Terms & Conditions 2008-2009

The purpose of the Terms and Conditions of the University of Florida Department of Housing and Residence Education Residence Hall Contract is to establish the Contract between the student and the University with regard to living in single student University housing. Under this Contract, the student is entitled to the use of an assigned space and facilities of a residence hall. The terms, conditions, and responsibilities are stated below:

SECTION A — Financial Obligations

1) Incoming students are required to pay a housing advance rent payment. Fall Semester and First Summer Term Contracts that are offered to continuing students will also require an advance rent payment. Rent statements for the initial term of occupancy are mailed to permanent home addresses. Subsequent billings are mailed to on-campus addresses. When an advance rent payment is required, the balance payment (the difference between the amount of advance payment and the total rent) is due, in advance, as follows:

Fall Semester: on or before Aug. 1
Spring Semester: on or before Dec. 3
1 st Summer Term (A): on or before April 23
2 nd Summer Term (B): on or before June 6

Balance payments and/or full payments for each respective semester or summer term received after the above noted dates may result in cancellation of this Contract with no refund and/or the assessment of a $50 late charge. The Department of Housing and Residence Education may waive the late charge upon receipt of payments postmarked prior to or on the due dates indicated above. The Department of Housing and Residence Education Petitions Committee may waive the late charge upon documentation of severe medical or personal circumstances that prevented the payment of the charges by the due date.

2) This Contract, with appropriate signature(s) and payment, is effective from the date of the University’s acceptance of this Contract until the official end of the specified semester(s) or summer term(s) of the Contract period noted at the top of the cover page of this Contract. The University’s acceptance of the Contract is indicated by a validated copy of the Contract plus a formal letter of acceptance from the University Admissions Office. It shall be a part of the Contract that in order to be eligible for on-campus housing, a student must be enrolled in the University.

3) If the student is denied admission or suspended from the University for academic reasons, the student will receive a refund provided that he/she cancels the Contract through the Residence Area Office or Department of Housing and Residence Education Office. In these instances, if the student is in residence, prorated charges will be assessed through the date final clearance is made through the Residence Area Office. If the suspended student is not in residence (has not checked in or has checked out prior to the first day of check-in for the next semester or term), a refund will be processed for the student, less a $35.00 processing charge.

4) If the student cancels the Residence Hall Contract (prior to occupancy) because of non-attendance at the University, a refund of the advance rent payment less a $35.00 processing charge will be made PROVIDED the student submits a notice of cancellation in writing on or before the dates below. All cancellations must be in writing and filed with the Department of Housing and Residence Education Office. A signature is required — no emails; FAX with signature accepted at (352)392-6819.

May 1 for Contracts effective Fall Semester
Nov. 13 for Contracts effective Spring Semester
April 2 for Contracts effective First Summer Term
May 1 for Contracts effective Second Summer Term

5) If the student cancels or withdraws because of non-attendance at the University after the dates listed above (Section A, item 4), the student is subject to the charges listed below. All cancellations or withdrawals must be in writing and filed with a Residence Area Office or the Department of Housing and Residence Education Office. A signature is required — no emails; FAX with signature accepted at (352)392-6819.

Cancellation charges for Contracts effective Summer Term B 2008 for students not attending the University:

$50 up to the first day housing accommodations are officially available (plus late charges if assessed)
$100 from the first day housing is available through the fifth day of classes (plus late charges if assessed)
Full rent (no refund) from the sixth day of classes or any day thereafter. Exceptions are considered for documented medical or hardship withdrawals involving severe extenuating circumstances.

Cancellation charges for Contracts effective Fall 2008 for students not attending the University:

$50 from May 2–June 16
$100 from June 17–July 16
$200 from July 17 through fifth day of classes (plus late charges if assessed)
Full rent (no refund) for a student who cancels housing and withdraws on the sixth day of classes or any day thereafter. Exceptions are considered for documented medical or hardship withdrawals involving severe extenuating circumstances.

Cancellation charges for Contracts effective Spring 2009 for students not attending the University:

$100 from November 14 up to the first day housing accommodations are officially available (plus late charges if assessed)
$200 from the first day housing is available through the fifth day of classes (plus late charges if assessed)
Full rent (no refund) for a student who cancels housing and withdraws on the sixth day of classes or any day thereafter. Exceptions are considered for documented medical or hardship withdrawals involving severe extenuating circumstances.

6) An incoming student who has made a reservation for the upcoming Fall/Spring and who elects to cancel his/her Contract while continuing to be enrolled is subject to a $35.00 processing charge if he/she cancels on or before May 1. A continuing student who reserves space for the Fall/Spring Semester and who elects to cancel his/her space while continuing to be enrolled is subject to a $50.00 cancellation charge on or before May 1. Beginning May 2, any student who wishes to be enrolled in classes but wishes to cancel his/her Residence Hall Contract can only be released by prior written authorization of the Department of Housing and Residence Education Petitions Committee. Those students released by the Committee will be subject to charges determined by the Committee. Release for all other semester(s) or term(s) for a continuing student’s Residence Hall Contract will be through the petition process ONLY. If a Contract has been initiated for other than the Fall Semester, the same process shall be followed with respect to the dates listed in Section A, item 4, for students who decide not to be enrolled in classes. Students who have completed a Contract for Spring Semester, Summer A and/or B term(s) and wish to be released from the Residence Hall Contract must first petition and receive written approval. The grounds for petitioning for release are as follows:

Administrative Release—The Director of Housing and Residence Education may authorize administrative releases when occupancy is above 100%.
Financial Hardship Release—Students who can document financial hardship beyond their control and who can secure off campus residences that are less expensive than available campus housing may petition for release.
Medical Hardship Release—Students who can document medical hardship requiring specialized living arrangements or accommodations not available on campus may petition for release.
Personal Hardship Release—Students who can document personal hardship beyond their control (death, terminal illness of a family member, etc.) that cannot be addressed in campus housing may petition for release.

7) If a student is suspended from the University for disciplinary reasons and/or is removed from University housing during any Contract period for disciplinary reasons, he/she may not receive a refund for that particular semester or term he/she is suspended from classes or removed from housing.

8) Students assigned to single-bedroom, apartment-style halls listed as “Keys Residential Complex” and “Lakeside Residential Complex” on the Residence Hall Contract will be subject to additional electricity charges if they exceed the seasonally adjusted monthly electricity usage ceiling. Excess utility charges will be billed at the end of each semester or term.

SECTION B — Terms for Reassignment

1) The Director of Housing and Residence Education or his designee reserves the right to require changes in room assignments in order to maintain an educational environment conducive to intellectual and personal growth after due notice to assignee. Professional staff will notify the student(s) whose assignment(s) might be affected prior to taking such action when appropriate and practical.

2.) The Director of Housing and Residence Education or his designee reserves the right to require changes in room assignments, i.e. consolidation, in order to insure maximum utilization of space and resources.For example, if during a Summer term, a number of vacancies occur within a given floor, section or hall, the student(s) may be required to move to a new room and/or residence hall assignment.

SECTION C — Conditions of Withdrawal

1) This Contract will terminate immediately upon the student’s withdrawal from University classes and notification in writing to the student’s Residence Area Office of such withdrawal. The student is required to vacate the assigned space within three days of such withdrawal. The student’s failure to provide written notification to the Residence Area Office of withdrawal from the University will result in the student’s continued responsibility to pay housing charges hereunder, despite his/her having vacated the premises, until official written notification of withdrawal is received by the Department of Housing and Residence Education or until the Contract is canceled by the Housing and Residence Education Office.

2) If the student withdraws from classes during the Contract period, but fails to notify the Residence Area Office, he/she may be subject to University disciplinary action and/or denial of any future University housing.

3) If the student withdraws from classes during the Contract period and then re-enrolls during the same semester or term he/she withdrew, the Contract shall remain valid. If, however, the student withdraws from the University during the Contract period and then re-enrolls during a subsequent Contract period, his/her Contract shall be null and void.

4) This Contract may not be canceled by the student for the purpose of residing in a fraternity or sorority house at any time during the Contract period, unless a special release policy is invoked by the Director of Housing and Residence Education. The Special Release Period, if invoked, usually occurs for approximately two weeks in September. Requests for releases to Greek houses based on financial and/or medical hardship are not viable requests. The Petitions Committee will not review petitions for release to Greek houses.

5) This Contract may not be terminated without approval of the Department of Housing and Residence Education. In the event of termination without approval, the obligation to pay rent will continue up to the full duration of the Contract period.

6) Notice of withdrawal from the University as well as changes to address, UFID numbers, etc. must be made in writing directly to the student’s Residence Area Office or Department of Housing and Residence Education Office. Notices made to the Registrar’s Office, Admissions Office, or other University offices do not constitute official notice to the Department of Housing and Residence Education.

SECTION D — Conditions of Contract

1) The University’s acceptance of this Contract does not guarantee assignment to a particular type of accommodation (hall or room) nor does it determine final admission to the University. The preferences indicated in this Contract are only preferences and facility requests cannot be guaranteed. Assignment and/or continued residence are contingent upon final acceptance of admission and timely payment of all charges. If the rental rate varies from the payment made, an additional charge or refund will be made to the student.

NOTE: Completing a Contract online and returning a payment verification form with advanced rent payment contractually obligates the applicant to pay for space assigned by the Department of Housing and Residence Education regardless of indicated living preferences, locations, and/or options.

2) Correspondence including rent bills, notices of other charges, refunds, and housing information flyers are mailed to students. Room rent for a semester or term covers residence from the date designated for official opening of the residence halls until the date designated for official closing of the residence halls. Room rent does not cover residence during the period between Fall and Spring Semester or between the second Summer Term (B) and Fall Semester.

3) Occupancy shall begin when the student signs for the keys to his/her assigned accommodation and shall terminate when written authorization is completed and the above-noted key(s) are returned (“signed in”) to the respective Area Office.

4) In accordance with the University of Florida’s educational philosophy of total integration of all facilities and in accordance with the laws of the United States, race, creed, color, religion, and national origin are not considered criteria in the placement of students in residence halls or in room assignments. Gender is considered a criterion in room assignment; however, housing assignments to male and female students are proportionate in quantity and comparable in quality in compliance with Title IX mandates. The Department of Housing and Residence Education receives applications on a “first come, first served” basis without regards to gender quotas. Past statistics show that this policy results in acceptable gender proportions. (Fall 2007: 57% female population, and 43% male population.)

5) The University is not liable for loss or damage of personal property; or for interruption or failure of utilities such as heating, air conditioning, water, electricity, CATV, DHNet, etc.; or for injury or inconvenience to persons (except of the extent set forth in Florida Statutes, sec. 768.28 (1991). The University reserves the right to assess additional charges and/or rent during the Contract period to offset increased utility costs, provided the University gives written notification to the student at least 30 days prior to any increase in rent or charges.

6) Authorized University housing personnel may enter student rooms without the resident’s permission for maintenance/housekeeping purposes and fire/safety inspections. When authorized personnel have reasonable belief that a violation of a University regulation, local ordinance, state or federal statute is in progress, and/or for other emergency purposes, they may enter student rooms without notice.

7) This Contract may be canceled by the Department of Housing and Residence Education or room assignments may be changed in the interest of order, discipline, health, safety, security, maximum utilization of facilities, or for failure to pay charges in a timely manner.

8) Rooms may be occupied ONLY by students to whom they are assigned. Rooms may not be sublet to another person(s). Room transfers may be made only AFTER written approval from the respective Residence Area Office. Appropriate monetary charges will be assessed and/or disciplinary action will be taken against violators of the provisions in this paragraph.

9) Rooms are to be kept clean and orderly at all times. Charges may be made for damage to, or unauthorized use of, or alterations to rooms, furnishings, appliances, equipment, locks or buildings and for special cleaning necessitated by improper care of rooms, furnishings, appliances, or equipment on the floor or in the section of the building where their assigned rooms are located.

10) Temporary triple rooms will be converted to double rooms at the time the room is detripled. Rent will be adjusted on a prorated weekly basis.

11) Permanent triple rooms will be converted to double rooms at the time a vacancy occurs in the room. Rent will be adjusted on a prorated weekly basis.

12) Students are responsible for knowing and adhering to University regulations and procedures, Department of Housing and Residence Education Community Standards, and all Administrative Procedures Act regulations relating to student conduct and/or student housing.

13) Interpretation of policies outlined in this Contract shall be decided by the University of Florida Campus Student Housing Committee .

SECTION E — Disabled Student Information

1) Information provided by the student will be used in an attempt to select the most suitable available housing accommodation, given the individual student’s condition/disability. Access to this information is restricted to the use of selected Department of Housing and Residence Education staff who have legitimate “need-to-know” for housing assignment purposes. Any student who has additional questions regarding this information is welcome to contact the Assignments Office.

2) Upon request, for individuals with documented print- related disabilities, this publication is available in alternate format. Contact the Department of Housing and Residence Education, Assignments Office for more information.

3) The University of Florida does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of any of its programs, and activities, as specified by federal laws and regulations.

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