Harvard Griffin GSAS Residence Hall Contract/Terms and Conditions
Residence Hall Contract
Below is the Harvard Griffin GSAS 2024-2025 Academic Year Residence Hall Contract. This contract outlines the terms and conditions that apply if a student accepts a room offer in the GSAS residence halls. By submitting an acceptance to a room offer, the student agrees to the terms and conditions of this contract. Please review this contract carefully.
Request for License
By submitting an application to the Harvard Griffin GSAS residence halls, I am requesting a license for a Harvard Kenneth C. Griffin Graduate School of Arts and Sciences (Harvard Griffin GSAS) residence hall room on the terms below, should I be assigned a room in the lottery procedure. I agree to accept such a license, to which I have electronically subscribed my name, as a binding agreement when issued by Harvard Griffin GSAS Office of Residential Life through the assignment of a specific room.
Any student wishing to apply for a cancellation of this license must do so in writing. Such requests shall only be effective if agreed to in writing by the University; however, the University is not obligated to honor such requests.
License and Terms of Condition
EARLIEST PERMITTED OCCUPANCY DATE: Friday, August 23, 2024, 12:00 p.m.
In consideration of the assignment to me of living quarters (the “Quarters”) consisting of a room or suite in one of the Harvard Griffin GSAS residence halls for the academic year 2023-2024, specifically from the earliest permitted occupancy date set forth above to the end date, May 16, 2024, at noon, I hereby agree to accept from Harvard University a license to occupy—in accordance with and subject to the Handbook for Students of the Harvard School in which I am enrolled, the Harvard Griffin GSAS Residence Hall Handbook, other established rules and usages of the University and the conditions set forth herein—the Quarters or any other Quarters to which I may be at any time assigned, to be occupied only by me. For this license, I hereby agree to pay to the University a room fee (the “Room Fee”) in the amount set forth by Harvard Griffin GSAS. And I hereby agree to be bound by and to comply with said regulations, rules, usages, and conditions.
Notwithstanding the end date in the foregoing paragraph, I understand and agree that if I will be receiving a degree on May 29, 2025, I may remain in occupancy until noon on the day after Harvard’s Commencement, Friday, May 30, 2025, subject to the right of the Office of Residential Life to move me to different Quarters for the period from May 22, 2025 until May 30, 2025.
I shall have no interest or estate in the land but only a license to occupy the Quarters assigned to me. Upon assignment of the Quarters to me, I shall be obligated to pay the Room Fee for the entire academic year, unless the University cancels or terminates the license, even if I cease to occupy the Quarters so long as I continue to be a registered student pursuing a course of instruction in Harvard University, unless a replacement licensee is found, satisfactory to the University (in which case my Room Fee will be pro-rated on a monthly basis as calculated pursuant to the University Monthly Payment Plan). I understand that the University may cancel the license and reassign the Quarters if I fail to register as a full-time student in resident status at Harvard University for the academic year 2024-2025, or if I have not started my occupancy within seven days of the earliest occupancy permitted date, unless Harvard Griffin GSAS has agreed in writing to a later occupancy date. In the case of such cancellation, there may be a cancellation fee of up to one- quarter of the Room Fee for the fall term. Collection of the Room Fee will be divided between the fall term and the spring term (although payment may be made in accordance with University Monthly Plan, if elected). Because the fall term is slightly longer than the spring term, the Room Fee for the fall term will be more than half of the total Room Fee. My right to occupy the Quarters shall terminate upon my ceasing for any reason to be a registered student pursuing a course of instruction at Harvard University, in which case the Room Fee shall be pro-rated on a monthly basis, as calculated pursuant to the University Monthly Payment Plan.
The University reserves the right to terminate the license if I fail to follow any rules, regulations, or policies referenced herein or for any other cause it deems reasonable (including, without limitation, if the University believes that my conduct is jeopardizing my welfare or the welfare of the community), and make an appropriate adjustment of the Room and Meal Plan Fee. The University may also require me to relocate to other residential facilities at any time, with all reasonable moving costs paid by the University.
The assigned Quarters are to be occupied by me, and are for single occupancy only unless expressly otherwise stated. Each occupant of the Quarters is responsible for the care of University property in the Quarters, and all occupants of the Quarters may be held jointly responsible for any loss or damage. Licensees also share joint responsibility for the common areas of the residence halls and may be subject to joint assessment in the event of loss or damage to such areas when University officials conclude that individual responsibility cannot be established. A degree will not be granted to a licensee until such assessments are paid in full.
The University shall not be liable directly or indirectly for any inconvenience, loss, or damage caused by an insufficiency of heat, or irregularity in the supply of electric current, or for the loss or theft of or damage to any of my property or the property of my visitors, wherever situated.
The University reserves the right to enter the Quarters at times it deems reasonable for standards of safety and/or building maintenance. The University may enter the Quarters without notice for the purposes of emergency service, safety, including, without limitation, public health concerns and/or concerns related to COVID-19, and room condition inspections, or if there is reason to believe that any term or condition of the license is being violated. When entering the Quarters, the University may be accompanied by an outside party, such as a fire inspector.
The Quarters must be cleared of all personal property upon termination of the license. The University accepts no liability for personal property remaining in the accommodations after termination. The University may dispose of such property at the occupant's expense.
All residents are required to enroll in the Commons at Lehman Hall meal plan. By accepting this contract, you agree to enroll in and pay for the meal plan. The meal plan is not optional and cannot be refunded if not used.
Additional Information
Room Assignment
Every effort has been made to assign you a room in order of the preferences indicated on your application; however, it is not always possible to assign applicants their first or second choices. If you were assigned to a room that was not one of the top preferences on your application, it is because these rooms were not available at the time of your assignment. Due to the demand for housing, we are unable to make any changes in room assignments. Requests for room changes will be denied. If you are unhappy with your room assignment, you may cancel your original room assignment and be placed at the bottom of the waiting list for a new room. Please note that this does not guarantee reassignment to a room OR reassignment to a room of your choice.
Acceptance/Refusal of Room Assignment
If you choose to accept the room assigned to you, you must indicate acceptance of the room assignment at the end of this contract and fill in the information requested. Your acceptance must be received by Harvard Griffin GSAS Residential Life no later than 5:00 p.m. EST on the date indicated on your room offer. If the office does not receive your response by this date and time, your room assignment will be cancelled and you will lose your place in the housing lottery. If you choose NOT to accept the room assigned to you, you must indicate refusal at the bottom of this contract no later than 5:00 p.m. EST on the date indicated on your room offer.
Cancellation of Room Assignment
If you decide to cancel your room assignment, you will be assessed a cancellation fee as outlined below:
- Cancellations received on or before the response deadline by 5:00 p.m. EST: NO CANCELLATION FEE (housing application fee is nonrefundable and will still be charged to your student account)
- Cancellations received after the response deadline by 5:00 p.m. EST: $150.00, plus you will be held financially responsible for the room and meal plan fees unless the room can be reassigned
By canceling your room assignment, you also automatically cancel your meal plan contract. Harvard Griffin GSAS students who wish to re-enroll in the meal plan can do so by contacting Harvard University Dining Services at 617-495-2710; more information is on the Harvard University Dining Services website.
Any student who does not notify Harvard Griffin GSAS Residential Life in writing of the intent to cancel a room will be held financially responsible for room and meal plan fees unless Harvard Griffin GSAS Residential Life is able to reassign the room to another student.
PLEASE NOTE: All room assignments are made by Harvard Griffin GSAS Residential Life. Students may not make arrangements for use of a room with anyone, including another Harvard graduate student who may or may not have applied for a room. Any arrangement for use of a room in a Harvard Griffin GSAS residence hall not made by Harvard Griffin GSAS Residential Life is in violation of the terms of the housing contract. Students who are assigned rooms are expected to use them as their primary place of residence in the Boston/Cambridge metropolitan area.
Resident Hall Policies/Role of Resident Advisors
We strongly recommend that students review the Harvard Griffin GSAS Residence Hall Handbook to ensure that they understand and are amenable to all policies pertaining to the residence halls. If you feel that any of our policies are unacceptable, we strongly encourage you to pursue other housing arrangements.
University Construction
Both University and abutter maintenance and construction projects are an ongoing part of the University’s dynamic, urban setting. While Harvard Griffin GSAS Residential Life does not anticipate significant disruptions during the 2024-2025 academic year from any construction work, up-to-date information on construction on campus will be available throughout the year at the Construction Mitigate website.
Billing of Room and Meal Plan Fees
The Harvard Griffin GSAS Residential Life does not collect payments for room and meal plan fees. Room and meal plan fees will be billed to your student account in two installments. The fall term room and meal plan fees will be billed by early August and due in early September, and the spring term room and meal plan fees will be billed in early December and due in early January. Because the fall term is slightly longer than the spring term, the room and meal plan fees for the fall term are more than half the overall fees.
Important information for first-year Harvard Griffin GSAS students
Fall term room and meal plan fees will be billed in July prior to registration and are due in early September. If you are a first-year Harvard Griffin GSAS student and cannot pay these charges in full before the registration deadline, please note that you will still be cleared for registration by Harvard Griffin GSAS Financial Aid. More information about registration, stipends, and paying your room and meal plan fees is available at the Student Financial Services website.
Move-in Information
In some cases, incoming students may be issued a temporary ID for short-term use upon move-in if their photo has not been accepted by Harvard ID Services or if they have been offered a room in the late part of the housing application cycle. Any temporary IDs issued by Harvard Griffin GSAS Residential Life must be returned to Lehman Hall, Room 203, to avoid a $25.00 fee. Incoming students are required to present some form of government-issued photo identification (such as a passport, driver’s license, etc.) at check-in. You will not be given your key and a Harvard ID card and/or temporary card without a government-issued photo identification.
Continuing students must present their Harvard ID at check-in. Continuing students who have lost their Harvard ID MUST proceed to ID Services (Smith Campus Center, 8th floor) before checking into the residence halls.
Move-in Hours
Please note that no move-ins are permitted before noon on August 23, 2024. No early arrivals are permitted.
Move-in hours are as follows:
- Friday, August 23: noon–11:00 p.m.
- Saturday, August 24: noon–11:00 p.m.
- Sunday, August 25: 9:00 a.m.–5:00 p.m.
- Monday, August 26: 9:00 a.m.–11:00 p.m.
- Tuesday, August 27: 9:00 a.m.–11:00 p.m.
Beginning Wednesday, August 28, residents must pick up their keys at the Office of Residential Life (Lehman Hall Room 203) during normal business hours (9:00 a.m.–5:00 .pm., Monday through Friday) except Labor Day, Monday, September 2, when the University is closed due to the national holiday. Absolutely no move-ins are allowed on Monday, September 2, 2024.
If it is not possible to arrive during scheduled move-in times or office hours, you should plan to make arrangements to stay at a hotel, Airbnb, or with friends until the next scheduled move-in time or office hour.