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Munger Graduate Residence

General Information

Students in graduate housing may sublicense their rooms/apartments under certain circumstances if established procedures are followed. Please be sure to read through the pages listed below to be sure that you are eligible to sublicense and that you agree to adhere to the sublicensing policies.

  • Undergraduates and co-terminal students who have not completed their senior year or achieved graduate status are not eligible to sublicense
  • Casual or temporary staff are not eligible to sublicense
  • Extended family of students are not eligible to sublicense
  • Sublicensing is not permitted within off-campus subsidized housing
  • Unauthorized activity includes attempting to make a profit from the housing space, renting to people not eligible to take a sublicense, or renting out spaces that they have no authority to sublicense
  • Violating the sublicensing policies and/or the Residence Agreement risks permanent loss of housing privileges, violation fees (minimum charge is $450), and referral to the Office of Community Standards for judicial review

Stanford students may post a listing for their space in graduate housing in order to sublicense for up to one term per academic year. There is a two week minimum sublicense period. Subleases under two weeks will not be approved. Current or incoming Stanford affiliates who are looking for a short-term room or apartment may view the listings.  A Sublicense Agreement form and other documents must be submitted for review and approval before an agreement can be finalized.

Sublicensing dates per term:

Spring: March 24 - June 25

Summer: June 19 - August 31

Autumn: September 1 - December 31

Winter: January 1 - March 25

Email: shsublease@lists.stanford.edu 
Office: 650-497-8136

Definitions for Stanford Sublicensing Program

Co-ed – for both male and female students.

Enrolled – on the official University list of students taking courses for an academic term, with tuition fees charged on a student bill.

CARE team – the R&DE Community Access Response Enterprise team, which is available for lockout assistance after hours by calling 650-725-1602. You will need to present a Stanford ID or Government-issued ID to receive a key, and there will be a $75 charge for lockout assistance provided through the CARE team.

Housing Service Center - an information, service, and problem-resolution resource for any housing related issue for residents. There is one Housing Service Center associated with each housing option. Some Housing Service Centers serve more than one complex, and some complexes are split between two Housing Service Centers.

License – a legally binding contract between the University and a student, granting possession of a space in student housing for a specified period of time while the student remains eligible for housing. The student signs a Residence Agreement electronically when applying for housing and agrees to the terms of the Residence Agreement.

Licensee – a person holding a license (contract) for a space in University housing.

Matriculated – enrolled at a university in a degree program.

Graduate Life Dean - a trained professional who can advise residents about personal issues and assist with personal emergencies. When necessary, they also intervene directly in behavioral problems.

Stanford affiliate – a person with a formal connection to the university, whether short term or on-going. Examples include enrolled students, staff members, temporary staff workers employed by Stanford, visiting researchers, postdoctoral scholars, participants of on-campus conferences, etc.

Sublicense – 1) a license granted by a licensee that grants some or all of the rights (as to an apartment or bedroom) acquired under the original license (contract). 2) to license under a subcontract.

Sublicensee – a person to whom a sublicense is granted. In this case, a current Stanford affiliate who is not a minor or an undergraduate student.

Unauthorized Sublicense Agreement – a sublicense not approved and authorized by the Student Housing Sublicensing Office.

Unauthorized Sublicense Administrative Fee – an administrative fee of $450 for occupying a room or residence without prior Sublicense approval. This may be before a licensee’s contract begins, after a licensee’s contract ends, or during the contract by having unauthorized guests. In addition to the Unauthorized Sublicense Administrative Fee, a daily unauthorized housing fee of $225 will be charged until the licensee vacates the apartment or is able to have the Sublicense approved.

 

Housing Listing Resources

If you need to advertise a sublicense availability or are looking for housing in the Stanford area, these are some housing resources.

  • Places4Students* - Stanford’s rental listing partner
  • Craigslist.org - Has many listings. Look under SF bay area/peninsula
  • SUpost.com - n-line bulletin board. - Not run by Stanford
  • Trulia.com - Includes houses and apt. complexes, large and small
  • realestate.yahoo.com - Includes mostly large complexes
  • Apartments.com - Includes mostly large complexes
  • Rent.com - Includes mostly large complexes
  • Padmapper.com - map-based housing search site
  • Hotpads.com - map-based housing search site
  • Department and group distribution lists
  • Friends on Facebook and other social media sites

Graduate Housing Rates Chart

Be sure to understand the financial aspect of sublicensing. For current rates and billing information, please review the Graduate Housing Rates Chart.

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Unauthorized Sublicense Agreements

Unauthorized Sublicensing

All students in graduate housing who wish to sublicense their room or apartment while away from campus are required to follow certain procedures and to register the sublicense arrangement through Housing Assignments.  Any sublicense arrangement that has not been approved by Student Housing through Housing Assignments is considered to be unauthorized.  To have a sublicense arrangement approved, the license holder must submit to the Housing Assignments office a completed and signed Sublicense Agreement, proof of the sublicensee’s  Stanford affiliation and age, and any relevant addendums.  The documents should be submitted a minimum of two weeks prior to the beginning of the sublicense period.

Reasons for Requiring that Sublicense Agreements Be Approved*

  • Student Housing records all sublicense arrangements so that in the event of an emergency such as an earthquake, there is a record of who is staying in the apartment.
  • In the event that Student Housing needs to contact the students in a specific apartment due to a maintenance emergency, the contact information of each person living in each apartment is needed to send out notifications.
  • Housing at Stanford is a scarce commodity, and during the quarters with the highest demand (autumn and winter), access to sublicense arrangements within student housing is restricted to enrolled, matriculated graduate students. 

Consequences of Participating In an Unauthorized Sublicense Arrangement*

  • The unauthorized occupant may be required to vacate the apartment with little notice. In some cases, the person(s) may be required to vacate immediately.
  • The license holder will need to refund the unauthorized sublicensee any rent paid for dates after the new earlier move-out date.
  • The student license holder will be charged a $450 unauthorized sublicense administrative fee plus $175 per night unauthorized occupancy administrative fee until the unauthorized sublicensee has vacated the apartment and turned in the keys to the Housing Service Center.
  • Notes will be made in the housing record of the student license holder, indicating that he or she had participated in an unauthorized sublicense arrangement.  Any landlord references provided in the future will include this information.
  • Depending on the circumstances, the participants in the unauthorized sublicense arrangement may have all current and/or future housing privileges withdrawn.
  • Depending on the circumstances, the participants in the unauthorized sublicense arrangement may be subject to University discipline if the participants' actions are deemed to constitute a breach of the Fundamental Standard.

In some cases, the unauthorized sublicense arrangement may be vetted after the fact and approved retroactively.  However, in these instances the unauthorized occupancy charges are not reversed.

*These lists are examples only, and are not meant to be exhaustive.


 

fraud

Avoiding Fraud

  • On-line fraud is on the rise – particularly rental fraud.  The following are tips on avoiding this type of fraud.

  • Always request proof of Stanford affiliation and inspect it to be sure that it looks authentic.
  • Request to see photo ID.
  • Never send money to someone out of the area who contacts you about a sublicense arrangement.
  • Never wire money, send MoneyGrams, or send pre-paid debit cards to people with whom you are doing business online.
  • If someone sends you a cashier’s check or money order for payment, take it to your bank and request that they validate the check without depositing it.  The bank should run the check to see if the routing number is printed using magnetic ink, and should call in the routing number to see if the numbers are real.
  • Never provide information that could be used for identity theft, such as bank account information.
  • Be suspicious of emails with the following:
    • Many spelling, punctuation, and/or grammatical errors
    • Questions that show that the person did not carefully read your advertisement (asks questions that were answered in the listing)
    • A request to send you more than the amount owed and for you to send them the balance
    • Requests to use an online escrow company or third party to handle payments

Sublicensing for License Holders

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Sublicensing for Sublicensees

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Policies and Forms

(for License Holders & Sublicensees)

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Living in Sublicensed Housing

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Places4Students Sublet Advertisements

Stanford graduate student license holders may place free sublicense advertisements in the Student Sublet section of the Places4Students web site.

First, the student will need to register with Places4Students in the Stanford University section, using his or her Stanford email address as the user name (and as proof of Stanford affiliation).  Once the student has received an account password by email, he or she can return to the Places4Students web site to create a free Student Sublet advertisement, which will run for 28 days. Because not all Stanford affiliates are eligible to take a sublicense within graduate housing, certain verbiage must be included in the advertisement.