Contract Start and End Dates

A list of general contract start and end dates is available on the R&DE Student Housing Website Contract Dates 2021-22.

The dates of your specific contract are shown in your Axess account after you have been assigned housing. You are required to pay for all contracted dates even if you move in after your contract start date or move out before your contract end date. Additionally, if you are approved to move into your housing before your contract begins or stay after your contract ends, you will pay for these additional days in housing at the per diem rate.

Your room will not be considered vacated until all belongings are removed and the key is returned to the appropriate Housing Service Center. If a key has been lost, you must check out with the Housing Service Center or send notification in writing the day of departure. Students will be charged for their room, including unauthorized occupancy charges, if applicable, until the Housing Service Center has confirmed that the room has been vacated.

Unauthorized Occupancy

If any student refuses to vacate a room or residence when no longer authorized to remain in university housing, the student will be liable for any costs incurred by Stanford in removing such student, including attorneys’ fees, court costs, or storage fees. Students may not remain as a guest in someone else’s room after checking out. Occupying a room or residence without authorization may result in withdrawal of current and/or future housing privileges and/or referral to the Office of Community Standards.

Additionally, if any student or their guest/sublicensee occupies a room or residence without authorization, the student will be charged an administrative fee of $175 for unauthorized occupancy for each day or portion thereof until the space is completely vacated. This includes unauthorized occupancy any time before or after contract dates, termination of occupancy dates, after eligibility for housing has ceased, or during academic recesses. This also applies if guests are allowed to stay longer than permitted at any time or if a student sublicenses his/her room without approval from R&DE Student Housing Assignments.

Cancelling or Terminating Your Residence Agreement

You can cancel your assignment up until the time you accept your key and/or move into housing with the payment of an administrative fee (shown below). If you wish to terminate your contract after you have picked up your key or moved into housing, you will need to apply to terminate by filing a termination of occupancy form (available in the Axess student portal). There may be administrative fees and/or housing charges required for terminating your contract and vacating your residence early (see Termination of Occupancy below).

Cancelling Your Housing Before You Move In

If you have not yet picked up your keys or moved into your residence, you may cancel your assignment in the Housing and Dining Portal in Axess. You will be responsible for paying an administrative fee as shown below. The administrative fees are determined by the date that you cancel your assignment or fail to move into housing as indicated below. Cancelling may impact your priority and guaranteed years of housing (see notes below). Subject to the payment of the administrative fees described below, Stanford will credit any housing charges for the cancelled period.

Terminating your Agreement After Moving Into Housing

If you plan or are required to move out of housing before the end of your contract period for any reason, you must file a Termination of Occupancy form in Axess. All terminations are reviewed by R&DE Student Housing Assignments. The date of termination shall be set by Student Housing Assignments and is not effective until you have returned your key(s) and removed all of your belongings from your residence. If you are not eligible to cancel according to the terms of this agreement, you will be billed for the remainder of the academic year at the “contract-breaker” rate, as described below.

Permitted Reasons to be Released from Your Residence Agreement
You will be released from your Residence Agreement without charge if you:

1. File a Termination of Occupancy in Axess by the end of the fifth week of the quarter prior to the quarter in which you are leaving. For example, if you wish to move out at the end of autumn quarter or during winter quarter, you must file your Termination of Occupancy form before the end of the 5^th week of autumn quarter (see chart below)
2. Meet one of the following criteria to be released without a fee:
   1. Eligibility has ended: You are or will no longer be eligible for housing (e.g. no longer enrolled, receiving terminal degree, taking or placed on leave of absence, housing hold, etc.).
   2. Studying or conducting research away from the Bay Area in an approved Stanford program: You will be an enrolled student, but will be studying or doing research outside of the Bay Area (Bing Overseas Studies Programs, Stanford in Washington, Stanford in New York, Hopkins Marine Station, graduate research, etc.).
   3. Students with Children: You live in Student with Children Housing.

If you are released from your Residence Agreement for any of these permitted reasons, Stanford will credit a pro-rata portion of any housing charges billed for the academic term minus any applicable fees described herein, from the effective date of termination until the end of the applicable academic term.

University-Initiated Termination of Agreement
The university may terminate your agreement under any of the following circumstances.

1. You are no longer eligible for housing and did not file a Termination of Occupancy form: If you lose eligibility for housing you must move out of housing immediately. Students who refuse to move out after being notified that they are no longer eligible for housing will be charged unauthorized occupancy administrative fees until they move out of housing ($175 per day and contract release fee of $450, if applicable).
2. Housing Guarantee: The university reserves the right to terminate the occupancy of undergraduate students assigned to housing during an unguaranteed quarter in order to meet its housing obligations to a guaranteed undergraduate student.
   Note: If you are released from your Residence Agreement pursuant to 1 or 2 above, Stanford will credit a pro-rata portion of the housing charges billed for the academic term minus any applicable charges described herein, from the effective date of termination until the end of the applicable academic term.
3. You breached the terms of the Residence Agreement: The university may terminate this agreement and a student’s occupancy rights at any time after giving notice for any of the following reasons.
   1. You have failed to pay any amount due to Stanford under this agreement.
   2. You have breached this agreement or any supplemental house agreement (including, but not limited to, a breach of university residence policies, conduct in violation of the rights of others, alcohol or drug violations, misrepresentation of facts during application or assignment process).
      Termination by the university pursuant to 3a or 3b above does not terminate your obligation to pay housing charges and you must still pay the contract-breaker charges (see below) for the remainder of the academic quarter in which you leave housing.
4. Emergency Situation: The university may terminate this agreement and your occupancy rights at any time after giving you notice for the following reasons.
   1. If Stanford is closed or experiencing an emergency which is not a force majeure event, the university immediately and without notice may terminate this Residence Agreement and close residences and/ or terminate subsidized housing agreements. Whether Stanford is experiencing an emergency under this provision is to be determined at the sole discretion of Stanford. A campus emergency includes any emergency, even if it is within Stanford’s control and/or authority, which may threaten the safety and wellbeing of its students, employees and/ or community members.
   2. If a residence on- or off-campus is totally or partially destroyed or becomes temporarily or permanently uninhabitable by any cause, the university or apartment owner is not obligated to rebuild or replace it, and may terminate occupancy and all residence contracts upon notice to residents.

Fees for Terminating an Agreement

Contract-Breaker Rate: Students who move out of housing and are not eligible to break this contract are required to pay housing charges at a contract-breaker rate for the remainder of the academic year, as long as there are vacancies in their category of housing . If no vacancies remain in the departing student’s category of housing by the end of the fifth week of that quarter, the student will be released from contract (and hence the rental obligation) and charged an administrative fee of $450 for such release.

Students who are removed from housing because they did not comply with the terms of this Residence Agreement are required to pay charges at the contract-breaker rate for the remainder of the academic quarter in which the student left housing.

The contract-breaker rate is the lowest rate for the category of housing to which you are assigned, exclusive of house dues and technology fees. For undergraduate students this is the standard residence room rate. (The co-op rate does not apply because students are required to work in the co-op to get that rate, which you are unable to do if you are not living in the co-op.). The contract-breaker rate applies for the remaining nights after you return your key and remove all of your belongings out of your room. If a key has been lost, you must check out with the Housing Service Center or send notification in writing the day of departure.

Contract-Release Fee: Students who are released from their housing contract through petition to R&DE Student Housing Assignments or released from the “contract-breaker” housing charges will be charged an administrative fee of $450 for such release.

Termination of Occupancy Fee
Students who are eligible to terminate their Residence Agreement (see above) at the end of a quarter will be subject to the following administrative fees if they file after the end of the fifth week of the quarter prior to their planned departure. They may also be charged contract breaker fees if applicable (see above).

Meal Plans

Stanford Dining Meal Plans

CleanDining

R&DE Stanford Diningʼs CleanDining program (https://rde.stanford.edu/dining/clean-dining) builds upon the already high standards of food safety and sanitation in the dining halls, utilizing industry best practices and enhanced cleaning protocols. The goal of R&DE Stanford Diningʼs CleanDining program is to provide students with reassurance of the safety of their dining experience and create a focus on enhanced cleanliness that will be visible to students. R&DE Stanford Diningʼs CleanDining program was created to consistently meet all of the evolving expectations during the COVID-19 pandemic. For further questions, feedback or information please contact foodsafety@lists.stanford.edu..

Meal Plan Week
At the end of the day every Saturday, the next week’s meal allotment (19, 14, or 10 meals) is added to student cards. Any unused meals expire at the end of the week (Saturday after dinner).

Transfer
Plan cards and privileges are nontransferable and cannot be used to obtain food or drink for others.

Schedule
R&DE Stanford Dining reserves the right to modify meal plan location, service days and/ or hours of operation as needed and without prior notification. The academic year meal plan calendar can be found at dining.stanford.edu/calendar. 

Changes, Cancellations and Refunds
You may change your meal plan up until the last two weeks of the quarter on campus. You can make changes to your meal plan online at rde.stanford.edu/dining/meal-plans. Meal plan changes are prorated on a daily basis. For those plans with meal plan dollars, the meal plan dollar balances are pro-rated as well. If you change your meal plan, and you have already overspent the prorated amount of meal plan dollars on your old plan, you will be charged the difference prior to switching to your new plan.

A student who is under contract and then leaves the university is obligated to fulfill their R&DE Stanford Dining contract if they return to the university at any time during the contracted academic year.

Billing
You are required to pay for the meal plan you choose within the specified time, even if you later change your meal plan. Separate charges or credits resulting from such changes will appear on your statement after each change. 

Lost Cards
If you lose your Stanford ID card, you must report the loss immediately to the Stanford ID Card Office. Students are not allowed to enter a Stanford Dining meal program location without a valid Stanford ID card.

Conditions of Meal Servings Policy
The meal plan program features unlimited servings of all meals eaten in the residential dining rooms. It is your responsibility to take only what you can reasonably eat at each meal (All-You-Care-to-Eat policy). R&DE Stanford Dining reserves the right to limit the number of servings at special event meals. Bringing containers, backpacks or bags into the dining hall for use in removing food is not permitted. R&DE Stanford Dining reserves the right to inspect any packages, coats, bags, purses, etc., brought into the dining areas. Allowing another person to use your meal card, or any other attempt to defraud may be subject to Stanford University’s judicial system. 

Meal Plans
Please go to dining.stanford.edu for a complete description of all R&DE Stanford Dining meal plans.

Isolation Meals for Students
Students must adhere to all local and university health guidelines related to isolation and quarantine. Students living on campus who show flu-like symptoms that may be COVID-19 related need to quarantine. Additionally, students returning to campus from certain areas may also need to quarantine. Students in this situation can request access to the online ordering portal upon approval by Meal Plan staff. R&DE Stanford Dining meal delivery service provides students that need to be quarantined, due to travel or illness, the opportunity to stay in their residence or designated quarantine spaces and order meals online from the dining hall upon approval by Stanford Dining. The meal delivery service for students in quarantine automatically expires 14 days after the initial quarantine date. Students who need meal delivery service after the 14 days of quarantine will need their Residence Dean to resubmit the online questionnaire at mds admin.stanford.edu. Meal delivery service for students in isolation (due to positive diagnosis of COVID-19) will continue until the student is released with a doctor’s note.

Rate, Billing, and Payment Information

Room/Board Fees

Housing and board charges are based on residence, student category, and type of housing. Rates are listed on the R&DE Student Housing website (studenthousing.stanford.edu). Charges are based on the annual room and meal plan rates that are approved for the 2021-22 university calendar year. If your contract begins before September 1, 2021, you will pay for any additional days at the 2021-22 autumn quarter term rates. If you change residences during the term of this contract, you understand and agree that your housing charges may also change.

House Dues

Residents agree to pay house dues even if the dues change during the year. House dues are set by Residential Education (for undergraduate residences) or the Graduate Life Office (for graduate residences). House dues may vary by residence and by term. If you have questions about house dues, contact Residential Education (in undergraduate residences), your Community Associate (in graduate residences) or GSB Residences Student Services (in GSB Residences) directly. House dues are not the same as Greek chapter dues, which may vary by organization, are not on the university bill, and are paid directly to the organization.

Technology Fee

All residents are required to pay a quarterly technology fee, which is assessed for all university residences and off-campus subsidized apartments. For on campus housing, Stanford operates its own wireless and wired network and telephone system, which are supported by the technology fee. A shared, preinstalled phone with local calling, call waiting, and long distance calling is standard in all residences on-campus and is included in the technology fee. Optional features are available for an additional charge from university IT. For off-campus housing, only internet service is provided. This service is provided by a local vendor.

Administrative Fees

The university has established certain administrative fees (the “administrative fees”) to compensate the university for the cost of administering requests for particular exceptions to the terms of this agreement, and in some instances to reflect the damages the university is likely to suffer as a result of noncompliance with this agreement. By signing this agreement, you agree that the administrative fees are a reasonable estimate of the additional administrative costs and detriment that will be incurred by the university in these circumstances, and the administrative fees are presumed to be the amount of damage or expense the university will sustain, since it would be impracticable or extremely difficult to fix the actual cost or expense.

Miscellaneous Fees

Miscellaneous fees are for actual cost or expense incurred by the university for which you or your guests are responsible (example: charges for damages to university property).

Billing Information

Charges for room, board, technology fees, house dues, early arrival and late stay housing charges, administrative fees, and any other miscellaneous fees are charged for each academic term or when the fee is assessed. If you change residences during the year, your rates may also change and may appear as multiple line items on your bill. You agree to pay the rates for the new assignment starting on your move date as determined by R&DE Student Housing Assignments. All billing disputes must be raised with the department that placed the charge on your bill (e.g. R&DE Student Housing Assignments, R&DE Stanford Dining, Residential Education) within 12 months of their first appearance on an account or statement.

All charges appear by term on your university bill. All term charges are due the 15th of the month prior to the start of the quarter. Monthly bills are generated on the 20th (or the nearest business day thereafter) of each month and due on the 15th of the following month. If you are assigned housing after the beginning of the quarter, you will be billed on the next billing cycle after the charges are incurred.

Billing Cycles for Students Living in Undergraduate Housing

Academic Year: Students will be billed for housing charges by term as shown in Axess. Undergraduate students are charged the same amount for housing for each term during the academic year (autumn, winter, and spring) while dining charges reflect the actual number of meals offered during these periods.

Sublicensing

Sublicensing of on-campus graduate apartments may be approved for up to one quarter per academic year (but not for two consecutive quarters) through R&DE Student Housing Assignments. Rooms in undergraduate housing or in off- campus housing cannot be sublicensed. You can only apply to sublicense if you meet all eligibility requirements as outlined on the sublicensing web page (sublicense.stanford.edu), have lived in your apartment for at least one quarter, and will be returning to live in the apartment at the end of the sublicense period. During the sublicense period you could be away for the summer, be on an approved vacation quarter during the academic year or be enrolled while living a minimum of 50 miles from campus (documentation required). During autumn and winter quarters you can only sublicense to enrolled, matriculated graduate students unless demand has been met and/or the fifth week of the quarter has passed. During spring and summer quarter, you may sublicense to persons formally affiliated with Stanford University who can provide proof of Stanford affiliation. However, you are not allowed to sublicense to undergraduate students or minors at any time. This includes coterminal students with remaining undergraduate housing guarantee quarters.

You can only sublicense to those who are the same gender as your roommate(s) in shared apartments. The only exception to this is if you are living in a gender inclusive apartment with at least one student of the opposite gender and other criteria have been met, as explained on the website. You can only sublicense to the same number or fewer persons than are in your contract (single students can only sublicense to single students, couples can only sublicense to a couple or single student, etc.). You are not permitted to charge more for your residence than the rental rate you pay. You must make sure that your sublicensee understands and agrees to all terms of living in housing per the Residence Agreement and has signed the sublicense agreement. You also are responsible for any fees that the sublicensee may incur such as lock-out fees, damage fees, etc. When advertising a sublicense opportunity, you should post through the Student Housing Sublicense Database. If advertising by other means in addition to Stanford’s database, you must include the following verbiage in each posting: “Only incoming or current Stanford affiliates who can show proof of Stanford affiliation are eligible to apply. Minors, undergraduates, and those not in good standing with the university are not eligible to sublicense.” Sublicense arrangements are not approved until reviewed, finalized, and confirmed by the Sublicensing Office. Advertising fraudulent or unallowable sublicense arrangements is a violation of the Residence Agreement.

If you engage in any unauthorized sublicense activity (as a contract holder or as an unauthorized student sublicensee) you will be charged an unauthorized sublicense activity fee of $450, will need to move out of housing immediately, and will permanently lose your housing privileges. You may also be charged unauthorized occupancy fees of $175 per day. If applicable, your case will be turned over to the Office of Community Standards. In some cases, you may be required to pay back any financial gain that you have received by sublicensing your apartment.

Force Majeure

The university assumes no responsibility, and will not be deemed in default of this Residence Agreement, for any delay or failure to perform any terms or conditions of this Residence Agreement or modification to accommodations or dining services due to any force majeure. In the event of force majeure, you are required to pay for housing and dining services for as long as you remain in housing. Absent good cause, your failure to remove your personal belongings upon request, obligates you to pay housing charges until such items are removed. For purposes of this Residence Agreement, the term “force majeure” shall mean fire, earthquake, flood, act of God, strikes, work stoppages or other labor disturbances, riots or civil commotions, crimes, litigation, war or other act of any foreign nation, plague, epidemic, pandemic, power of government or governmental agency or authority, or any other cause like or unlike any cause mentioned above, which is beyond the control or authority of Stanford and either makes performance of the Residence Agreement illegal, impractical, and/or in the reasonable judgement of Stanford, threatens the safety and wellness of its students, employees and/or community members.

Supplemental House Agreements

Some residences require residents to sign a supplemental house agreement because of special conditions that apply to those residences. If you do not fulfill the requirements of the supplemental agreement, the university will reassign you to another residence for the remainder of the term of this agreement or may terminate your occupancy as provided above.

Supplemental house agreements may in no way cancel or supersede this agreement. In the event of conflict, the order of precedence regarding the student’s obligations and rights shall be university policy, then this agreement, then any supplemental house agreements. If you do not sign your supplemental house agreement, a hold may be placed against your future housing.

Disclosures, Notices & Warnings

Asbestos, Lead, and Pest Control Notices and Disclosures
Visit Asbestos, Lead and Pest Control Notices and Disclosures to view information on lead, asbestos, pest control and Megan’s Law at
https://rde.stanford.edu/ studenthousing/lead-and-pest-control-notices-and-disclosures

Lead Advisory
Federal and California law requires that notice be provided to persons who are exposed to even extremely small quantities of lead. Housing built before 1978 may contain lead-based paint. Lead from 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, lessors must disclose the presence of lead-based paint and/or lead-based paint hazards in the dwelling, https://rde.stanford.edu/studenthousing/lead-and-pest-controlnotices-and-disclosures. Occupants must also receive a federally approved online pamphlet on lead poisoning prevention. https://www.epa.gov/lead/protect-your-family-exposures-lead

Stanford University has an ongoing testing program for lead in Escondido Village and provides information online to Escondido Village families and Resident Fellows with children. Testing has indicated low levels of lead in dust, soil and sand samples. Previous testing of painted surfaces in Escondido Village revealed varying levels of lead in the paint in the apartment units tested. More complete information about testing results and a federally approved pamphlet about ways to minimize risk are posted on the R&DE Student Housing website at studenthousing.stanford.edu/disclosures.

Asbestos and Lead Management
Asbestos and lead paint were commonly used in older buildings and have been identified in some of Stanford’s facilities. These materials are maintained in a safe condition and do not pose any risk of exposure. The university has an ongoing asbestos and lead paint management program and reserves the right to conduct periodic inspections and monitoring and to perform necessary repairs to conform to health and safety standards. You may be temporarily or permanently relocated to another room if abatement or removal of asbestos or lead is required. You must not damage or otherwise disturb floor tile, walls or ceiling materials with hooks, nails or other materials, nor scrape or sand any painted surfaces in your living space. Pipe or boiler insulation may never be moved or disturbed. Please report any observations of damaged building materials or concerns to your Housing Service Center.

Pest Control Notice
California state law requires that occupants be given a copy of the notice provided by a registered pest control company that is used for periodic pest control service. This notice is posted on the R&DE Student Housing website at studenthousing.stanford.edu/disclosures. In addition, whenever residents request that pest control action be taken inside their rooms, separate and specific notices will be given to or left for affected residents by the pest control company. This notice contains information on what agent was used and any pertinent instructions the company recommends be followed.

CA Prop 65 Residential Rental Property Exposure Warning
California State Law requires us to include the warning below in this agreement. If you have specific questions for Stanford please contact the Environmental Health and Safety (EHS) at https://ehs.stanford.edu/topic/hazardous-materials/proposition-65 or (650) 723-0448.

WARNING: Brass objects on this property can expose you to chemicals including lead, which is known to the State of California to cause cancer and birth defects or other reproductive harm. Talk to your landlord or the building owner about how and when you could be exposed to these chemicals in your building. For additional information go to www.P65Warnings.ca.gov/apartments.

Megan’s Law
California state law requires that all residential occupancy agreements contain the following notice regarding registered sex offenders.

Notice: Pursuant to Section 290.46 of the Penal Code, information about specified registered sex offenders is made available to the public via an Internet website maintained by the Department of Justice at www.meganslaw.ca.gov. Depending on an offender’s criminal history, this information will include either the address at which the offender resides or the community of residence and ZIP Code in which he or she resides.

Building Security

Stanford policy is to secure residences 24 hours per day, seven days per week. Students are expected to ensure that doors latch behind them when they enter or leave a building and to not prop doors open. All security failures must be reported as soon as they are found to the Housing Service Center, building management staff, or the After Hours Housing Maintenance hotline at (650) 725-1602. This applies to buildings with electronic card access doors as well as mechanically keyed doors.

Building Access

It is against university policy to tamper with any building access equipment, such as crash bars, door/window locks or latches, card readers, audible alarms, door sensors, display panels, or motion sensors. Violators will be subject to an administrative fee of $500 and university disciplinary action. Remote door openers and temporary access cards must be returned to the Housing Service Center from which they were issued at the time of move-out. Losing or otherwise failing to return either will result in an administrative fee for the cost of replacement for the remote opener or temporary access card.

Keys

Undergraduate students are issued one key to their room and common areas of their residence or they access their building through card access. Graduate students in single student housing receive one key to their apartment. In Couples without Children Housing and Student with Children Housing, students receive one key at check-in. Spouses and significant others must also check-in at their residence office and sign out their own key. Children over the age of 10 may also be issued a key upon request. With the approval of the Office of Accessible Education, students may also receive an additional key for a personal care attendant. Only residents noted on housing contracts will be issued an apartment key; guests or service providers will not be issued keys. Keys may not be duplicated, and a non-university locksmith may not alter or repair a lock. Students found violating this policy will be charged an administrative fee for the re-keying and have the incident referred to the Residence Dean or Graduate Life Office Dean.

You are responsible for the keys issued to you. If your key is damaged, return the key to the Housing Service Center and it can be replaced without a fee as long as the key is identifiable as the one you were issued. Lost keys must be reported immediately. If a door must be re-keyed because of a lost key, the student(s) responsible for losing the key is charged an administrative fee for the re-keying. Students who fail to return key(s) issued to them to their local Housing Service Center on the day and time of their expected move-out are charged an administrative fee to re-key their room.

Room changes: Keys must be turned in to the local Housing Service Center and re-issued for all room changes. Keys may not be handed off by a vacating resident to the new occupant of the room.

Lock-Outs

If you are locked out, you may obtain a temporary key from the Housing Service Center for your building during normal business hours. Residents of both undergraduate and graduate housing may also call (650) 725-1602 for after-hours lockout assistance. A member of the Housing Community Access Response Enterprise (CARE) will respond and assist you after you present a Stanford ID or government-issued ID to confirm residency. After-hours lock out assistance is free for the first service provided but students are subject to administrative fees for additional lock out requests from CARE.

Privacy of Housing Information

Residence assignments and room numbers are generally not shared with third-parties. You may designate which information should be kept private or public through Axess at any time. Once you request privacy, the information will be held private until you change or revoke your privacy request.

All residences with interior hallways have public access phones at entrances for guests to call in to the student’s room or apartment to gain entry. If your housing information is declared private, your name will not appear in your building’s access system. If you want your housing information to be kept private but still have your name appear in your building’s access system, send an online request to doorkingadmin@lists.stanford.edu.

From time to time the United States Census Office will request that students complete a government census form. If your name and/or building is randomly selected you will be contacted by the Housing Service Center or your residential house staff to participate in the survey. An explanation of how this information is used is available through the United States Census Office and on the individual forms they provide.

Filming/Recording/Photography Policy

No individual may be filmed, recorded or photographed without consent in student residences, including student dorm rooms, dorm hallways or dorm bathrooms.