cua-housing@cua.eduHOUSING SERVICES
160 Cardinal Hall
Phone: 202-319-5615
Fax: 202-319-6262
E-mail: cua-housing@cua.edu
Director, Heidi E. Zeich, M.S., M.B.A.
Assistant Director of Housing Services, Todd Troke, M.Ed., Ed.S.
Assistant Director of Housing Services,
Administrative Assistant, Brittany Barber, B.A.
Coordinator of Assignments & Marketing, Kyle E. Wilkie, B.A
Housing Services [HS]
Policies, Procedures and Services
- Introduction
- Housing Services Policies and Procedures for Contractual Consideration
- Abandoned Property
- Agreement Acceptance and Adherence
- Appeals
- Applying for Housing
- Assignments and Accommodations for Students with Disabilities
- Billing and Charges
- Billing and Notification
- Cancellation of Housing
- Check In and Out Procedures
- Common Area Damages
- Damage Charges and Room Condition
- Dates of Occupancy
- Early Arrival and Late Departure
- Furniture
- Housing Requirement for Freshman and Sophomore Students
- Housing Requirement for Juniors and Seniors
- Individual Room Charges
- Keys and Building Access
- Liability
- Maintenance and Custodial Requests
- Off Campus Housing
- Scheduled Student Recess Periods
- Storage
- Temporary Housing
- Vacancies and Consolidation of Space
Residence Life Policies and Procedures
- Abandoned Property
Services and Amenities in Residential Facilities
To successfully achieve our vision, HS will:
- Establish and maintain facilities that ensure proper health and safety of residents.
- Maintain a quality program for renovation and repair of facilities.
- Work cooperatively with other campus service departments to provide quality programs and facilities to students and guests.
- Establish a climate for living that fosters and enhances educational and developmental opportunities for resident students.
- Recruit, select, train and retain a high-quality staff in accordance with professional standards.
- Evaluate all aspects of the housing program in a systematic, regular manner.
- Ensure fiscally sound management of the housing program.
- Implement services that promote a positive image of The Catholic University of
America and support the university's mission and financial security.
CUA students seeking off-campus housing should visit the Off-Campus Housing Web site, http://housing.cua.edu/offcampus/resourcecenter.cfm, maintained by HS. While CUA generally does not own, operate or endorse any off-campus residence facilities, HS has compiled a list of resources to benefit CUA students as they conduct their housing search, including a list of available rentals in areas surrounding the CUA campus. Please check the HS Web site for more information.
HOUSING SERVICES POLICIES AND PROCEDURES FOR CONTRACTUAL CONSIDERATION
Students who withdraw or take leave from the university during the academic year must remove personal belongings upon check-out of their residence hall. In addition, students who are not contracted for summer housing may not leave personal possessions in the halls during the summer. Items left after a student vacates the halls or items improperly stored in common spaces will be deemed abandoned and may be collected and donated to charity. Students may be charged for the removal of such property.
All new students living on campus must complete and sign the Residence Hall and Dining Services Application Form. Continuing students participating in the room selection process must also sign the Residence Hall and Dining Services Agreement, either using the electronic signature feature on MyHousing or the paper form available in Housing Services. A resident’s signature on these forms indicates that he/she has read, understood, accepted and agreed to abide by the terms and conditions outlined in the Residence Hall and Dining Services Agreement, as spelled out in the University Living guide for new students, distributed during room selection on MyHousing for returning students, and available on the Housing Services Web site and in the Housing Services office.
New students receive housing information and application materials from the Office of Admissions once they have submitted their enrollment deposit. This information details the procedures to follow when applying for on-campus housing. Housing is only guaranteed for new students who adhere to established application timelines and procedures.
Continuing students wishing to apply for housing for the next academic year participate in the room selection process held during the spring semester. Room selection materials detailing the selection process will be made available to all on-campus residents in December. Any student wishing to secure housing for the next academic year must submit a completed room selection application and a nonrefundable housing prepayment. In addition, students wishing to participate in room selection must be in good academic, financial and disciplinary standing with the university. Students who are not in good standing with the university may not be able to fully participate in the room selection process. Housing is only guaranteed for continuing freshman and rising sophomore students who adhere to established application timelines and procedures regarding room selection processes.
Students who did not participate in the room selection process may submit a Residence Hall and Dining Services Application and the nonrefundable housing prepayment at any time. Due to space constraints, HS is not able to guarantee that space will be available.
Students with physical, cognitive or psychological disabilities who are requesting accommodations are required to complete the Housing Accommodation Request Form and submit it to Housing Services. Generally, housing accommodations are based on information shared via the form, documentation provided to Disability Support Services, Counseling Center, or Student Health Services, and the availability of appropriate space.
Housing Services makes every effort to ensure that charges for room rent, dining plans, damages and miscellaneous services are assessed to student accounts in a timely manner. Omissions and errors in billing are not grounds for dismissal of charges.
In the event that charges have been inaccurately posted and/or are missing from a students’ billing record, students should promptly notify Housing Services so the discrepancy can be reviewed and corrected. Refunds of room, board and miscellaneous services will be made as published in the university refund schedule.
Any student wishing to request cancellation of their housing agreement must submit a Residence Hall Agreement Cancellation Request form to Housing Services. The following table illustrates the basics of the Housing Cancellation Request Policy. Please read the details that follow the table for more specific information.
|
Cancel Date |
Cancellation Approved |
Room Rent Charges |
Cancel Fee |
|
Before 1st day of classes |
Only if not enrolled |
Refunded |
$500 |
|
During the academic year |
Varies |
Prorated according |
Varies |
|
No Show |
Only if not enrolled |
Refund, except for 7 days of occupancy |
$500 |
a. If a student has a signed agreement on file and enrolls in classes for the fall semester, the student will be held responsible for fulfilling the agreement, including full payment of room charges, and a space will be reserved for the student on campus.
b. If a student has a signed agreement on file, but does not enroll in classes for the fall semester, the agreement will be cancelled, room rent charges will be removed from the student’s account and the student will be charged a $500 housing cancellation fee.
2. Cancellation of Housing during the Academic Year: Generally, once classes have begun, requests for cancellation are only considered for the following reasons:
a. Voluntary withdrawal from the university after the student has officially withdrawn from the university with the appropriate written notification and approval as required by the university.
b. Leave of Absence from the university after the student has completed the appropriate written notification and approval as required by the university.
c. Marriage, after such marriage has taken place and legal verification has been supplied to Housing Services.
d. For reasons other than those listed, the student must be able to demonstrate that a significant, uncontrollable and unforeseen change has occurred, since the time that the agreement was signed, that now requires release from the agreement. Verifiable third party documentation that supports the request must be provided at the time the request is made.
In the above cases, if cancellation is approved, the agreement will be cancelled and the student will be charged the $500 housing cancellation fee. Refunds of room charges will be made according to the university refund schedule. Vacating the premises and/or non-occupation of an assigned space does not release the student from contractual obligations.
When the request for cancellation is for the spring semester and is prior to the date that the residence halls open at the beginning of the spring semester, the following will occur:
a. If a student has a signed agreement on file and enrolls in classes for the spring semester, the student will be held responsible for fulfilling the agreement, including full payment of room charges, and a space will be reserved for the student on campus.
b. If a student has a signed agreement on file, but does not enroll in classes for the spring semester, the agreement will be cancelled, room rent charges will be removed from the student’s account and the student will be charged a $500 housing cancellation fee.
3. In addition, students may also request cancellation of their agreements in the following situations. In these cases, if approved, the students will be released from their agreement without being assessed the $500 cancellation fee.
a. A resident will be released from the agreement at the end of the fall semester if requirements for graduation have been completed and the Residence Hall Agreement Cancellation Request form is received in Housing Services prior to Nov. 15.
b. A resident will be released from the agreement at the end of the fall semester if the student is working on a university-approved study abroad program and the Residence Hall Agreement Cancellation Request form is received in Housing Services prior to Nov. 15.
c. A resident will be released from the agreement if they are called to active military duty so long as the resident submits a Residence Hall Agreement Cancellation Request form and a copy of their military orders. In this instance only, refunds of room charges will be made on a per diem basis.
4. Cancellation of Housing due to No Show: In the event that a student does not arrive to check in to their on-campus assignment and has not submitted a Residence Hall Agreement Cancellation Request form by 5 p.m. on the third day of classes, the following will occur:
a. If a student has a signed agreement on file and enrolls in classes for the fall or spring semester, the student will be held responsible for fulfilling the agreement, including full payment of room charges, and a space will be reserved for the student on campus.
b. If a student has a signed agreement on file, but does not enroll in classes for the fall or spring semester, the agreement will be cancelled, the student will be charged the $500 housing cancellation fee and the student will be responsible for paying room rent charges equal to one week (seven days) of occupancy.
During the initial fall check-in process in August, residents should report to their assigned check-in locations where keys and other check-in materials will be available. Upon check-in, residents are required to complete a room condition report for the space in which they will be residing. Individuals who have not checked into the residence halls by 5 p.m. on the first day of class may have their housing cancelled or may be reassigned to another space unless the resident sends an advance written request for an extension of the arrival period and it is granted in writing by Housing Services.
During the academic year, residents checking into a new assignment should report to their respective residence hall office to receive check-in information and procedures specific to their situation.
Residents should contact their respective residence hall office for detailed instructions on checking out of the residence halls. Advance authorization from Housing Services is required to cancel the residence hall agreement. Additional information regarding check-in and check-out procedures is available on the Housing Services Web site.
Damage Charges and Room Condition
Students should be concerned with the safety and handling of university property — in individual rooms, shared spaces and common areas — and should do their best to see that university property is not damaged or stolen and that residential communities are maintained in a clean, safe and sanitary manner. By signing a Residence Hall and Dining Services Agreement, residents agree that all damages to university property caused by the resident or the resident’s guest(s) will be repaired by the university at the expense of the resident. Residents further agree that all costs for damages occurring on the floor or building will be shared equally by all residents of that floor or building when individual(s) causing the damage cannot be precisely determined by the university.
Each student is responsible for the condition of his/her room and for the care of university furnishings in the room. During the check-in process, each resident is given a room condition report. Using the report, each resident is required to thoroughly inspect and inventory his/her room, making note of any damage. Not completing a report indicates that no damage was present upon move-in. A student may contact the residence hall office at any point during the academic year to review his/her room condition report.
When a resident checks out of the room, a check-out appointment should be made with the resident assistant, RA. Using the report that was completed at check-in, the resident and the RA will inspect and inventory the room together for damage and missing property. Once the inspection has been conducted, the RA will forward the completed form to the area coordinator who will conduct a final inspection. If the area coordinator determines that the room has been damaged beyond normal wear or that university property is missing, he or she will assess the appropriate charges. All residents of a room will share costs equally for damages that occur in their room, unless the damage can be specifically attributed to an individual(s) and that person accepts responsibility for the damages in writing.
Shared space is defined as any non-bedroom space shared by residents of an apartment, suite or modular housing unit. This includes, but is not limited to, kitchens, living rooms, bathrooms and hallways. Residents of apartments, suites or modular housing units are responsible for the proper use, care and maintenance of the premises and furnishings. Residents of apartments, suites and modular housing units will be expected to complete the shared space portion of their room condition report at check-in. At check-out, inspections of shared space are done at the same time and in the same manner as room inspections and the same processes and rules apply.
A common area is defined as any space and/or area outside a student room. This includes, but is not limited to stairwells, hallways, restrooms, lounges, elevators, entranceways, recreation areas and study rooms. Community members share responsibility for ensuring that common areas are properly utilized. Students are expected to take responsibility for their actions and appropriately confront others when they have caused damage in a common area.
When damage occurs in a common area, the date, location and nature of the damage will be posted in the lobby of the building, along with the cost for repair and to whom that charge will be assessed. The area coordinator will work with the students and the staff in the community to determine, if possible, who is responsible for the damage. Students will be given the opportunity to provide information regarding the responsible parties in a timely manner prior to final billing. As members of the community, each resident is obligated to report to the residence life staff any destruction he/she witnesses or in which he/she is involved. All costs for damages occurring on the floor or building will be shared equally by all residents of that floor or building when individual(s) causing the damage cannot be precisely determined by the university.
Each room is issued specific furniture items, including a bed, dresser, desk and desk chair, closet or wardrobe; apartments may have additional furniture for use in the shared space, as appropriate. University-issued furniture that is assigned to a resident’s room must remain in the room, regardless of the other furniture a resident may add to the room. In addition, common area furniture may not be moved to or kept in individual student rooms, so that all residents may utilize the common areas.
For damages that are discovered during the academic year, the cost to repair them will be posted to the account(s) of the individual(s) responsible. Each individual resident will then receive notification of the charge to his/her student account via his/her CUA e-mail account. Charges generally take 7-10 days to be posted to individual student accounts. MyHousing, available through Cardinal Station, includes information on housing and dining related charges only. Billing information in MyHousing reflects current charges for all housing and dining related items.
For damages that occur as the result of the residence hall closings at the end of the fall and spring semesters, charges will be available in MyHousing and posted to the student account(s) of the individual(s) held responsible by June 1. Each resident will receive notification of the charges assigned to him/her as a result of damage to his/her specific room; this notification will be sent to him/her via his/her permanent address.
A student who believes that he/she was billed incorrectly for damages may submit a formal written appeal of the charges to the area coordinator. All appeals must be in writing. Note: Common area damages may not be appealed.
The deadline to submit an appeal is 10 business days from the date that the billing notification was sent. Appeals submitted via postal services must be postmarked by the deadline. Appeals postmarked after the deadline may be returned unanswered. All appeals should include the student’s full name and university ID number, the address to which the appeal response should be sent, the specific charge(s) and the specific reason(s) why the charge(s) is (are) being appealed. Residence Life staff members will notify the student of the decision regarding his/her appeal normally within 10 business days of receipt of the appeal.
Additional information regarding cleanliness and damages may be found in the Residence Life Policies and Procedures section in this handbook.
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