Graduate Housing Guide

Part Three: Being Human

Room and Transfer Questions

Can I have a pet in my room/apartment?

No pets are allowed in graduate housing, unless it is a service dog.

If you do have a service animal that you would like with you during your on-campus residence or if you are contemplating acquiring one, please complete the following form:

Please include a brief explanation of your needs, and then fax or mail us a letter from your doctor supporting your need for a service animal.   The doctor's letter must be on letterhead and contain the contact information for your physician. Documentation is extremely important, and we cannot consider your request without it.

Your request and documentation are reviewed by a committee at MIT Medical. This committee will approve or deny the medical request.

Can I smoke in my room/building?

All of MIT's residence halls are non-smoking, and this policy is very strictly enforced. Violating the policy (smoking in your room, on the roof deck, anywhere on the property etc) will result in the loss of your housing. In the past two years, several students have had to move out of on-campus housing because they did not follow the policy.

Many of our students are surprised to find that in Boston and Cambridge, there is no smoking in the bars, clubs, restaurants...or residence halls.

You can still smoke in some areas outside your building, but keep in mind that in January, February and even March, most days are under 20F (-6C) with a wind chill of that goes well below 0F (-17C) and there is usually plenty of snow.

If you are a heavy smoker, you may wish to think carefully about whether the on-campus environment will be the right one for you.

I have a problem with my roommate.

Try talking to your RA or house government representative on your floor. Sometimes just letting off steam helps. Sometimes a little intervention helps.

If this doesn't help, go to your House Masters. They are an experienced and terrific resource.

If you can't resolve the issue or simply want to live in another room, come in and fill out an in-house transfer request.

Don't let the situation grow and grow until it's unsolvable -- we will try to help however possible.

I have a problem with my room.

If it is a mechanical issue, like heat or water, start by filling in a repair slip online.

If this doesn't fix the problem, contact your building manager directly.

If the problem is not resolved, or it is a bigger issue, like construction noise, please contact the Housing Office.

What if I see a mouse in the building?

If you see mice or cockroaches, tell the building manager immediately. Although the buildings have regular extermination schedules, the manager will take further measures if there is still a rodent/bug problem.

And as always, put garbage in the trash cans, make sure food is in sealed containers and keep kitchen areas clean. For more information on MIT and pest control, go here.

I'm concerned about bedbugs. What do I need to know?

Because of the growing nuisance of bedbugs in the United States, MIT Housing has prepared a policy on bedbugs. For more information, please go to http://web.mit.edu/housing/bedbugs.html.

Other online resources for used items are MIT's reuse mailing list and http://www.craigslist.com.

Also, keep in mind that many people sell their furniture at the end of the summer, so you may pick up some cheap bargains. The Office is happy to give you the current resident's email if you want to ask if they have any furniture to sell.

Central Square, one stop away on the Red Line, has many stores with used and new furniture as well as kitchen supplies.

I want to take furniture out of my room.

I want to live in another room.

Ashdown and Green residents have a room assignment lottery run by a committee of students. Assignments are made based on seniority points. For more information, go to the house websites: Green Hall and Ashdown House.

I want to live in another building.

These assignments depend on who else is looking to transfer out of their building. Applications are available online in November. We can't always offer everyone a transfer, but if you are assigned you must move, or you will lose your housing.

When you move, you take your assignment status with you. So, if you have a continuing assignment in Edgerton, you will have a continuing assignment when you move to SP.

if you have a new assignment in Edgerton, you will have a new assignment when you move to SP.

However, if you transfer to Tang or the Warehouse, your assignment will end according to their license agreements. All Warehouse transfers end May 31st, and all Tang transfers end August 15th.

Please note: you cannot transfer from Single to Family because we have a tiny number of vacancies in Family. All Family assignments are made through the Allocation Process.

What are the Overnight Guest Policies?

Warehouse Overnight Guest Policy

Ashdown Overnight Guest Policy

Sidney Pacific Overnight Guest Policy

Edgerton Overnight Guest Policy

I live in Family housing and we're having a baby. We need more space!

Below is a very brief summary of who may transfer in Family housing.

Efficiency to One Bedroom Two students in an efficiency can apply for a one bedroom after 6 months of residency. Couples in an efficiency can apply for a one bedroom after 12 months of residency. Couples expecting a baby in an efficiency can apply at any time, but the transfer will happen one to three months prior to the birth.

Center One Bedroom to Corner One Bedroom Residents must have a child who is at least six months old, and they must have lived in their current assignment for at least six months.

One Bedroom to Two Bedroom Residents must have a child who is at least six months old, and they must have lived in their current assignment for at least six months.

Terminating, Billing, Change of Status and Eligibility Questions

I am moving out. How long will I be responsible for rent?

• You graduate.
• You go on medical leave.
• You withdraw.
• You have a change of family status.
• You go on a department-required internship.
• You go non-resident

Residents may only terminate their housing for the last day of the month in which they are moving out (exception: the special June termination date for graduating students).  For instance, if you want to move out in December, you must submit a termination form no later than December 1st (30 days advance notice).  If you are actually moving out December 16th, you will still be billed for the entire month, even if your termination form is received before November 16th.

If you terminate for one of the approved reasons, the full month of rent still applies and your billing will end on the last day of the month in which you move out. 

If you do not terminate for an approved reason, you will continue to be billed indefinitely from the last day of the month until a new resident can move in and take over payment.  An internal transfer does not count.  The replacement must come in from off-campus to fill the vacancy created by your departure.  The office will try to assign your space as quickly as possible, but there is no guarantee the room will be filled immediately.  Please know that you risk owing rent for the entire term of your license agreement if the vacancy is not filled.  It may be cheaper to transfer within the building, or transfer to another building via the building-to-building transfer lottery in December, than pay two rents and a possible termination fee.

The termination fee applies to any resident who terminates for any reason – approved or unapproved - during the first two months of a semester.  Fee months are September, October, February, March, June, or July (exception: the special June termination date for graduating students).  The fee is the equivalent of one month of rent.  This fee is not rent.  It will be assessed in addition to the rent charges explained above.

I am graduating. What's the latest date I can stay in the apartment?

Please note: you must be registered during the semester in order to stay for the rest of that semester. Even if you graduate September 15, you will need to be out by August if you registration status ended then. The same goes for the spring. People whose registration ends January 31st cannot stay in the apartment for the spring term, even if they actually graduate in February.

I need a rent reference.

My spouse no longer lives here.

If there is a change of status, please inform us right away and if possible we will try to accommodate you on-campus in single housing.

If you prefer to live off-campus, the regular termination policies apply. Please read the Getting Out portion of this guide for details.

My spouse will be coming to live here.

If you live in Single Housing and change your status from single to family, it is possible to terminate your assignment early. Depending on when you want to move out, additional rent responsibility and fees may apply. Please read the Getting Out post ion of this guide for details.

You can also apply for Family Housing through the allocation or waiting list, depending on the time of year. Please note that Family Housing is extremely limited and a transfer directly from Single Housing at the time you request is highly unlikely.

I want to move out to move in with my significant other.

I am withdrawing/ taking medical leave.

Unfortunately, you will no longer be eligible for housing. Depending on the time of year, additional rent responsibility and fees may apply. Please read the Getting Out post ion of this guide for details.

Please contact the Graduate Housing Office as soon as you know you are leaving in order to determine what policies apply to you.

What happens if I go on medical leave?

You must be a full-time registered graduate student to retain your housing.

If you go on medical leave, you are no longer eligible to remain in housing. You will need to give 30 days notice and fill out a termination form online. You must also provide a letter or email from your doctor, the Dean or your department to verify that you are going on medical leave.

We do registration checks throughout the year, but it is your responsibility to inform the Office that you are going on medical leave, and give your 30 days notice.

It very important that you alert us to the change in your status, because if we find you are not registered and you have not contacted us, we will give you thirty days notice and rent your room to another student.

Can I keep my housing if I will be here while I'm on medical leave?

If you plan on returning the following semester, you may petition to remain in your room.

You must show that you have a medical reason to remain in the room by providing a letter from your doctor or a counseling dean. This letter must clearly state your medical need and provide support for the your need to retain your housing. This documentation is reviewed by a committee at MIT Medical and they will decide if there is a medical need for an exception.

If you petition, it must be done early and promptly.

If you are granted the petition, you must live there full-time. There is NO subletting, and the apartment cannot be left empty.

If you do not register for the following semester, you will not be able to retain your housing assignment.

If you have any questions regarding this policy or your situation, please contact the Graduate Housing Office at graduatehousing@mit.edu

I am going Non-Resident.

I am going to Woods Hole, or taking a semester away to do an internship.

I have a problem with my WEBSIS address.

Your address in WEBSIS is created by our billing system. As long as you are being billed, you address will appear. Spouses will need to enter their address in the temporary field.

If you move out, you will be able to change your address after the billing has ended. So if you move out May 31st, you can update your address June 1st.

However, if you move out with fewer than 30 days notice, we will continue to bill you until your rent responsibility ends, and you will only be able to update your address when your rent responsibility ends. During this time, enter your new address in the temporary field.

Extensions and Exceptions

My housing expires August 15, but I will be finished in December. Can I have an extension?

Unfortunately, there are no one semester extensions for Family housing.

Extensions are assigned on a first-come first-serve basis. To apply, you need to bring in a letter from your professor or advisor confirming you will have completed all your work by the end of IAP.

We will accept letters for extensions from March 1st to April 15th. If you are granted an extension, we will remove your application from the allocation process.

If you have any questions, please contact the Office.

I live on campus and expire August 15, but I think I have a medical reason to stay on campus. How do I ask for a medical exception?

To apply, you must send the Housing Office an email with a brief explanation of your needs (or use this form), and then fax or mail us a letter from your doctor. This letter must be on letterhead and contain the contact information for your physician. Documentation is extremely important, and we cannot consider your request without it.

Your request and documentation are reviewed by a committee of doctors at MIT Medical. This committee will approve or deny the medical request. The building assignment will be made at the discretion of the committee and the Housing Office.

Please be sure to ask early if you think you may need special accommodation!

I got an email saying I expire in August but I have been assigned through two lotteries! I thought that meant I was Continuing?

So, it's entirely possible you were assigned to housing through the New Allocation, moved out in August, and then got a Spring Assignment for 18 months and now that has expired.

The only way to get Continuing Housing is through the Continuing Allocation.

If you are unsure of your assignment status, please ask us.

I'm graduating but I will be working at MIT as a post-doc. Can I stay in my housing?

Whether or not you can stay in your current assignment depends on if we assign the room through the Allocation. If your room is assigned through the Allocation but we have available vacancies elsewhere, then we may be able to keep you on-campus, but you will not be able to stay in your old room.

Most of our spring semester post-docs end up in Ashdown and Tang, but occasionally we have room in the other buildings.

Parking, Food, Family and Assorted Questions

I need parking.

You are assigned a parking sticker for the lot at your building. You cannot be assigned to a different lot. There are no exceptions to this policy, except at Ashdown, where some spaces closer to the building are assigned by the house committee.

Your ID will provide you access to the parking lot.

Students with children at Eastgate can apply for a "family" permit which gives you closer access to the building. When you submit your parking application, please call or email the Graduate Housing Office (617-253-5148, graduatehousing@mit.edu) immediately so that we can notify the Parking Office about your need for a special permit. Westgate lowrise residents will be assigned spaces closer to their buildings.

Can I get a food plan?

Although Emeril might be excited about this, he probably isn't spending 20 hours a day in a laboratory, either. If you would prefer to purchase your meals at the dining halls or Student Center, you can get a meal plan. More information is available at http://web.mit.edu/dining/mealplans/. Bon appetit!

I need proof that I (or my spouse or child) live in my building for INS, to get a credit card, a driver's license, etc.

The Office will write a proof of residency letter on MIT letterhead. This is usually accepted by INS, credit cards companies, and local schools.

If you are trying to get a driver's license, please let us know, and provide us with your date of birth, when you request a letter. The Registry of Motor Vehicles will only accept a proof of residency letter if your date of birth is included on it. If you live in Family Housing and require a letter for your spouse or partner, do not forget to include their date of birth as well. The Registry will also accept a phone bill (your cell phone or long-distance bill) that shows your on-campus address on it.

For parents enrolling their child in a Cambridge school, the Family Coordinator in the Office or the building manager can sign documentation to verify residency if the school system has a form for you to submit. If they do not provide you with a form, please contact the Graduate Housing Office (617-253-5148, graduatehousing@mit.edu) to request a proof of residency letter.

Spouses, Kids and Schools

MIT has many resources for you to use. For school information, childcare on campus, summer camp and support groups, go to http://web.mit.edu/hr/worklife/.

Another useful site is http://web.mit.edu/medical/spousesandpartners/. Check it out for family programs, language exchange, events and more.

Eastgate and Westgate have house governments to help you. To contact the officers, go to their web pages: Eastgate and Westgate.

We hope you and your family both have a wonderful MIT experience!