Terms and Conditions 2024-2025

This Housing Agreement (“Agreement”) is made by the undersigned student (“Resident”) for space in a University of Pennsylvania (“University”) Residence Hall (“Residence”), and 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 the Residential Handbook all other documents, terms, regulations, policies and procedures published by the University and its affiliated partners.  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.

By agreeing to the Terms of this Agreement, the Resident agrees to adhere to all federal, state, and local laws and ordinances, and University Residential Handbook, policies, procedures, and regulations, including those set forth in the Student Code of Conduct. The University requires all students entering the University to show proof of immunization against certain vaccine-preventable diseases before arriving on campus.  Failure to satisfy the immunization requirements may prevent the Resident from checking in, and/or may result in being asked to vacate housing.  If the Resident breaches any provision of this Agreement, or does not comply with any associated University terms and conditions, policies, procedures, or regulations, the Residential and Student Handbooks, the Resident may be subject to loss of housing privileges, disciplinary action, and may be liable for damages. This Agreement becomes legally binding on the date that the Resident electronically submits their Housing Application to the University.

Residents may refer to the Department of Residential Services website to view the Residential Handbook, policies, procedures, and other important resources.

The Residence 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 emails come from living@upenn.edu or donotreply@upenn.edu, and therefore Resident is advised to add these e-mail addresses to their contacts to prevent emails from going to their spam folder.

The Occupancy Period begins on the move-in date in effect for the Resident, when the Resident checks in, or when Resident moves 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 21, 2024 – December 20, 2024 and January 11, 2025 – May 14, 2025 

Returning undergraduate student occupancy period: August 24, 2024 – December 20, 2024 and January 11, 2025 – May 14, 2025 (Graduating students are granted an extension until the day following commencement).

Any requests for early arrival or housing extensions must be done through Residential Services by emailing living@upenn.edu.

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 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 living@upenn.edu.

Returning third- and fourth-year 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 living@upenn.edu 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 16, 2024                          no fee

February 17, 2024 to April 30, 2024:            $250

May 1, 2024 to June 15, 2024:                     $500     

June 16, 2024 to August 20, 2024:                 $1000   

After August 20, 2024, 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 student checks in using Mobile Check-in through the RHS portal or when 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.

After Resident has either taken occupancy, checked in or activated door access, the financial obligation cannot be cancelled by the Resident.  Resident may request and be granted Early Termination, 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.

1. Graduation from the University (course work completion is not necessarily grounds for Early Termination). A resident who requests Early Termination for this reason:

1) must complete the Early Termination Request form through MyHomeAtPenn or in writing to Residential Services at living@upenn.edu, vacate the Residence, and check out at the Information Center by the last day of the semester, December 20, 2024.

2) is responsible for rent until the end of the semester during which Early Termination is requested.  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.

2. Leave of absence/withdrawal: A resident who leaves the University must complete the Early Termination Request form through MyHomeAtPenn or in writing to Residential Services at living@upenn.edu.  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.
3. Study Abroad/Washington Semester: A resident who requests early termination to participate in a study abroad program or the Washington Semester program in the spring must complete the Early Termination Request form through MyHomeAtPenn or in writing to Residential Services at living@upenn.edu by November 13, 2024 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, procedure or regulation, when 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 undergraduate students regularly enrolled in a degree program at the University who are in good financial and disciplinary standing may occupy a residence.

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 assigned to a specific bed space 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.  Residents 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.

Resident shall not sublet the Residence nor permit any other person to occupy any part of the Residence for longer than a temporary visit.

If for any reason a vacancy occurs in a multiple occupancy unit, the remaining Resident(s) of the unit will accept a roommate assigned by the University.  If the Resident(s) discourages or fails 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 Resident(s) fails to make room for new occupant(s), staff may consolidate or pack possessions and assess charges.

All 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. Resident agrees to comply with any terms and conditions, policies, procedures, and regulations associated with any approved accommodations.

Resident is required to check-in and check-out formally at the Information Center.  Before moving out, 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) beyond reasonable wear and tear will be billed equally to the Resident(s) 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 Resident’s account.

The University reserves the right of entry to the Residence 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 Residence is limited to University students, non-student residents, faculty, staff, authorized guests and authorized contractors.  Guest policies can be found on the Residential Services website.

The University shall not be liable for any loss or damage to Resident's personal property, whether such loss or damage is caused by fire or other casualty, theft, or any other cause.  The University recommends that Resident secures personal property insurance or homeowners’ or renters’ insurance to cover their personal items while a Resident.  The University shall not be liable for any damage or loss of personal property in the room(s) or storage areas assigned to the Resident or any other person.

In consideration for the University providing the Resident the opportunity to live in University Housing, the Resident voluntarily remises, releases, and forever discharges the University, its affiliated entities, its successors, assigns, trustees, officers, students, employees, and agents from any and all personal injuries, damages, losses, claims, causes of action, or lawsuits of any kind (a “Loss”) whatsoever arising out of or in any way relating to Resident’s use and occupancy of University Housing or this Agreement, including, without limitation, a loss resulting in whole or in part from the negligence of the University or its affiliated entities, trustees, officers, agents, faculty, staff, or students.

Resident is responsible for keeping their Residence and applicable common areas clean. If adequate health and safety standards are not maintained, the University may have the Residence and common areas cleaned at the expense of the Resident and may take other action as appropriate. Resident shall not cause damage to the Residence, nor permit heat or water to be wasted.  Alterations to the Residence including its walls, floor, ceiling, doors, wiring and furnishings are prohibited.  Residents 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.  Trained service or emotional support animals are permitted, but only after Resident provides medical documentation and written consent is given by the University.

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, vaping, and illicit drug use (including smokeless tobacco) is prohibited in all University buildings and facilities, which includes all University Residences.  Smoking, vaping, and the use of tobacco products or illicit drugs 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. Further policies on smoking, drug, and alcohol use can be found on the Residential Services website.

This Agreement shall be construed and enforced in accordance with the laws of the Commonwealth of Pennsylvania, and the Resident and the University hereby submit to the exclusive jurisdiction of the courts located in the Eastern District of Pennsylvania for litigation of any disputes arising under this Agreement.

For questions regarding these Terms and Conditions, please contact the Department of Residential Services, living@upenn.edu, 215-898-3547.