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Housing and Residential Experience

Undergraduate 2024-2025 Academic Year Housing Contract

The undergraduate residential requirement

Vanderbilt University is a residential campus for undergraduate students, and the residential experience is understood to be an integral part of a Vanderbilt education. This commitment to residential education is clearly expressed in the University’s residential requirement:

“All unmarried undergraduate students are required to live in residence halls on campus during the academic year, May session, and Summer sessions. Authorization to live elsewhere is granted at the discretion of the Director of Housing Assignments and Operations in special situations or when space is unavailable on campus.” (Student Handbook)

Equal Opportunity

In compliance with federal law, including the provisions of Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendment of 1972, Sections 503 and 504 of the Rehabilitation Act of 2008, Executive Order 11246, the Uniformed Services Employment and Reemployment Rights Act, as amended, and the Genetic Information Nondiscrimination Act of 2008, Vanderbilt University does not discriminate against individuals on the basis of their race, sex, religion, color, national or ethnic origin, age, disability, military service, or genetic information in its administration of educational policies, programs, or activities; admissions policies; scholarships and loan programs; athletic or other University-administration programs; or employment. In addition, the University does not discriminate against individuals on the basis their sexual orientation, gender identity, or gender expression consistent with the University’s nondiscrimination policy.

Conditions of rental

1. Rooms generally are rented (and students are liable for the room rented) for the combined periods of fall and spring semesters, exclusive of Thanksgiving holiday, semester break, spring holidays, and May session activities. However, a student who graduates or withdraws from the University during the first semester is not liable for the spring semester rent provided that sixty (60) days’ notice is given prior to the opening of the spring semester. Upon reasonable notice, Vanderbilt reserves the right to relocate a student to alternate housing or to terminate this Housing Contract due to public health emergency needs, including related efforts to de-densify residence halls in response to such public health concerns. In the event that Vanderbilt terminates this Housing Contract due to public health concerns, Vanderbilt will offer fair and reasonable financial adjustment for the affected student.

2. Students who graduate or withdraw from the University during the semester must vacate their rooms twenty-four hours after graduation or after the withdrawal procedure is completed. Students who withdraw for medical reasons may receive a refund in accordance with the University refund schedule. Students who withdraw or who are suspended or expelled during the semester for academic, disciplinary, or other reasons, may be entitled to partial refunds. Rooms may not be sublet or used for any purpose other than as a residence of the student or students to whom they are rented.

3. Residence halls are open and may be occupied when classes are in session during the fall and spring semesters. The residence halls are closed during the Thanksgiving, winter, and spring breaks; however, eligible students may register to remain in their assigned on-campus housing during these break periods.

4. Room rent is charged to the student’s University account and includes all utilities and internet service.

5. Residents are jointly and severally responsible for the condition of their rooms and any damage to furnishings or structures, and collectively responsible (by prorated assessments) for damage to public areas. Public areas include but are not limited to hallways, stairways, sidewalks, courts, entry passages, elevators, lounges, studies, utility and storage rooms, grounds, and building exteriors. No items are to be placed in or attached to any public areas without the express written consent of the University, including but not limited to any type of antenna or satellite dish. Residents shall not obstruct or use any sidewalk, court, entry passage, hall, or stairway for any purpose other than ingress and egress.

6. Use of unauthorized wireless access points (routers, wireless printers, wireless game counsels/devices, etc.) are prohibited in the residence halls.

7. No room changes may be made without prior approval of Housing and Residential Experience. Upon reasonable notice, students may be required to change room assignments as directed by Housing and Residential Experience leadership to support the University’s strategic priorities.

8. Students who are found to be in violation of University policy may be required to change room assignments or vacate University housing as directed by Housing and Residential Experience leadership.

9. University officials may enter and inspect rooms for cleanliness and damages, to make repairs, and at closings. A room may be searched for suspected violation of University regulations when reasonable evidence of the suspected violation has been presented to Housing and Residential Experience leadership. Any evidence of wrongdoing or violations of university policy found during inspections may be used for purposes of student accountability proceedings whether or not related to the purpose of the inspection.

10. Any personal property remaining in the assigned room at the expiration of the current housing contract may be disposed of at the discretion of Housing and Residential Experience leadership. Solely for the convenience and benefit of students, items may be stored without cost in rooms designated for this purpose for a specified period of time. The University accepts no responsibility for loss or damage for any reason whatsoever. Property remaining in these storage rooms past the designated times of removal may be disposed of at the discretion of Housing and Residential Experience leadership.

11. The University shall not be liable, and resident agrees to release and hold the University harmless, for any damage to property or injury to person arising out of resident’s occupancy of the assigned rooms, except such damage or injury that result from negligent acts or omissions of the University. Interruption or curtailment of any utilities or service, or damage to property or injury to person, whether caused by strikes, mechanical failures or difficulties, or any cause beyond the control of the University, such as, but not limited to broken water pipes, shall not entitle resident to any claim against the University for damages or to any reduction in rent, unless, after being notified, the University fails to take reasonable measures to restore the service or to correct the failure or difficulty.

12. By accepting an assignment to a designated substance-free area, you are thereby agreeing to refrain from consumption of tobacco and the consumption or possession of alcohol in that area.

13. By signing this contract, students are bound by these conditions and provisions, as well as all other University policies and regulations applicable to students.

14. Resident acknowledges and understands that (a) the assigned space is located in a climate with temperatures, humidity, and other naturally occurring conditions that normally allow the growth of mold and mildew in locations where dampness or moisture are present; and (b) upon moving into the assigned space, resident will have control over and knowledge concerning conditions in the interior of the assigned space. Therefore, resident agrees to set thermostats to provide appropriate climate control, maintain the assigned space in a clean condition by mopping, vacuuming, or wiping hard surfaces with a household cleaner, remove visible moisture or condensation on floors, walls, windows, ceilings and other surfaces promptly and take other measures as may be necessary to prevent mold or mildew from accumulating in the assigned space (including without limitation reporting immediately to the University any evidence of water leaks or mold or mildew-like growth).

FEDERALLY-REQUIRED LEAD-BASED PAINT DISCLOSURE

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, landlords must disclose the presence of known lead-based paint and lead-based paint hazards in the dwelling. Lessors must also receive a Federally approved pamphlet on lead poisoning prevention.

Lessor’s Disclosure: The University has no knowledge and no records or reports pertaining to lead-based paint and/or lead-based paint hazards in University Housing.

Lessee’s Acknowledgement: The student whose signature appears below has reviewed the pamphlet provided here.

COVID-19 and other infectious disease Information

An inherent risk of exposure to COVID-19 and other infectious diseases exist in any public place where people are present. COVID-19 and other infectious diseases are highly contagious and can lead to severe illness and death. Vanderbilt is following public health guidelines to reduce the spread of infection; however, Vanderbilt cannot guarantee that you or your guest(s) will not become infected with COVID-19 or any other infectious diseases. You acknowledge that you cannot be protected from all risk of illness caused by COVID-19 or any other infectious disease. You and your guest(s) voluntarily assume all risks related to exposure to COVID-19 and other infectious diseases and release Vanderbilt from any claim based on the spread or contraction of COVID-19 or any other infectious disease in connection with participation in the Vanderbilt residential experience. Vanderbilt reserves the right to terminate this Housing Contract due to public health emergency needs, including in response to COVID-19 and other infectious diseases, and related public health concerns.

Student Renter’s INsurance requirement

The University’s property and liability insurance does not protect you or your guests against loss or damage to personal property or belongings or cover your liability for loss or damage caused by your actions or those of any of your guests. As a resident you are liable to the University and others for loss or damage caused by your actions or those of your guests. You are required to maintain adequate property and liability insurance. This insurance may be provided by a standalone Renters Insurance Policy or by endorsement or extension from a Homeowners Insurance Policy maintained by you or by a Parent/Guardian/Family Member.

Prior to move in, you may be required to provide evidence of insurance through either (a) copy of the insurance coverage declarations page(s) (b) letter from an authorized insurance agent or (c) certificate of insurance issued by your insurer or their authorized representative. Evidence of insurance must include the following: coverage effective dates, list the student as an insured or additional insured, note the limit of liability, and the address(es) of the property covered; and the policy shall be written or endorsed to include the following:

  • Personal Property Insurance: covering the students belongings while on campus, with a limit adequate to repair or replace the student’s personal property in the event of loss, damage, or theft.
  • Personal Liability Insurance: with a limit no less than $100,000 and include coverage for student caused water damage or fire damage to adjacent spaces.

These insurance requirements are minimum requirements only. The university does not warrant or represent that this coverage will be adequate or sufficient to protect you or your guests from liability. We recommend that you discuss your specific insurance needs with an authorized insurance agent. Required insurance may be provided by a standalone Renters Insurance Policy or by endorsement or extension from a Homeowners Insurance Policy maintained by you or by a Parent/Guardian/Family Member. For additional information, please visit our renter’s insurance website.