Terms and Conditions 2022-2023
The following terms and conditions outline the policies that allow students to live in housing at University of Pennsylvania. Within these guidelines are eligibility requirements, occupancy periods, vacancy and room changes, charges and cancellation procedures, among others. The University reserves the right to issue reasonable amendments to these Terms and may from time to time issue regulations concerning housing. The resident agrees to be bound by such changes.
Be sure to read through this section carefully, as you will be held responsible for all of the material covered in this Terms and Conditions section.
For questions regarding these Terms and Conditions, Please contact the Department of Residential Services, firstname.lastname@example.org, or call 215-898-3547.
This agreement is for space in a University of Pennsylvania (University) residence (not a particular room or bed). It remains in effect in the event of a room change. These Terms and Conditions (“Terms”) incorporate by reference the Residential Policies and Procedures, as well as all other regulations, policies and procedures published by the University. These documents, together, constitute the agreement between the resident and the University. Residents are responsible for knowing and adhering to these Terms and Conditions for University Housing, the Residential Policies and Procedures, as well as all policies and procedures published by Residential Services, College Houses, and the University. Residents are expected to conduct themselves in a manner that demonstrates due regard for other residents and guests. The University may take disciplinary action against a resident and/or terminate their room assignment for failure to comply with these Terms.
The space is to be used only as a residence. No business, storage of inventory or other non-residential use of space is permitted.
Residential Services uses email to communicate to residents regarding housing matters. Residents are responsible for checking their Penn email account on a daily basis. Most e-mails come from email@example.com or firstname.lastname@example.org, and therefore residents are advised to add these e-mail addresses to their contacts to prevent them from going to their spam or junk folder and to never miss a message.
The Occupancy Period begins on the move-in date in effect for the resident, when the resident checks in, or when they move possessions into the room, whichever comes first. The Occupancy Period ends on the move-out date in effect for such resident. The move-in and move-out dates and times for residents are set forth in detail in the Department of Residential Services / Office of College Houses and Academic Services communications and websites.
First-year student occupancy period: August 24, 2022 – December 23, 2022 and January 8, 2023 – May 10, 2023
Returning undergraduate student occupancy period: August 27, 2022 – December 23, 2022 and January 8, 2023 – May 10, 2023 (May 16, 2023 for graduating students)
Graduate student occupancy period: August 27, 2022 – June 30, 2023
New students (first-year students, newly enrolled transfer students, and exchange students) and second-year students, including transfer students admitted as second-year students, are required to live in on-campus housing and cannot cancel or terminate a housing assignment unless the student is no longer attending the University.
Returning third- and fourth-year students and graduate students are eligible to cancel their housing agreement and may cancel prior to checking in or occupying a residence. The cancellation must be submitted via Campus Express, MyHomeAtPenn, or in writing by the student to Residential Services at email@example.com.
Returning third- and fourth-year students and graduate students, who are assigned by Residential Services Housing Occupancy staff, and did not participate in the room selection process, will receive an email notification of their assignment. These students can cancel their assignment in writing to firstname.lastname@example.org without any fee provided that the cancellation request is received within 24 hours of the date of the original assignment notification. The student will be subject to charges as indicated below, the amount of which is determined by the date notice is received by Residential Services.
Undergraduate Student Cancellation Fees
For Fall Semester:
Through February 15, 2022 no fee
February 16, 2022 to April 30, 2022: $250
May 1, 2022 to June 15, 2022: $500
June 16, 2022 to August 23, 2022: $1000
After August 23, 2022, but prior to checking in, returning undergraduate residents who cancel their agreement will be charged 50% of the Fall Semester’s rent. A resident is considered checked-in when a University staff member has changed their status to in-room and door access to the assigned room has been granted.
Students with a housing assignment who fail to check-in and occupy their room by the first day of classes or fail to make arrangements for late arrival will have their assignment cancelled. Students will be billed 50% of the Fall semester’s rent.
Students cancelling to participate in a study abroad or Washington Semester program, withdrawal or leave of absence will not be charged a cancellation fee. Refund of any previously charged rent will be made only after confirmation of participation in an eligible program has been made.
For Spring Semester:
Prior to the first day of classes: $800
Students with a housing assignment who fail to check-in and occupy their room by the first day of classes or fail to make arrangements for late arrival will have their assignment cancelled. Students will be billed 50% of Spring Semester’s rent.
Graduate Student Cancellation Fees
For Fall Semester:
Through April 30, 2022: $250
May 1, 2022 to June 15, 2022: $500
June 16, 2022 to August 23, 2022: $1000
After August 23, 2022 but prior to checking in, graduate students who cancel their agreement will be charged two (2) months’ rent. A resident is considered checked in when a University staff member has changed their status to in room and door access to the assigned room has been granted.
Students with a housing assignment who fail to check in and occupy their room by the first day of classes or fail to make arrangements for late arrival will have their assignment cancelled. Students will be billed two (2) months’ rent.
For Spring Semester:
Prior to the first day of classes: $800
Students who did not have an assignment in the fall, but now have a spring housing assignment who fail to check in and occupy their room by the first day of classes or fail to make arrangements for late arrival will have their assignment cancelled. Students will be billed two (2) months’ rent.
After a resident has either taken occupancy, checked in or activated door access, the financial obligation cannot be cancelled by the resident. A resident may request and be granted cancellation, but only for the following reasons and under the circumstances stated. In all cases the request will not be approved until verification is received from the student’s school.
- Graduation from the University (course work completion is not necessarily grounds for authorized cancellation). A resident who requests cancellation for this reason:
1) must request cancellation through MyHomeAtPenn or in writing to Residential Services at email@example.com, vacate the room, and check out at the Information Center by the last day of the semester, December 23, 2022 for undergraduates and December 31, 2022 or May 31, 2023 for graduate residents of Sansom Place.
2) is responsible for rent until the end of the semester during which cancellation is requested. Graduate residents are responsible for rent through December 31, 2022 or May 31, 2023. If official notification of graduation is received after the end of the semester, cancellation is effective as of the date on which all of the following have occurred: (i). notice is received by Residential Services and (ii.) the resident has officially checked out at the Information Center.
- Leave of absence/withdrawal: A resident who leaves the University must request cancellation through MyHomeAtPenn or in writing to Residential Services at firstname.lastname@example.org. The resident must vacate and check out at the Information Center within 48 hours after the date leave or withdrawal is established by the University. Cancellation is not effective until all of these conditions are met. Residents vacating for leave of absence or withdrawal will be charged prorated rent on a per diem basis for the balance of the semester based on the effective termination date. No refunds will be made after the tenth week of classes of each semester.
- Study Abroad/Washington Semester: A resident who requests cancellation to participate in a study abroad program or the Washington Semester program in the spring must request cancellation through MyHomeAtPenn or in writing to Residential Services at email@example.com by November 11, 2022 or within one week of being accepted into a program The resident must vacate the room and check out at the Information Center by the last day of the fall semester.
The University reserves the right to terminate an assignment and repossess the room(s) for failure to pay University fees, for violation of University, College House, or Residential Services policy, when a resident is no longer a registered Penn student, or when cancellation is necessary in the interest of health, safety, or the administration of the University’s residence program.
Only full-time registered students regularly enrolled in a degree program at the University who are in good financial and disciplinary standing may occupy a room(s). Graduate students residing in Sansom Place may share their one-bedroom apartment with a spouse or partner 18 years of age or older. Families with children cannot be accommodated.
The University of Pennsylvania does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status or any other legally protected class status in the administration of its housing program.
The resident agrees to occupy the space assigned and not permit any part of that space to be occupied by another person who has not been assigned to the space by Residential Services. The resident agrees to occupy the specific bed space assigned to them within a multiple occupancy suite. Residents are not permitted to move into or place possessions in bed spaces other than the one officially assigned to them.
The University reserves the right to change the capacity of the room(s) permanently or temporarily. Students may request reassignment to another room; however, reassignment is subject to availability, schedule, and authorization by Residential Services. The University cannot guarantee that a student will be reassigned to other housing.
The University reserves the right to assign students to different rooms if such reassignment or termination is necessary or advisable in the interest of health, safety, consolidation of resources, or the administration of the University’s residence program.
If for any reason a vacancy occurs in a multiple occupancy unit, the remaining residents of the unit will accept a roommate assigned by the University. If the roommates discourage or fail to accept the occupancy of an assigned roommate, they will be subject to disciplinary action that may include relocation, fines, additional rent, and/or termination of their assignment. If the residents fail to make room for new occupant(s), staff may consolidate or pack possessions and assess charges.
All student accommodation requests must be approved by the Office of Disability Services. The requestor must provide the University reasonable notice to review the request and prepare approved accommodations. As the assignment and room selection processes progress, space becomes more limited and requested accommodations may not be available.
A resident is required to check-in and check-out formally at the Information Center. Before moving out, a resident is required to remove all trash and leave the room(s) clean and furnished with original furnishings. All charges for additional cleaning required, for removal of personal property, and for any loss or damage caused by the resident(s), will be billed equally to the residents of the room or apartment. Failure to move-out and formally check-out by the assigned move-out date and time will result in a daily financial cost, plus daily rental fees and possible eviction. Belongings left behind upon move-out or expiration of the occupancy period will be considered abandoned and will be disposed of by the University with no liability.
Early arrival and late check-out may result in additional charges.
All due dates for charges are set by the Office of Student Financial Services. All charges unpaid after the due date will automatically be subject to a late charge established by the University. Any dispute of charges must be made in writing within 90 days after the charge is posted. The University may cancel an assignment for the current or forthcoming year if the resident owes any unpaid charges to the University for the current or previous year as shown on a resident’s account.
The University reserves the right of entry to the room(s) by authorized representatives for the purpose of inspection, establishment of order, repairs, maintenance, inventory correction, extermination, cleaning, or in case of emergency or other reasonable purposes.
Access to residences is limited to University students, non-student residents, faculty, staff, authorized guests and authorized contractors.
The University shall not be liable for any damages to or loss of personal property in the room(s), common areas, outdoor areas, or storage facilities assigned. Students are strongly advised to purchase insurance coverage for their personal belongings.
Alterations to the room including its walls, floor, ceiling, doors, wiring and furnishings are prohibited. Students are responsible for the cost of repairing damage to the room(s) and building in case of fire, smoke, etc., if caused by a violation of residential policies. Repair charges will be assessed to the resident’s bursar bill.
The presence of pets in a residence is prohibited except for fish that can humanely be kept in an aquarium not larger than twenty gallons.
The University reserves the right to issue reasonable amendments to these Terms and may from time to time issue regulations concerning housing. The resident agrees to be bound by such changes. Terms and Conditions are available on our website: http://www.upenn.edu/housing/.
All smoking and tobacco use (including smokeless tobacco) is prohibited in all University buildings and facilities, which includes all University residences. Smoking and the use of tobacco products is also prohibited on any University of Pennsylvania property, including, but not limited to outdoor properties such as space in front or in the middle (such as inside the Quadrangle) of University residences. This covers all smoking methods, including but not limited to the use of electronic smoking devices and hookah-smoked products.