Graduate Housing Contract

The University of Delaware (the “University”) and University student seeking to reside in University housing (“Student”) enter into this legally binding Housing Contract (also referred to as “Contract” or “contract”). The Student is responsible for fulfilling all obligations under this Housing Contract, including all financial obligations, for the entire Contract Period (defined below). There is no fee required with the application, but a $200 cancellation fee will be assessed to the student’s account if the application is cancelled after notification of housing being guaranteed. This $200 cancellation fee will be applied to the student’s account.

General

Residence in University housing brings with it many benefits and certain legal obligations and responsibilities. This document, together with the Student Guide to University Policies and all regulations, policies and procedures published by the University, and Residence Life & Housing constitute the agreement (the "Contract") between Student and the University. By the Student's submission of this Contract to the University, Student is accepting and agreeing to comply with the terms and conditions of the Contract, and with all University policies and procedures. Submission of this Contract electronically via the University's Web page shall have the same legal force and effect as if the Contract had been physically signed and submitted by mail or in person. The Contract, including other material incorporated by link or reference, is subject to change as deemed necessary by the University without prior notice.

All Students are expected to activate and use their assigned University of Delaware e-mail account. Contractual correspondence will take place via the University of Delaware e-mail assigned to the Student and the Student is considered duly notified upon transmission of information by the University. Matriculated students, of any age, are considered the responsible party.

Personal Responsibility & Insurance

The University cannot and does not assume responsibility for personal accident, injury, or illness to residents, guests or visitors, or for damage, theft, or loss of personal property, and the Student hereby releases the University, its trustees, officers, agents, faculty and employees from any liability on account of any accident, injury, illness, property damage, theft, or loss not caused by the University's gross negligence or intentional act or omission. The University will not reimburse Student for damaged, lost, or stolen personal property. Students are encouraged to protect themselves from loss by purchasing appropriate insurance, as students are not covered under the University’s property and fire insurance policy. In that regard, students should review any homeowner's policy that the might have to determine whether the contents of the student's University room are already covered or could be covered with a relatively inexpensive policy rider or should purchase renter’s insurance. When students consider this insurance protection, they should keep in mind the replacement cost of such items as computer, jewelry, musical instruments, electronics, books, calculators, clothes and shoes, and sports equipment. For information regarding damage to personal property, refer to the University of Delaware, Office of Risk Management.

University's Duty to Provide Habitable Residence

The University cannot guarantee against temporary failures of utility systems or defects caused by ordinary wear and tear. Instead, the University's duty is limited to the exercise of best efforts to provide clean, safe lodging for students with utilities in good working order. Every effort will be made to complete maintenance in a timely manner. The University plans ongoing maintenance for its facilities and other systems throughout the year. When this maintenance impacts residence hall spaces, prior notice will be sent out via email. When maintenance is needed in an emergency fashion, notice may not be able to be provided and residential spaces will be entered by University officials to perform that maintenance.

Credits or rebates of housing charges are not given to students when maintenance or pest control is being done to the student rooms, suites, or apartments. Students may be moved to available vacancies in on-campus housing either on a temporary basis or permanent basis. Students who are reassigned on a permanent basis are required to pay the cost of the assigned space.

Student Status

Matriculated graduate students properly registered for at least 9 hours of academic credit on the Newark campus in the spring or fall semester may reside in University housing if they are in good academic, financial, and disciplinary standing with the University.

Students are required to inform Residence Life & Housing if their student status changes.

No Modifications

No term or condition of this Contract can be waived or modified and no statement made by University of Delaware or its agents is considered a waiver or modification of any term or condition of the Contract, whether expressed or implied.

Contract Period

This contract is legally binding and extends to cover the entire 2025-2026 academic year. If a student is approved for release the contract becomes void and the student must vacate their housing within 48 hours (see Vacating at the End of the Term, Academic Year, or Release Date).

Calendar

The Opening and Closing dates and relevant residence check-in dates for housing shall be posted on the Residence Life & Housing website.

Break/Recess Periods

Students in university graduate housing have access to their space continuously during the contract including university break periods. The cost of stay during these breaks is included in the monthly fee.

Emergency Termination

Upon reasonable notice, Residence Life & Housing reserves the right to terminate housing contracts.

Contract Binding Dates

An application is considered complete once the contract is signed and the student acknowledges cancellation fees. This contract is legally binding as follows:

• Students who apply and are guaranteed housing are bound to the contract three business days after being guaranteed. Students may cancel the application prior to being guaranteed without a fee.

This contract covers the entire 2025-2026 academic year or Student’s designated application term (the “Contract Period”) regardless of changed circumstances on the part of the Student, such as incompatibility with a roommate or suitemate, or involvement in a lease with off-campus facilities.

Prior to the binding date when the contract becomes legally binding, the student has the right to cancel their Contract without any further financial obligation.

After the contract becomes binding, Student is obligated to pay all applicable housing charges for the Contract Period as established by the Board of Trustees and as set forth in University policies. Student may request release from the contract through the process and conditions specified below. The contract remains binding and the Student continues to be responsible for all financial obligations while a decision is being rendered by Residence Life & Housing. Failure to pick up a key will not release Student from the Contract.

Contract Request for Release

All requests for release from the Contract must be submitted via the Request for Release form to Residence Life & Housing with documented proof of the circumstances related to the release request. If these circumstances change after Student is released from the Contract, the release will become invalid and Student will again be obligated to the terms of the Student Housing Contract. Release is not guaranteed and, if approved, typically comes with fees. Students may not request release from the Contract based on disciplinary action. Failure to pick up a room key/fob or move into the space will not release the Student from the Contract. Finding off-campus housing is not a reason for release.

Typical Releases

A student will typically be released from the Contract with no release fees when proof of one of the following circumstances is submitted to Residence Life & Housing: (1) Graduation, (2) Involvement in University-sponsored academic programs such as student teaching, study abroad, or internship, that make it impossible for Student to commute from the Newark campus, (3) Academic Drop/Dismissal from the University, or (4) confirmation of eligible replacement. Requests must be received at least 30 days prior to the requested release date and will be assessed the $200 cancellation fee if the request is for the fall semester. If granted release, students who submit requests with less than 30 days’ notice will be responsible for 30 days of rent from the date the request is submitted.

Special Circumstance Releases

A student may request release from the Contract with supporting documentation for one of the following special circumstances:

• Approved medical, psychological or disability need that cannot be accommodated on-campus
• Confirmed financial hardship and change in financial status (loss of assistantship or greater than 30% change in financial aid)
• Voluntary official withdrawal or approved leave of absence from the University (requires completion of university processes and request through My Housing Portal)
• Active military duty.

Fall Semester Release: Requests/forms received more than 30 days prior to the published first day of classes will be billed the $200 standard cancellation fee if the request is approved for the fall semester. Late requests/forms (received within 30 days from the published first day of fall classes will be billed an additional $300 late request fee for a total of $500. Releases approved for the fall are effective the remainder of the academic year (including spring). These charges are in addition to any housing charges.

Spring Semester Release: Requests from academic year applicants who live on campus in the fall received more than 30 days prior to the published first day of spring classes will not be billed any cancellation fees if release is approved for the spring semester. Requests from new spring applicants received more than 30 days prior to the published first day of spring classes will be billed the standard $200 cancellation fee if approved. Late requests (received within 30 days from the published first day of classes) from any student will be billed a $300 late cancellation fee if approved for the spring semester (total charge of $500 for new spring applicant releases).

All Release Terms: If the request/form is received after the student has checked into their room and a release is approved for that term, Student will be charged for the full month’s rent for the month they vacate the space.

When proof of active duty is provided all penalties will be waived and student will pay for rent through release date.

These requests for release will be acted upon by Residence Life & Housing following consultation with appropriate offices and necessary verification of information provided. Decisions are made solely on the basis of the documentation submitted to the appropriate offices, and whether the justification for release meets acceptable circumstances.

Other Releases, subject to Contract Release Fees if approved

Students generally will not be released from their housing contract unless they can set forth one of the circumstances above. However, there may be other opportunities for release based on occupancy needs. Approval of releases is within the sole discretion of Residence Life & Housing. If approved, the student will be charged a $200 release fee, their current month’s rent, and an additional month’s rent.

Students who have been released from their Contract during the academic year must follow the Vacating at the End of the Term, Academic Year, or Release Date section of this contract.

Appeals

If a request for release is denied, the student may submit a written appeal to the Director of Housing or designee. The appeal and all appropriate supporting documentation must be submitted by email to Residence Life & Housing within five business days of the date of the original decision. A student whose request for release is denied is responsible for the cost of the assigned space and the applicable dining charge through the remainder of the academic year even if they choose to vacate the assigned room and live elsewhere.

Eligible Replacement Defined

If Student is continuing UD enrollment on the Newark campus and wishes to be released from the contract without further financial obligations, the student may seek to transfer the contract to another eligible student (replacement). Transfer of the contract does not always mean the space assigned will be the assignment of the released student. An eligible replacement is a new eligible applicant of the same gender who is willing to assume full responsibility for the Contract. The eligible replacement must accept a binding Contract for the remainder of the academic year and remain in housing during the entire period. The eligible replacement must meet the eligibility requirements for the Individual Student Contract. A student who has a non-guaranteed application can be an eligible replacement and is preferred over a student who has not yet completed an application. To be released for this reason, the student requesting release must submit a written statement to Residence Life & Housing including the eligible replacement's name and student ID number prior to the eligible replacement submitting an application. The effective date of release from the Contract is the date when the new resident signs in and occupies the space.

Request for Release Ineligibility

If a student is suspended from the residence halls and/or the University, the student remains bound to the Contract and will be responsible for the full cost of the residence hall space for the remainder of the semester in which disciplinary action is finalized, unless this action is finalized before the end of the semester's free drop/add period. If this action is taken after the close of the Fall Semester but before the beginning of Spring Semester, the Student will be billed a $300 late cancellation fee and one month’s rent.

Vacancies and Room Changes

Students may request to move from one room to another with authorization from Residence Life & Housing at designated times during the Academic year. The exchange of rooms or substitution of one occupant for another without approval from Residence Life & Housing is prohibited. The procedure for room changes are set forth on the Residence Life & Housing website.

To maximize occupancy, Residence Life & Housing has the right to consolidate rooms and move students if a vacant same gender space exists which is similar to the original assignment in order to create an open room. Consolidation may happen at any time of the year.

Students may not intentionally dissuade or discourage newly assigned roommates from moving into the room. Intimidating a newly assigned student is a policy violation, which can lead to termination of the residence hall space without release from the financial obligation of the Student Housing Contract. 

The University reserves the right to change or cancel room assignments in the interests of order, health, safety, or welfare with appropriate written notice.

University-Initiated Room Change or Cancellation

The University reserves the right to change or cancel a student's room assignment without prior notification under the following circumstances. Unless a request for release is approved, the student remains bound to the Contract.

• The student is dismissed for academic reasons.

• The student fails to pay University bills by the established deadlines.

• The student is not properly registered at the end of the free drop/add period for the semester or session in which they have applied for housing. In this case, the student may reapply for housing if they subsequently re-enroll for classes, but housing will not be guaranteed.

• The student fails to sign in or occupy the assigned residence hall space by the start of classes. Residence Life & Housing may reassign them to another space or place the student on the wait list.
• The student fails to comply with any provision, policy, rule or regulation.
• The student is assigned to a Special Needs or ADA room and does not have a documented ADA need; the Student may be reassigned to accommodate one who does.
• The student behavior is judged to be disruptive to the community; all or some students may be relocated to restore order.

Student will be charged the published rate for the occupied space.

Compliance with Law, Code of Conduct, and Policies

Every student at the University must comply with all Federal, State, local and University laws, rules and regulations, including the Contract. Students are expected to know their Rights and Responsibilities and must comply with the University's Code of Conduct, the Residence Hall Regulations and University policies. At all times, students must respect the rights and property of all community members in the residence halls or apartment buildings, regardless of their background, beliefs, values, or attitudes.

Students who are dismissed from the residence halls due to non-compliance are subject to release fees as noted in the “Contract Request for Release” section.

Student Liability

The Student agrees to accept responsibility and be held accountable for their actions, for proper use and care of the residence hall, leased property spaces, dining facilities, assigned space, common areas, and all other University property, and for the actions of their guest(s). The host should ensure that guests comply with all University Policies and Residence Hall Regulations.

Primary Residence

The space assigned to the Student by the University must be the Student's primary place of residence. If the Student does not maintain their primary residence in the University-assigned space, the University may reassign that space to another student, and the student will remain bound by the Contract. Subleasing of space is prohibited.

Vacating at the End of the Term, Academic Year, Release Date, or University Termination

Students are required to vacate, return all keys to a Residence Life & Housing in-hall staff member and remove all personal belongings from their assigned space at the end of the Contract Period or contract release date.

Students who have been released from their Contract during the academic year must vacate their residence hall room or apartment within 48 hours of the effective date of release. When a student is granted a release, any room charges paid in excess of the applicable release fee will be credited to the Student's account. The effective date for a rebate is the date when all of the following obligations have been met:

• The contract request for release has been approved or initiated by Residence Life & Housing.
• All keys have been returned to the designated Residence Life & Housing staff member immediately after vacating the space. Failure to return these items within 48 hours of release date will result in additional fees to re-core the locks on the room and improper check out. Students will continue to be charged for the actual number of days they have access to the room. Billing continues up to the return of these items or a key re-core, whichever comes first. All belongings must be removed, leaving the space in clean, habitable condition.

Note: The University does not accept responsibility for items left in the room after the departure deadline. The room is expected to be clean and in a similar physical condition upon departure as it was for arrival. Removal of abandoned student property, excessive cleaning needs, or damage to University property will result in charges being placed on the student’s account. Items remaining in a room after a student has departed are considered abandoned and will be discarded.

Safety and Security

Security is the responsibility of all students, and students are personally responsible for abiding by the security policies pertaining to University spaces. Actions that compromise the security of building areas will subject the individuals responsible to disciplinary action and related fees. The University will enter resident spaces if needed to ensure the safety and security of the individual space or the building.

Residence Life & Housing staff and staff from Facilities makes regularly scheduled entries into spaces for safety and security checks and ongoing or requested maintenance. Residence Life & Housing staff will enter all student spaces at regular intervals throughout the academic year to conduct health and safety inspections. When possible, room entries will come with 24 hour notice but could occur at any time if the situation arises.

Residence Life & Housing maintains a list of prohibited items which can be found on the departmental website. Additional prohibited items may be part of University policies. If any of these items are found in a room at any time University personnel are in the space, the prohibited items will be confiscated and notification of the confiscated items will be provided to the Student. Confiscated items will be stored in the building RA Office. The confiscated item will only be returned when the Student checks out of the residence hall at the end of the semester in which it was confiscated. Any items not retrieved by a Student will be disposed of within three (3) business days after the end of the semester. The University will not reimburse for any items which have been disposed.

We expect that all members of the community—residents, staff and visitors—act in a manner that demonstrates respect and consideration for those around them, including respect and consideration for the health and safety of all community members. All residential students are prohibited from creating a health or safety hazard within the residences and the University may request or require a resident to leave the residence if their continued presence in the housing community poses a health or safety risk for community members.

Controlling Documents

In the event of a conflict between this Contract, the regulations, policies, or procedures published by Residence Life & Housing or Facilities, the Student Guide to University Policies will control.

Severability

If any term or provision, or any portion thereof, of this Contract is declared invalid or unenforceable for any reason, the remainder of this Contract shall not be affected thereby and shall continue to be valid and enforceable to the fullest extent permitted by law.

Governing Law

This Contract shall be governed by and construed and interpreted in accordance with the laws of the State of Delaware, without reference to its conflict of laws principles.