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Welcome to MIT and the Eastgate community. The Housing Office and your Building Manager provide this handbook to acquaint you with Eastgate, provide policy information, and answer any questions you may have. Carla Bengtson is the Manager of Eastgate. Her office is located in the lobby, and the telephone number is 253-7463. She is available from 7:30 AM to 4:00 PM, Monday through Friday. If you would like a tour of the building you must make an appointment. Working with the Manager are Joe Gobeo, Eastgate's maintenance mechanic, and two custodians. The Graduate Housing Office is located in building E19-429. The Assignment Coordinator for Graduate Housing can be reached at 253-5148 and is available to answer questions and to help solve any problems you may have. The Assistant Director for Graduate Housing can be reached at 253-0191. Please use this handbook as a reference. Any suggestions for improvements may be given to the Housing Office or the Building Manager. The policies, procedures and standards in this handbook are part of your license agreement for residency. Eastgate Community Association The ECA is the official government representing Eastgate to the MIT community and the Housing Office. The only way for this organization to be effective is to have active participation. Volunteers are welcome. Annual elections are held for officers and representatives, Working with an annual budget provided by the Housing Office, the ECA sponsors many social events for residents and children throughout the year, and it can provide new residents with much assistance and information. Please consult the lobby bulletin board for current ECA information. The Manager is assisted by a Graduate Coordinator who acts as a liaison between the residents, the Manager and the Graduate Housing Office. The Graduate Coordinators are responsible for welcoming new residents, development of the Community Association and for providing information to and from Student Life Programs, the Housing Office, and the Manager. The Coordinator also plans and executes social and educational programming. The name and telephone number of the current coordinator is posted in the lobby of the building or is available from the Manager or Student Life Programs. Do not hesitate to contact your coordinator with your questions, to volunteer to help, or to suggest ways of improving the quality of life at Eastgate. Division of Student Life (DSL) DSL represents the interest and welfare of both undergraduate and graduate students at MIT and is concerned with their growth both as individuals and as members of the academic community. It is the purpose of DSL to support and complement the academic program at MIT. DSL's departments are responsible for a broad spectrum of support for students including: residential life, dining, individual counseling, and conflict resolution. For information on DSL, it's services, and resources, please visit the DSL homepage.
International Students' Office This office is located in building 5-133, telephone 253-3795. The staff of this office offer a valuable resource to our international students. They can assist in a variety of areas, such as immigration questions, cultural adjustment, etc. Always feel free to contact them. Eastgate's large international population can provide you with the opportunity to learn about many cultures. Many of the families at Eastgate have children, and play groups and babysitting exchanges can be a good way to meet your neighbors. All residents are expected to have consideration and respect for fellow residents, and for building facilities and security. You are accountable for your behavior and that of your children and guests. If you have children, please remember that sound travels easily in the hallways, which should not be considered as play areas (there is an indoor playroom on the 29th floor for that purpose). If you have no children, please remember that Eastgate is a family building and that some noise from children is expected and must be tolerated. Before you move into Eastgate, see the Manager for instructions on operating the elevators. Since there will be other residents needing the elevators, do not hold the one you are using any longer than absolutely necessary. To unload trucks, use the rear entrance, on the Sloan parking lot. Please do not leave empty boxes in the corridors, trash room or stairwells. You must bring them down to the dumpster yourselves. Be sure to check your apartment condition carefully when you move in. The Manager will provide a form for you to register any defective areas. This "Apartment Condition Statement" must be completed and returned within two weeks. If it is not returned, the Manager will assume your apartment to be in good condition, and any damage not reported at this time may be charged to your security deposit account when you move out. You must also complete a repair slip to initiate any repairs needed. Your correct mailing address is Apt. #____, 60 Wadsworth Street, Cambridge, MA 02142. Do NOT include MIT in your mailing address; it will only slow delivery. Your U.S. Mailbox is located in the outer lobby. Interdepartmental mail will be delivered to your apartment door. Packages or return-receipt mail will not be accepted for you by the building manager or staff.
Residents receive two sets of apartment keys and one lounge key from the Manager which are NOT to be duplicated. Lost keys should be reported to the Manager, and replacement keys will be issued by the Manager upon receipt at the Housing Office of a $15.00 fee for each key, Altering or replacing present locks or installing additional locks is not allowed. To protect the security of the building, duplicate keys will not be issued for guests or sublets. Access to Eastgate is provided by the MIT Card, student and spouse ID card. Please visit the MIT Card Office in the basement of the Student Center to obtain this photo ID.
If you are locked out during office hours (7:30 AM to 4:00 PM, Monday through Friday), contact either the Manager or the Housing Office. At other times call Operations at 253-1500. You will not be admitted to an apartment or issued a key without proper identification. Occasionally, the internal air pressure of Eastgate may make it difficult for you to open your door from the outside. Before assuming that you have a lock problem, try pulling the door handle firmly toward you while turning the key. Bedroom and bathroom doors can be unlocked from the outside by inserting a screwdriver, key, nail file or knife into the slot in the doorknob and turning.
Your refrigerator should be cleaned inside and outside regularly. To avoid costly damage, do not use a sharp instrument to chip off accumulated frost. Please remember that the countertops are easily marred. Do all cutting on a cutting board, and avoid placing hot items directly on the counter. Your stove should be cleaned regularly to remove grease and food spills, and the oven should be cleaned periodically with one of the commercial oven cleaners available at the supermarket. Greasy stoves can be a fire hazard. Application of contact paper is not permitted, except on the bedroom set of drawers. The kitchen vent should be removed for cleaning periodically, to insure proper ventilation. Requests should be submitted on an online repair request. If your garbage disposal jams, please complete an online repair request. Disposable diapers, dental floss or other heavy paper or cloth items must not be flushed down the toilets. Since the floors are not waterproof it is most important to keep the shower curtain inside the bathtub when using the shower. Rubber or plastic bath mats should not be left in the bottom of the tub because this results in permanent staining. Please use the bathtub strainer provided to prevent clogging. The vent in the bathroom cannot be removed, but should be brushed free of dust. Please fill out an online repair request and the maintenance mechanics will remove and clean the vent if necessary.
Window Cleaning & Curtain Care See Eastgate Manager for Curtain Care instructions. Outside window cleaning is a very expensive project. Therefore, they are cleaned only once each year. Do not remove the screens or attempt to clean the outside of the windows yourself. There is a trash room on each floor of Eastgate. All trash should be enclosed in plastic trash bogs, and placed inside the barrels provided.
The MIT Housing Department has initiated a recycling program in the dormitories and apartment buildings on campus. Eastgate should have a recycling coordinator assigned to oversee the program, In order for this project to be successful, it is important to carefully follow the instructions posted in the collection area, located in the back hallway on the first floor. Presently, the program is limited to cans, glass, plastic containers and newspapers. Containers placed in recycling bins must be clean and deposited in the proper bins by type and color. If you are interested in recycling, volunteers to assist the program are welcome. Recycling does require a little extra time and effort from each resident and does not automatically occur. This program, originally initiated at the residents' request, is an effort to preserve natural resources and energy. Participate and make your contribution. It is all up to you!
If cockroaches or silverfish become a problem in your apartment, complete an online repair request immediately so that an extermination can be scheduled. You will be notified of the scheduled date and the preparation procedures fo follow. When an extermination program is scheduled for the entire building, you must provide access and prepare your apartment according to fhe instructions given. If your apartment is not readied at the scheduled time, there will be a charge for preparing it.
The MIT Plan to House New Graduate Students MIT campus housing resources are limited, so in order to accommodate as many new student families in campus housing as possible each year, assignments of first year graduate students to student family housing are limited to two years. At the end of this period, students who wish to continue residency must reapply and enter a lottery to establish a waiting list for renewable spaces within student family housing. Questions on your eligibility or on the policy should be referred to the Housing Office. MIT bills your House Fees through your student account billed regularly by the Bursar's Office. You will pay the House Fees billed on that account in accordance with its (the Bursar's Office) terms. if you are experiencing difficulty or have any questions on your rental account, contact the Graduate Housing Office. Rent is billed monthly by the Bursar's Office and all payments should be made according to their policies. A payroll deduction plan is available to residents receiving monthly paychecks from MIT. Rent would be deducted from the paycheck issued on the last day of each month to pay rent for the following month. To arrange this, complete the request form at the Graduate Housing Office. Energy costs, included in rent, are subject to wide fluctuation. Because of this uncertainty, these costs are reviewed in the spring. Occasionally an adjustment is indicated, either upward or downward. Residents will be notified of any adjustment in late Spring. MIT has established an Energy Conservation Program to reduce its energy consumption. There have been reductions in lighting and in the temperatures maintained in the buildings. We ask that you be aware of energy consumption and develop the habit of reducing your personal consumption when you have the opportunity. Turn off lights when you leave your apartment.
Pricing Policy for Graduate Student Housing House Fees (rental rates) are determined annually, and the new rates are effective September 1. As recommended in 1982 by the Administrative Housing Group, all graduate campus rents approximate 90% of the fair market value for the apartments or rooms (what they would be worth off campus). Any difference between these rates and the income needed to operate the buildings is allocated to the Capital Fund, which is used to increase the amount of graduate housing available. The renovation of Green Hall, Ashdown House, and Edgerton House was financed through this fund. Additional projects are forthcoming. State law requires all persons providing family day care to be registered with the State Office for Children. Providers must certify that they meet the basic requirements for operating a family day care home. Anyone who cares for non-related children (including your friends' child) in a private residence must be registered. IF YOU ARE CARING FOR EVEN ONE CHILD UNDER SFVEN YEARS OF AGE ON A REGULAR BASIS IN YOUR OWN HOME, YOU ARE DOING FAMILY DAY CARE. Persons caring for relatives, participating in an informal cooperative play group, or providing occasional care need not register. As a resident of Eastgate you may be required to participate in a scheduled Childcare Fire Drill. The MIT Family Resources Center offers assistance and training to family day care providers on campus, puts eligible providers and parents in touch with each other, and maintains contact with both providers and parents after arrangements are made. Please call the MIT Family Resources Center at 253-1592 for more information regarding family day care and for assistance in becoming a registered provider, or call the State Office for Children directly at 623-5096 to initiate the registration process. If anything in your apartment breaks down, you should inform the Manager by filling out an online repair request. When an emergency occurs after 4:00 PM or on a weekend or holiday, call Housing/Unit-12 at 253-1500. They will either send our evening supervisor, the Weekend Manager or a Facilities employee in response to the call. The building maintenance staff, the Manager and any designated Facilities employee has the right of entry into an apartment in response to a request for repairs or during an emergency. Housing Office personnel may inspect apartments in the interest of cleanliness and the general welfare of the community. In addition, the Manager may show occupied apartments to prospective tenants. Inspections will be made during regular business hours and, if possible, advance notice will be given. During Northeasterly rain storms, some apartments experience moderate flooding due to the force of the wind-driven rain. Report any leakage problems of this nature immediately and complete an online repair request to inform the Manager for follow-up. Water leaks can cause extensive damage and inconvenience if left unreported. Modification of Your Apartment The apartments are painted, as needed, each time there is a change of residents. Residents may not use or install additional heating equipment, window coverings, locks, or other window fixtures unless written permission from the Housing Office is first obtained. Pictures, mirrors, an decorations are to be hung from the wall using small picture hooks recommended by the Manager. Cellophane tape, adhesive tape, decals and such may not be used on the walls, doors or woodwork. Bookcases and other similar units may not be attached to the walls. Any changes to the basic structure of the apartment (such as additional locks, shelves, contact paper, nails and holes in the walls, or the installation of wall-to-wall carpeting) are done at your own risk. You will be billed for correcting any modifications, and repairing any damages. Correction of such modifications may be very expensive. The Housing Office is not responsible for damage to persons or property or loss of property because of theft, electric wiring, plumbing, water leakage, ice, snow, steam, explosion, fire, smoke or as a result of any other causes beyond the Housing Office's control. All property in the apartment or elsewhere is at the sole risk of the resident. If you wish to protect yourself from the possibility of such losses, you must contract privately to obtain appropriate insurance coverage.
It is important to note that we may not always have a vacancy in the buildings to coincide with the schedules outlined above. All efforts will be made to accommodate transfer applicants, but our ability is limited to the number of apartments vacated at any given time. Vacated apartments will be distributed equally between the transfer applicants and new residents. The final decision on allocation of all vacancies in Eastgate and Westgate rests with the Graduate Housing Office. Procedures:
Please visit the Graduate Housing Office in E19-429 to complete the transfer request and to make payment of the $100.00 application fee.
Residents who are planning to leave for the summer or during IAP only may sublet their apartments to persons affiliated with MIT (students, staff and faculty). Sublease forms must be completed by both the resident and sublessee, and the eligibility of the sublessee must be verified by Housing Office staff. Sublease forms are availavble here: http://web.mit.edu/housing/grad/sublet/index.html The Housing Office must be notified of all sublets. Failure to do so will result in the eviction of the sublessee and could result in the loss of the resident's on-campus housing privileges. Receiving an assignment and subletting it to another person prior to taking occupancy is not permitted. Even though an apartment is sublet, the resident remains responsible for the rent and the condition of the apartment. All financial arrangements and the issuance of keys are to be made between the resident and the sublessee. The information on the availability of your sublet may be kept on file at the Housing Office in case there are inquiries by other members of the MIT community. You may also list your sublet with our Off-Campus Housing Service, which may be reached at 253-1493. For additional information regarding sublicensing policies and procedures please see the following pages of the Graduate Housing Guide: http://web.mit.edu/housing/grad/ghg/beingthere.html#sublicense
If anything in your apartment breaks down, complete an online repair request. When an emergency occurs after 4:00 PM call Housing/Unit-12 at 253-1500. They will either send our Evening Supervisor, the Weekend Manager or a Physical Plant person in response to the call. The building maintenance staff, the Manager and any designated Physical Plant employee has the right of entry into an apartment in response to a request for repairs or during an emergency. In compliance with Massachusetts state law, your apartment will be heated to 68F during the daytime in the winter season, and 64F during the evening hours. If you have a problem with your heating system, fill out an online repair request; do not attempt to adjust any valves yourself. If you have a heating problem after business hours or on weekends, call Housing/Unit-12 at 253-1500, and they will send someone to your apartment. In addition, be sure to complete an online repair request so that the Manager will know there was a problem. It is very important to leave the heating valves on, and to close all the windows when leaving your apartment for any length of time during the heating season. Any reduction of heat may lead to frozen, bursting pipes and severe flooding problems. Residents are responsible for purchasing/installing their own air conditioners. The maintenance mechanic does not remove/install air conditioners. There is a wall opening in each apartment for installation of an air conditioner, and a separate electrical outlet. Very few air conditioner models fit the requirements of Eastgate apartments; you must consult the Manager for specifications and installation instructions before you purchase one. At the end of the summer, all panels and insulation removed from the air conditioner sleeve must be replaced once your air conditioner has been removed so that heating pipes will not freeze or burst during the winter. Apartments on the second floor are not constructed with the wall opening. Because the modifications required to accommodate air conditioners are extreme, installation is not permitted.
MIT Cable Television is available in all apartments in Eastgate. The outlet can be found in the living room. MIT Cable Television provides free basic cable service with more than 50 channels. A digital cable subscription service that includes premium channels is also available. More information about MIT Cable Television and programming can be found at http://web.mit.edu/mitcable. To connect to the cable outlet, simply connect a standard television coax cable between the television jack in your apartment and your television set. Television cable is available from the MIT Cable Television office, Room 9-050, for a nominal charge. Please call the office at x3-7431 or x3-9383 before stopping by to purchase cables. To program your television set to receive all channels, make sure that the INPUT or TUNING menu is set to CABLE (or CABLE STD if there is more than one CABLE setting). To see a list of channels available, go to http://web.mit.edu/mitcable/channels.html. Television cable is delicate and should not be placed under furniture or pulled tightly around sharp corners. Any tampering with the cable television outlet in your apartment may affect reception in other apartments as well as your own and may result in a charge for troubleshooting and repair. If you are experiencing any reception problems or difficulties or have any questions on the system, please use the Service Request form at http://www.fallsearth.com/campus/2139/service.cfm.
The laundry room is located on the north side of the roof floor, and offers coin-operated washers and dryers, tables for sorting and folding your laundry, and a rack for hanging clothes. Please be careful not to overload the machines. If you overload a washer, your clothes will not get very clean, the machine may overflow, and the extra weight may break the belt that runs the agitator. If a washer overflows please mop up the water immediately and notify the Manager to prevent damage to the apartments below. If you find a machine that is not working, please leave a repair slip and the repair service will be notified. Also, as a courtesy to other residents, leave a note on the disabled machine. These facilities are provided for Eastgate residents only. If you see someone who is not a resident of Eastgate using the machines, you have the right to ask them to leave, or report them to the Manager or Campus Police. There have been several instances of theft from both washers and dryers; you should plan to stay with your laundry while it is in the machines to prevent such thefts. Washing machines or portable dishwashers are not permitted in the apartments. The drainage capacity is not sufficient to handle large volumes of sudsy water from individual apartments. This type of drainage has been found to create a blockage which causes sewage to flood the first floor. Such flooding poses a serious health and safety hazard. Eastgate is equipped with a laundry facility intended for all residents. This facility is on a separate, large capacity drainage system. Should another first floor flood occur and be traced to the use of an apartment washing machine, fines will be assessed as follows:
There are three common rooms for residents on the top floor of Eastgate. The main lounge, on the south side of the floor, is equipped with a stereo system, a piano, a refrigerator, hot and cold water, and beautiful view of the Charles River and downtown Boston. Residents are welcome to use it for reading, listening to the stereo, playing the piano or just taking in the view, The piano is kept locked, but keys are available on a long-term basis from the ECA President. Parties and organized meetings in the lounge are allowed, but reservations must be made with the Graduate Coordinator. Children are not permitted to play in this room unattended. A children's playroom is located on the east side of the roof floor. An indoor climbing tower with a slide and various other toys and furnishings have been provided by the ECA. When in the playroom, children should be supervised by an adult at all times - unsupervised children may be injured or caught alone in a fire alarm. Please do not remove the toys or furnishings. A small study is located on the west side of the roof floor. This room is intended for quiet study, and is to be used only by adults. It is not available for private parties. Because these rooms get considerable use, they show the lack of proper care quickly. Please treat the rooms and their furnishings with respect. The playground, located behind Eastgate, is fitted with play equipment that is safety-approved and designed for all age groups. Children using the Playground should be supervised by a responsible adult at all times. The Technology Children's Center (TCC), which occupies Eastgate's plaza floor, uses the playground twice a day for each of its three classes. They have a large supply of toys which they are happy to share with any children who are outside at the time. Because these toys must be locked up when the TCC children go inside, it is a good idea to take your own toys outside as well. The TCC is anxious to cooperate with other Eastgate residents; if you have any problems concerning their children, please feel free to speak to one of their teachers or to the director, Marcy Lieberman.
There is a common storage room on the ground floor of Eastgate which is only accessible through the Manager or Coordinator. All items stored here must be labeled indicating the owners name, apartment number and the date the item was stored. A notice on the storage door explains what items may be stored inside; any unsuitable items may be removed without notice and discarded. Combustible or hazardous materials may not be stored at Eastgate. The Housing Office is not responsible for damage or loss of any personal belongings. All halls, corridors, stairs, landings, and sidewalks must be kept free of any articles or property or activity which may interfere with these areas as entrance or exit passageways. The Manager has the right to remove and dispose of any such obstructions. There are racks available in the Penthouse and underneath the Hermann Building for bicycle storage. Because of the high incidence of bicycle theft in the Cambridge area, you will want to purchase a secure lock for your bicycle. For safety reasons, bikes may not be stored in hallways or in the trashrooms. Contact Campus Police for information on bicycle security. Continuing Renewable
Student Residents New First Year
Student Residents First Year Renewal
Residents/Second Year Residents wishing to remain in on-campus Graduate Housing beyond August 15th should participate in the March 1st housing lottery. All residents will be notified of this lottery and sent an application. Questions regarding this lottery should be directed to the Graduate Housing Office at 253-5148. If you are graduating or making any changes in your student or family status, and have any questions about how long you are eligible to remain in your apartment, please contact the Housing Office. Responsibilities of Departing Residents Before you leave, you should arrange for the Manager to inspect your apartment to avoid any disagreements over damage or cleaning charges. The Graduate Housing Office or the building manager will provide written guidelines on preparing your apartment for this inspection. You must notify the Graduate Housing Office, the Bursar's Office and the United States Postal Service of your forwarding address before your departure. The Housing Office reserves the right to dispose of any personal property belonging to or used by the resident remaining and found in the apartment, storage rooms, or other areas of the building after the termination date of the license agreement, unless prior written arrangements have been made with the Manager. |
