the Director of Residence Life and Housing. All appeals must be submitted in writing within five (5) working days of receipt of the decision. All materials in the case will be reviewed and final decisions will be communicated in writing, normally within three working days of receipt of the appeal.

Part K – Refunds

Except where indicated otherwise, refunds of room and board charges and room fees will be made according to the University refund schedule, based upon the amount of time the student occupied the space. Please refer to https://gallaudet.edu/finance/student-financial-services/tuition-and-fees-refund-policy/ for information regarding this schedule. Occupying a space includes, but is not limited to, physical dwelling in the space, retaining keys to the space, and/or maintaining belongings in the space. Cancellation fees are applicable as defined in this housing contract. Refunds are based on the date that the student is approved for cancellation and/or checks out of their assigned space. If there is a discrepancy between these dates, the later date will be utilized for billing purposes.

Part L – Termination by the University

The University may terminate the housing contract, with no right to a refund and an assessment of the $500 Housing Cancellation Fee, for the following reasons:

• Disciplinary suspension or expulsion of the student from the University;
• Disciplinary eviction of the student from University housing;
• Failure by the student to meet the University’s academic and/or technical requirements; or
• Violation of a material term or condition of occupancy by the student and/or his/her guest(s).

Those students whose housing contracts are terminated by the University during the winter break period following the fall semester are required to completely vacate their residence hall space by no later than the Friday prior to the start of classes for the spring semester. In all other situations, the student will be required to immediately vacate university housing upon termination of the housing contract. The University reserves the right to take necessary measures to remove a student and belongings remaining in University housing after termination of the housing contract. The University shall also charge the student a pro-rate charge, plus penalty fees, for each day remaining after such termination.

SIGNATURES

By signing and submitting the Housing Application, the student voluntarily agrees to and will be bound by the terms and conditions outlined in this housing contract.

REFUNDS FOR ROOM CHARGES

Refunds are governed by the time of withdrawal from the University and the date of check-out from the residence halls. A percentage of room charges are refundable during the first four weeks of classes, starting at 80% the first week, 60% during the second week, 40% the third week, and 20% the fourth week. No refunds will be given on the fifth week and thereafter. Also, refunds will not be given in the event of disciplinary suspension or dismissal.

CARE OF UNIVERSITY PROPERTY

The resident agrees to act as a responsible citizen in the use and care of his or her room, the rooms of others, and the common facilities of the University campus. The resident will assume any financial responsibility for his or her misuse or abuse of University property.

The University expects better than ordinary care in the use of all facilities in the hope that the costs of these facilities can be kept at a minimum.

• Repair/replacement costs for theft of or damage to facilities, furnishings, and equipment (accidental or otherwise) are billed to any resident or group of residents involved.
• When the person(s) responsible for the theft or damages cannot be identified, all occupants of the residence hall or living group will share the repair/replacement costs equally.
• The student may not paint rooms nor make any alterations without the permission of the Office of Residence Life and Housing.
• Room occupants will be charged for damage such as defaced walls, ceilings, or furniture, burns on carpets or furniture, broken furniture, lost/stolen room keys, or the deterioration of property due to misuse on the part of occupants and/or visitors.