Undergraduate 2022-2023 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 in special situations or when space is
unavailable on campus.” (Student Handbook)
Vanderbilt University is an equal opportunity, affirmative action university.
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
- 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.
- 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 or rent. 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.
- Residence halls are open and may be occupied when classes are in session during the fall and spring semesters, and are closed and may not be occupied during Thanksgiving holiday, semester break, and spring holiday.
- Room rent is charged to the student’s University account and includes all utilities and internet service.
- Residents are jointly and severally responsible for the condition of their rooms and any damage to furnishings, 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.
- Use of unauthorized wireless access points (routers, wireless printers, wireless game counsels/devices, etc.) are prohibited in the residence halls.
- No room changes may be made without prior approval of the Office of Housing and Residential Experience. Upon reasonable notice, students may be required to change room assignments as directed by the Senior Director of Housing Operations or his/her designee to support the university’s strategic priorities.
- 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 the Senior Director of Housing Operations or his/her designee.
- 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 the Senior Director of Residential Experience or his/her designee. 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.
- Any personal property remaining in the assigned room at the expiration of the current housing contract may be disposed of at the discretion of the Senior Director of Residential Experience or his/her designee. 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 the Senior Director of Residential Experience or his/her designee.
- 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.
- 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.
- By signing this contract, students are bound by these conditions and provisions, as well as all other University policies and regulations applicable to students.
- 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.
- 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 taken care of 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. Tenants 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 on the contract has reviewed the pamphlet provided here.
The University is continuing to clean, sanitize, and engage in social distancing and other best
practices to keep the Vanderbilt campus safe, and the University is continuing to follow the guidance
of public health officials to help prevent the contracting or spread of COVID-19. However, the
nature of the COVID-19 virus is somewhat unknown, and Vanderbilt cannot control risks associated
with COVID-19, guarantee that the campus (including any residential building) is free of the virus,
or that students or their belongings will not be exposed to it. Notwithstanding the inherent risks
described in this paragraph, the student agrees to assume these risks and agrees to comply with
guidance to prevent the contracting or spread of COVID-19 as directed by the University.
Rooms generally are rented (and students are liable for the room rented) for the combined periods of
fall and spring semesters exclusive of breaks. (A student who graduates or withdraws from the
University before the spring semester is not liable for the spring semester rent provided that notice is
given at least sixty (60) days prior to the opening of the spring semester.) However, as noted above,
Vanderbilt reserves the right to terminate this Housing Contract due to public health emergency
needs, including in response to COVID-19 and related public health concerns.
To prevent the spread of COVID-19 on campus, the University will provide quarantine/isolation
space and other support services for all on-campus residential students. The designated
quarantine/isolation space may be in another University-controlled residential space; transfer to such
quarantine/isolation space does not constitute a termination of the Housing Contract. Accordingly,
students who are reassigned to an alternative residential space in keeping with the University’s
efforts to protect the health and safety of the campus community will be obligated to pay the housing
fee in full unless they withdraw from the University during the semester, in which case they may be
entitled to a partial refund of the rental fee consistent with the University’s tuition refund schedule .
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 will 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
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.
Waiver of subrogation in favor of the University, its employees, directors, agents, and
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. Fully compliant renters’ insurance may be obtained from URMIA Student Property