At UB, we strive to provide a safe and comfortable home for all 8,000-plus students who live on campus. To make things run as smoothly as possible, we expect students to be considerate, use common sense, and follow our well-established guidelines.
This handbook is designed to answer your questions, help with your transition to living at UB, and get you excited about the new year. We encourage you to hold onto this guide for reference throughout the year. Of course, if you have any questions or concerns please feel free to contact us at any time.
A few highlights:
The 2021-2022 Guide will be published and sent to residents in August.
As we return to campus together, this guide will help you understand what to expect from on-campus housing and learn more about what role you will play in keeping our community healthy and safe.
When you live in UB’s residence halls and apartments, you sign an agreement that specifies your responsibilities as a student, as well as Campus Living’s responsibilities to students. These rules apply to all students and their guests as a part of this agreement.
Our Community Standards Program is designed to re-enforce and uphold these rules throughout the residence halls and apartments. As specified in the agreement, violations of the rules may result in the suspension or termination of your Campus Living housing agreement, as well as restrictions to entering some or all of our buildings. This program functions cooperatively with the Office of Judicial Affairs and Student Advocacy, and the University Police.
Students or others may hesitate to get immediate assistance (or provide it to others) because of concerns that their own behavior may be a violation of UB rules or regulations. It is vital to call for medical assistance when an individual is experiencing severe intoxication or serious injury after consuming alcohol or drugs. The “Good Samaritan” approach is designed to minimize any reluctance you may have in getting help for yourself or others due to these concerns.
In most cases, if a Campus Living staff member observes a student who may be violating a rule, the staff member will:
Based on the nature of your violation, you may be “written up” (also known as “documented”), and there may be consequences. We typically seek educationally focused outcomes for residents who violate rules, and we have a well-established range of sanctions for these situations. Please see your Guide to Campus Living for more information about rule violations, including the process and a list of sanctions.
These terms and conditions explain many of your financial and legal rights and obligations when you live in official on-campus housing at UB. Please read them carefully, and contact us if you have any questions.
For Questions in regard to this agreement contact:
University at Buffalo Campus Living
106 Red Jacket Quadrangle Buffalo, NY 14261
Phone: (716) 645-2171 - Toll Free: (866) 285-8806
Terms and Conditions of the University License Agreement (the “Agreement”) between the State University of New York at Buffalo (the “University”) and each student who electronically signs an Agreement. This Agreement is for either the full year (August-July) or academic year (August-May), depending on location of assignment. Exact details of these dates can be found below. The Housing Agreement creates a license for the student to use campus housing and is not a lease. It is understood and agreed that the relationship between the University at Buffalo and the student is that of licensor-licensee and not that of landlord-tenant. The written terms and conditions of this agreement supersede all previous agreements as well as any verbal statements or telephone conversations made concerning this agreement. Signing and submitting the Housing Agreement constitutes acceptance of its terms and conditions. All university regulations that are in effect at the University at Buffalo apply to any person who resides in the university housing system.
Students are obligated to abide by the terms and conditions of the Housing Agreement. This obligation includes assuming financial responsibility for the entire agreement period. Failure to pick up a room key or occupy the assigned space does not release a student from this agreement or its financial responsibilities. However, students who do not check in to their assigned space by 5 p.m. on the first day of class may forfeit their specific room reservation. New/Incoming international students who do not confirm their assignment with Campus Living by Tuesday, August 10, 2021 may forfeit their specific room reservation. Without limiting the generality of the foregoing, despite the fact that unit/suite/room charges are billed concurrently with the tuition for the academic session which coincides with the period of the student’s occupancy of the unit/suite/room, the student, by signing the Agreement, acknowledges and agrees that he or she is responsible for the unit/suite/room charges for the entire Term designated within the Agreement.
Prior to occupancy, residents who cancel their room reservation before May 1(December 1 for new spring applicants) are entitled to a full refund of their housing deposit. After May 1 (December 1 for new spring applicants), only those students who are officially withdrawing or taking a leave of absence from the University for the upcoming semester will be permitted to cancel their housing agreement. Requests received after May 1 (December 1 for new spring applicants) will forfeit their housing deposit. If, after cancelling the Agreement a student becomes re-enrolled for the upcoming semester, the cancellation request becomes void and the Housing Agreement will once again be reinstituted.
Those who remain enrolled at the university for the upcoming semester will not be released from the housing agreement after May 1 (December 1 for new spring applicants). Requests for cancellation by students who will remain enrolled for reasons other than those mentioned above are granted only under rare and extenuating/unforeseen circumstances and only after all on-campus housing options have been explored. Students may submit an online request to be released from their housing agreement, along with appropriate documentation, to the Housing Services Office. In the rare instance that the request is approved, the student will incur a $450 late cancellation charge and may be financially responsible for additional housing charges. Class mode of instruction is not an approved reason to be released from the housing agreement after the cancellation deadline.
The student agrees that the terms, conditions, policies, rules, and regulations contained in the “Guide to Campus Living” the Student Conduct Rules, the “Campus Resident Health and Safety Guide,” University Standards and Administrative Regulations, and laws of the United States and the State of New York, as may be amended from time to time, are incorporated herein by reference and are made a part of this agreement the same as if written herein.
This Agreement is non-transferable. Students are not permitted to sub-license unit/suite/rooms or otherwise transfer their rights pursuant to this Agreement. Some sub-licensing may be allowed in apartment areas where full-year agreements are required. Sub-licensing may be allowed with management’s approval only.
All applicants for on-campus housing are required to submit a $300 deposit or authorized deposit deferment at the time of application. The deposit will be applied to the student’s account as long as the housing agreement is not terminated. The deposit is nontransferable. Students enrolled in university-sponsored academic programs must also adhere to these terms. Refunds will be made subject to outstanding debts owed the university.
The deposit is refundable if an online request is submitted to the Housing Services Office before May 1 (December 1 for new spring applicants). Students transferring to a new institution are eligible for refund if they submit proof of admission into the new institution within ten days from the date of acceptance, but no later than 30 days prior to the first day of classes. Students who officially withdraw or take a leave of absence from the university for the upcoming semester may cancel after May 1 (December 1 for new spring applicants) but will be assessed a $300 late cancellation charge. The housing deposit, if applicable, will be applied towards that charge.
Housing-related charges will be billed through the Student Accounts Office. Room charges will normally be billed in two installments, once in fall and once in spring, each equal to ½ the annual rate. Early arrival assessments, break charges, room change adjustments, and other housing charges will be posted as they are accrued. If occupancy begins during the course of a semester, after the Agreement start date, residents will be assessed a prorated amount, based upon the period between the signing of the agreement and the conclusion of the academic term.
Based on the official university calendar, the dates of occupancy will be as follows:
August 26, 2021 (new UB student) or August 28, 2021 (current/returning UB student) through May 22, 2022 @ 5pm EST, excluding fall, winter and spring break periods.
August 26, 2021 (new UB student) or August 27, 2021 (returning UB student) through May 22, 2022 @ 5pm EST, excluding fall, winter and spring break periods.
August 26, 2021 (new UB student) or August 27, 2021 (returning UB student) through May 22, 2022 @ 5pm EST, excluding fall, winter and spring break periods.
August 26, 2021 (new UB student) or August 27, 2021 (current/returning UB student) through July 31, 2022 @ 5pm EST, excluding fall, winter and spring break periods. Students currently living in apartments that renew their same unit for the following year may be able to start their new Agreement on August 1, depending upon availability.
The residence halls and apartments will close for the fall semester at 10 a.m. Tuesday, December 21, 2021.
All students starting new housing agreements in spring will be permitted to move-into their housing assignments on January, 30, 2022. Agreement end dates are outlined above based on agreement type. Housing charges include occupancy during the dates identified above. Students may seek approval to arrive early, stay during breaks or stay late; university services and staffing may be limited during such periods. Additional room charges may be accrued by students who are approved to arrive beyond the occupancy dates above.
All on-campus housing units will be closed during major holiday/break periods (fall, winter, and spring recesses). Students who need to stay on campus during these times must submit an online request to stay in their rooms during break periods. Additional room charges may be accrued by students who are approved to remain in housing during winter break or who are approved to arrive before or stay beyond the occupancy dates outlined above.
All terms and conditions apply during early arrival/break periods. Prior approval from Campus Living is necessary to remain or arrive during these periods. This policy is applicable to all students. Most offices and services will be closed during breaks and limited services and staffing will be available during this time.
This Agreement does not automatically renew upon the expiration of the term hereof. Renewal instructions will be available via the housing website in early January. The University may accept or deny any such renewal request at its sole discretion.
If a student vacates a unit/suite/room, without the consent of Campus Living Management, prior to the end of the stated Term of this Agreement for any reason, the student shall remain obligated to pay his/her Unit costs for the entire stated Term of the Agreement. Students who move off campus during the academic year but remain registered for classes will be assessed full room charges for the academic year. Failure to occupy a space after signing this license does not relieve the student of the responsibility to fulfill the terms and financial obligations of the license. The agreement will not be terminated for the purpose of living off campus or in order to commute from home. Class mode of instruction is not an approved reason to be released from the housing agreement after the cancellation deadline. This agreement may be terminated by Campus Living if a student maintains a past-due balance owed to the University at Buffalo and/or Campus Living.
If a resident terminates occupancy during the course of a semester (as opposed to between semesters) due to a judicial sanction, approved cancellation or withdrawal from the university, whether voluntarily or involuntarily, refunds of housing charges for that semester shall be made in accordance with the University’s tuition and fees refund schedule. Withdrawal during the first week of classes will result in a pro-rated housing charge. Withdrawal after the end of the first week of classes will result in a 70% refund of housing charges. Withdrawal after the end of the second week of classes will result in a 50% refund of housing charges. Withdrawal after the end of the third week of classes will result in a 30% refund of housing charges. Withdrawal after the end of the fourth week of classes will result in no refund of housing charges being issued. In addition to the above housing charges, the student will also incur a $450 early release charge. The student must submit a cancellation request in advance of departure and vacate the room within forty-eight hours of the date of sanction/withdrawal/cancellation approval. The student must complete the proper paperwork and return all room keys to the appropriate office. A $50 improper checkout fee will be assessed for failure to do so, and additional lock change charges may be incurred.
With the consent of Campus Living Management, this agreement may be terminated at the end of the fall semester due to graduation, study abroad, internship, academic dismissal, transfer of schools, withdrawal or military service. A cancellation for these or other academic reasons must be submitted, through the housing portal, along with supporting documentation. There will be no additional cancellation charges assessed as long as the cancellation request is received by November 1 (or within 10 days of the student being notified/approved for reasons listed above). If a resident submits his/her necessary form(s) after November 1 (or beyond 10 days of notification), the cancellation charge is $450.
Requests for cancellation from the housing agreement for reasons other than those mentioned above are granted only under rare and extenuating/unforeseen circumstances and only after all housing options have been explored. Students will not be released in order to move off campus or to commute from home. The student must show just cause for early release and provide extensive supporting documentation. Charges will continue to accrue during the review process. The entire cancellation request process may take two to three weeks to complete. The cancellation request is available in the housing portal. Procedural instructions, may be obtained from the housing website. If a cancellation request is timely and granted for non-academic reasons, a charge of $300 will be assessed on the student’s account. In order that all requests may be reviewed prior to the start of the spring semester, the deadline to request a cancellation for current students is November 1. If a resident submits the cancellation request after November 1 and the request is granted, the cancellation charge increases to $450.
Agreements with end dates in July cannot be terminated at the end of the spring semester, regardless of graduation, withdraw, study abroad, student status, etc.
All requests to appeal decisions associated with the cancellation request or termination of the housing agreement can be submitted, in writing, to the Associate Director for Campus Living (or designee), 106 Red Jacket Quadrangle, Buffalo, New York 14261.
The student shall make no alterations to the Apartment, Suite or bedroom, or move, remove, disconnect or install any fixtures, equipment or appliances situated therein without the prior written consent of the University (which consent shall be at the University’s sole and absolute discretion). Students are not permitted to add curtains, draperies, wall hangings, or other combustible materials of more than 10% of the aggregate wall area as they are considered fire hazards.
This agreement is for a space within the University Housing system and is not for a particular type or size of room, building, Agreement length or campus. The University reserves the right to reassign or remove a resident from university housing for reasons of health, safety, security, conduct, non-occupancy, or failure to remain actively enrolled without financial compensation to the student. It is the policy of the university to assign roommates without regard to race, color, national origin, religion, age, disability, pregnancy, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, or domestic violence victim status.
Campus Living may terminate this agreement for breach of the terms by the resident, as herein stipulated, or for any of the following reasons or conditions:
If you are convicted of any felony or any crime requiring your registration on the Sex Offender or Crimes Against Minors Registry (SOR), or if you become the subject to a protective order at any time during the term of your housing agreement, you are required within seventy-two (72) hours of the conviction or entry of the protective order, to notify in writing the Director of Campus Living (or designee). Campus Living reserves the right to cancel any housing agreement if, in the sole judgment of the University, a resident may pose a threat of substantial harm to persons or to University property or if the University determines that the housing agreement was granted on the basis of inaccurate or incomplete information in the application.
The procedure for damage assessment will be distributed to students upon arrival. Each resident may be subject to a prorated assessment in the event of damage or loss to common areas (i.e. stairwells, hallways, building exteriors, dumpster areas, etc.) of their assigned residence facility if the damage is reasonably determined by the university to have been caused by the careless or willful acts of residents, but cannot be attributed to specific individuals. A common area damage billing process, not to exceed current SUNY limits, may assess common hall damages to all students or a portion thereof. Charges will be billed to the student’s university account.
In cases where the student shares space with other students (i.e. vestibules, closet areas, adjoining bathrooms or apartments), the student is responsible for keeping the space (and any contents) in good condition and repair. Damage charges may be assessed to the student for any damage of common area space incurred during the Term of this Agreement.
The Director of Campus Living (or a designee) may contact the parent or guardian in the event that university property damages exceed $200 or any university regulation and/or terms of this agreement have been violated, such that the resident is liable for dismissal from housing.
Any claim by any person that the university is liable for damage to personal property must be filed by completing a negligence form with the university through Environment, Health & Safety (EH&S). Registered occupants of each room are financially responsible for keeping the room and its contents in good order and free from damage both by themselves and by others. Each occupant will maintain appropriate health and safety standards. Room damage charges may be assessed to each occupant of a room for any damages to the room incurred during occupancy.
Only students enrolled as undergraduate/graduate students, or participants in an approved residential program at the University at Buffalo (i.e. English Language Institute) may occupy an on-campus housing space. The student agrees to enroll and remain enrolled for academic credit each semester. Failure to do so may result in the termination or suspension of this agreement and require the student to vacate/move-out the premises within 72 hours. It will be at the discretion of the Director of Campus Living (or designee) to allow students who fall below full-time status to remain in residence. Students who fall below the required enrollment status and who are removed or released from their agreement will receive a refund of housing charges for that semester (if eligible) made in accordance with the housing refund schedule outlined above. Students in University Apartments with full-year agreement need not be enrolled for summer academic session as long as they have been enrolled for the preceding spring academic session. Students who do not meet the enrollment requirements or who are enrolled in a UB residential program may seek approval to live on campus through the Housing Services Office. The Director of Campus Living (or designee) may assign other occupants to any vacancies that exist after all student requests have been satisfied. Students must also be in good financial standing with the University to live on-campus.
The student must vacate their apartment/suite/room and the facility during a fire alarm. The evacuation is the student’s responsibility. Students should not wait for staff to instruct them to leave.
New York State multiple-dwelling laws do not permit cooking in sleeping rooms. Cooking is only permitted within kitchen areas. This statute is enforced by the university’s Environment, Health & Safety (EH&S) and the Campus Living staff. Occupants found cooking in unauthorized areas (e.g., sleeping rooms, suite rooms, lounges, etc.) are subject to immediate appliance confiscation and referral to appropriate university judiciaries. Note that personal microwave ovens and toaster ovens are strictly prohibited.
University property may not be removed from any rooms. Damages to any room or apartment will be assessed to occupants for actual labor plus material costs. Occupants will also be charged for missing room furniture, screens, windows, etc., and disciplinary action will be taken. All damage/labor costs will be reflected on student account billings or security deposit (where applicable). No article of equipment belonging to the University at Buffalo, including furnishings, furniture, and television sets, may be moved within or taken from the building unless permission has been granted in writing by the Director of Campus Living.
All visitors to any apartment/suite/room must be guests of students licensing the apartment/suite/room therein. It is important to coordinate with your roommate(s) and the resident/community assistant when planning to have a guest overnight. The host student assumes complete responsibility for any guest, visitor or invitee. Guests may not remain in the apartment/suite/room for more than three (3) nights in any given fourteen (14) day period or during any university breaks. The University reserves the right to limit or restrict guests as a means of addressing a safety, health and wellness issues, such as widespread public health crises.
The University reserves the right to enter, repair, inventory, inspect, or search, and students expressly consent to such entry or entries into, any student space at any time, including but not limited to health and safety inspections of apartments and residence hall rooms. This includes Campus Living staff, University Police officers, Facilities staff, and any other University employees or contractors who have a legitimate need to enter the space.
Campus Living does not assume any obligation or liability for loss or damage to items of personal property, which may occur in its buildings or on its grounds, prior to, during or subsequent to the terms of this Agreement, regardless of cause. This includes but is not limited to damage, loss, fire, water damage, theft, flooding, etc. Students are strongly encouraged to purchase renter's insurance for protection against loss or property damage.
Room keys, mailbox keys, access cards etc., cannot be transferred, duplicated, or altered. Anyone transferring, duplicating, or altering a key/card will be charged a replacement cost, and judicial sanctions will follow if appropriate.
Campus Living staff, as an accommodation to residents, will accept mail and items shipped to students by approved carriers. The University does not accept liability for damage or loss (even as a result of negligence) of any such article. Students should not have cash or items of significant value sent to their mailboxes. Students will receive 24-hour notice, when possible, if mail cannot be delivered on any given day. Mail/package service may be limited during University break periods. Only mail addressed to residents will be delivered, Non-resident mail will be return to sender. Mail cannot be forwarded until after the current agreement end date.
The University reserves the right to assign students on a temporary basis to overcapacity assignments. The student will be required to move to a new accommodation as soon as a permanent space is identified. Students who reside in these temporary accommodations may not receive all standard residence hall furnishings and amenities. A rate adjustment will be made for each day a student resides in an overcapacity situation.
Animals are prohibited in all residential areas. With the prior permission from the Director of Campus Living (or designee), animals used for health-related purposes are permitted. Students can contact the Housing Services Office or Accessibility Resources for details on the application process; other restrictions apply.
In compliance with the Family Educational Rights and Privacy Act, Campus Living gives notice that personally identifiable information such as permanent address, email address, and telephone number may be given to potential roommates unless otherwise notified by the student.
The “Guide to Campus Living” and “Campus Resident Health and Safety Guide” are available on our web site buffalo.edu/campusliving. Please refer to the Campus Resident Health and Safety Guide and the Guide to Campus Living for student conduct guidelines and procedures. Violations of University or Campus Living conduct codes and/or rules and regulations as now in effect or as may be hereafter promulgated may result in the termination or suspension of this Agreement.
Solicitation in the buildings or on the grounds of any on-campus housing area is strictly prohibited. Students are not to use, or permit their apartment/suite/room to be used, for any commercial purposes whatsoever.
Each student will comply with the recycling efforts undertaken by the University. Each student will remove all garbage and trash and take it to the designated trash room/areas within their building/complex.
The University shall provide all utilities including but not limited to sanitary sewer, hot and cold water, and light, heat, natural gas, electricity, data network connection and air conditioning (where applicable).
When vacancies occur at the beginning of a semester, Campus Living may consolidate those vacancies. Consolidation of occupants may be employed. Residents living in an accommodation where a vacancy exists may be required to choose one of the following options, depending on the needs of Campus Living:
Waterbeds, halogen lamps, lofts (excluding lofted beds supplied and installed by UB Campus Living), electronic self-balancing boards and scooters are not permitted in any on-campus housing facility.
The University at Buffalo has measures to meet public health standards established by state and local public health officials, the State University of New York (SUNY) and the State of New York as a result of COVID-19. Students choosing to live on campus agree to comply with Campus Living and University at Buffalo policies and procedures established to support compliance with public health standards.
You agree to release the University, its agents and employees from any and all damages, liability, claims, expenses or loss (collectively, “Claims”) resulting from or arising out of your use of space within University housing, including those related to the potential exposure to contagious viruses like COVID-19, and to indemnify and hold harmless the University, its agents and employees from any claims resulting from or arising out of your breach of the terms and conditions of your housing agreement. You understand that, by residing on campus, you are assuming the risks associated with communal living and, as in any shared living environment, those risks include potential exposure to contagious viruses, including COVID-19.
If the University at Buffalo is unable to perform its obligations hereunder, or if such performance is hampered, interrupted or rendered impossible, hazardous or interfered with by reason of fire, casualty, lockout, act(s) of God, riots, strikes, labor difficulties, epidemics, pandemics, earthquakes, any act or order of any public authority, administrative or judicial regulations, order or decree or by any local or national emergency, or any other cause or event beyond the University’s control, then the University shall be excused from performance of this Agreement and will not have any liability in connection herewith.
When you live in campus housing, you are also required to follow UB's rules and regulations.
Many issues can be resolved by talking about concerns as they arise and by setting reasonable expectations for living together. If you and your roommates are still having challenges, talk to your resident advisor or community assistant, who can help you resolve roommate issues. Learn More: Roommate Relations