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Sublicensee Eligibility

Spring or Summer

To be eligible to sublicense a space in graduate housing, a prospective sublicensee must be a current or incoming direct Stanford affiliate. Only those who can show proof of Stanford affiliation are eligible to apply (proof of affiliation can be an offer of admission, a written job offer, a medical clerkship matching letter, a verification form signed by the affiliate's Stanford supervisor, proof of a minor child's Stanford affiliation, etc.)

People not eligible to sublicense a space in graduate housing include minors, high school students, undergraduates not otherwise eligible for graduate housing, coterminal students who have not completed their senior year, and students’ family members, Stanford affiliates who are not in good standing with the University, and anyone not affiliated with Stanford.

Temporary Stanford affiliates who will not be enrolled as students (summer visiting researchers, for example) must not be a minor, high school student, or undergraduate at their home institution.

The following are examples of activities in which Stanford visitors might engage:

  • Teaching
  • Attending an un-housed conference at Stanford
  • Doing research
  • Providing administration services
  • Traveling to be near a minor child who will be attending a housed summer camp on the Stanford campus

An eligible Stanford affiliate may sublicense a space in graduate housing from an individual license holder for a period of time not to exceed three months, or up to two weeks longer than the length of the Stanford affiliation, whichever is shorter. If an eligible Stanford affiliate will be at Stanford for longer than three months, he or she may enter into more than one sublicense agreement in order to cover the period of affiliation.

Gender and occupancy limits do apply, and must match the intended configuration of the room or apartment.

Sublicensees must read the Residence Agreement and must comply with all rules and regulations.

Minors, undergraduates, and those not in good standing with the University are not eligible to sublicense.

Except under certain circumstances by petition, a Stanford student with a University housing assignment cannot sublicense another student’s housing space.

Autumn or Winter Quarters

In addition to the criteria above, to be eligible to sublicense a space in graduate student housing during the autumn or winter quarters, a prospective sublicensee must be an enrolled Stanford matriculated graduate student in good standing with the University and with no current housing assignment. Single undergraduate students without children are not eligible to sublicense a space from students in graduate housing.

Once housing demand has been met from matriculated graduate students during autumn or winter quarters, eligibility is expanded to match the policy for spring and summer quarters.

Sublicensee Process and Responsibilities

Stanford Student Housing’s role is to facilitate the sublicensing process as a neutral third party, and to process and record the sublicense agreement so that the sublicensee is on record in the event of a lock-out, needed repairs, or an emergency. The student license holder and the incoming sublicensee have certain tasks to perform in order to make the process proceed smoothly and to minimize problems.

Before Beginning Your Search

  • Check your eligibility to sublicense within Stanford graduate student housing.  Do not enter into an agreement with a student license holder if you are not eligible to do so.  If you enter into an unauthorized arrangement, you risk being forced to move out partway through your stay.
  • If you do not already have a SUNet ID, contact your host department at Stanford.  Any staff member in the department that is willing to vouch for your affiliation can sponsor you for a free SUNet ID for use in accessing the sublicense database.  This free SUNet ID sponsorship does not include email.
  • Review the sublicensing policies.
  • Read the Residence Agreement to make sure that you are willing and able to abide by student housing policies.
  • View the graduate housing rates chart, as student license holders may charge less than what they are paying, but cannot charge more.
  • Obtain written proof of Stanford affiliation, in hard copy as well as soft copy.

Finding Sublicense Vacancies in Rooms/Apartments

  • Make a list of questions to ask to help in making a decision.
  • View the vacancies posted in Stanford’s Student Housing sublicense database. 
  • Read and print a copy of the Sublicense Agreement form.
  • If desired, post housing needed ads on SUPost and on craigslist.  Post a Roommate Profile on Places4Students to describe yourself and your housing requirements.
  • Check for new ads often, and do not delay in making inquiries.
  • If individuals are slow in responding, send gentle repeat inquiries and/or try contacting them a different way if they listed multiple methods of contact on their sublicense listing.

Before Finalizing Your Arrangements

  • Send a copy of your proof of Stanford affiliation to the license holder for review.
  • Make sure that you and your family (if applicable) match the rated occupancy of the license holder’s housing assignment, the housing category (single, couple, or family), and the gender (if in shared housing).
  • Make sure that you and the license holder are clear on which items in the apartments are available for your use and which are not.
  • If you do not have a U.S. bank account, make sure that you will have a way of making payments in U.S. dollars.
  • Make sure that the contract holder has a license for the room or apartment for the full period of your agreement, or that he or she will be able to renew the contract and plans to do so.
  • If the apartment you will be occupying is due to be renovated during the period of the agreement and you will have to change apartments, make specific arrangements with the contract holder with regard to who will move his or her belongings.

Finalizing Arrangements

  • With the license holder, complete the sublicense agreement form and any relevant addendums.  Be sure that everything is legible and that all of the license holder’s roommate(s) have signed, if applicable.
  • Make sure that the license holder submits to Housing Assignments the sublicense agreement form, proof of your Stanford affiliation and age, and any addendums a minimum of two weeks before the start date of the sublicense agreement.
  • Receive confirmation email from Housing Assignments indicating approval or denial of the sublicensing agreement. 
  • Make specific arrangements with the license holder with regard to how, when, and where payments will be made.
  • Make specific arrangements with the license holder with regard to the number of keys that you will be provided, and make arrangements for transfer of keys.
  • Make specific arrangements with the license holder with regard to when (at the end of your stay) he or she will inspect the room/apartment for damage and what will be done about any cleaning needed or items missing or damaged. 

Before Arriving at Stanford

While You Are at Stanford

  • Carry with you the name of the license holder and if possible, a copy of the sublicense agreement. You may be asked to produce this if locked out or making a repair request at your Housing Service Center.
  • If you have a car, you can purchase a parking permit through Stanford Transportation. You'll need a copy of your sublicense agreement form.
  • If you damage the apartment, contact the Housing Service Center to have the repair done while you are there, so that you will be able to reimburse the license holder in a timely manner.
  • Before leaving, thoroughly clean the room/apartment, and remove all perishable items.  If you moved any of the license holder’s belongings, return them to their previous locations.

Sublicensee Checklist

Visit this page to understand more about the steps to follow if you’re interested in finding a sublicensed room/apartment. 

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Database of Available Spaces

Log into the Stanford Housing Sublicense Service to view listings for available spaces.

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