Graduate Staff Residence Hall Agreement
Office of University Housing
2022 - 2023
This Residence Hall Agreement is a binding agreement between Case Western Reserve University (“the University”) and the individual staff member of the Office of Residence Life (“Residence Life”) or Office of Greek Life (“Greek Life”) and the Office of University Housing (“Housing”) It entitles the staff member to use the assigned residence hall accommodations only in such manner as set forth herein and in university Policies and the Code of Student Conduct (hereby incorporated in this agreement). In the event of any inconsistency between this agreement and university policies and the Code of Student Conduct, the terms of this agreement will prevail. Subject to the terms, conditions and reserved rights contained in this agreement, and acknowledging that staff members are required to live in residence halls, the University will permit the staff member to occupy for residential and academic purposes a unit in a residence hall designated by Housing. The staff member agrees to accept any accommodations assigned, agrees that he or she has no right or entitlement to occupy or select any particular room under this agreement, and agrees that the University may reassign the staff member to a different room or residence hall at the sole discretion of Housing.
The parties do not intend by this document to create any leasehold or other estate or rights in real property. This agreement is a license to use the residence halls and shall not be construed as a rental agreement. Buildings occupied by Greek letter organizations or any other Case-sponsored organization are deemed residence halls for the purposes of this agreement, unless governed by some other contract.
Failure to observe any of the terms and conditions of this agreement may result in the termination of this agreement and may subject the staff member to disciplinary action under the University’s policies and regulations. Actions may include, but are not limited to, eviction from the residence halls or room transfer to another location.
The staff member’s acceptance on the online application signifies that the staff member has received, read and agrees to abide by all conditions, terms and policies contained in the agreement and the applicable portions of the university policies and the Code of Student Conduct (http://students.case.edu/policy/).
THE AGREEMENT IS BINDING FROM THE DATE IT IS SIGNED AND SUBMITTED TO HOUSING BY THE STAFF MEMBER, OR UPON OCCUPANCY OF A ROOM OR APARTMENT, WHICHEVER OCCURS FIRST. THIS AGREEMENT IS BINDING THROUGH JUNE 4, 2023 OR THROUGH A DATE AGREED UPON WITH HOUSING, WHICHEVER OCCURS FIRST, UNLESS TERMINATED PRIOR TO THAT DATE PURSUANT TO THIS AGREEMENT.
1. ELIGIBILITY
To be eligible for residence in University residence halls as a graduate staff member, a person must have accepted an offer from Residence Life, Greek Life, or Housing to serve as a staff person for the upcoming academic term. Offers must include University housing in order for staff members to be eligible for residency.
2. OCCUPANCY PERIOD
The housing space assigned is available for occupancy for graduate staff members beginning July 29, 2022. The occupancy period shall extend through June 4, 2023 or such earlier date as agreed upon with Residence Life/Greek Life, unless terminated as provided below. Requests for different occupancy dates must be in writing to your supervisor, to be approved by Housing, and are not guaranteed.
The graduate staff member may occupy the assigned room during the entire academic year including fall, Thanksgiving, winter, and spring breaks. During winter break, some residence halls close to undergraduate students. The graduate staff member is responsible for notifying Housing, through Residence Life/Greek Life, of occupancy dates during the winter break period.
Graduate staff members who are re-hired by Residence Life/Greek Life for the following academic year may only live on-campus if they are employed by Residence Life/Greek Life during the interim summer period (June 4, 2023 – July 28, 2023). Alternate housing will be provided for staff members displaced by summer conferences programs or renovations.
Non-returning staff members must vacate their assignment by June 4, 2023. Beyond that date, housing arrangements to live on-campus may be made with the Guest Housing program.
The occupancy period may be subject to change by the University based on unforeseen alterations in the academic year calendar or for other reasons. The staff member agrees to occupy only the room assigned.
3. TERMINATION OF AGREEMENT
This agreement will immediately terminate upon resignation or termination of the staff member with Residence Life/Greek Life. The staff member must vacate the residential unit within three (3) business days or an agreed upon date with Housing.
The University may also terminate the agreement upon a determination that a staff person has violated this agreement, any other agreement with the University governing the duties or obligations as a staff member, or any applicable standard of conduct (including, but not limited to, the standards contained in the Human Resources Policies and Procedures and/or the university policies and Code of Student Conduct). In this instance, the University may immediately expel the staff member from University residence halls or transfer the staff member to a room in a different residence hall.
4. REPOSSESSION BY THE UNIVERSITY
The University reserves the right to repossess rooms and residence hall facilities in the event of an emergency, as defined by the University.
5. LIABILITY
In the event of damage by fire, water, steam or other agents that render a room wholly unfit for occupancy, the University reserves the right to reassign the staff member to alternate University housing accommodations.
The University shall not be liable, directly or indirectly, for loss or damage to any article of personal property anywhere on the premises caused by fire, water, steam, insufficient heat, the elements, or actions of third persons.
Personal property, of staff members and guests, is not covered by University insurance. Staff members should carry their own insurance protection against loss or damage to their personal property.
6. RENOVATIONS AND MAINTENANCE PROJECTS
It is sometimes necessary to undertake residence hall refurbishment and renovation projects while staff members are in residence. The continued use of facilities during this type of construction period is required. In some instances, building or room reassignment may be required.
Reassignment to another room due to renovation or for any other reason is not grounds for release from this agreement, for reimbursement of moving expenses or for any other release or reimbursement. Per departmental policy, a staff member under a position agreement may be eligible for intra-campus moving assistance or reimbursement when available.
7. ASSIGNMENT OF AGREEMENT
Staff members are prohibited from assigning, leasing, licensing or in any other manner transferring their interest in this license agreement.
Graduate staff members residing in single student housing are not permitted to have any other occupants of the space.
Graduate staff members who do not reside in single student housing are permitted one other adult and/or the staff member’s dependent children or person(s) for whom the staff member has legal guardianship residing with him/her in the apartment. Additional occupants may reside in the apartment only with permission of Housing and Residence Life/Greek Life. As a condition of the use of the apartment by another adult or legal dependent, the adult (or parent/guardian of a legal dependent) must successfully pass a background check, and sign a Key Agreement, which sets out the obligations of these individuals for residence hall living as well as personal use of University access keys and cards. Staff members are prohibited from permitting any part of their residence hall unit from being shared by persons other than those outlined above.
8. CHECK-IN REQUIREMENTS
The staff member must complete an Apartment Inventory form within 48 hours of occupying a residence hall unit. This form, when reviewed and approved by a Residence Life/Greek Life representative, is the basis for assessment of any damage or loss attributable to the staff member at the termination of the occupancy period. Failure to complete and return the form will result in the staff member assuming responsibility for all damages in the apartment.
9. CHECKOUT REQUIREMENTS
At the termination of the occupancy period, the staff member must complete the checkout procedure. A proper checkout consists of a) removal of personal belongings and refuse so the apartment is as clean as it was at the time of check-in, b) scheduling in advance and keeping a checkout appointment with their immediate supervisor, c) reviewing the apartment condition as recorded on the room condition report, and d) returning all keys and key cards for facilities.
Failure to complete the proper checkout procedure may result in an improper checkout fee being applied in addition to any charges that may accrue until the apartment is inspected in absentia by a staff member.
Charges for additional cleaning, removal of personal property, or for any loss or damage caused by the staff member will be billed to the staff member.
10. RESPONSIBILITIES FOR ROOM USE
Each staff member’s residence hall unit is furnished with a set of furniture and window coverings. Staff members may not move furniture or furnishings from one apartment to another, nor remove furniture or furnishings from the assigned space.
It is the responsibility of the staff member to secure all keys, keycards and University ID cards. The transfer of an ID and/or keys/key cards to another individual is prohibited.
Housing recognizes staff members’ right to privacy in their assigned apartments. However, authorized University officials may enter a staff member’s apartment for inspection or maintenance after 24 hours’ notice or immediate entrance in the case of emergency. University officials are required to identify themselves prior to entering an apartment.
Staff members are responsible for apartment cleaning, regular waste removal and maintaining satisfactory sanitation and safety standards as determined by Housing in conjunction with Residence Life/Greek Life.
11. DAMAGE, LOSS OR EXCESSIVE CLEANING
Staff members are liable and responsible for any damage or loss to their apartment or apartment furnishings and for any other damage or loss they cause to any part of the residence hall. Damage or loss must be reported promptly to University Housing. Charges for additional cleaning, removal of personal property, or for any loss or damage caused by apartment occupants will be billed to the staff member.
Damage Appeals
Once checkout materials are processed, a notice of any final charges for the occupancy period will be e-mailed to the staff member. The notification will be sent to the staff member’s self-reported forwarding or permanent address or e-mail address. The staff member has fifteen days to appeal disputable charges in writing as described in the notice.
13. CABLE & INTERNET
The University provides basic cable television services and wireless internet at no additional charge. The University is not responsible for any temporary outage that may occur.
14. INSURANCE OF PERSONAL PROPERTY
Personal property of staff members is not covered by University insurance. Staff members should carry their own insurance protection against loss or damage to their personal property.