Contract Agreement

Completing a Housing and Dining Services Contract, whether online or a traditional paper version is just that, a contract. The most important aspect to remember is that the contract is binding for the entire academic year in which it is submitted. As part of the online process you will be accepting the terms of the contract before you are able to complete the preference portion. You should read and familiarize yourself with the contract terms, dates and deadlines.

Contract Dates and Deadlines

The following is a list of important housing contract dates, their explanation, and how those dates affect you.

Contract Submission Date

Housing assignments are determined by the date that a student completes their online contract and pays the $200 deposit. The $200 deposit is a prepayment of housing fees for the quarter in which the student is enrolling. As part of the online contract submission process, students will also have the opportunity to pay their deposit electronically which is the quickest, most efficient method and ensures that the contract submittal process is finalized. However, if a student chooses to complete a paper contract or mail their $200 deposit, the final contract date will be reflected by when the payment was received and processed to the students account. Contracts received prior to May 1 will receive their assignment by July 15. Contracts received after May 1 will be completed on a rolling basis starting August 1.

Refund Deadline

May 1 is the standardized date utilized by higher education for first-year students to be able to request a full refund of the housing deposit if they elect not to attend Ohio University. This request must be made in writing and received in the Housing Office by the May 1 deadline. Returning and transfer students may request a refund of their deposit until June 1. Returning students must not have selected a room to request a refund. Contracts cancelled for winter by December 1 and for spring by March 1 will have all monies paid refunded. Contracts cancelled after these dates will forfeit the amount designated for the deposit. The deposit paid is held on account if the student attends any future quarter, including summer, for that academic year only. All requests must be in writing (e-mail, fax, or letter).

Deposit Payment

An online contract is not valid until $200 has been processed. Once the online system is offline for the quarter, a paper contract with full payment must be submitted.

Housing Guidelines

All undergraduate students with fewer than 90 credit hours or two academic years (six quarters, full-time enrollment) in the residence halls must reside in University-owned housing and participate in the associated mandatory meal plan during the academic year. Students enrolled for summer school are bound by the same guidelines. Credit hours earned by students while attending high school (via advanced placement, Senate Bill 140, etc.) will not be considered toward exemption eligibility from the housing requirements. For transfer and re-enrolling students, the number of hours earned will be subject to certification by the director of admissions. Residence hall accommodations are available to all first and second year students registered on the Ohio University Athens campus. Ohio University is an equal-opportunity institution, however housing is not guaranteed to students not required to live on campus.

IMPORTANT:

The Housing and Dining Services Contract is binding for the entire academic year, fall through spring quarters, unless the student withdraws, graduates, or is engaged in a full-time curricular program away from the Athens campus. Each student who resides in a University residence hall is required to submit a housing contract indicating his/her acceptance of the contract terms and conditions. Students subject to the housing regulation who fail to comply with this condition of registration may have their registration denied or canceled.

Housing Exemption

Students wishing to be exempt from University housing and/or meal plan must submit a Housing Exemption/Termination Request Form and meet one of the following criteria:

Students enrolled for fewer than 11 quarter hours during the academic year and for fewer than 5 hours during a summer session.
Married or single parents residing with their spouse or children within 50 miles of the University
Students residing with parents or legal guardians, whose permanent residence (as defined by University guidelines) is within 50 miles of the University.
Veterans having 18 or more months of active military service.
Students (i.e. continuing, transfer) wanting to reside in a recognized fraternity or sorority house must have earned 45 or more credit hours or have resided in the residence hall for one academic year (three quarters). Continuing students do not have this exemption option available to them once the academic year begins.
Admitted students 23 years of age or older prior to the academic quarter in which they enroll.

Students leaving Ohio University for any reason during the fall or winter quarters and who return before the summer quarter of the same academic year are still obligated by the terms of their original housing contract, but are not guaranteed the same room upon return.

Note: Continuing undergraduate students with 90 or more hours of credit earned or two years in residence at the beginning of the fall quarter, and new students with 90 or more credit hours and two years in residence, may reside in off-campus housing that meets their individual needs. The University bears no responsibility for the living conditions or problems arising therein with either the homeowner or the student resident.

Rates and Payments

Room and meal plan rates are set by the Ohio University Board of Trustees and will be provided with your assignment letter. Please review the Housing Options & Costs located at our Web site, www.ohio.edu/housing, for the current academic year costs of each room style and/or meal plan.

Housing Deposit

As you go online to complete your Housing and Dining contract, you should be prepared to make a $200 deposit/prepayment at that same time. The contract will not be considered final until this initial payment is posted to your student account. However, if a student chooses to pay their $200 deposit by check or money order, the final contract date will then be reflected by when the payment was received and processed to the students account. Paper contracts will be dated the day both the contract and the deposit are received.

The deposit payment will be credited to your fall quarter room charge. If you have not been assigned to a room at the time eBills are first available, you will be billed for a single room along with the type of meal plan selected. Any adjustments necessary to your room charges should occur within 2-3 weeks into the quarter. Charges are based on the type of room assigned. Failure to remit payment by the due date will result in a late fee. For expanded information regarding student account charges, any late fees or other financial questions visit the bursar's Web site at www.ohio.edu/bursar.

Students are responsible for all changes to their accounts associated with the type of accommodations in which they are residing or utilizing, not for which they requested.

Cancellation and Refund Policy

The standardized deadline utilized by higher education to finalize their enrollment acceptance is May 1 (first year students), June 1 (continuing and transfer students). This information allows the institution to finalize their enrollment plans for the next academic year. Up to this date, many administrative services have been provided to admitted students. To receive a full refund of your $200 deposit, an intent to cancel contract must be submitted in writing via fax, e-mail, or US mail and received in the Housing Office by the deadline above. Your document needs to list student's name, PID number, and a statement of cancellation.

To cancel your Housing and Dining Services contract after the above deadline but prior to the start of fall quarter, policy requires the same type of written notification, but no deposit refund will be made. Keep in mind that the cancellation notification that you submit to our office does not automatically cancel any charges assessed by other University departments, and/or your class registration. Separate notification may be necessary to each individual department to satisfy all the various criteria that is needed to withdraw from the University.

Once you have checked into the residence halls, cancellation of your contract happens once you withdraw from classes, and complete the checkout process with a staff member from Residence Life. This latter part is essential to receive the proper account credit.

Refund Schedule and Amounts

The amount of refund is based on a percentage of the quarterly room and meal charge, minus the nonrefundable deposit/prepayment of $200. For purposes of this policy, the week begins on the first day the residence halls open. Please note that amount of refund may vary if a change of rate occurs.

Prior to opening of residence hall - 100% (minus deposit)
1st week of quarter - 75% (minus deposit)
2nd week of quarter - 50% (minus deposit)
3rd week of quarter - 25% (minus deposit)
4th week of quarter or after - NO REFUND

Room Reservation Cancellation

Room reservations will be held until noon on the second day of classes each quarter. Failure to report by this time will result in cancellation of your room reservation, and a partial (minus the deposit amount) refund will be generated.

Rebilling Policy

Students who pay for one capacity room and who select (upper class), are assigned, or make a room change to a different style of room will be credited or rebilled for the difference. Credits or rebillings are prorated on a daily basis.

Under the rebilling policy (policy of Ohio University), rooms that house fewer than the designated number of residents may cost each resident an additional fee. Rebilling rates will be made available if the University chooses to activate the rebilling process. Under no circumstances can a room house more students than the occupancy level assigned by Housing.

Housing Regulations

Ohio University has established regulations to facilitate a safe living environment. The following information is part of the housing contract:

The University reserves the right to inspect, maintain, and renovate rooms as may be deemed necessary. The right is also reserved for local service providers, when necessary, to enter rooms to make adjustments or repairs.
The University reserves the right to reassign students to accommodations as may be deemed necessary, and to assign students to temporary accommodations until permanent accommodations become available.
The University may terminate the Housing and Dining Services contract and take possession of any room at any time for violation of the provisions of the Housing and Dining Services contract, health reasons and/or University regulations.
Residence hall rooms are designed to house students only. Individuals or outside agencies are prohibited from using rooms, the buildings, or adjacent grounds for any commercial purpose, unless written permission has been granted from Residence Life and the Housing Office. This applies to the distribution of goods or services for which a student or outside solicitor receives compensation.
The use or possession of intoxicating beverages is governed by the laws of the State of Ohio and the rules and regulations of Ohio University.
The use or possession of drugs without proper medical documentation or supervision is prohibited by Ohio University.
The use or possession of firearms, firecrackers, gunpowder, martial arts weaponry, knives, or explosives is prohibited.
Gambling of any sort is forbidden.
Pets (except for fish) are not permitted.
Tampering with or misuse of fire alarm systems and firefighting equipment is prohibited.
Financial responsibility associated with residence hall rooms and contents are assigned to the designated resident.
University-owned property may not be removed from the assigned room. Costs associated with room damage or extra custodial services will be charged to the residents of the room.
Lofts are permitted in most rooms, however for safety reasons, must conform to the university's loft requirements. Students and/or parents are responsible for setting up and dismantling lofts rented from an outside company. To learn more about lofts, please refer to www.ohio.edu/housing and click on "furnishings and amenities".
Tapestries or other items may not be suspended from the ceiling.
Residents of a hall are liable for damage to furnishings and fixtures in common spaces (ie., bathrooms, lounges, mods).
Ohio University is not liable for the loss or damage to any personal property of a student. Students should contact their insurance agent about acquiring separate coverage for such situations.
The use or possession of high wattage electrical appliances (i.e., hot plates, ceiling fans, additional refrigerators) is prohibited. University approved and provided combination microwave/refrigerator/freezer units are available in each room. Tampering with or altering in any way the electrical fixtures and equipment within the residence hall rooms and/or common areas is prohibited.
Candles and incense are prohibited.
For fire safety, the only torchier-style halogen lamps allowed are those conforming to the most current UL standards.
There is no smoking permitted within the residence halls.
Cooking in non-designated kitchens is prohibited. Only the reheating of food using the University provided microwave is permitted.
Electronic equipment capable of transmitting radio waves of any frequency (i.e., shortwave, citizen or amateur bands), are not permitted without special permission from the director of the Ohio University Police Department and the Office of Residence Life. External radio and television aerials are prohibited.
Ohio University reserves the right to charge guests for overnight accommodations as deemed necessary to cover expenses related to the safety and security of the residence hall system.