About Your Residence Hall Contract

Contract Overview

The University Residence Hall Contract that a student signs is an explicitly worded legal document—an agreement between the student and the University. The contract should be read carefully. Any questions about this contract should be referred only to the Housing Information office, 333-7111 or housing@illinois.edu. Other staff members are not trained to interpret the Housing contract. As noted in section 3c of the Contract, the regulations in Hallmarks are part of a resident's contractual relationship with Housing. Regulations help establish equitable rights and services for present and future residents. A handwritten or electronic signature on the residence hall contract is the legal agreement to abide by the provisions in the contract and the regulations in this handbook.

Residents are also responsible for living within the standards in the University's Code on Campus Affairs and Handbook of Policies and Regulations Applying to All Students (abbreviated as the Code). The Code is available at the Dean of Students Office, 300 Turner Student Services Building, or you can read it online.

University Student Account

Once a month, the University of Illinois emails students and Authorized Payers, reminding them to view their student account for recent activity. The student account will show all University and Housing charges, including any prorated charges or credits for room or meal plan changes. Failure to pay your Housing charges in accordance with the payment schedule outlined in the Contract may result, at the sole option of the University, in the denial of further meals or contract cancellation pursuant to University rules and regulations.

Room-Only Contracts

Room-only contracts are available to students who are assigned to Daniels or Sherman Halls. See the contract for deadlines to change or cancel meal plans.

Assignments

You agree to pay the applicable rate for the space to which you are assigned. Every effort is made to oblige student preferences and requests for assignments to specific rooms/suites, halls or roommates. However, according to the contract, full authority is reserved by the University to make assignment and reassignment of space in residence halls.

Room Reassignment/Housing Sign-Up

Each year current residents have an opportunity to sign a contract and choose a specific room and hall for the following academic year. Detailed information regarding the reassignment period (called "Housing Sign-Up") will be emailed to all current residents in September. Housing Sign-Up begins in early October each year.

Rates

Visit the rates section of Housing's website for the latest rate information.

You will be billed for half of the academic year room and board rate each semester. During the spring semester, the amount billed is half, minus $100 credit for the advance payment made at the time you initiated the contract.

Your contract is an academic year contract that can only be canceled before the dates listed in your contract.

If you wish to cancel your University Residence Hall Contract based upon one of the reasons listed in section 11 of the Contract, and it is prior to May 15, return to the online contract and cancel. After May 15, complete the online contract cancellation form and send supporting documentation to the Housing Information Office (e.g., letter from your department verifying graduation, study abroad, or co-op). You will forfeit your $150 advance payment if you cancel after May 15 (or December 1 for new spring semester contracts). If you are not canceling your contract for one of the reasons approved in section 11 of the Contract, you are subject to a settlement charge of up to 75% of your room and board rate.

Room Changes

Authorized room changes are only completed in the manner described below. Requests for a change from one room to another, whether in the same hall or to a different hall, begin with a resident advisor (RA) in the undergraduate halls. It is very important for safety as will as billing that students live in their official assignment. Unauthorized moves may result in a $50 charge, and residents may be required to move back to their original assignment locations.

Hall residents may request a room change using the online form in MyHousing through November 15, 2015.

Upon approval of the request, a Housing staff member will contact the resident to sign a Change of Contract form before the move can begin.

Residents are assigned to the same room for both semesters. Unless there are urgent and exceptional circumstances, room changes do not take place during:

  • The first two weeks of each semester (to allow for students in temporary housing to be permanently assigned first, as well as to allow roommates to get to know each other).
  • After the Thanksgiving/Fall Break and before Winter/Semester Break, as this is a critical time leading up to exams.
  • The last 4 weeks of the academic year.

Room Change Checklist

Students should complete all items on this checklist to avoid being billed any charges when moving:

  • Meet with your RA to complete a Room Change Request form
  • Wait for authorization from the RD and hall/area secretary before beginning the move
  • Report to your current hall/area office to sign a Change of Contract form.
  • Complete the end-of-semester room change prior to leaving for Winter/Semester Break
  • All belongings must be out of the "old" room
  • Complete all check-out procedures as outlined in this document
  • Pick up the new room keys at the hall/area office
  • Return the old room keys to the hall/area office within 24 hours after picking up the new keys
  • Submit a forwarding address for U.S. mail, if necessary (can be done in MyHousing)
  • If a resident has already moved into her/his new room, Housing contract charges will continue until the resident cancels her/his contract by completing a Change of Contract form, vacates the old room, completes check-out procedures, and returns the keys

Residents who remain within the University Housing residence halls will automatically have their address and phone number changed in U of I Direct. Those residents leaving the University residence halls must use U of I direct to change their local address.

Room Change for Spring Semester

Some residents request to change rooms for the spring semester. Residents must complete the following procedures:

  • Meet with your RA to discuss your request to move.
  • Submit an online room change request form in MyHousing. The request deadline for undergraduate hall residents is December 1, 2015.
  • Wait for approval from the RD and Secretary/Housing representative
  • Sign a Change of Contract form 

Vacancy Option and Consolidation

If a vacancy occurs in a room and no other student is available for assignment to that space, the area/hall office may send the remaining resident(s) a Vacancy Option form offering four choices:

  1. Retain the room and pay an increased rate for the reduced occupancy of the room (i.e., two residents in a triple would retain the room at double occupancy and pay an increased rate.) This total rate is determined by the number of weeks remaining in the semester.
  2. Move to a specific room with a specific person
  3. Have a specific person move into the room
  4. Retain the room at its current capacity and agree to be assigned a new roommate(s) at any time

Residents must return the Vacancy Option form within three business days to the area/hall office indicating the choice selected. If a resident does not respond to the Vacancy Option form, the Resident Director will determine with which of the last three options the resident will comply.

Any vacancy remains under the jurisdiction of Housing for assignment, reassignment, or room changes. A resident of a room with a vacancy who in any way discourages the selection or moving in of a prospective resident is subject to administrative review of assignment or contract status and may be required to move.

Contract Status

Academic Drops

Students may be dropped from the University because of poor academic performance. If a student's name appears on the University academic drop list, the Housing Information Office will contact the resident to cancel the residence hall contract because s/he is no longer considered to have "student" status. If a resident plans to petition her/his College or Department for readmission and wishes for the contract to remain in effect pending the outcome of the appeal, a request must be submitted in writing to: Housing Information Office, 100 Clark Hall, 1203 South Fourth Street, Champaign, IL 61820-6982; fax to (217) 244-7073; or email housing@illinois.edu by the specified deadline.

Non-Registered Student Status

The contract requires residents to be enrolled at the University of Illinois in order to live in the residence halls. If a resident loses her/his student status (due to withdrawal from the University, academic or judicial dismissal, failure to complete enrollment, etc.) s/he is required to cancel her/his contract and move out of the hall. Students should complete the check-out procedures described earlier in this document. In some cases, the resident may be permitted to remain in the halls for a limited time; however, all housing room and board charges will continue to apply, and permission must be secured through the Associate Director of University Housing for Housing Information. Having another lease DOES NOT constitute a "special" circumstance.

Break Periods

The residence hall contract covers that period when the University is in session. The undergraduate residence halls close for three periods during the academic year: Thanksgiving/Fall Break, Semester/Winter Break, and Spring Break. The graduate residence halls (Daniels and Sherman) and the Global Crossroads community in PAR are open during break periods at no additional charge. The cost has been included in their contracts.

Each resident is required to complete a series of tasks prior to departing for the break periods. Notices will be posted on each floor, and specific information will be sent to residents outlining these procedures.

All students who wish to reside in a designated break housing hall during a break period must sign a break housing contract. Any student without a break housing contract who accesses a building during a break period will be assessed the full break housing charge amount. In addition, any student who accesses a hall without a Break Housing contract will also be referred to either the Residential Life judicial process or to the University Police for trespassing.

Fall/Winter/Spring Break closing instructions. Each resident is required to complete the following checklist before leaving for vacation.

  • Empty trash can and make sure it is clean
  • Put recyclables in appropriate closet
  • Unplug appliances, except refrigerators and fish tanks
  • Close and lock room windows
  • Close curtains on ground and first floors only
  • Turn off lights
  • Lock the room door

Reciprocity Transfer

Students living in University Housing residence halls or Private Certified units/Greek units have the opportunity to move at selected times during the academic year. This opportunity applies to any University Housing residence hall resident. Under the reciprocal agreement you may cancel your contract to move to a designated Private Certified unit at set times during the year, following the published procedure. Or the student may move from designated Private Certified units or Greek units to the University Housing residence hall system. Students requesting to move to a certified unit for the fall semester must submit the request prior to move-in day. For the spring semester residents must file an application and return it to 100 Clark Hall by November 15. Applications may be obtained at area/hall offices or on the Forms & Documents section of this website. 

Appeal for Contract Release

A release from the contract for reasons other than academic drop or official withdrawal from the University is highly unlikely. If you feel that personal circumstances warrant consideration, you can request a copy of the Contract Release Petition form from the Housing Information Office in 100 Clark Hall. You should complete the release form, supply all necessary documentation, and return the completed form as directed. Only the Associate Director of University Housing for Housing Information grants final approval. You should not sign another contract before being notified in writing of release from the residence hall.

University Withdrawal

If a student has officially withdrawn from the University before the end of the academic year, s/he must submit the online cancellation form to cancel his/her contract. S/he must also sign the checkout change form with the area office. Students must complete the check-out procedures listed earlier in this document and are responsible for all housing contract charges until checked out of the room, keys are returned, and the cancellation form is submitted.

Off-Campus Program Semester/Year Absence

If you will be absent from the residence halls for a semester while participating in an undergraduate off-campus academic program (such as study abroad, internship, cooperative program, or student teaching), write to request a residence hall contract around October 1 for the subsequent spring semester. Students studying abroad during the spring semester who wish to return the following fall semester may participate in Housing Sign-Up during the October preceding the spring semester away. Contact the Housing Information Office at housing@illinois.edu for more information.

Break Housing

Residents of the graduate upper-division halls and the Global Crossroads community in PAR are not required to leave during breaks. For other residents who wish to remain on campus during break periods, notices regarding Break Housing will be posted prior to each break period. Limited Break Housing accommodations may be available to residents, at an additional charge. 

Please contact Housing Information for more information. 

All students who wish to reside in a designated Break Housing hall during a break period must sign a Break Housing contract. Any student without a break housing contract who accesses a building during a break period will be assessed the full break housing charge amount. In addition, any student who accesses a hall without a Break Housing contract will also be referred to either the Residential Life judicial process or to the University Police for trespassing.

Check-Out

When a resident decides to move to another room/suite, cancel her/his contract and move out, or during move-out at the end of the academic year, they must follow the check-out procedures outlined here. You may schedule an appointment with a staff member to complete the check-out portion of the Room Condition Report (RCR). A staff member will complete a room inspection following check-out and assess any damages to be billed. Any personal belongings, valuables, or property left in the halls or on the premises after the expiration or termination of the current contract shall be considered abandoned property and may be retained by the residence hall as its property or may be disposed of through sale, donation or any other manner at the sole discretion of the residence hall staff. All proceeds derived from the sale or other disposal of such property shall be the property of the University.

Check-Out Procedure

  • Schedule a check-out time with staff member (optional) to complete RCR
  • Return room/suite furnishings to their original positions within the room/suite, except for bunking or debunking of beds
  • Review the room/suite to compare the present condition to the initial condition documented on the RCR
  • Return the keys to the hall/area office
  • Complete a contract cancellation Change of Contract form with the hall/area secretary or the Housing Information Office
  • Provide a mail forwarding address in MyHousing

Failure to complete check-out procedures may result in a $25 improper check-out charge. Failure to check out by the specified time of hall closing may result in a charge of $25 per hour.

Temporary Housing

Residents assigned to temporary housing locations (floor lounges) will be notified as openings occur in permanent spaces. Students will continue to be assigned in order of the date their contract was received. The student's original area and room type preference will be considered, but cannot be guaranteed. Once residents are notified of their permanent assignment, staying in temporary housing the entire semester is not an option.

Damages, Repairs and Charges

The following examples are some of the commonly billed damages found in resident rooms. With a bit of care, residents can avoid all of these!

  • Tape marks on the walls/doors/windows/ceilings
  • Decals/stickers or residue from such
  • Missing/damaged furniture (including scratches, dents, gouges, TV cable missing)
  • Carpet, trash or recycling items left in room
  • Missing/loose floor tiles
  • Holes in or missing screens
  • Bent/damaged blind slats
  • Dismantled or damaged room smoke detectors

Damage Billing Amounts

  • ADA sign replacement $50
  • Bathroom key replacement $25 administrative fee
  • Bulletin board replacement $25 - $75
  • Ceiling tile replacement $25 minimum
  • Cooking occurrences $50 per occurrence
  • Desktop replacement $100 minimum
  • Desk lamp (floor lounge), replacement $75
  • Desk lamp (floor lounge), missing fluorescent bulbs $15
  • Desk lamp (floor lounge), missing ballast $15
  • Dining room, tableware or food removed $10 per item
  • Door refinish one side $175 minimum
  • Door (room or closet) replace $300
  • Elevator retrieval of personal belongings, including keys $15
  • Excessive room cleaning assessment based on time necessary to clean
  • Fire extinguisher repair $15 - 25
  • Fire extinguisher replacement up to $100
  • Furniture replacement: Cost of the item (typically $100 - $1,200, depending on the item)
  • Furniture moved from designated room $40 per item
  • Furniture moved from lounge to room $40 per item
  • Glass/window replacement $30 minimum
  • i-card lent to someone else $25 per occurrence
  • i-card lost (Temporary/Guest) $20
  • Improper check-out $25 (not completing the check-out RCR with an RA and/or not returning keys)
  • Key loan in undergraduate halls (first one each semester is free) $10 per occurrence
  • Key loss and replacement (room key only) $25/ lock
  • Key not returned (room key only) $25 per key
  • Lock/latch-set/passage replacement $105
  • Late check-out (not pre-approved) $25 per hour
  • Microfridge, cleaning and/or replacing unit (Sherman) $50 minimum
  • Miniblinds repair $20 minimum
  • Miniblinds replacement $80
  • Mirror replacement $30 minimum
  • Nail holes repaired $30 minimum
  • Paint student room $250
  • Personal carpet removal $40
  • Posting, improper or unapproved $25 per posted area
  • Room change, unauthorized $50
  • Security key replacement $100
  • Smoke detector reconnect $25 per station
  • Smoke detector replacement $45 minimum
  • Smoke detector replace/tampered with $22
  • Student Room hub replacement $25
  • Student Room hubpower supply replacement $10
  • Student Room hubcable replacement $4
  • Telephone jack repair or replacement $20 - 40
  • Trash container in student room $32
  • Touch-up or wash painted surface $30 minimum
  • TV cable replacement $5
  • Window screen reinstallment $20
  • Window screen replacement $30

Community Damages

Our expectation of all community members is that they will respect the community grounds, buildings and furnishings. If extensive vandalism occurs and no one is identified as specifically responsible, Community Damages may be assessed. If damage to residence hall facilities occurs and it is possible and appropriate to assign responsibility for the damage, the cost of repairs is charged to the individual or group. Housing reserves the right to bill a floor or hall for repetitive or excessive cases of common area damage. See previous section for damage billing amounts.

Hall & Room/Suite Charges

The charges listed above are based on approximate costs and will vary according to the hall and the situation. They are also based on wages for work performed during regular working hours (8:00 am to 4:30 p.m. on weekdays). Work completed at any other time will be billed at an overtime rate, which can be up to twice the regular hourly rate. Calls at night or during weekends or holidays also have a minimum charge of two hours. The minimum billed to a resident account for damages is $10.

Liability, Loss of Property

Students are responsible for the security of their own property. The University and the residence halls do not accept responsibility for the theft, damage, or other loss of money, valuables, or personal effects in or on University or residence hall property, including storage areas and parking lots.

Check the personal property section of your home insurance policy for coverage in the event of such a loss. Residents are strongly encouraged to acquire renter's insurance to cover their possessions.

To reduce thefts from occurring:

  • lock the room door at all times (including when showering)
  • engrave property with a driver's license number
  • confront strangers or unescorted guests on the floor
  • call a staff member when something or someone seems suspicious
  • report any theft promptly to University Police and the Residential Life staff

During the semester, any personal belongings left in laundry rooms, bathrooms, or public spaces will be discarded, recycled, or donated to a charity.

Summer Contracts

Summer Housing contracts are available for graduate and undergraduate students in Daniels Hall. Daniels residents may remain in their same hall if they sign a summer contract. Apply for summer housing online starting in early spring semester.