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Graduate & Faculty/Staff Terms & Conditions of Housing

Abandoned Property Eligibility Prohibited Possessions
Access Failure to Vacate Removal of Resident Property
Additional Provisions Furnishings and Facilities Rent
Assignment and Subletting General Provisions Safety
Commercial Enterprise Guests Sales, Solicitation, Peddling
Conduct Insurance Smoking
Criminal Conviction/Protective Order Lead Warning Statement Term
Damages Maintenance and Repairs Transfer Requests
Early Termination Occupancy Limits University-Initiated Termination
  1. This License constitutes a limited license between the Rector and Visitors of the University of Virginia ("University") as Licensor, and the undersigned (full-time student, staff, faculty, or contingent worker) as Licensee, for the use of University property as a residence (the "Premises"). This agreement is a revocable contract; the University reserves the right, in its sole discretion and at any time, to terminate or suspend the Licensee’s assignment to or ability to occupy University housing. Licensor and Licensee are hereinafter known as the "Parties." The Parties understand and agree that, although the fees and other amounts paid to license the Premises are referred to as "rent" in this license, it is not the Parties' intention to create a landlord-tenantrelationship and this agreement is not subject to Virginia landlord-tenant laws. The Parties' intention is to provide the undersigned with a license to use the accommodations subject to the specific terms and conditions set out herein.
  2. The University reserves its right to make changes to the policies governing University housing to ensure the safety and health of the community. All University housing residents must also adhere to expectations, policies, and rules instituted by the University.
  3. This License allows Licensee, family members, qualified adults, and invited guests to use the Premises. Only Licensee, family members, qualified adults, and guests may use common areas, including hallways, lounges, laundry rooms, etc., and must do so in accordance with University rules and regulations governing such areas. The University maintains residential property to further its academic mission. Other uses must be secondary to that mission.
    A qualified adult is defined as an adult with whom the Licensee is in a relationship of mutual support, caring, and commitment. Qualified adults can show shared responsibility with the Licensee for one another’s common welfare and basic needs for the previous six continuous months, as evidenced by a joint housing lease or mortgage; joint ownership of a motor vehicle; a joint checking or credit account; designation as a primary beneficiary for life insurance, retirement benefits, or a will; or holding a durable power of attorney for health care decisions. If a qualified adult no longer meets these criteria during the Term of this License, Licensee must notify Housing & Residence Life within 7 days.
    Family members must be able to demonstrate proof of dependency upon the Licensee.
  4. General Provisions: This License does not grant possession and guarantee of a particular room, residence, or type of housing. The University reserves the right at any time to:
    1. Unilaterally increase or decrease the rent or to make any other changes in this License deemed necessary in the sole discretion of the University. Such changes shall be effective no less than sixty (60) days after Licensee is given written notice of the changes.
    2. Allow University staff or their agents to enter the Premises for work orders, routine maintenance, inspections, repairs, emergencies, or housekeeping duties, or any other reasonable purpose, at any time.
    3. Control the Premises and any common areas in the event of an emergency.
    4. Alter, change, or cancel a housing assignment, or temporarily or permanently reassign Licensee to other available housing facilities at the rate applicable to the assigned residence, in the sole discretion of the University. University-initiated reassignment or relocation does not release Licensee from the financial obligations owed for the term of the License.
    5. Designate any or all housing as available for expanded or decreased occupancy.
    6. Assign graduate and undergraduate students to the same Premises.
    7. Deny the privilege to live in any University housing at any time, based on the needs of the University.
  5. Term: This License is effective as of _____ through _____. Renewal of this License from year-to-year is not guaranteed. Maximum length of stay in University properties is five years in duration, regardless of location.
  6. Eligibility: Licensee must maintain eligibility throughout residency (except during the summer). Licensee must be a full-time student in a degree granting undergraduate or graduate program, or a full-time staff, faculty, or contingent worker at the University of Virginia. Petitions for an exception regarding full-time status must be made to Housing & Residence Life in writing. A change in the number of eligible occupants of a particular unit may cause the Licensee to be deemed no longer eligible for such unit or could necessitate relocation to other premises, if available. Licensees must give Housing & Residence Life timely notice of anticipated eligibility changes, including graduation, withdrawal, or any change in student or employment status at the University.
  7. Occupancy Limits: Units may be freestanding homes, townhomes or apartments:
    1. In shared apartments with multiple Licensees, no additional occupants are permitted.
    2. In all other units, no more than one qualified adult occupant is permitted.  Any additional occupants must be dependent family members. The following limits apply:
      1. One bedroom units can accommodate at most three persons – no more than two adults.
      2. Two bedroom units can accommodate at most four persons – no more than three adults.
      3. Three bedroom units can accommodate at most six persons – no more than four adults.

    The University, in its sole discretion and at any time, may increase or decrease occupancy limits, after giving notice.

  8. Early Termination: Any Licensee who loses eligibility during the Term of this agreement must vacate the Premises and return keys within 7 days of the date on which eligibility is lost, unless an exception for extraordinary circumstances is made by Housing & Residence Life. An early termination fee equal to one month's rent will apply. By way of example, circumstances that may result in loss of eligibility include, but are not limited to, graduation, withdrawal or expulsion from University, termination of employment, or cancellation of this License. Graduation occurs only on degree conferral dates published on the University's Academic Calendar.
    Licensees who maintain eligibility but wish to terminate this agreement before the end of the Term may petition Housing & Residence Life for release. If approved, an early termination fee equal to half the total rent remaining will apply.
  9. University-Initiated Termination: The University may terminate this License and the Licensee’s occupancy rights at any time, after giving notice, if (1) the University is closed or experiencing exigent or emergency circumstances, including but not limited to public health crises and pandemics; or (2) a residence is totally or partially destroyed by any cause; or (3) a residence is needed by the University to accommodate special needs of the University as they arise. In the event that the University terminates the License before move-in, the University will release affected residents from the financial obligations owed for the term of the License. In the event that the University terminates the License after move-in, any approved refund will be pro-rated and adjusted for fixed operating costs beginning with the date that the Premises are verified to be vacant and keys (if applicable) are received by Housing & Residence Life.
  10. Failure to Vacate: If Licensee fails to vacate upon termination of this License for any reason, the University may exercise any or all of the following options: (a) remove Licensee and Licensee’s possessions from the Premises; (b) change the door locks and bill Licensee; (c) bill Licensee for all damages suffered by the University as a result of failure to vacate; for example, payment of attorney fees and expenses. In-house counsel fees will be assessed at the prevailing hourly rate charged by outside counsel.
  11. Assignment and Subletting: The Licensee shall not exchange, assign or offer the Premises as a sublet. The Premises are to be used only as a primary residence of the Licensee. 
  12. Rent: The Licensee will be responsible for 100% of monthly rent. Licensee agrees to pay the University, no later than the first of each month. Rental payments must be made online with a credit card, or through a SIS account (for students), or through payroll deduction (for salaried employees). The Licensee's account will be delinquent after the fifth calendar day of the month. In the event that payment has not been made by 11:59 p.m. on the fifth calendar day of the month, a late charge of 10% of the outstanding balance will be assessed. In the event that payment has not been made by the tenth calendar day of the month, the account will be forwarded for collection. Non-payment will result in student records (transcripts, diplomas, etc.) being made inaccessible, and may result in termination of the License.
  13. Transfer Requests: Housing & Residence Life will consider requests to transfer to another unit within on-Grounds housing, if available, on an individual basis. Such requests may be granted in the sole discretion of the University.
  14. Safety: Licensee is personally responsible for abiding by the safety policies pertaining to the Premises and to residential facilities and other University property, generally. (See the Safety and Policies sections of the website). The University reserves the right to make changes to the policies governing University housing occupants in order to ensure the safety and health of the community. All University housing residents must adhere to expectations and rules instituted by the University including Housing & Residence Life and the Office of the Dean of Students. Failure to adhere to such rules and expectations may result in removal from University housing and/or disciplinary proceedings.
  15. Prohibited Possessions: To ensure the safety of all residents, certain items are prohibited within all on Grounds residential areas, including the Premises. It is prohibited to keep any item, including room decorations, that may pose a fire hazard, in a residential facility. Licensee is responsible for reviewing and remaining aware of the list of prohibited items.
  16. Smoking: Smoking is prohibited in or within 25 feet of the Premises and all on-Grounds housing facilities.
  17. Furnishings and Facilities: The University will choose which furnishings and appliances to provide for each facility. Portable washing machines and dishwashers are prohibited and possession may result in termination of the License. Bidets, if present, must be installed by University staff. The University will not provide additional storage space. All University-owned furniture must remain in its assigned space within each apartment.
  18. Maintenance and Repairs: The University shall perform all normal interior and exterior maintenance and repairs as necessary. Licensee must report all needs for repairs to the Facilities Management Service Desk by using the Work Order Management System or by phoning the office at 924-3053. Licensee is not permitted to make repairs.
  19. Damages: Licensee is responsible for any damage or defacement that may occur to the Premises (including restitution costs), except for normal wear and tear. Upon termination of this License, any charges for cleaning, lost keys, or damages will be billed to Licensee to be paid within fifteen (15) days from date of bill.
    Licensee and all occupants must maintain a clean and clutter-free environment. All interior surfaces, fixtures and appliances must be kept free of accumulated grease, dust, dirt, food residue, soap scum and human waste. The Premises must be kept free of excessive materials that may impede movement or create a potential hazard for the occupant(s) or University staff, including excessive storage of paper or plastic grocery bags. Failure to follow these standards may result in charges and/or termination of the License.
    If the University cannot determine responsibility for damage or defacement in common areas (bathrooms, lounges or corridors, etc.), the University will distribute the charge equally to all Licensees of the facility. If the Premises are demolished or damaged by fire or other casualty and thereby rendered uninhabitable for a period of more than thirty (30) days, this License shall terminate as of the date of such destruction or damage.
  20. Removal of Resident Property: In the event of an emergency or other exigent circumstance, the University and its agents may remove residents’ belongings from the Premises for cleaning, inspection, repair, storage, and/or protection. The University does not assume any obligation or liability for loss or damage to items of personal property that may occur during removal of resident belongings. The University may destroy and discard personal belongings such as perishable items, alcohol, illegal drugs and drug-related paraphernalia, explosives, and hazardous materials. Should the University discover items that raise concern for immediate safety or a significant violation of University policy or law, this matter may be referred to the appropriate authorities.
  21. Abandoned Property: Any belongings left anywhere on the Premises (including storage and laundry rooms) after this agreement ends or is cancelled are classified as abandoned property. Abandoned property will be held for 120 days. After 120 days items will be sold through UVA Surplus Property, donated to charitable organizations, or disposed of in the trash.
  22. Insurance: The University does not assume any obligation or liability for loss or damage to items of personal property, which may occur in its Premises, other buildings or on its grounds, before, during or after the Term of this License. This includes but is not limited to damage, loss, fire, water damage, theft, flooding, etc. Licensee is encouraged to purchase insurance for protection against loss or property damage.
  23. Access: Keys and ID cards are property of the University. It is against Virginia law to have duplicate keys made. Licensee will be assessed a charge for each lost key and for each replaced lock core. Licensee must report lost keys promptly to Housing & Residence Life to arrange replacement. Licensee must promptly report a lost ID card to the ID office and will be assessed a charge for its replacement. Keys and ID cards are non-transferable. Licensee may not give keys or ID cards to guests.
  24. Guests: Residents are responsible for the behavior of guests and their compliance with all University policies. The University reserves the right to terminate or suspend the Licensee's ability to invite guests into University housing.
    In shared units, visitations must respect the rights and responsibilities of any apartment-mates. Licensees must have the apartment-mates' consent to invite a guest into their room or any shared living space. The presence of the guest must not pose an unreasonable burden or unreasonable infringement on the privacy and privileges of the apartment-mate. Guests must be with their host at all times.  Overnight guests may not remain longer than three consecutive nights.
    In all other units, overnight guests may not remain longer than seven consecutive nights. Written permission from Housing & Residence Life is required for any visit exceeding seven nights.
  25. Commercial Enterprise: Licensee may not conduct any activity for business or financial gain from the Premises or any University Property.
  26. Sales, Solicitation, and Peddling: Sales, solicitation, and peddling are prohibited within the Premises and all University residential areas.
  27. Criminal Conviction or Protective Order: If Licensee or any resident of the Premises is arrested and/or convicted of any felony or any crime requiring registration on the Sex Offender or Crimes Against Minors Registry (SOR), or if Licensee or any resident of the Premises becomes subject to a protective order at any time during the Term of this License, Licensee is required within seventy-two (72) hours of the arrest and/or conviction or entry of the protective order, to notify Housing & Residence Life in writing. Housing & Residence Life reserves the right to cancel this License if, in the sole judgment of the University, Licensee or any other resident who is Licensee's family member, dependent, qualified adult inhabitant, or invited guest may may pose a threat of substantial harm to persons or to University property or if the University determines that this License was granted on the basis of inaccurate or incomplete information.
  28. Conduct: Licensee and all residents of the Premises are subject to all Federal, State, and local laws, as well as the University's Standards of Conduct, academic, financial, and non-academic rules and regulations. This License prohibits violations of those laws and regulations. All sections of this document and any policies referenced by it are considered formal requirements and part of Housing & Residence Life policies. Failure to adhere to these laws, regulations, and requirements may result in immediate removal from University housing, Interim Suspension, and/or disciplinary proceedings. Removal from University housing based on such failure does not release Licensee from the financial obligations owed for the term of the License.
  29. 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 managed properly. Lead exposure is especially harmful to young children and pregnant women. Before renting pre-1978 housing, Licensors must disclose the presence of known lead-based paint and/or lead-based paint hazards in the dwelling. Licensees must also receive a federally approved pamphlet on lead poisoning prevention.

    Presence of lead-based paint and/or lead-based paint hazards (Check (i) or (ii) below):

    1. _____ Known lead-based paint and/or lead-based paint hazards are present in the housing.
    2. _____ Licensor has no knowledge of lead-based paint and/or lead-based paint hazards in the housing.

    Records and reports available to the Licensor (Check (i) or (ii) below):

    1. _____ Licensor has provided the Licensee with records and reports pertaining to lead-based paint and/or lead-based paint hazards in the housing.
    2. _____ Licensor has no reports or records pertaining to lead-based paint and/or lead-based paint hazards in the housing.

    By electronically agreeing to this License, Licensee certifies that Licensee has reviewed the lead disclosure information provided and confirms that the University has complied with notification requirements.

  30. Additional Provisions: The University retains the unilateral right to terminate this License, or to deny the ability to renew this License at any time. Failure of either party to insist upon strict performance of any of the Terms or Conditions herein shall not be deemed a waiver of any rights or remedies of either party, and shall not be deemed a waiver of any subsequent breach or default in any of the Terms or Conditions herein. The University assumes no responsibility for failure to perform any terms or conditions of this agreement due to any force majeure. For purposes of this agreement, the term "force majeure" shall mean fire, earthquake, flood, hurricane, or other significant weather event or natural disaster, act of God, strikes, work stoppages or other labor disturbances, riots or civil commotions, litigation, war or other act of any foreign nation, plague, epidemic, pandemic, power of government or governmental agency or authority, state of emergency, or any other cause like or unlike any cause mentioned above, whether natural or man-caused, which is beyond the control or authority of the University. The University does not discriminate on the basis of age, color, disability, gender identity or expression, marital status, military status (which includes active duty service members, reserve service members, and dependents), national or ethnic origin, political affiliation, pregnancy (including childbirth and related conditions), race, religion, sex, sexual orientation, veteran status, and family medical or genetic information. If Licensee has a disability or otherwise needs special accommodations, Licensee must notify Housing & Residence Life.

Last revision: November 6, 2023
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