Sublicensing: License Holder Process and Responsibilities

Stanford Student Housing’s role is to facilitate the sublicensing process as a neutral third party and to process and record the sublicense agreement so that the sublicensee is on record in the event of a lock-out, needed repairs, or an emergency.  The student license holder and the incoming sublicensee have certain tasks to perform in order to make the process proceed smoothly and to minimize problems.

Before Advertising Your Room or Apartment

  • Check your eligibility to offer your room or apartment.  Do not advertise or enter into an agreement with someone if you are not eligible to do so.  You could incur unauthorized occupancy charges and risk losing your housing privileges.
  • Review the sublicensing policies.
  • Verify your contract end date in Axess, as your sublicense period cannot extend past your move-out date.  If you plan to end the sublicense period after September 1, verify that you are eligible to renew your housing contract in the same location.
  • If renovation of your building will be in progress while you will be away, determine whether or not your sublicensee would be affected.  Under the Applying for Housing section of this web site there are pages detailing renovation plans in graduate housing.

Finding Someone to Sublicense Your Room/Apartment

  • Review eligibility of sublicensees in order to ensure that you only make arrangements with an eligible Stanford affiliate.
  • Post your sublicense vacancy in Stanford’s Student Housing sublicense database and (if desired) other housing advertising resources.  If advertising anywhere other than the sublicense database, be sure to include the required verbiage.  After you submit your listing to the sublicense database, a staff member will review it and post it if you are found to be eligible to sublicense.  Once it is posted you will receive a notification email.
  • Read and print a copy of the Sublicense Agreement form.
  • If you live in shared housing, have roommate(s) sign the sublicense agreement form to acknowledge that they have been notified of your intention to sublicense.
  • If you plan to specify additional terms regarding a security deposit, use of personal belongings in the apartment, rental or loan of bikes or cars, etc., print and complete a sublicense agreement addendum form.
  • If you are in a gender-neutral housing assignment, read the information on sublicensing within a gender-neutral apartment and complete the Sublicensing in a gender-neutral apartment addendum.  You will submit this addendum to Housing Assignments.

Before Finalizing Your Arrangements

  • When considering a potential sublicensee, contact Housing Assignments if you are unsure of the person’s eligibility.
  • Once a sublicensee has been selected, obtain written proof of his or her Stanford affiliation and his or her age.  You will submit this documentation to the Housing Assignments office with the Sublicense Agreement form and any addendums.
  • Make sure that the sublicensee reads the Residence Agreement.
  • Make sure that you and the sublicensee are clear on which items in the apartment are available for his or her use and which are not.
  • Make sure that your potential sublicense arrangement matches the rated occupancy of your specific assignment, the category (single, couple, or family) of your room, and the gender of your assignment if in shared housing.

Finalizing Arrangements

  • With the sublicensee, complete the sublicense agreement form and any relevant addendums.  Be sure that everything is legible and that your roommate(s) have signed, if applicable.
  • A minimum of two weeks before the start date of the sublicense agreement, submit to the Housing Assignments office the sublicense agreement form, proof of the sublicensee’s Stanford affiliation, and any addendums.  Any sublicense arrangement that has not been approved by Student Housing through Housing Assignments is considered to be unauthorized, and any license holders found to have participated in an unauthorized sublicense arrangement will be charged a $300 unauthorized sublicense administrative fee plus $175 per night in unauthorized occupancy administrative fees until the unauthorized sublicensee has vacated and turned in the keys to the Housing Front Desk.
  • Receive confirmation email from Housing Assignments indicating approval or denial of the sublicensing agreement.  A copy of the email will be sent to the sublicensee.
  • Remove all postings from on-line systems, bulletin boards, newspapers, etc.
  • Notify your roommate(s), if applicable.
  • Make specific arrangements with the sublicensee with regard to how, when, and where payments will be made.
  • Make specific arrangements with the sublicensee with regard to the number of keys that you will provide, and make arrangements for transfer of keys.
  • Make specific arrangements with the sublicensee with regard to when you will inspect the room/apartment for damage and what will be done about any cleaning needed or items missing or damaged.
  • If applicable, contact your Housing Front Desk to arrange card access for the sublicensee.

Before Departing

  • Clear space for the sublicensee’s clothing and belongings.
  • Thoroughly clean your room/apartment, and remove all perishable items.
  • If you live in an Escondido Village or Escondido South low-rise, complete a Sublicensed Room form and post it on the outside of your bedroom door.  This will assist any Housing Operations personnel and the sublicensee in identifying which room is yours.
  • Decide whether to place a vacation hold on your mail or have it forwarded.

While You Are Away

  • Be sure to pay your University bill and keep your housing eligibility current while away.
  • Forward to the sublicensee any relevant notices from the Housing Front Desk or the Housing Building Manager.