Student Housing Operations COVID-19 Update

 

 

Graduate Lottery 2021-2022

FOR STUDENTS INTERESTED IN RENEWING THEIR HOUSING OR APPLYING FOR HOUSING

How do I apply for summer 2021 housing?

How do I apply for 2021-22 academic year housing?

I was a new graduate student in 2020-21, but was enrolled remotely so I didn’t use my housing guarantee. Will I be able to use that when I come to campus for the 2021-22 year?

Will I be assigned if I apply for the 2021-22 Lottery?

I am a coterminal student. Should I apply for graduate housing?

What if I have a medical need for a certain type of housing?

Will there be construction or renovation projects in graduate housing next year?

Can I sublicense my apartment if I will be away this summer?

If I live in a shared apartment, will I get a roommate this summer or this fall?

What happens if I am assigned housing, but I cannot get to campus because of travel restrictions or because I cannot obtain a visa?

Graduate Housing Assignments for 2020-21

How do I apply for spring 2021 housing?

What happens if a graduate student wishes to cancel their 2020-21 housing before they move in?

What happens if a graduate student wishes to terminate their 2020-21 housing after they move in?

Graduate Housing

I will be living in a shared apartment. Can I contact my roommate before move-in? Will the university provide temporary housing for either of us if we decide to quarantine prior to moving in?

 

Graduate Lottery 2021-2022

FOR STUDENTS INTERESTED IN RENEWING THEIR HOUSING OR APPLYING FOR HOUSING

How do I apply for summer 2021 housing?

You may apply for Summer 2021 on Axess between Friday, April 2 and Thursday, May 6, 2021. Select Apply for Housing within the Housing and Dining section of Axess. You may apply anytime during that window and will receive a random first-round lottery number. 

The deadline to apply, update your preferences, or withdraw the application for the first-round of summer assignments is Thursday, May 6, 2021. Summer assignment results will be announced on Saturday, May 22, 2021. 

If you miss the Thursday, May 6, 2021 deadline, apply for the second-round as early as possible, as your position depends on the date you apply. Assignments are made on a rolling basis as students apply from Tuesday, May 25 to Friday, July 16, 2021.

Summer assignments only cover the summer term. If you wish to continue in housing into the 2021-22 year, you will need to file a second application for autumn quarter 2021-22.  

How do I apply for 2021-22 academic year housing?

You may apply for the 2021-22 academic year on Axess between Friday, April 2 and Thursday, May 6, 2021. Select Apply for Housing within the Housing and Dining section of Axess. You may apply anytime during that window and will receive a random first-round lottery number. 

The deadline to apply, update your preferences, or withdraw the application for the First Round Lottery for autumn is Thursday, May 6, 2021. Lottery assignment results will be announced on Saturday, May 22, 2021

If you miss the Thursday, May 6, 2021 deadline, apply for the Second Round as early as possible, as your position depends on the date you apply.

The deadline to apply, update your preferences, or withdraw an application for the Second Round of autumn assignments is Tuesday, July 6, 2021. Second Round assignment results will be announced on Saturday, July 24, 2021.

After the Second Round, Rolling Assignments are made on a rolling basis as students apply from Monday, July 26 to Friday, October 22, 2021

New students will continue to have a high priority throughout their first year. The assignment priority for continuing matriculated students and postdocs is based on their academic program and years in housing.

If you wish to apply for winter or spring quarter 2021-22, you should still submit your application by the Thursday, May 6, 2021 deadline or as early as possible thereafter. While your application will not be processed until later in the year, applying early will give you a better position on the list. 

The deadline to apply, update your preferences, or withdraw winter or spring quarter applications is Friday, October 22, 2021 for winter quarter 2022 and Friday, February 4, 2022 for spring quarter 2022.

I was a new graduate student in 2020-21, but was enrolled remotely so I didn’t use my housing guarantee. Will I be able to use that when I come to campus for the 2021-22 year?

In general, your first-year assignment priority is only effective during your first-academic year of graduate study. However, new graduate students who were admitted in the 2020-21 year and who did not use their guaranteed year due to the pandemic will keep their first-year assignment priority for 2021-22 as a one-time exception to this policy.

Will I be assigned if I apply for the 2021-22 Lottery?

Regardless of their priority level, we are strongly encouraging all graduate students and post docs who need housing to apply for the Lottery. There is no risk in submitting a Lottery application. If you are assigned and subsequently wish to cancel your housing assignment, you may do so with no fee until Sunday, August 15, 2021.

I am a coterminal student. Should I apply for graduate housing?

Coterminal Stanford undergraduates who are current seniors or students who have completed their senior year are strongly encouraged to apply for housing in the Graduate Housing Lottery. While coterminal students are not guaranteed housing, we are optimistic about our ability to accommodate coterm students this year. 

Coterm students who are current seniors may also participate in the undergraduate assignment process for 2021-22, but are not guaranteed a space in undergraduate housing. We will assign coterms interested in undergraduate housing if space is available.

There is no risk in applying for the graduate Lottery. If you are assigned during the Lottery and wish to cancel your assignment, you may do so with no fee until Sunday, August 15, 2021.

What if I have a medical need for a certain type of housing?

If you have special housing needs due to a disability or documented medical condition, or if your spouse, partner, or child has a disability, you should apply for early assignment through the Office of Accessible Education (OAE). Please submit an application for housing on Axess, register with the OAE and submit your Medical Accommodation at https://oaeconnect.stanford.edu by 5:00 p.m. on Monday, April 16, 2021. Medical accommodation results will be announced by email on Wednesday, May 5, 2021.

If you are registering with the OAE for the first time, you should do so immediately, as it may take some time for your housing accommodation request form to show up in the OAE|Connect portal after you submit your initial registration. If you are already registered with the OAE, you should see the housing accommodation request when you log on to OAE|Connect.

If you are eligible to renew your contract and do not need any changes to your assignment, you do NOT need to file a medical accommodation request with the OAE. If you are living in off-campus subsidized housing and require a medical accommodation, you should file a new request with the OAE as you are not eligible to renew.

If you are applying as a group, all of the group members must be eligible for the same accommodation in order to be assigned with you, unless they are a required roommate as part of your accommodation. 

Will there be construction or renovation projects in graduate housing next year?

R&DE manages renovation, maintenance and replacement schedules for all residential buildings and their furniture and furnishings. Adhering to these schedules helps us ensure your safety and comfort, keeps us in compliance with applicable building and safety codes, and supports the longevity of residential buildings and systems. 

To the extent possible, we work to minimize the inconvenience of these projects for students. Some projects, however, will require relocations. Because this may affect your housing preference, we are providing here a list of major renovation projects scheduled for the 2021-22 and 2022-23 academic years. Please note, schedules and plans can change. We know you will have questions about this. R&DE is working on additional detailed information about these projects and will share this information, and offer community meetings to answer your questions. You will hear more about this soon.

Escondido Village Low-Rises
Thoburn Courtyard (phased 2-3 buildings per quarter): Winter 2021 – Summer 2021
Hulme B Courtyard (phased 3 buildings per quarter): Fall 2021 – Winter 2022
Hulme A Courtyard (phased 3 buildings per quarter): Spring 2022 – Summer 2022
Barnes B Courtyard (all): Fall 2022
Barnes A Courtyard (all): Winter 2023
Abrams B Courtyard (all): Spring 2023
Abrams A Courtyard (all): Summer 2023

Escondido Village High-Rises
Blackwelder (all): Summer 2022 – Fall 2022
Quillen (all): Winter 2023 – Summer 2023

Lyman
Lyman 1 (half fall/winter, half spring/summer): Fall 2022 – Summer 2023
Lyman 3 (half fall/winter, half spring/summer): Fall 2023 – Summer 2024

Escondido Village Studios
Studio 2 (phased in blocks of 64 beds per quarter): Spring 2022 – Winter 2023
Studio 6 (phased in blocks of 64 beds per quarter): Spring 2023 – Spring 2024

Munger
Munger 1 (phased in blocks of 50 beds per quarter): Fall 2022 – Summer 2023
Munger 2 (phased in blocks of 50 beds per quarter): Summer 2023 – Fall 2023

Can I sublicense my apartment if I will be away this summer?

Due to the ongoing COVID-19 pandemic, sublicensing in graduate housing will not be allowed during summer quarter 2021. We recognize that this can cause hardship for students who renew their housing for the 2021-22 year but do not wish to remain in residence during summer 2021.

In order to help students through this difficult time, we are offering students who renew their contract for 2021-22 three options for managing the summer 2021 portion of their housing contract. These options are only being offered during summer 2021 due to the current state of the COVID-19 pandemic, and will not be available in future years. 

Please note that the options below are only available to students who renew their housing contract for the 2021-22 year. Students who are currently in a full-year contract who do not renew their housing are not obligated to keep the summer portion of their housing contract. They can simply file a Termination of Occupancy form in Axess, indicating the date they will completely move out of their residence and return their key.

If you renew your contract for the 2021-22 year, you may take one of the following actions for summer 2021:

  1. Keep the summer portion of your contract. No action is needed if you wish to exercise this option. You will be billed for the full summer quarter.
  2. Completely move out for the summer. File a Termination of Occupancy form in Axess, indicating the date you will move out for the summer. You must file your termination, remove all our belongings and return your key on or before Thursday, July 1. Your billing will end on the date you move out but no earlier than Monday, June 14. Your contract and billing will resume on the date you move back into Stanford housing or Friday, September 10, whichever is sooner. When you return to housing, you will be assigned back into the same general housing location and apartment type, but you may not be assigned back into the exact apartment you vacated.
  3. Lock and Go. If you do not wish to remove your belongings from your apartment and you want to ensure you keep the exact same apartment for the 2021-22 year, you may leave your belongings in place. You must vacate your apartment on or before Thursday, July 1 and return your key. You will not be charged July or August rent on your apartment. Instead, you will be charged a flat fee of $550 for storage of your items for both July and August. Your full billing will resume Wednesday, September 1. More information about the Lock and Go program, including a link to sign up, will be provided when Lottery results are announced on Saturday, May 22. 

If I live in a shared apartment, will I get a roommate this summer or this fall?

If you live in a shared apartment, it is possible that a roommate will be assigned to your unit.

If you have a friend who would like to move into a vacancy in your apartment, please have them either Apply for Housing if they are not yet assigned or Apply for Reassignment if they are already living in R&DE Student Housing. They can add a note on their application in the comment section or roommate preference section listing your name and apartment information. 

If you want to be certain you won’t have a roommate, you can request to move to a private studio apartment by selecting Apply for Reassignment within the Housing and Dining section of Axess.

The last date we will make assignments or reassignments for spring quarter is Friday, April 30. You must be reassigned during the spring quarter if you would like to renew in a new location and bypass the Lottery.

If you or your friend do not want to move until the summer or next year, you may apply as a group during the Lottery. It is possible for students to renew their contract and still enter group information if they would like a particular friend to join them in their apartment.

What happens if I am assigned housing, but I cannot get to campus because of travel restrictions or because I cannot obtain a visa?

There is no risk in applying for the Lottery. If you are assigned and subsequently need to cancel your housing assignment for any reason, there is no fee if you cancel by Sunday, August 15, 2021.

If you need to cancel after Sunday, August 15, 2021 due to visa issues, travel restrictions, or other COVID-19 related circumstances, you can file a petition within the Axess Housing and Dining portal and request that the cancellation fee be waived.

You may Cancel Your Future housing within the Housing and Dining section of Axess up to two days before your contract start date.

After that, you will need to file a help request or email studenthousing@stanford.edu to cancel your contract.

If you don’t want to cancel, but your arrival will be significantly delayed due to visa issues, travel restrictions, or other COVID-19 related circumstances, we may be able to hold your apartment for you. File a help ticket with R&DE Student Housing Assignments for assistance.

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Graduate Housing Assignments for 2020-21

How do I apply for spring 2021 housing?

You may apply for spring quarter on Axess. Select Apply for Housing within the Housing and Dining section of Axess. Apply as early as possible, as your position depends on the date you apply.

Assignments are made on a rolling basis as students apply until Friday, April 30, 2021. 

New students will continue to have a high priority throughout their first year. The assignment priority for continuing matriculated students and postdocs is based on their academic program and years in housing.

We anticipate being able to assign all the students who need housing, if they are willing to live in a variety of options.

What happens if a graduate student wishes to cancel their 2020-21 housing before they move in?

You may Cancel Your Future housing within the Housing and Dining section of Axess up to two days before your start date. After that, you will need to file a help request or email studenthousing@stanford.edu to cancel your contract. If you are cancelling for COVID-related reasons, please file a Housing Petition within the Housing and Dining section of Axess to request that the termination fee be waived.

What happens if a graduate student wishes to terminate their 2020-21 housing after they move in?

You may terminate your housing with no fee if you are terminating for COVID-related reasons and complete the following steps:

  1. File a Termination of Occupancy within the Housing and Dining section of Axess
  2. Completely vacate your apartment, including removing all of their belongings
  3. Return their keys to your R&DE Housing Front Desk

Students who do not complete these steps will continue to be charged for housing until all of the steps are completed.

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Graduate Housing

I will be living in a shared apartment. Can I contact my roommate before move-in? Will the university provide temporary housing for either of us if we decide to quarantine prior to moving in?

Residential & Dining Enterprises (R&DE), the Graduate Life Office (GLO) and others developed a process for coordinating the arrival of new roommates in shared apartments. The GLO deans are working with students to facilitate roommate communication and to arrange temporary relocation housing where needed. 

In developing this process, we relied on the guidance of our health and safety experts in EH&S and Vaden that the introduction of a new roommate, along with the established testing program, does not present an undue risk to either party, as long as both parties are wearing face coverings, practicing physical distancing and being vigilant about surface and hand hygiene. We also understand that students may still have concerns and want to take additional steps to minimize risk in a shared environment.

We have considered these concerns, privacy concerns around sharing contact information and the reality that, for a variety of reasons, the identity of the new roommate may not be known until that new roommate checks in. 

With all this in mind, we have established the process as follows:

  • All students will be sent an email inviting them to share contact information and ask questions of their future roommates.
  • This information will be shared with your potential roommate, who will hopefully choose to respond. Please know that their response is optional and will not affect their housing assignment.
  • Before or following communication between roommates, either roommate may request a temporary relocation assignment, while awaiting test results, by contacting the Graduate Life Office at graduatelifeoffice@stanford.edu. Temporary relocation assignments can be made as soon as the request is received.
  • If neither roommate requests temporary relocation, move-in and testing will proceed as previously outlined. 

Temporary relocation housing, for students who have not tested positive and are awaiting test results, has been identified in some parts of EVGR Building B and all of Studio 2. Isolation housing, for students who test positive, is available in Row Houses. Students in private apartments (studios) may remain in place. 

This is a formalization of the practice already in place, with the addition of an online mechanism for students to initiate communication. We expect to follow this process for all future move-ins.

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