The Student Housing Contract

Housing Contract Terms - Interpretation of the Contract

The Student Housing Contract Terms is a legal document representing an agreement between you and the Department of Student Housing. Please read it carefully.

Student Housing contracts and leases are not transferable. Assignment of the contract and subleasing are not permitted.

This section will help you understand some of the terms of your contract, when and if you can change your contract, and special procedures for contract renewal and housing during vacation periods.

Eligibility for Occupancy

The contract requires that all residents of Student Housing facilities agree to, abide by, and conform to all applicable rules and regulations including, but not limited to; (1) the Housing Handbook, (2) the Code of Student Rights, Responsibilities and Conduct for the University of Kansas, (3) The University of Kansas Parking Regulations, (4) the Department of Student Housing Safe and Secure Poster, and (5) the Networking and Telecommunications Agreement. Please read these publications; you are responsible for abiding by their contents.

Jayhawker Towers and Residence Halls (Full-time Student Status)

Jayhawker Towers is designed as an apartment complex for single non-traditional students, upperclass students, and transfer students with at least 30 credit hours. As such, it is intended to provide an environment where mature, responsible students already acclimated to the rigors of college studies can succeed. First-year students (incoming freshmen or transfer students with fewer than 30 credit hours) may be allowed residence in Jayhawker Towers if they can demonstrate a familial relationship with a current resident or their participation in an academic or extracurricular program that provides the prospective resident with substantial inherent structure and support assuring that they are prepared to live more independently in this apartment-style environment. Residents in Residence Halls and Jayhawker Towers must be regularly enrolled students, taking at least 12 undergraduate or 9 graduate credit hours each semester. If you lose your student status (withdrawal, dismissal, failure to complete enrollment by required time, etc.) inform the Department of Student Housing in writing of your change in status.

Scholarship Halls

In addition to the full-time student requirement, residents of the scholarship halls are expected to maintain a 2.5 grade point average and successfully complete 28 credit hours each academic year. Residents who fall short of this requirement are given the opportunity to explain their situation to an academic review board. For more information on the Academic Review process, see the section on "Special Disciplinary Boards" in the "Policies and Procedures" section.

Stouffer Place Apartments

Stouffer Place houses students with families, non-traditional and graduate students, post-doctoral researchers and visiting scholars. The contracted resident must be a full-time, degree-seeking student during the principal part of the year (August through May) or have an active appointment with the university. Single parents must have primary custody of children or regular visitation from their children.

Sunflower Apartments

Sunflower Apartments are designed to provide housing for new faculty and staff, giving them the opportunity to become familiar with the Lawrence community during their first year. To be eligible to live in Sunflower, residents must hold at least a half-time faculty appointment, or an appointed administrative position. Full-time faculty and staff are limited to one year’s occupancy. Post doctoral researchers and visiting scholars are eligible for Sunflower Apartments.

Effect of Withdrawal on Your Student Housing Contract

Withdrawal from the university does not automatically terminate your housing contract. Charges will continue to accumulate until you have:

• signed the appropriate cancellation form at the Department of Student Housing office in Corbin Hall;
• removed all of your belongings from the hall or apartment;
• returned your room keys; and,
• completed the check-out process with a residential staff member.

Refer to your contract terms for specific charges related to cancellation of the Student Housing contract.

Stouffer Place and Sunflower Apartment residents must complete the Intent to Vacate form, available at the Apartment Living office located in the Jayhawker Towers complex, 30 days in advance of move-out.

Students are required to vacate the residence and stop using the dining facilities upon withdrawal from the university. Students remaining in the facility or taking meals after their official date of withdrawal must pay for all charges incurred after this date. Federal financial aid cannot be used to pay these charges.

Non-enrolled students with special circumstances are expected to contact the Department of Student Housing immediately upon loss of student status.

Failure to Vacate

Residents are responsible for their own personal property at all times. When residents have not vacated assigned space as scheduled (internal transfers as well as the end of a contract period) or have not removed personal property, Department of Student Housing staff will make a reasonable attempt to contact the residents. Residents who have not vacated assigned space as scheduled or at the end of a contract period will be charged $50 per day plus the daily rate for each day they remain in the assigned space. If after 48 hours, the residents have not vacated the assigned space the personal property contained within will be removed and stored at the residents’ expense.

Residents will be billed $20/hour per employee involved in removal and/or storage of personal property ($50 minimum), and a monthly storage fee of $50. Personal property removed by Department of Student Housing staff will be stored for 30 days. After 30 days, the items will be considered abandoned and donated to charity or discarded. The Department of Student Housing is not liable for damage to or loss of property that might occur during the course of removal or disposal. Residents will be billed for all costs incurred in removing personal property and restoration of the unit to usable space.

Single Room Contracts (Residence Halls)

Single rooms may be contracted for an additional fee as availability permits. Contact your Complex Director or the Department of Student Housing for further information, and to determine availability of single room contracts.

Requesting a Change in Your Room/Suite/Apartment Assignment

Residence Halls & Jayhawker Towers - Hall Changes (Internal transfers)

Residents who wish to change to another hall or room, suite, or apartment may request to move. Contact your Assistant Complex Director to make a request. If space becomes available, an offer to move will be made by the Complex Director of the building to which you are moving. If you do not move (including checking out of your current hall) within the timeframe provided, you may be charged for both spaces.

Scholarship Halls (Internal transfers)

There is a process for a transfer to a different scholarship hall, which will be honored as space is available. See your Scholarship Hall Director for more information.

Stouffer Place (Internal transfers)

From September through November and February through April, internal transfers are processed, depending on availability, for those already established on a waiting list. Internal transfers will be offered once. If the offer is declined, the request is cancelled. There is no charge to transfer; however, if the transfer is not completed within three days, the resident will be charged for both apartments during the move, including the initial three days. For information, contact the Apartment Living office, 864-8305.

Vacancies and Consolidation

Residence Halls

The Department of Student Housing has the right to assign, reassign, and adjust the occupancy of rooms. If a vacancy occurs in your room, you may receive a consolidation letter detailing the following options:

1. If space allows, retain the room as a single and pay the single rate unless the space is needed to solve an occupancy overage.
2. Consolidate by moving to another half-occupied room on your floor.
3. Remain in the room with the understanding that the vacant space will be assigned as soon as a new student contract or a current resident indicates an interest in moving to the vacant space. The room should be prepared to receive a room mate at any time.

Residents who do not respond to the consolidation letter will be assessed the single room rate for the remainder of the contract period. If you choose option #3 and a person on your floor requests a single room, you may be asked to consolidate to another half-occupied room on your floor so a completely vacant room will be available to the person requesting a single. Note: Special occupancy considerations apply to suites and rooms with bathrooms. Corbin Hall triple rooms will not be assigned as double rooms.

Scholarship Halls

Vacancies will be filled as they come open. There is usually a lengthy applicant waiting list for the scholarship halls. There is no single room rate option in the scholarship halls.

Jayhawker Towers

If an apartment is not at full occupancy during a contract period, new residents will be placed in available space. The Assignments Coordinator will provide advance notice to the current roommates when time permits. Current residents are asked to help make the new resident welcome. If a change of apartment is desired by residents, those involved must discuss the request with apartment living staff. If all parties agree that a change is necessary and if the space is available, such changes may be made. No changes will be considered until the third week of the new semester, except in extreme emergencies.

Contract Payments

Residents receive bills from the Comptroller's Office according to the payment option they choose and can make payments in person or by mail to the Bursar's Office, Room 23, Strong Hall. Visit www.bursar.ku.edu with questions.

For Stouffer Place and the Sunflower Apartments residents, the monthly payment is due on the first of that month and is payable at the Bursar's Office in Strong Hall. For example, rent for the month of September is due September 1, not October 1. Late fees and finance charges are assessed by the Comptroller's Office according to university policy.

Vacation Periods (Residence and Scholarship Halls)

The residence hall/scholarship hall academic year contract covers only the periods during which the university is in session. McCollum residents needing vacation housing will be accommodated in McCollum Hall, and should sign up in advance. Break/vacation housing for residents of other halls may be available in McCollum for a fixed fee for the entire break period; this fee is not pro-rated. Meals are not provided during vacation periods. All students interested in break housing should plan to make reservations at least three weeks prior to the break period. A late fee will apply to residents who fail to make reservations by the published deadline. Break housing may not be available for residents without a reservation.

Over these vacation periods (fall break, winter break, and spring break), all resident rooms (guest and permanent rooms) will be entered as a safety measure to ensure that closing procedures have been followed. This is not a search; however, policy violations in plain view will be resolved upon the resident's return.

Contract Renewal

Residence hall, scholarship hall, and Jayhawker Towers contracts are for one or two academic years. Early in the spring semester, residents with one-year contracts and residents in year two of their two-year contracts may reserve space for the following year during the renewal process.

Stouffer and Sunflower

All contracts for Stouffer Place and Sunflower Apartments are subject to renewal each spring. A new contract must be signed by every resident. If, for the following year, a rate increase is approved or if there is a significant change in the contract, all residents will be notified as part of the renewal process. Any resident who does not wish to renew the contract for the following academic year must sign an Intent to Vacate form by April 30.

Apartments for which an Intent to Vacate form is received will be assigned to another family. Residents not returning for the fall semester should vacate by June 15. Residents must furnish photo identification any time a contract is modified. The Department of Student Housing reserves the right to deny renewal of any contract.

Cancellation of Contract

Jayhawker Towers, Residence Halls, and Scholarship Halls

Contracts for housing in these facilities are for the academic year. Cancellation after the start of the academic year is permitted under the following circumstances:

• Loss of student status, withdrawal from the university, or failure to enroll. Students are required to vacate the residence and to cease using dining facilities upon withdrawing from the university. Students remaining in the facility or taking meals after their official date of withdrawal from the university must pay for all charges incurred after this date. Federal financial aid cannot be used to pay these charges.
• Assignment to a university sponsored internship, research, or other university program, which requires living away from Lawrence.
• Completion of graduation requirements during the term of the contract.
• Marriage. Proof of marriage must be presented.
• Unusual and compelling circumstances which, in the judgment of the Associate Director for Residence Life, entitle the resident to special consideration.

Residents seeking approval for a contract cancellation must submit their request in the Department of Student Housing office. A detailed written explanation and/or documentation may be required.

Stouffer Place and Sunflower Apartments

Residents living in Stouffer Place and Sunflower Apartments must submit an Intent to Vacate form at least 30 days prior to their checkout date. The Intent to Vacate form is available from the Apartment Living office located in the Jayhawker Towers complex.

If you do not give 30 days’ written notice, you will be charged the daily rate for 30 days from the date your notice is submitted. If the apartment is assigned to another party before the end of the 30 days, you will be credited for the time that the apartment is occupied.