Hotel Housing Contract
Terms and Conditions
The student's signature on the Hotel Housing Agreement indicates that the student agrees to and accepts the following terms and conditions:
This is a legally binding contract for a full academic year and is specific to the off-campus room to which the student shall be assigned, which room shall be in a hotel in the Museum District of the City of Williamsburg, Virginia. This contract is between the student resident and the College. The room assignment and additional terms, including rules imposed by the Landlord applicable to the student, shall be communicated to the student no later than 60 days prior to move-in. Such additional terms shall be binding on the student as part of this Housing Contract. Prior to occupancy, this Agreement must be signed and dated or electronically accepted as evidence of acceptance of the terms, conditions and regulations which are stated in this Contract. At the time of occupancy, if the student is not 18 years old, a parent or legal guardian of the student will be required to cosign the Agreement. When a student properly changes rooms, this contract is transferred to the new space. Failure to pick up a key card does NOT release the student from this Contract.
The resident will abide by the regulations of the College set forth in the current edition of the Student Handbook, and the regulations set forth in the Housing Contract and Resource Guide. The provisions of this Housing Contract may only be waived or modified in writing by the Assistant Vice President/Director of Residence Life.
The resident will also comply with all obligations imposed on the Tenant in the Lease Agreement, which will be provided to the resident no later than 60 days prior to move-in, including the requirement to abide by all rules and regulations of the Landlord.
The Vice President for Student Affairs, Dean of Students, Assistant Vice President for Student Activities, Assistant Vice President/Director of Residence Life, Associate Director of Residence Life, Director of Housing Operations, Assistant Directors of Residence Life, Area Directors and the staff of residences (Complex Director, Head Residents, Hall Directors, Resident Assistants, Housing Assitants, Graduate Resident Assistants and Program Advocates) are responsible for enforcing regulations as outlined in the current edition of the Student Handbook.
It is expressly understood that violation of policies in the Student Handbook, Residence Life Resource Guide or of the terms of this Housing Contract (including violation of the Landlord's rules or regulations) by the resident may result in penalties ranging from a warning to the resident being discharged from the residence to permanent dismissal from the College. The College and Landlord are under no obligation to house a resident whose Contract has been previously terminated due to a failure to abide by the conditions of this Contract.
Where appropriate for the personal safety of the resident(s) and by adherence to the College student conductprocess, the College reserves the right to remove a student from his/her hotel assignment. Students removed from the hotel for violations of the Contract will still be held to the financial obligations for the Contract period (Fall and Spring). In addition, the College and/or Hotel may exclude a student from the residences to protect the public health or the health of the student under the policy and procedure outlined in the Student Handbook. In the event that a student is removed due to a violation of the Landlord rules or regulations or a breach of the Lease Agreement, the student may be required to vacate the premises on short notice.
Checking into a Room
Room Key - Each resident will receive a room key card. I.D. card readers are available on other residence hall buildings. Residents will initial their Room Condition Report (RCR) indicating that they have obtained their key card. Residents may not change or add locks (including chain locks, deadbolts, etc.). Duplication of room key cards is prohibited.
Room Condition Report - When a student moves in, he/she should verify the accuracy of the check-in portion of the RCR. Any damages or missing items must be noted by a Residence Life staff member at this time to prevent a charge at check-out. The resident=s signature on the RCR represents that the conditions recorded at check-in are accurate. This form must be returned to the Landlord within 48 hours of occupancy. After 48 hours, absent the documentation that this form provides, the resident may be held financially responsible for damages or loss to the assigned space, including those damages or losses the resident may claim were present at check-in.
Early Check-In - Residents must abide by the appointed schedule for arrival. Early arrivals will be limited to those student leaders and groups designated essential to College activities in advance of the official Opening. Individual residents who are approved by the Landlord to arrive early will be assessed an additional charge which will be charged to their student account. All early arrivals must abide by all College rules, regulations and policies.
Late Check-In - Spaces will be held only until 5 p.m. on the first day of classes, unless prior written notification of late arrival is received by the Landlord.
Checking out of a Room
Residents must check out of rooms in accordance with Landlord's procedures.
The term of this Contract is for both Fall and Spring semester of the designated academic year until 48 hours after completion of a resident's last regularly scheduled exam for non-graduating students and noon on the day following Commencement in May for graduating students.
Release from Housing Contract - The Housing Contract covers an entire academic year (fall and spring semesters) and cannot be broken midyear. If a student enrolls at the College but does not occupy the assigned room, he/she must still pay for the room for the entire academic year. Failure to pick up a room key card does not release a currently enrolled student from this contract. A student will only be released from his/her Housing Contract for the following reasons: If he/she: (1) gets married (a copy of the current marriage certificate is required for verification); (2) is accepted in a William and Mary approved Domestic or Study Abroad program; (3) is academically dismissed; (4) is required to withdraw due to medical reasons; (5) transfers to another institution (copy of acceptance letter to the institution required for verification); or (6) is released by the Contract Release Committee. Refunds will follow the policies set forth in the Undergraduate Program Catalog and may include forfeiture of the Room Reservation Deposit.
Contract Release Committee - Individuals with extraordinary circumstances may seek to be released from their Housing Contract by appealing in writing to the Contract Release Committee. Signing a lease or purchasing a home off campus does not in and of itself constitute "extraordinary circumstances." Students are strongly encouraged to gain contract release approval prior to making any commitments off campus. Documentation must be received in the Residence Life Office in care of the Contract Release Committee. This Committee will review the written documentation and notify the student by phone and/or e-mail of the Committee=s decision. The Committee will review petitions during the first and third weeks of each month and the decision of the Committee is final.
Room Damage/Loss - The resident (and roommate(s) where assigned) is responsible for damages to his/her room, as well as damage and/or loss to the furnishings and fixtures provided. The resident agrees to pay for the restoration of the property to its condition at the time of occupancy or for repairs or replacement (except normal wear and tear), unless caused by another student and the identity of that student is established and proven by the resident(s). Resident(s) are responsible for any damage or loss to the premises caused by their guests. This responsibility extends until the resident is officially checked out by a Hotel staff member. Charges for damages, cleaning, replacement of furniture, etc. shall be divided by the number of students assigned to the room. If one or more roommates assume responsibility for damages, cleaning, replacement of furniture, etc., a written statement signed by the responsible party must be noted on the Closing Agreement, which has been signed by all of the room's residents and submitted to the Landlord indicating who specifically should be charged. Charges will not be assessed to one roommate based solely on another roommate's claim of wrongdoing.
Common Area Damage/Loss - It is understood that the residents are responsible for any damage or loss caused or non-routine cleaning or trash removal required to common areas and their furnishings, including vending machines and other equipment. Common areas may include corridors, recreation rooms, kitchens, laundry rooms, public baths and lounges. When damage occurs, the student(s) will be billed directly for the repairs. The Landlord has the authority (along with Residence Life Staff) to assess and assign charges for these damages. Damages may also result in College judicial action. Those students who are responsible for vandalism or theft may be removed from and/or denied future housing in The Hotel.
Procedures for appealing damage charges
Disputes of charges imposed by the Hotel must be resolved between the student and Landlord.
Only registered and currently enrolled William and Mary students, including research graduates, are eligible to reside in Hotel housing. Part-time students may apply for Hotel housing but will only be offered a space after all full-time students have been accommodated. Students currently residing in the Hotel who are approved to drop to part-time status will not be required to leave Hotel housing.
Guests on the Hall - Guests are expected to abide by all rules and regulations of the College, Residence Life, and Landlord rules and regulations. The resident is responsible for the behavior of his/her guests, including restitution for damage.
Guests in the Room - In order to have a guest(s), residents must have the consent of the roommate(s)on each occasion. Extended visits are not permitted, nor is cohabitation (residency with someone other than the officially assigned roommate).
Custodial Services/Trash Removal
Hallways and stairwells must be kept free of personal belongings that could impede the ability of hotel staff to maintain these areas. Students are expected to maintain their rooms in an orderly and sanitary condition. Residents may be charged a fee for the removal of personal trash from public areas.
It is understood and agreed that a resident's room or possessions in the hotel will not be searched by College authorities for violation of College rules and regulations or applicable law unless there is reasonable administrative cause to believe that a resident is using his/her room for purposes in violation of College rules or regulations, or in violation of this Contract and unless a certificate authorizing the search has been issued and signed by the Vice President of Student Affairs or her designee. The certificate shall state the source of information, the violation, the location of the search, the materials to be seized or information sought and the name(s) of the person(s) authorized to conduct the search. The foregoing does not apply to searches conducted by local or William and Mary Police, or entry by the Landlord. Such searches are governed by the Code of Virginia and the Landlord's rules.
Neither the College nor the Landlord is responsible or liable for any loss or damage to property resulting from fire, theft, casualty or any cause, or for personal injury occurring within the leased premises, except as may be required by Virginia law. It is strongly recommended that personal property insurance be obtained by each student.
The resident is responsible for reporting maintenance concerns. Residents must understand that, as a condition of this Contract, the Landlord shall not be responsible or liable for any damage or loss to his/ her personal property while on the premises caused by the cessation or failure of such utilities, no matter the reason. Moreover, the College will not be in breach of this Contract if such utility service is suspended for any reason; provided, if the premises are rendered unsafe or unfit for occupancy, the College will offer alternate housing if it is available or the College will provide a prorated refund of the unused portion of the rent in accordance with the schedule printed in the College Catalog.
Repairs - Requests for repairs should be filed by the resident with the Landlord. If the repair is not made within a reasonable amount of time, a second request should be submitted by the resident. If the repair is still not made, the Director of Housing Operations should be notified of the situation.
Rent Rebates - If after a reasonable amount of time repairs are not made or sufficient reason for the delay provided, the resident may appeal to the Director of Housing Operations for a rent rebate or other solution. Rebates are granted only in cases where the Hotel has remained unresponsive and the condition of the premises is such that reasonable occupancy and use thereof is precluded. The decision of the Director of Housing Operations concerning whether a rebate is granted may be appealed to the Residence Hall Association (RHA) Appeals Board. Once a rebate has been granted, the amount of the rebate may not be appealed.
Prohibited Items Some examples of items not permitted are listed here; however, this list is not necessarily all-inclusive: animals (excluding fish and service animals), non-fused extension cords, outside antennas, bread machines, candles, incense, ceiling fans, crock pots, explosives, firearms, fireworks, gasoline and other combustible liquids, hot pots that are not thermostatically controlled, immersion coils, incense, oil lamps, open flames, space heaters, torcheire-style (pole) halogen lamps, waterbeds and weapons, hot plates, toaster ovens, broilers, electric skillets/woks and other portable electric cooking devices.
The resident agrees to pay the College in advance, on a semester basis, the rent established for the room which is assigned. The initial rate for the assigned space at which the resident is billed for the assigned space (except for clerical error) is guaranteed for the entire academic session unless: (1) the occupancy level of the room changes or (2) the resident changes to another room and the rate for the new room is different. Then a refund or additional payment may be required. Room rates will be prorated on a daily basis for students acquiring housing more than two weeks after the first day of occupancy. Room rates are not based on the presence of air-conditioning.
If the resident withdraws from College during the course of the semester, refunds of the room rent will be prorated based on the date the resident officially checks out of the room with the required paperwork completed by a Hotel staff member. Residents who are required to withdraw by the College because of a failure to meet obligations under the Housing Contract or for other reasons, who are removed from the residences, or who, while remaining enrolled at the College, move out of the residence halls are financially obligated for the remainder of the semester.
Residents may not move from one room to another without prior written consent from Residence Life. Violation of this requirement will result in a $25 charge (the resident will be required to move back into the original assignment) and is a violation of this Contract which may result in a referral to the Office of the Dean of Students and may result in action by the Landlord. See Discrimination Clause.
Room Change Dates - The room change process begins one week after the first day of classes in the Fall and Spring semesters.
General Room Changes - Students interested in changing rooms should contact the Hotel front desk. Changes are typically approved on a first come, first served basis, but may be made based on the individual circumstances involved. Once a change has been granted, students should complete their move within 48 hours. Exceptions to the 48-hour provision may be authorized for good cause by the Landlord.
End of Fall Semester Room Changes - At the end of the Fall semester, there are a substantial number of room changes. Individuals who change rooms must officially check-out of their old assignment before the halls close for the semester break and will be given instructions at the time they sign the room change approval paperwork.
Room Damage Deposit
As a condition of room occupancy, all students must pay the College a $75 Room Damage Deposit prior to occupying the room (exceptions are not made for students on scholarships). This $75 deposit shall be refunded within 30 days of termination of this Contract, if and when the resident will not be residing in a College residence during the subsequent semester and provided there are no damages to the premises and the student's College account is current. Damage claims upon final departure will be deducted from the $75 deposit. The resident shall be responsible for all costs of repair/restoration in excess of the $75 deposit. Damage charges during occupancy will be billed directly to the resident. All bills must be paid by their due date except when a letter of appeal has been filed with the Director of Housing Operations.
Failure to pay the Room Damage Deposit, or to clear outstanding bills will be considered a violation of the Housing Contract and may result in (a) ineligibility for participation in the Room Selection Process or special interest housing membership, (b) ineligibility for official check‑in procedures, i.e., obtaining key, (c) withholding of registration materials/transcripts, (d) disciplinary sanctions, and/or (e) civil suit.
Room Reservation Deposit
The $200 Room Reservation Deposit will be credited toward the Fall room rent charge due to the College. Failure to pay the deposit by the stated deadline will make the student ineligible to participate in the room selection process. Please note that payment of the deposit is the responsibility of the student. Bills and reminders concerning the Room Reservation Deposit are not sent to parents.
Currently Enrolled Students - To request a room in the Hotel for the following academic year, a currently enrolled student must pay a $200 deposit by the advertised deadline date and sign or electronically accepted a contract with the College at the time of assignment to a room. This $200 Room Reservation Deposit serves as the student's indication that he/she wishes to reside in the Hotel. It is NON‑REFUNDABLE except in the event the resident transfers (must submit copy to Residence Life of acceptance letter), gets married (a copy of the current marriage certificate is required for verification), is academically dropped, is selected to participate in an approved Semester Study Away program, is unable to enroll due to illness, or is eliminated from the Room Selection Process (waitlisted). A person who is waitlisted from the Room Selection Process can take one prospective roommate with him/her to move off campus as long as they request a refund together and apply by the stated deadline.
Residence Life MUST be notified before the first day of classes that a resident has transferred, married or will be participating in an approved Semester Study Away program. This notification is necessary to cancel the contract and refund the $200 deposit. If notification is not received by the first day of classes, the $200 deposit shall be forfeited and other charges may apply.
Transfer/Returning/New Students - Once a student has received an offer of for hotel housing, he/she must submit a signed Housing Contract and a $200 NON-REFUNDABLE deposit to secure the Housing assignment. The $200 deposit is not required for spring housing assignments.
Safety and Security
(1) The College cannot guarantee the safety and security of the premises. Residents are responsible for their personal security and that of their belongings.
(2) Residents may not engage in any activity which creates a safety risk or which jeopardizes the security of the premises, including but not limited to, the propping of exterior doors and the removal of window screens.
(3) For safety reasons, the roofs, porches, window ledges, unfinished attics and mechanical equipment rooms of all Hotel buildings are restricted areas and may not be accessed.
Permanent electrical circuits cannot be altered by occupants. Residents must comply with Landlord's rules for use of appliances, lamps, and other electrical equipment
(1) OPEN FLAMES (from any source) and burning materials of any kind are absolutely prohibited in the residence halls.
(2) The integrity of all ceilings, floors and walls must remain intact and not be disturbed. Also, light fixtures must have proper globe or deflector in place. Any open bulb fixtures are a fire hazard and should be reported.
(3) Additional wall coverings (e.g. paneling, wallpaper, etc.) cannot be installed by occupants.
(4) According to Virginia State Fire Code, candles and incense are prohibited, even if such items are unlit or being used for decorative purpose only.
(5) According to Virginia State Fire Code, no more than 10% of a room's wall surface area may be covered by potentially flammable objects. This includes but is not limited to posters, framed pictures, photos, flags, tapestries or any other decorative objects that are mounted on the wall. In addition, wall hangings cannot contact electrical outlets or come closer than 12 inches to the heating unit. Landlord may impose additional restrictions on decorations. All ceiling decorations are prohibited.
(6) Living areas must be kept uncluttered and access to the doors clear. Hallways and stairways must remain clear and unobstructed.
(7) At no time may the maximum capacity restrictions of a room be exceeded.
Residents and their guests must refrain from smoking at any time they are physically present in the building.
Academic Year Storage - The College will not store Hotel furnishings outside the resident's room. Personal belongings in stackable containers may be stored in approved storage areas of selected on-campus residences during the academic year at the sole risk of the owner/user. The College is not responsible for any damage, deterioration or loss and makes no representation, express or implied, as to the fitness of the premises. All personal belongings must be removed from these storage areas at the end of the regular academic school year. It is agreed that personal belongings not removed from student rooms or storage areas may be discarded or auctioned by the College at the end of the regular academic year.
Summer Storage - Summer storage is very limited and restricted to the area designated by Residence Life. All stored items must be in stackable containers labeled with name, residence hall address and date of pickup. Refrigerators, bicycles and lofts may be stored but loft frames must be disassembled, securely bundled and labeled. Access to items stored over the summer may not be gained until the official opening of the residences in the fall. No carpets, rugs, mattresses, sofas or chairs (or any other furniture items) may be stored. Absolutely no combustible, flammable or explosive items are permitted in storage areas. The College will discard or auction items not removed from these areas by the publicized date in the Fall semester and the owners may be charged for the removal of such items.
Students may not transfer this Contract or sublet the assigned room to another party.
Residence Life reserves the right to fill all vacancies. If a space becomes available in a room because a roommate has not been assigned or a roommate moves out, Residence Life reserves the right to fill the vacancy. If spaces are not needed after October 15 (Fall) or March 6 (Spring), the resident may request to continue to live in the room at an increased rate for the balance of the semester and be assured that the College will not assign someone to that space.
A double as single rate shall be charged equal to the cost of the current rate plus the prorated amount of one‑half the cost of the remaining half of the room.
Residents who engage in conduct designed or intended to dissuade or intimidate other students from moving into a room or who otherwise attempt to manipulate the housing assignment process may be subject to judicial action.
Students are required to notify Residence Life of planned absences of more than seven days. Notification must be made at least one week prior to the absence.
If the premises become uninhabitable because of fire, strike, earthquake, accident, flood, riot, emergency, act of God or any reason beyond the control of the College or the Landlord, the College of William and Mary is no longer obligated to provide housing and the student will not be required to pay rent for the time remaining on this Contract. Residence Life will attempt to identify and provide alternate housing for each student affected. A refund of the room rent will be made (in accordance with the schedule printed in the College Catalog) if the student chooses not to accept alternate housing offered by the College or if the College is unable to offer alternate housing. Should any of the conditions described above result in damage or loss to personal property, loss of other items of value, or if there is any other resulting expense, the College will not be responsible.
Nothing in this document proscribes or limits the authority and power of the Board of Visitors of the College of William and Mary to establish policy, rules and regulations, which shall be applicable upon their effective date and operate prospectively unless otherwise stated.
Further, the College reserves the right to make reasonable modifications to this Contract to insure personal safety or protection of property, provided reasonable advance notice is given.
Room, roommate, and room change assignments are made without regard to race, creed, religion, national origin, political belief, sexual orientation, disability, Vietnam veteran status and all other categories protected by the Commonwealth and by federal law.
Students may not paint their rooms or add murals or border designs to their room walls or ceilings.