The Evergreen State College Housing License Agreement 2019-20
DRAFT AWAITING FINAL APPROVAL IN SEPTEMBER 2019.
This License Agreement (Agreement) is entered into between The Evergreen State College (College) and a Licensee attending the College (Resident), and legal guardian if the Resident is under the age of 18. As a License Agreement, this Agreement is not subject to the requirements of Washington’s Landlord Tenant Act.
Eligibility for housing
- Residents must be enrolled students of the College.
- Residents will be at least 17 years of age at the time of check in.
- Residents must be able to perform their own independent tasks or provide an attendant to assist them. They are responsible for their own self-care including appropriate personal hygiene, mental health, management of medical conditions/illnesses, and/or disability-related personal needs. They are expected to utilize the various resources available to provide care for themselves. Residents with the inability or perceived inability to care for themselves and/or who cause harm to themselves or others may be asked to adhere to an action plan and/or leave College Housing.
- Residents who are Level 3 registered sex offenders are prohibited from living in Housing. Residents who have been convicted, pled guilty or pled no contest to a crime other than a minor traffic violation must disclose details and provide information as requested in the housing application process. The College will review the circumstances of the crime and determine on a case by case basis whether the student’s application to live in Evergreen Housing will be accepted.
- Any incomplete, inaccurate, or false statements or misrepresentations by an applicant in the Housing Application or the Agreement may lead to denial of housing and may be considered a breach of Agreement and a basis for termination of the Agreement.
Terms of agreement
The Resident agrees to abide by all Federal laws; State of Washington laws; Thurston County laws, ordinances and regulations; and to be bound to the terms and conditions of this Agreement, all College regulations and policies, as they exist now or may later be amended, including but not limited to the Code of Student Rights and Responsibilities, and Residential and Dining Services Policy, all of which are incorporated by reference and made a part of this Agreement.
The Resident is granted permission to occupy a living space within a Unit in College Housing during the following dates:
Check in date:
Tuesday, September 24
Check in date:
Friday, September 27
New students check in early on September 24 to participate in Orientation Week
- Residents participating in New Student Orientation: Tuesday, September 24 at 8 a.m.
- Returning Residents: Friday, September 27, 2019 at 9 a.m.
- End: Wednesday, June 10, 2020 at 5:00 p.m.
- Start: Friday, January 3, 2020 at 10 a.m.
- End: Wednesday, June 10, 2020 at 5:00 p.m.
- Start: Friday, March 27, 2020 at 10 a.m.
- End: Wednesday, June 10, 2020 at 5:00 p.m.
- The Agreement dates set forth herein include the following exceptions:
- Buildings A, B, and C close for winter break from 4 p.m. Friday, December 20, 2019; to 10 a.m. Friday, January 3, 2020.
- Residents who require housing over winter break must fill out the Winter Break Housing Request Form. Limited services and resources are available on campus during winter break.
- Residents who are graduating or have an approved academic purpose in June should submit a Late Check Out Request Form by June 3, 2020 to stay past residential closing at 5:00 p.m. on Wednesday, June 10, 2020. Residents with approved late check out may be extended on a case-by-case basis, until no later than Saturday June 13, 2020 at 10 am.
Dining plan requirements
All residents living on campus are required to purchase a meal plan for the entire academic year.
- New Residents living in buildings A, B, and C are required to purchase at least a Weekly 10 meal plan.
- Returning Residents living in A, B, and C are required to purchase at least a RAD Reward meal plan.
- All Residents living in the apartments are required to purchase at least a Thrifty 250 meal plan.
Residents are responsible for understanding and adhering to the Meal Plan Contract.
Housing down payments and booking fees
All applicants reserving a Unit are required to pay (or if eligible, defer their payment of) a Housing Down Payment and Booking Fee in order to secure a room assignment. The Down Payment is applied toward the Resident’s first quarter rent, the Booking Fee is an administrative fee that is not applied to rent. Housing Down Payments and Booking Fees are non-refundable. Exceptions to this non-refund policy will only be made for documented medical reasons approved by the Director of Residential and Dining Services, or their designee.
Cancelation prior to occupancy
Prior to occupying a Unit, an applicant may cancel this Agreement by e-mail, in person, or by phone, by providing notice of the intent to cancel to the Director of Residential and Dining Services, or their designee. The date of notification will be the official date of cancellation. The Agreement is deemed automatically canceled if an applicant fails to check in and receive keys for a Unit within 3 days of the beginning of the Agreement term, or if the Agreement is entered into after the start of a quarter, within 3 days of the Unit reservation being secured with the Housing Down Payment by the applicant. As provided for herein, the College will retain the Down Payment made by the applicant in the event of such cancelation.
Housing Agreement break
A Resident who moves out without an approved "Release from Agreement” form and/or is evicted by Residential and Dining Services will be considered to have broken the Agreement. A Resident with a broken Agreement is obligated to pay the full rental rate for the current quarter plus a fee for not honoring the remainder of the Agreement: $700 if broken in fall quarter, and $350 if broken in winter quarter.
Residents must check out when they vacate their Unit and return any keys, and can do so by following the process outlined online or by contacting the RAD front office. Residents must check out before 12:00 noon on the Friday of Evaluation week of Fall and Winter Quarters to avoid being charged for the full cost of the following quarter, as well as additional charges and/or penalties. Spring quarter check out must occur before Wednesday, June 10, 2020 at 5:00 pm.
If a Resident does not check out properly by following the check-out process indicated above, they will be charged an improper check-out fee of $100. In the spring quarter, failure to check-out by the end of the Agreement will result in a $300 late check-out fee.
Residents may seek an Agreement Release by filing a Agreement Release (PDF) form. Agreement Releases must be approved by the Director of Residential and Dining Services, or their designee. Agreement Releases are typically granted for the following reasons:
- Academic Internship, Study Abroad, or an Individual Learning Agreement which requires the Resident to live outside Thurston County for a period of 30 consecutive days or more during an academic quarter.
- Change of academic status with the College such as Academic Leave of Absence, Academic Withdrawal or Graduation.
- Medical Release. Access Services will need to collect medical information and possibly consult with your health care provider explaining why the medical condition requires the Resident to be released from their housing Agreement. The College requires thirty (30) days from receipt of notification from Access Services to accommodate the Resident’s specific medical needs before considering an Agreement Release.
If an Agreement Release is approved, the Resident will be billed for the number of days the Unit was occupied prior to check-out, with the following limitations: If the Resident checks-out within 30 days of the end of the academic quarter, they are obligated to pay rent for the entire quarter. If the Resident checks-out after 12:00 noon on the last day of a quarter and before the 30th day of the following quarter, they will be charged a $300 late check-out fee, in addition to the per diem cost of their Unit.
The College reserves the right to reassign any Resident to another Unit at any time in the event such a reassignment is deemed necessary and is reasonable based on its assessment of the circumstances. This includes, but is not limited to the welfare of Residents; violations of Housing Policy or the Student Code of Rights & Responsibilities; to accommodate facilities’ operations or repair; or to accommodate students with disabilities.
If a Resident roommate leaves, the remaining Resident may be assigned a new Resident roommate to occupy the vacant bed at any time during the academic year. If a Resident or does not maintain the Unit in such a way that a new Resident roommate can move in, the Resident may be charged for use of the additional space. The remaining Resident may be offered the option to pay for the additional bed as an alternative.
The College reserves the right to reassign any Resident to another Unit at any time in order to make the most efficient and effective use of Housing facilities. For example, Residential and Dining Services may consolidate a Unit when the Unit is 50% or less occupied.
Termination of Resident Housing Agreement
The College may refuse to renew or revoke this Agreement upon the following conditions:
- Administrative necessity of the College;
- Loss of eligibility as defined in this contract under the Eligibility section above;
- Failure of the Resident to maintain status as a student at the College;
- Resident’s failure to comply with any term or condition of this Agreement;
- Resident’s participation in activities or conduct that damage or deface Housing facilities or surrounding areas;
- Resident’s continued presence in Housing or surrounding areas is determined to be an unreasonable risk to Resident or others in the College community; or
- Resident is subject to a conduct hold on their student registration or is no longer able to reside in Housing as a result of a final decision rendered under the Student Code of Rights and Responsibilities.
- Resident’s failure to pay or history of failure to pay for all costs associated with this Agreement.
Termination of the Agreement will not relieve the Resident of their liabilities and obligations under this Agreement including charges for the Unit and meal plan, breakage fees or obligations, and any other charges incurred before or after termination.
The Resident will receive written notification electronically sent to their student email account, which will provide a date by which they must vacate Housing. In the case of a serious violation, or a reasonable belief that a threat exists, the Resident may be required to vacate within 24 hours or sooner.
Agreement Room rates and payments
Charges for Units will be assessed based on the Resident's assigned Unit and Agreement terms. Residents who are allowed to move in prior to their Agreement start date will be billed at a prorated daily rate for the additional days of occupancy. Adjustment in billing will not be made for Residents who move in after the beginning of their Agreement; however Residents who receive a Unit assignment after the standard check-in date will only be responsible for rent from the date of their assignment.
Rent is billed quarterly and due in full at the same time quarterly tuition is due. Rent is paid online or at the Cashier’s Office. Rent paid with grants, loans, scholarships or other financial aid and/or earnings from the College, is due upon receipt of the aforementioned funds.
If unable to pay rent in full, the Resident must contact the Residential and Dining Services Office prior to the due date to make arrangements to meet the financial obligations. A late fee of $50 is assessed for all Residential and Dining Services charges that are past due on the tenth (10th) day of the quarter; Residents who are waiting for financial aid to arrive may set up a payment plan in advance of the tenth (10th) day of the quarter. An additional late fee of $75 will be assessed for all Residential and Dining Services charges that are past due on the thirtieth (30th) day of the quarter. Residents awaiting the receipt of financial aid or College earnings and who are unable to timely pay rent will be subject to the late fee set forth herein.
Residents who have not met the deadline by paying their rent in full, setting up a payment plan, or communicating with Residential and Dining Services in advance about their plan to pay, may be subject to the loss of certain housing-related services or privileges, and/or eviction.
View housing rates. The Evergreen State College Board of Trustees annually approves rates in late spring.
Unpaid rent and collections
The Resident agrees to pay the reasonable cost and expenses of collection, including the collection agency fee and reasonable attorney's fees, in the event the College is required to place any outstanding account, debt or claim with a collection agency and/or utilize the assistance of legal counsel to collect on the account, debt or claim arising from this agreement. In addition, the Resident's transcript and records will be held until the debt is resolved.
Housing charges may be appealed by filing a Financial Appeal Application; appeal deadlines may be found here as well. Appeals are reviewed and determined by the Director of Residential and Dining Services, or their designee.
All Units are furnished and include utilities (water, heat, electricity, garbage) and Internet access. The College has the right to temporarily interrupt such utilities (due to accidents, emergencies, repairs, alterations or improvements) which in the judgment of the College are necessary or desirable. Interruption of these services may also occur due to conditions beyond the College’s control. The Resident will claim no diminution or abatement of rent or other compensation, nor will this Agreement or any part of the obligation to the Resident hereunder be affected or reduced by such interruption or curtailment of these services.
Damage and cleaning
The Resident must keep their assigned Unit clean and advise Residential and Dining Services staff of any necessary repairs. The Resident is responsible for the costs and expenses resulting from damage to a Unit, or building, including college equipment or furniture, by the Resident or their guests. The Resident is also responsible for the cost of additional cleaning required to return their Unit to its pre-occupancy state. The Resident will be sent a Room Inventory Form in the first five business days after check-in with which the Resident may document the existing condition of the Unit; the Room Inventory Form must be turned in within seven business days of its receipt.
Any alterations, modification or additions to the Unit are prohibited. Additional locks, structural additions of any kind, removal of fixtures, or painting are prohibited. All repairs, including painting, must be completed by Residential and Dining Services staff.
The Resident is responsible for any keys issued. Keys may not be duplicated or altered. A lock change is required for lost keys at a charge of $75 per lock; lock changes on mailboxes at a charge of $20 per change.
The College assumes no responsibility for loss or damage to any Resident's personal property from any cause. The College strongly recommends Residents obtain insurance coverage by purchasing a renter's insurance policy or verify that coverage is available under their family's homeowner's insurance policy.
Important information will be sent to the Resident’s @evergreen.edu email address. The Resident is responsible for checking their @evergreen.edu regularly and staying aware of information such as billing deadlines, community expectations, and Housing closures.
The Resident consents to the College utilizing Resident’s primary cell number to send important Housing-related text messages including but not limited to use by the emergency alert system. More information can be found at www.evergreen.edu/emergencyresponse
The College is committed to prohibiting discrimination and behaviors as outlined in the College’s Non-Discrimination Policy and Procedure found at www.evergreen.edu/policy/nondiscriminationpolicyandprocedure