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2023-2024 Housing Agreement

This Housing Agreement (“Agreement”) is made and entered into by and between Wake Forest University (“University”) and the undersigned student (the “Student”) (together, the “Parties”). The University and the Student mutually agree as follows:

DEFINITION OF AGREEMENT

The Parties agree that this Agreement is a license and shall not be construed as a lease or otherwise interpreted or applied to create or transfer any interest in or lien on real estate. Policies and information on the Office of Residence Life and Housing website, including but not limited to the Guide to Community Living, are integral elements to this Agreement and are incorporated by reference and made a part of this Agreement. Such policies may be revised periodically; the most current versions will always be available on the Office of Residence Life and Housing website. It is the Student’s responsibility to become familiar with and comply with all provisions of this Agreement, including all such policies and information.

Submission of this Agreement and/or housing application materials does not guarantee a housing assignment.

TERM

The term of this Agreement begins on the Student’s approved move-in date. Subject to its other terms, this Agreement, and the Student’s occupancy rights will terminate automatically twenty-four (24) hours after the Student’s completion of the Student’s spring semester course requirements or the final day of the spring semester, whichever is earlier. Notwithstanding the foregoing, if the Student is graduating at the end of the spring semester or has University-related and approved responsibilities associated with Commencement (e.g., serving as a junior marshall or performing in the choir), this Agreement will remain in effect until 7:00 p.m. (EST) on the date of Commencement (or in the event of a Commencement cancellation or postponement, on the date specified by RL&H).

PAYMENTS

The Student agrees to make full and prompt payment to the University for all charges and costs under this Agreement, including but not limited to, housing charges, fines, fees, and damage assessments (“Charges”). All Charges from the Office of Residence Life and Housing (RL&H) will be charged through student accounts. Housing room types and rates are provided on the RL&H website.
Failure by the Student to pay for any Charges by the date specified by the University does not automatically cancel or terminate this Agreement or negate the Student’s obligations hereunder, but such failure may result in termination of this Agreement by the University or a hold being placed on the Student’s account.

HOUSING TERMS AND CONDITIONS

A. Student Responsibilities

The Student agrees to abide by the terms and conditions of this Agreement. In addition, by accepting a housing assignment, the Student acknowledges that all University housing residents must adhere to expectations and rules instituted by the University including, but not limited to, RL&H and the Office of the Dean of Students. Failure to adhere to such rules and expectations may result in removal from University housing and/or disciplinary proceedings.

Students residing in Premises not owned but leased by the University are subject to additional terms and conditions as required by the owner of such Premises. RL&H will provide notice of those additional terms and conditions to students residing in such Premises.

B. Residency Requirement

The Student is required to live in on-campus housing, as governed by the University’s Residency Requirement. Requests to be released from the University’s Residency Requirement must be submitted via the Off-Campus Lottery, as outlined by RL&H each semester, prior to the Student receiving a room assignment on campus. Similarly, the Student should not enter into an off-campus housing or lease agreement until Student has received written confirmation from RL&H of the Student’s release from the residency requirement.

If the Student is separated from the University or on Continuous Enrollment Status, Student will not be eligible to participate in any phase of the housing assignments process until the Student is in active and good standing with the University.

C. Occupancy

The University will provide the Student an assigned space (“Assigned Room”) in a residence hall or other University housing (“Premises”) in accordance with this Agreement. During the term of this Agreement, there will be dates and times when the Premises will be closed to the Student’s occupancy. Dates and times of closing will be posted on the RL&H website.

The Student must receive prior permission from RL&H to remain in the Assigned Room or Premises when the Premises are closed during the term of this Agreement, and additional charges may be assessed to the Student’s account if permission is granted to remain. Only in exceptional circumstances will students be permitted to return to the Assigned Room or Premises prior to the stated dates and times. To return early, the Student must first contact and receive permission from RL&H. Students who return prior to the stated dates and times may have an early arrival fee placed on the Student account.

Any approved extended occupancy for the benefit of the Student shall not be construed to mean the right to occupy the originally or later Assigned Room.

If the Student occupies the Assigned Room or Premises without approval before or after the dates when this Agreement is in effect, the Student will be liable to the University for an additional fee, as determined by the University. For purposes of this Section, occupying the Premises includes, but is not limited to, physically dwelling in the Premises, retaining keys to the Premises, and/or maintaining belongings in the Premises.

D. Assignments

The University reserves the right in its discretion to make room assignments, to authorize, require, or deny room and roommate requests or changes, and/or to require the Student to move from the Assigned Room and/or Premises to another. The University may do so for reasons including, but not limited to, promoting order, health, or safety, or protecting the rights afforded each student in University housing (as outlined in our Guide to Community Living). The University also reserves the right in its discretion to assign the Student to the Assigned Room or Premises on a temporary basis.
The Student may only occupy the Assigned Room assigned to the Student by the University. The right to occupy the Assigned Room may not be assigned or transferred by the Student.
The Student is obligated to accept a roommate(s) as assigned by RL&H unless the Student and University agree to and sign a Private Room Declaration and Agreement. Any attempt by the Student to discourage another student from moving into the Assigned Room may result in the Student’s reassignment or removal from University housing.
The Student gives consent for the University to share their name and University email address with other students assigned to the same Premises, Assigned Room, or other shared space for purposes of facilitating communication efforts.

E. Late Arrivals

The student’s failure to occupy the Assigned Room by 5:00 p.m. (EST) on the first day of classes could result in the assignment of the Assigned Room to another student unless advance permission for an extension to occupy the Assigned Room is granted in writing by RL&H.

F. Room Condition

The Student is responsible to maintain the Assigned Room, as well as any shared spaces or common areas within the Premises when used by the Student, in a clean, safe, and sanitary condition. Upon expiration, termination, or cancellation of this Agreement, the Student must leave the Assigned Room and the Premises, the furnishings, and the equipment provided by the University in as good order and condition as the same were upon commencement of the Student’s occupancy, ordinary wear and tear excepted.

G. Disability-Related Housing Accommodations

The Student may request a housing accommodation for a disability by following the process and submitting the required documentation and forms as explained on the RL&H website. The University is committed to providing reasonable accommodations as required by law, but cannot guarantee accommodations will be available.

Students with disabilities approved for housing accommodations will not be automatically charged the published room rate, but rather, will be charged the room rate they would have incurred but for their disability.

Service animals trained to do work or perform tasks for the benefit of an individual with a disability are permitted in University housing as required by law. Students wanting to register a service animal should visit the RL&H website to obtain information on the registration process.

Emotional Support Animals (ESAs) that provide emotional support to alleviate symptoms of an individual’s existing disability may be permitted in University housing as required by law and must be approved in advance. A student residing in University housing with an approved ESA is responsible for the behavior and care of the ESA and must be aware of the RL&H policies and expectations of having an ESA, including the permissible areas where the ESA may be present. A student wanting to request approval for an ESA should visit the RL&H website to obtain information on the review and approval process that must be completed prior to bringing an ESA into University housing.

H. Damages and Assessments

The Student agrees that all damages to the University property other than ordinary wear and tear caused by the Student, the Student’s Service Animal or ESA, or the Student’s guest(s) will be repaired or replaced by the University at the expense of the Student. If the Assigned Room is assigned to more than one student, each shall be responsible for his/her own payments; but all shall be responsible jointly and severally for the cost of such damages, beyond reasonable wear and tear. Damages to common areas or shared spaces may be charged to all students in that area or shared space. The Student may also be assessed behavioral-related fees and fines. For additional information about damages and assessments, see the Guide to Community Living.

I. Personal Property

Personal property left in a room at the termination of occupancy without prior written notice to or approval by RL&H will be deemed abandoned. If the Student leaves personal property in the Premises at the termination of occupancy, the Student will be charged for the removal of such property, which may be donated to a third party or discarded at the discretion of the University and without prior notice to the Student.

In the event, the Student is unable to remove all personal belongings from the Premises at the time the Agreement is terminated and the property is not determined by the University to be abandoned, the University will be permitted to pack-and-store or pack-and-ship the Student’s personal belongings at the Student’s expense.

The University does not insure the personal property of any student, guest(s), parents, or family members, and the University has no responsibility for any theft, damage, destruction, loss, etc. of any personal property including, but not limited to, money, valuables, equipment or any personal property whatsoever belonging to or in the custody of the Student or belonging to a third party. The Student understands and agrees to accept all the risks of such losses or damages and is strongly encouraged to obtain appropriate insurance coverage through renter’s insurance, family homeowner’s insurance, or other means.

J. Appeal of an RL&H Decision

If for any reason the Student believes that they have failed to receive an appropriate response from any staff member in RL&H, or if the Student believes they have failed to receive appropriate service or treatment, a grievance may be filed. For details about the grievance process, refer to the Guide to Community Living, Chapter 1.

K. Refunds

During the fall and spring semesters, any refund of charges under this Agreement will be processed in accordance with the University’s Schedule of Refunds for Withdrawal or Continuous Enrollment or the University Disruption Refund Policy, as applicable.

For the summer sessions, refunds of charges under the Housing Agreement will only be available if a request for cancellation is received by RL&H prior to the first day of the summer session classes. Once the summer session begins, no refunds will be made for housing charges.

For the summer sessions, meal plans may not be changed once selected. Refunds of charges under the Dining Agreement will only be available if a student withdraws from classes and a request for cancellation is received by RL&H prior to the first day of the first session of summer classes.

L. Facility Conditions

The Student is required and agrees to comply with all instructions, and to take reasonable steps, to maintain the condition of the Assigned Room and Premises, including but not limited to appropriate air quality. The Student must immediately report any issues or concerns related to the Assigned Room and/or Premises by submitting a maintenance request to Facilities and Campus Services at workorders.wfu.edu or by calling 336-758-4255. These issues/concerns may involve fixtures, furnishings, and utilities, and may pertain to any situation related to air quality, including the presence of suspected mold/mildew, improper functioning of air quality equipment such as the heater, air conditioner, dehumidifier, or any water leakage or overflow.

M. Inspections and Entry

The University reserves the right to make entry to the Assigned Room without the Student’s consent for the following purposes or occurrences:

Safety inspections, facility repairs, general housekeeping, and other similar administrative or operational purposes;
Evidence of emergency situations such as calls for help or present danger, smoke, fire, flooding, obnoxious odors;
Replacement or movement of University property, including that which has been misappropriated or relocated without permission or authorization from RL&H;
Disorderly conduct including unreasonable noise levels, particularly when there is interference with the rights of others to live or study in peace;
Reasonable suspicion of medical emergencies.

Entry can be made by any authorized University official or agent after knocking and receiving no response after a reasonable lapse of time.

Assigned Room inspections will be made according to the terms specified in the Guide to Community Living. Facility inspections of the Assigned Room and/or Premises are made periodically by members of the Facilities and Campus Services as well as RL&H staff or their authorized agents to determine the need for repairs or renovation as well as to evaluate the general condition, safety, and maintenance of the Assigned Room and/or Premises. If during an inspection, it is revealed that University property is missing from or improperly located in the Assigned Room or Premises, or that violations of this Agreement exist, termination of this Agreement or other disciplinary action may result.

An inspection of the Assigned Room or shared spaces by RL&H staff may be authorized by the Dean of RL&H or his/her designee when there is a reason to believe that the Assigned Space or shared space contains (1) stolen property or material that constitutes a danger to the Premises or the safety of its occupants; (2) items, persons, or animals that are prohibited or unauthorized by the terms of this Agreement; or (3) activities or conduct prohibited by the terms of this Agreement.

The University reserves the right to confiscate and/or destroy, without compensation to Student, any and all property owned or in possession of the Student or found in the Assigned Room or the Premises if such property is illegal, prohibited by University policy, or held or stored on University property in violation of the terms of this Agreement.

N. Public Health Requirements

Wake Forest expects that all students residing in University housing act in a manner that demonstrates respect and consideration for those around them, including respect and consideration for the health and safety of all community members. All residential students are prohibited from creating a health or safety hazard within University housing. Residential students are required to comply with health and safety laws, orders, regulations, and health and safety guidance adopted by the University as they relate to public health crises, including but not limited to COVID-19. Adherence to health and safety requirements applies to all residents, staff, and visitors and extends to all aspects of residential life, including bedrooms, bathrooms, community kitchens, lounges, and other common spaces. These requirements may evolve as the public health crisis evolves.

At any time, the University may request or require a resident to leave University housing when that resident’s continued presence in the housing community poses a health or safety risk for community members as determined by the University. Residential students are required to comply with requests from the University to leave their assigned room due to COVID-19 or for other public health reasons, and failure to do so will be considered a violation of the Housing Agreement and may subject a student to administrative removal from their assigned room. Not all residential rooms, halls, or housing are appropriate for quarantine or isolation, and in those situations where a student is recommended or required to quarantine or isolate, students may not be permitted to continue residing in their assigned room and will be provided alternative housing arrangements as needed. Removal from University housing to isolate or quarantine does not constitute a failure to perform by the University or termination of a student’s Housing Agreement.

O. Housing Termination

The University may terminate this Agreement at the University’s sole discretion due to the Student’s violation of any term or condition of this Agreement or for any other reason permitted by this Agreement. In the event of termination of this Agreement by the University due to or as a result of the Student’s violation of a term or condition of the Agreement or because the Student is suspended or dismissed from the University, the Student will have no right to a refund.

Upon termination of this Agreement, the Student is required to vacate the Assigned Room and the Premises immediately or on such other date designated by the University. The Student is expected to comply with all published requirements and announcements regarding “check out” procedures, including the surrender of all keys and the proper inspection and inventory of all University property. The University reserves the right to take appropriate measures to remove the Student and the Student’s personal property, at the Student’s expense, upon failure or refusal to vacate the Assigned Room or the Premises after the termination of the Agreement. The University will also charge the Student a pro rata charge and additional assessments for each day or partial day that the Student continues to occupy the Premises after such termination.

The University reserves the right to terminate Housing Agreements for public health reasons, including to contain the transmission of COVID-19. In the event Housing Agreements are terminated by the University for public health reasons, Wake Forest will provide impacted students a partial reimbursement of housing charges in accordance with the University Disruption Refund Policy.

Students who have fulfilled the University’s residency requirement and who would like to continue to live on-campus MUST declare their intention to do so by the dates established by RL&H. Students who have declared their intent for on-campus housing may change their intent and cancel their housing agreement by contacting RL&H before the deadline for cancellation. The cancellation schedule will be posted on the RL&H website. RL&H must approve a cancellation for students who seek to change their intent after the date communicated. If the cancellation is approved by RL&H, the Student will be charged a $250.00 cancellation fee.

The Student understands and agrees that by submitting this Agreement electronically and receiving a housing assignment by RL&H, the Student (and/or parent and guardian) has entered into a legally binding contract with the University and obligates the Student (and/or parent and guardian) to pay all Charges unless this Agreement is terminated in accordance with its terms.

P. Administrative Action

The Student may be subject to an administrative reassignment or removal from the Assigned Room, the Premises, and University Housing for threats to persons or property, including but not limited to, assault/battery; setting a fire; tampering with fire safety equipment; propelling or discarding items from residence hall windows; the manufacture, use, or distribution of a controlled substance; or disruptive behavior that significantly affects the safety, health, or wellbeing of the residential community. Such action may be taken by the University in its reasonable and sole discretion and based on facts as determined by the University. In addition, such action is not judicially based and may be taken independently of and in addition to any actions or sanctions imposed under the Undergraduate Student Code of Conduct or other University policies.

GENERAL TERMS AND CONDITIONS

A. Entire Agreement

This Agreement constitutes the entire Agreement and understanding between the Parties with respect to the subject matter contained in this Agreement. In the event of any conflicts between the terms of this Agreement and the terms of other University policies, including policies contained in the Undergraduate Bulletin, the terms of this Agreement will control.

B. Indemnification and Hold Harmless

The Student agrees to indemnify, defend, and hold the University harmless from any and all claims arising from the Student’s violation of this Agreement or any improper or illegal act of the Student or the Student’s guest(s).

C. Severability

In the event any provision of this Agreement is, for any reason, held invalid or unenforceable in any respect, such invalidity or unenforceability shall not affect any other provision in this Agreement, and this Agreement shall be construed to the fullest extent possible as if such invalid or unenforceable provision had not been included.

D. Force Majeure

The University shall not be liable or financially responsible for any delay or failure to perform any terms or conditions of this Agreement due to a force majeure event or condition. Notwithstanding the foregoing, the University Disruption Refund Policy will determine the extent of any financial responsibility the University will have towards the Student in the event of a force majeure. For purposes of this Agreement, the term “force majeure” means acts of God or nature, extreme weather, earthquake, fire, flood, natural disaster, strikes, work stoppages or other labor disturbances, utility malfunctions, loss of electricity or power, riots or civil commotions, litigation, war or other act of a foreign nation, plague, epidemic, pandemic, power of government or governmental agency, or any other causes like or unlike any cause mentioned above, which is beyond the control or authority of the University.

E. Governing Law

This Agreement shall be governed by the laws of the State of North Carolina. Any dispute or action arising under or in connection with this Agreement will be brought solely in the State of North Carolina.

F. Headings/Captions

The Headings or section captions in this Agreement are for convenience only and shall not affect its interpretation.

G. Assignment and Delegation

The Student’s obligations under this Agreement may not be assigned or delegated.

H. Full-Time Enrollment Requirement

Unless specific written permission is obtained from the Dean of RL&H, the license to occupy the Premises is conditioned upon the Student taking an approved academic course load and maintaining full-time enrollment at the University.

I. Amendments

The University reserves the right to make reasonable modifications in costs for housing, facilities, and food services; and to make such new or added terms or policies as may be needed for unforeseen circumstances such as labor disorders, war, contagious diseases, or other dire emergencies; or by any Government authority imposing restrictions and/or regulations relative to health and safety, heating, weather conditions, economic considerations, fire regulations; or for any other unusual or unanticipated conditions as determined in the University’s discretion.

J. Signature

By electronically signing and submitting this Agreement, the Student voluntarily agrees to and is bound by the terms and conditions in this Agreement, and represents that the Student is at least 18 years of age. If the Student is not at least 18 years of age, then the parent/guardian of the Student must also sign the Agreement.

The authentication procedures for the University’s web application serve as an electronic signature for Students, parents, and guardians. The Student understands and agrees that by submitting this Agreement electronically and receiving a housing assignment by RL&H, the Student (and/or parent or guardian) has entered into a legally binding contract with the University and obligates the Student (and/or parent or guardian) to pay all Charges unless this Agreement is terminated in accordance with its terms.

Addendum: Minor Residents in University Housing

(Minors are defined as students under the age of 17)

The purpose of this Addendum is to make certain that all minor students and their parent/guardian have a clear understanding of the implications of having a minor live in University housing. It is important that all involved parties have a shared understanding of how the University views the presence of minors in the residence halls, and how the staff will approach certain issues, should they arise, in this adult environment. As such, this document must be signed and received by RL&H before the minor will be allowed to move on campus.

First, it is our expectation that both the minor and their parent or guardian understand that the minor will be living in an environment that is designed for adult students. University staff, therefore, will not be assuming the role of substitute parents to minors, nor will they monitor minors’ behavior or view their choices differently than they would those of residents aged 17 and older.

Secondly, it is our expectation that the minor and their parent or guardian have had a discussion of the realities and potential risks of living away from home in an adult environment and that they have determined that the minor has the maturity to live and function in this setting. We also expect that the minor is empowered and capable of making day-to-day academic and lifestyle decisions and choices on their own. This is extremely important, as the minor will be held accountable for their actions. Both the parents or guardians and the minor understand that the minor will be subject to and expected to comply with the same University policies as residents who are 17 and older.

2023-2024 Dining Services Agreement

DINING SERVICES TERMS AND CONDITIONS

A. Dining Services

All students residing in University housing must select and purchase a meal plan adhering to class and area minimum requirements. Students who do not select a meal plan or fail to make a selection by the date required by the University will be assigned and charged for the Base Meal Plan.

Students residing off-campus may choose to purchase a meal plan from among the options that are available. Information about available meal plan options can be found on the Dining Services Website. Such students may purchase a meal plan on the University’s Housing Portal.

The meal plan a student purchases for the fall semester will also be the meal plan the student is assigned and billed for the spring semester unless the student follows the process for making a meal plan change in a timely manner.

Dining services may not be available during the Winter break period. In addition, dining options may be limited during other break periods. Meal plans begin on first-year move-in and end at 2:00 pm on the day following the last final exam; specific dates for each semester can be found on the Dining Services Website.

Information about Dining Services, including dates and times when services are available, can be found at dining.wfu.edu. The University reserves the right to modify this information at any time without prior notice.

B. Meal Plan Exemptions

If the University determines that Dining Services is not able to reasonably meet the dietary needs of a student residing on campus, a meal plan exemption may be granted by the University. For information about dietary accommodations, please see rlh.wfu.edu/accommodations.

C. Meal Plan Changes

Students who would like to make a change to their meal plan must complete the meal change process by the dates outlined on the Deacon Dining website for the relevant semester.

D. Cancellation of Dining Services

Students residing in University housing may cancel their meal plan only if their Housing Agreement is terminated. Students not subject to a University Housing agreement may cancel their meal plan only upon withdrawal or entering into continuous enrollment status.

Cancellation of a meal plan may result in forfeiture of dining dollars. Further information regarding the cancelation of meal plans can be found on the Deacon Dining website.

E. Public Health

Dining service, including where and how it will be offered to students, is subject to the discretion of the University and is subject to modification to address public health concerns. Due to health and safety guidance, Wake Forest may limit the occupancy of dining facilities, limit the amount of time students are permitted to be within dining facilities, or make other operational adjustments needed to address health and safety concerns.

Examples of operational adjustments the University may implement include, but are not limited, to social distancing requirements, which will reduce the number of people able to dine at once, and a requirement that students wear face coverings/masks in the dining facilities. In addition, students who are in isolation and quarantine may not be permitted to access the dining facilities.

F. Termination

The University may terminate this Agreement at the University’s sole discretion when a student is suspended or dismissed from the University or is found responsible for a violation of University policy that affects the student’s right to access or use dining services. In the event of termination of this Agreement by the University under such circumstances, the student will have no right to a refund.

GENERAL TERMS AND CONDITIONS

A. Entire Agreement

This Dining Services Agreement constitutes the entire Agreement and understanding between the Parties with respect to the subject matter contained in this Agreement. In the event of any conflicts between the terms of this Agreement and the terms of other University policies, including policies contained in the Undergraduate Bulletin, the terms of this Agreement will control.

B. Severability

C. Force Majeure

The University shall not be liable or financially responsible for any delay or failure to perform any terms or conditions of this Agreement due to a force majeure event or condition. Notwithstanding the foregoing, the University Disruption Refund Schedule will determine the extent of any financial responsibility the University will have towards the Student in the event of a force majeure. For purposes of this Agreement, the term “force majeure” means Acts of God or Nature, extreme weather, earthquake, fire, flood, natural disaster, strikes, work stoppages or other labor disturbances, utility malfunctions, loss of electricity or power, riots or civil commotions, litigation, war or other act of a foreign nation, plague, epidemic, pandemic, power of government or governmental agency, or any other causes like or unlike any cause mentioned above, which is beyond the control of authority of the University.

D. Governing Law

E. Headings/Captions

The Headings or section captions in this Agreement are for convenience only and shall not affect its interpretation.

F. Amendments

The University reserves the right to make reasonable modifications in costs for dining services, and to make such new or added terms or policies as may be needed for unforeseen circumstances such as labor disorders, war, contagious diseases, or other dire emergencies; or by any Government authority imposing restrictions and/or regulations relative to health and safety, heating, weather conditions, economic considerations, fire regulations; or for any other unusual or unanticipated conditions as determined in the University’s discretion.

G. Signature

By electronically signing and submitting this Agreement, the Student voluntarily agrees to and is bound by the terms and conditions in this Agreement, and represents that the Student is at least 18 years of age. If the Student is not at least 18 years of age, then the parent/guardian of the Student must also sign the Agreement.

The authentication procedures for the University’s web application serve as an electronic signature for Students, parents, and guardians. Submitting this Agreement electronically, and then being provided a meal plan assignment by the University, enters the Student (and/or parent and guardian) into a legally binding contract with the University and obligates the Student (and/or parent and guardian) to pay all Charges for the full term of the Agreement.