Renewing Your Contract in Graduate Housing
Some matriculated students are qualified to renew their contracts for the subsequent academic year in a simple, one-step process that bypasses the Lottery. If you aren’t eligible to renew or if you want to move to a new residence for the coming year, you must join the spring Lottery.
A student's degree program will be the guide for housing priority and will determine whether or not a student can renew.
Who is eligible to renew?
- Doctoral students (PhD, DMA & JSD) who are living in housing during the spring quarter and have been in housing for fewer than six years.
- MD students who are living in housing during the spring quarter and have been in housing for fewer than five years.
- JD students who are living in housing during the spring quarter and have been in housing for fewer than three years.
- Master's students with children who are living in housing during the spring quarter and have lived in housing for one year.
To qualify for contract renewal, you must:
- Have at least one remaining year of housing assignment priority.
- Remain in the same category of housing (i.e., single student, couple without children or student with children).
- Be willing to accept any other housing assignment for the summer and following year if you live in an academic-year residence that is closed for the summer.
- Be an enrolled, matriculated student in good academic and financial standing with the university through the year you are renewing.
- Renew by the graduate housing First-round Lottery deadline.
The renewal requirement to retain your summer contract through summer and the upcoming year has been waived for 2021 (see below).
If you are living in an off-campus subsidized apartment and applying for the same category of housing, you will not be able to renew your contract for the 2021-22 year, but will receive a special off-campus housing priority in the 2021 Lottery.
If, while you live in university housing, your family size or status changes and exceeds the occupancy limit for your apartment, you cannot renew your contract. You must request reassignment to the appropriate type of housing.
If your status changes to non-matriculated student after you renew or have been assigned university housing, you must contact Housing Assignments immediately as you may no longer be eligible for housing.
If you are living in an academic-year residence that is closed for the summer, we may not be able to offer you a renewal in place. In order to secure housing for the summer and following year you must submit two housing applications, one for summer and one for the next academic year starting in autumn, on Axess during the Lottery and be willing to accept any other housing assignment that is open all year. You will be assigned in a special renewal process in advance of the Lottery.
How to Renew your Contract
- Log into Axess before the first-round Lottery deadline.
- Select Housing and Dining from the Student menu.
- Select Renew Housing Contract and follow the prompts.
Don’t wait until the last day to renew! Axess allows only a limited number of students to log on at one time and the system can slow down during periods of heavy use.
Renewing with a Group
Even if you renew your contract, you can be part of a group of students who are participating in the Lottery. If group members are assigned to the same type of housing you occupy, you can contact your Housing Front Desk and request a move to the same apartment.
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 graduate 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.
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.
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 and move out on or before July 1. Your billing will end on the date you move out, but no earlier than June 14. Your contract and billing will resume on the date you move back into Stanford housing or September 10, whichever is sooner. You will need to schedule a move-in appointment prior to your arrival.
You must remove all of your personal belongings from your apartment and return your key on or before your move-out date.
If you need to return before September 1, you should make arrangements to do so with your housing front desk. You will not be eligible to return before August 1.
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.
Lock and Go. If you do not wish to remove your belongings from your apartment and/ or 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 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 July and August. Your full billing will resume September 1. This option is only available for students who renew into the same apartment for the 2021-22 year.
If you need to return before September 1, you should make arrangements to do so with your housing front desk and your billing will resume when you reoccupy your apartment. You will not be eligible to return before August 1. No portion of the Lock and Go fee will be refunded if you return before September 1.
While away, you will not be permitted to access your apartment. Your card access will be turned off and the lock to your bedroom will be plugged. If you are found to be in residence while you have indicated you will be away, you will be charged the full cost of summer housing and your 2021-22 housing contract may be cancelled.
All items left in your apartment are left at your own risk. Per the Residence Agreement, Stanford University is not responsible for students’ personal belongings. Housing staff may enter your apartment while you are away to conduct health and safety inspections and/ or to conduct maintenance.
If you are in a shared apartment, please be aware that a new roommate(s) may move in while you are away. We strongly encourage you to leave all of your personal belongings in your locked bedroom.
Students should have a plan in place to retrieve their belongings in the event they will not be able to return to campus due to unforeseen circumstances, including COVID-related impacts (e.g. travel restrictions, shelter-in-place orders, personal or family illness, etc.). Students are responsible for the removal of their belongings. Housing charges resume September 1 and will continue until all belongings have been removed. No packing or storing assistance will be provided and the student is solely responsible for arranging to have their items removed from their apartment.
Lock and Go signups will begin when Lottery results are announced on May 22. You must file this form before July 1.
Vacations and Sublicensing
When you renew, you may apply for one vacation quarter during the academic year. Most students are not enrolled for the summer but you can apply for a Vacation Quarter during a different quarter if you were enrolled for the previous three quarters (including summer) and plan to take a one quarter leave. During this time, you may remain in your residence without registering for courses. Or, if you plan to be away from campus or register in absentia during your vacation quarter, you may be able to sublicense your room or apartment to a Stanford affiliate. There are specific conditions under which you may sublicense your apartment and the university is currently not allowing sublicensing due to the pandemic. If the university does begin to allow sublicensing, your sublicense agreement must be approved by Housing Assignments. It is important to read the Vacation Quarter petition and sublicense information so you do not jeopardize your eligibility for housing.
Misrepresentation of Facts
The university, with cause, may ask you to provide certifiable documents of facts detailed in your housing application or on your signed Residence Agreement. Any misrepresentation of facts for housing purposes is considered a violation of the Stanford University Residence Agreement and the Fundamental Standard of Student Conduct, and may result in the loss of housing privileges and/or possible university disciplinary action.