- Residence in the Hall is primarily for matriculated predoctoral students registered full-time in a degree program at the Harvard Medical School, the School of Dental Medicine, or the Division of Medical Sciences. Non-matriculated Visiting Scholars of the Medical School and full-time students who are registered in degree programs at other Harvard Schools are also eligible if space is available.
- Priority in residence in Vanderbilt Hall is given to first and second year students in the degree programs identified above. Residence in the Hall for students after their second year is subject to availability, and students may be asked to seek other accommodations after their second or any subsequent year of residence to allow space for incoming students. Students asked to relocate will be notified by April 30th and will be expected to vacate on or before August 10th. As a general rule, students who have been in residence longest will be the first asked to relocate.
- Students who have not been offered the renewal of a housing contract may petition the Vanderbilt Hall Facility Coordinator to extend their housing contract. An ad hoc Appeals Committee will review all petitions and, in compelling circumstances, may make exceptions to the occupancy policy. The decision of the Appeals Committee, which shall be in its sole discretion, shall be final.
The student contract term is based on the academic year of first year Medical School students in the Cannon, Castle, Holmes, and Peabody Societies. Students whose academic year will terminate prior to the conclusion of this standard contract term may shorten the Spring term of their contract, by providing written notice to the Vanderbilt Hall Business Office delivered no later than March 1st. A pro rata reduction will be made to such students' room license fees.
The Business Office also reserves the right to amend graduating student's contracts to terminate two days after graduation, with a pro rata reduction of the room license fees. Should this occur, graduating students will be notified of the change by March 1st.
Amended contracts are binding and may not be changed again by the student. Separate contracts may be arranged for all or part of the summer, depending on the student's housing needs and the availability of rooms.
The University's contract with the resident is not a lease. It is a Room License Contract permitting the resident to occupy a room in Vanderbilt Hall on the terms and conditions set forth herein. Residents shall have no interest or estate in realty arising from this contract. The University reserves the right to assign the resident to occupancy in another room for any cause deemed appropriate by the University.
If a returning student opts to renew a contract, the student will be informed of any scheduled maintenance or repairs to be done to the assigned room prior to signing the contract. If a student signs a Room License Contract for a room known to be scheduled for maintenance or repairs within the term of the contract, and is thereafter temporarily required to relocate to another room for purposes of said maintenance or repairs, the student will be responsible for any charges that are associated with the temporary move--including but not limited to: the removal and installation of student-owned air conditioners, and any telephone installation or service charges.
All residents of Vanderbilt Hall shall conduct themselves in a manner that respects the rights of others living and working in the Hall. Conduct that , in the University's judgment, infringes the rights of others to peacefully live and work within the Hall may result in the termination of the Room License Contract, which will require the offending individual to vacate Vanderbilt Hall. residents shall respect the person and property of others and their rights to privacy, to freedom from unreasonable noise, interference and disruption in their daily activities, and to the freedom from fear of physical or emotional harm. The harassment of others residing or working within Vanderbilt Hall for any reason including harassment based on race, sex, sexual orientation, religion, age, national or ethnic origin, political beliefs, veteran status or disability, shall be grounds for termination of the Room License Contract.
The University may require a resident to vacate a room upon written notice if:
- The resident fails to pay the room license fee or other charges when due;
- The resident ceases to be a full-time student enrolled in a degree program, or takes a leave of absence;
- The University concludes that the resident has given false information in connection with his/her application for occupancy in the Residence Hall; or
- The resident fails to adhere to the terms and conditions of occupancy or any rules and regulations of the Residence Hall.
No resident has the right to sublet or assign his or her space in the
Residence Hall or to share the space with another person.
At the end of the term (or sooner if the room contract is canceled by the resident or the University) each resident must:
- Remove all belongings from the resident's bedroom, student storage, the student kitchens, bathrooms, the courtyard, and any other common area at the time of vacating. Items left behind in the bedroom or the corridors will be considered abandoned and discarded or donated to charity.
- Lock the room and return all keys immediately to the Business Office or to the Vanderbilt Hall Security Officer.
- Vacate the premises on the agreed date and time to vacate.
- Notify the University of a desire to have mail forwarded by logging on to the Harvard Student Mail Forwarding web site at: http://www.uos.harvard.edu to update the resident's address. Questions regarding mail forwarding should be directed to the Student Mail Forwarding Office at 617-496-4290. Visiting scholars who wish to have their mail forwarded but do not have a Harvard Student ID must contact the Vanderbilt Hall Business Office at 617-432-1629. Harvard Medical and Dental students must also provide their new addresses to their registrars.
The University is not liable for any loss of, or damage to, any personal
property located in the Residence Hall. The University strongly advises
all residents to obtain appropriate insurance for their personal property.
CSI is the preferred vendor for Harvard students to secure insurance coverage for their personal belongings.
Incoming students must submit a room reservation fee when applying for
a room. This fee will be applied as a credit to the student's term bill
upon vacancy of the room. IF A STUDENT CANCELS A CONTRACT AT ANY TIME,
THE RESERVATION FEE WILL BE RETAINED. (See the "cancellation of contract"
section of this document.)
Room license fees are charged twice annually (in August for the fall
term and in December for the spring term) on Harvard student term bills
for matriculated students.
Cancellation of Contract Procedure and Fee
Residents may cancel contracts ONLY by adherence to ALL the conditions
listed below:
- Provision of 60 days prior written notice to the Business Office. Please note that students will be responsible for their room license fee until the conclusion of such 60-day period.
- Forfeiture of the room reservation fee. Please note that this penalty applies even if a student withdraws or is asked to leave the Residence Hall or the School.
- Payment of an additional $250 fee if a contract is cancelled between June 30 and September 30. Students have the right to petition the Vanderbilt Hall Facility Coordinator to waive this additional fee. An ad hoc Appeals Committee will review all petitions and, in compelling circumstances, may make exceptions. The decision of the Appeals Committee, which shall be in its sole discretion, shall be final.
Residents are financially responsible for the condition of their rooms and for loss or damage arising out of their actions or neglect. Residents will not be assessed a separate deposit for damages but rather will be billed separately on their term bill, or by invoice, for the assessed value of damage to furniture, carpets, doors, finishes, or common spaces of the Residence Hall, beyond normal wear and tear, as identified by inspection. When decorating rooms, residents should not attach anything to the walls or to other surfaces in a way that may cause damage or leaves marks. Residents should use molding hooks, wall mounting tabs (e.g., 3M), or an adhesive gum (e.g., Hold-it). Residents are advised that the use of any other method (tape, tacks, nails, hooks, etc.) may result in a damage charge on the term bill. Existing damage to a bedroom must be reported in writing to the Business Office within two weeks of taking occupancy of a room. Any unreported damages will be deemed the responsibility of the resident of the room who will be term-billed for the cost of any repairs. Charges will also be assessed if, upon inspection, any of the following conditions apply:
- University property has been removed from the room;
- The resident's belongings have not been removed from the room and Student Storage by the end of the contract period;
- The room has not been cleaned properly;
- The room key has not been officially turned in to the Business Office or to the Vanderbilt Hall Security Officer;
- If there is damage from appliances (air conditioners, ceiling lights/fans, and the like) that were installed by anyone other than authorized maintenance personnel.
Fire Safety Regulations and Emergency Procedures
Fire Safety Regulations
- All rooms are equipped with smoke detectors and sprinklers. Any abuse of, or tampering with, sprinkler heads, fire alarms or the extinguisher system is strictly forbidden. PLEASE NOTE THE FOLLOWING STATUTE: Massachusetts General Laws, Chapter 269, Section 13: "False alarms of fire. Whoever, without reasonable cause, by outcry or the ringing of bells, or otherwise, makes or circulates or causes to be made or circulated a false alarm of fire shall be punished by a fine of not less than $100 nor more than $500, or by imprisonment in a jail or house of correction for not more than one year."
- All extinguishers must remain on the walls in designated spaces.
- RESIDENTS MUST COMPLETELY EVACUATE THE BUILDING ANYTIME THE FIRE ALARM SOUNDS. RESIDENTS SHALL BE REQUIRED TO INDEMNIFY THE UNIVERSITY FOR FINANCIAL PENALTIES IMPOSED AS A RESULT OF THEIR VIOLATIONS OF THIS REGULATION.
- Corridor and stairwell fire doors, as well as all emergency exit doors may not be blocked on either side by furniture or obstructions of any kind.
- Fire escapes are intended only for use in a fire; any other uses are prohibited.
- Hydraulic door closers in student bedrooms may not be disconnected or removed by order of the Boston Fire Department.
- Residents should familiarize themselves with the emergency evacuation routes posted throughout the building.
Emergency Procedures
If You Find a Fire:
If the Fire Alarm Sounds While You Are In Your Room:
- Pull the emergency alarm lever to sound the alarm.
- If there is time, knock on your neighbors' doors to alert them.
- Proceed to the nearest stairway, and exit the building immediately.
- Do not try to extinguish the fire. Use common sense. Your safety is more important than property.
Feel the door:
- If it is hot, do not open it. Stay in your room. Put a towel or blanket (preferably wet) under the door to keep the smoke out. If your telephone works, call the Harvard Police at 617-432-1212 to let them know where you are. Attract attention to yourself. Open the window if possible and hang a sheet or something bright out the window.
- If the door is not hot, open it slowly as smoke and gases are deadly.
a) If smoke and heat have filled the hallway, close the door, stay in your room, and wait for help.b) If you can safely leave your room, close the windows and the door.
c) Take your key and leave by the nearest clear exit stairway. Never use the elevator during an emergency evacuation as it may deliver you to the floor where the fire is actually located, fill with smoke and asphyxiate you, or stall in the event of a power failure.
d) FAILURE TO LEAVE THE BUILDING WHEN AN ALARM SOUNDS, UNLESS THERE ARE SAFETY REASONS FOR NOT DOING SO, IS A PUNISHABLE OFFENSE.
e) If you encounter smoke on your way out, stay low and crawl if necessary. Breathable air is close to the floor. Cover your nose and mouth with a wet towel or handkerchief if possible.
f) Proceed through entry A (or the archway gate, which is the alternate exit) to the front of the building on Avenue Louis Pasteur. This is the Designated Meeting Site. Check in with your Safety Monitor so that you can be accounted for. Do not attempt to reenter the building until the Fire Department gives permission to do so.
Harvard University Police and Emergencies
The Harvard University police are available 24 hours a day and can be reached by calling 617-432-1212. The Police must be contacted for all emergencies involving life threatening situations, bodily harm, crimes in progress, disturbances, unwanted guests, and suspicious persons.
If an emergency telephone call is received for you at the Business Office during office hours, every effort will be made to contact you immediately. Please notify the Business Office of any changes to your permanent phone home address and/or telephone number for emergency contact purposes.
Obscene or Harassing Telephone Calls
The placement of an obscene or harassing telephone call is a criminal offense, punishable to the full extent of the law in the courts. It is treated as a serious disciplinary issue within the University. Students should call Harvard University Police, 617-432-1212, immediately if they receive such a call.
Notices and Email Notifications
Building-related notices and announcements will be posted on the student
kitchen bulletin boards. Vanderbilt residents are also expected to check
their University email accounts regularly for important Vanderbilt Hall
related announcements and notifications. Non-Medical and Dental students
are required to provide the Vanderbilt Business office with their email
addresses.
The resident agrees to comply with state law, city ordinance and University
policy with regard to the possession or use of fermented malt beverages
(3.2 beer), intoxicating liquors and illegal drugs and agrees that his/her
room shall not be used for any purpose contrary to such laws, ordinances
or University policy.
Bulletin boards are provided throughout the building. DO NOT POST ON PAINTED SURFACES OR GLASS. Please check with the Business Office before hanging signs, posters, banners or setting up displays or easels in the Vanderbilt lobby.
Each room is furnished by the University with one single bed (36" X 80"), one bureau, one desk, one bookcase, and one desk chair. The rooms do not contain a desk lamp or a mirror. Students are required to provide their own bed sheets, pillowcases, pillows, blankets, towels and other personal toiletries. Residents must maintain their personal furnishings in a decent state of repair, and remove them from the premises at the time of vacating. Any furnishings that might cause a fire hazard or injury to the cleaning staff must be removed upon request. Waterbeds are prohibited.
All furniture is to remain in specific areas of Vanderbilt Hall. Bedroom furniture may not be removed from its assigned
bedroom or to the storage room. Vanderbilt Hall does not have adequate storage space for any item other than in the specific room to which it is assigned. University furnishings for common areas
of the Residence Hall may not be moved or removed for a resident's personal use.
The Business Office will remove such furnishings from a resident's room
when found and will assess the resident the cost of removing the articles.
All furniture inquiries should be directed to the Business Office, 617-432-1629.
All residents in Vanderbilt Hall are urged to be especially mindful
of energy consumption, as energy costs are a significant portion of annual
room fees. Windows should be closed during cold weather and lights turned
off when a room is unoccupied. When a room is to be vacant for 24 hours
or more, the switch on the fan coil unit should be turned off or set to
the low position. Bedrooms that are unusually hot or cold should be brought
to the immediate attention of the Business Office (617-432-1629) so that necessary
repairs may be made.
Residents may NOT paint their own rooms.
Pets are not permitted in the Residence Hall.
Fire places may not be used. All fireplaces in the building are inoperable
and are covered over at the chimney.
Residents may only store bicycles in their rooms or in one of the many bicycle storage racks or cages located throughout campus (see map, http://parking.med.harvard.edu/PDFs/Maps/HMSBikeRacks.pdf). The bicycle storage cage closest to Vanderbilt Hall is located between Vanderbilt Hall and the New Research Building.
Students may register for bicycle cage access at the Parking Office or online at http://parking.med.harvard.edu/Bikes/BikeReg. The Parking Office, located at 180 Longwood Avenue is open from 7:00 A.M. to 5:00 P.M. Monday though Friday. For information call 617-432-1111 or email parking@hms.harvard.edu. We encourage bicycle owners to always lock bicycles securely when left unattended even when using the bicycle cages.
All bicycles stored on campus must be registered with the Harvard University Police (free of charge) and have a Harvard University registration sticker attached to the bicycle. Unregistered bicycles will be removed. Bicycles may not be chained to pipes, handrails, fencing, shrubbery, or trees. Bicycles may not be left in paths of emergency exit, corridors, outside entrances, or in any other common area. Any bicycles stored in prohibited locations will be removed and donated to charity. The University is not responsible for any or all loss or damage, including theft, to bicycles.
Electrical appliances and wiring must comply with the standards of the National Electrical Code, Underwriters Laboratories, and Massachusetts laws and regulations. ONLY 3-WIRE EXTENSION CORDS FOR THREE-PRONG WIRED APPLIANCES CAN BE USED, and such appliances must ONLY be plugged into the appliance outlet located in each room. No wires may be placed on the outside of the building. High wattage appliances or excessive use of electrical devises may seriously overload wiring; residents must exercise care when using items such as lamps, refrigerators, and hair dryers. Extension cords must be in good condition and of adequate gauge.
- Halogen torchiere floor lamps are fire hazards, and are not permitted.
- Spliced cords are not permitted.
- The Business Office may request inspection by authorized electricians of any electrical appliance brought to the Residence Hall. Should the authorized electrician declare the appliance unsafe for any reason, it must be removed immediately by the student from the Residence Hall.
- Residents may have refrigerators in their rooms for personal use if the units meet the following specifications: Dimensions not to exceed 36" high x 24" wide x 24" deep; weight not greater than 85 lbs. Refrigerators may not be installed in closets or bathrooms or covered with blankets or tablecloths. There is a removal fee charged for refrigerators left in the Hall.
- Space heaters are prohibited. Inadequately heated bedrooms should be reported to the Business Office immediately.
- TV antennas and satellite dishes are not permitted.
Student-Owned Air Conditioners
The air-conditioning system at Vanderbilt Hall shares chilled water
with local hospitals and research buildings in the area. During periods
of extreme heat and/or humidity the system may be temporarily shut down
in order to provide cooling to these essential hospital and laboratory
research areas. Students may provide their own air conditioners if they
wish to have supplementary cooling. Installation of a student-owned air
conditioner must be arranged through the Vanderbilt Business Office. There
is a one-time $135 charge for the installation and removal of a resident's
personal air conditioner. For safety reasons, all air conditioners must
be installed by authorized maintenance personnel. Air conditioners may
be installed any time after May 1. Residents are responsible for making
arrangements for the removal of their air conditioners prior to vacating
their rooms. Residents will be charged an additional fee for the removal
of air conditioners that have not been removed upon vacating a room.
A resident in Vanderbilt Hall may house one guest for a maximum of three days. Residents shall not abuse the guest policy and a guest request may be denied at the sole discretion of the Business Office. Guest passes for up to three consecutive days are available from the front security desk and must be carried at all times by the guest. Guest passes may be renewed in the discretion of the Business Office and will require the signature of the host resident in the presence of the Business Office staff or security officer. No room keys will be issued to the guests. The hosting student is responsible for providing the guest access to the building and bedroom. THE HOSTING RESIDENT IS COMPLETELY RESPONSIBLE FOR HIS OR HER GUEST'S BEHAVIOR AND GUESTS ARE SUBJECT TO ALL RULES AND REGULATIONS OF THE RESIDENCE HALL.
All keys must be signed for when the resident moves in. There is a $25
charge for any replacement key issued and for the failure to return the
key upon vacating the room. Only residents who have signed a room license
contract will be issued a key and given access to their room. Written permission
is required if a resident wishes to permit access to their bedroom to others.
The University reserves the right to enter any resident's room at any time to inspect the premises, to confirm adherence to the terms and conditions of the Room License Contract, and to perform repairs and maintenance. The University may require a resident to remove any material which the University determines is unsanitary, flammable, combustible, creates a fire hazard or which, in case of fire, might obstruct fire doors or other hall exits. The cost of removing such material will be borne by the resident.
Prohibited or Restricted Articles
The University gives residents as much freedom in the Residence Hall as possible, but for the sake of safety or common interest, the following items must be prohibited:
- Firearms, ammunition or air rifles;
- Vehicles in entryways or corridors;
- Flammable liquids;
- Radioactive materials;
- Halogen torchiere floor lamps (see Wiring and Appliances section);
- Space heaters;
- Pets;
- Smoking. (Vanderbilt Hall is a non-smoking facility); and
- All fireplace usage (Fireplace chimneys are blocked and inoperable).
All residents must abide by procedures set forth for the safety and security of inhabitants, property, and the physical plant.
- Room keys are issued by the Business Office at the security desk. Residents are responsible for returning keys to security at the time of vacating. Only one key will be issued per bedroom. Keys may not be duplicated. Residents must notify the Business Office immediately upon loss of a room key. There is a $25 charge for a replacement key.
- All residents and their guests must leave and enter the building through the front door at the security desk. Access and egress are not permitted through the receiving door, the deanery patio, or the archway gate on Longwood Avenue except in the case of an emergency.
- Residents must swipe their Harvard Student ID card through the card reader to gain access to the building. Non-resident Harvard students must show their Student I.D. to the security officer to gain access. Non-resident Harvard students using the athletic facility must have their ID card swiped through the wedge by security so that athletic facility usage statistics may be compiled. Visiting scholars will be issued a temporary swipe card to enter the building. Temporary swipe cards are not transferable and must be returned to security upon checkout.
- Guests of Vanderbilt residents must have a valid Visitor Pass. These are issued for a maximum of three days at security.
- Residents found guilty of participating in illegal entry by visitors may have their room licenses terminated. Unauthorized visitors may be charged with trespassing.
- For the protection of residents, their belongings and University property, entry doors to the living space must be locked at all times.
- Whenever a bedroom is left unoccupied, the door must be locked.
- Residents should report suspicious activity to the Harvard University Police at 617-432-1212.
Vanderbilt Hall is a non-smoking facility. Smoking is not permitted
anywhere on the premises, including the interior courtyard area and the
Deanery patio.
Non-Resident Medical and Dental Student Access
Non-resident Medical and Dental students are always welcome at Vanderbilt
Hall. If a non-resident Medical or Dental student visits as a guest of
a Vanderbilt resident, it is the responsibility of the hosting student
to provide the non-resident student access to the living space. Non-resident
students may host guests in the Athletic Facility. To do so, they must
purchase Athletic Facility guest pass credit on their student debit ID
card in advance (see Athletic Facility section). Non-resident Medical and
Dental students may also check out keys at the security desk to use the
pianos and the various student activity rooms, but may not sign in guests
to enter the building (except the Athletic Facility) without written permission
from the Business Office.
Additional Building
Policy Guidelines
- Rollerblading is not permitted in any common areas of the building or grounds.
- Animals, except for guide dogs, are not permitted on the premises.
- Every resident is responsible for the maintenance of good order and reasonable quiet in his or her room. Residents shall at all times show proper regard for others. Radios, televisions, stereos, musical instruments, and other audio equipment shall be adjusted so as not to disturb the community. The interval between 11:00 p.m. and 7:00 a.m. is designated as quiet time, when students should take extra care to keep noise levels low. This includes sliding chairs or furniture across the floor.
- Placing items outside on bedroom window ledges, or hanging banners or objects from balconies or windows, is not permitted.
- No chemicals, solvents, grease, fuel, paint or toxic or hazardous substances may be disposed of in the sink, toilet, or shower drains. Residents must contact the Business Office regarding proper disposal of such items.
- Residents are not permitted on the roof, balconies or fire escapes, except in the case of an emergency.
- All rules and regulations set forth in the Vanderbilt Hall Guide to Life are hereby incorporated into this contract.
THESE TERMS AND CONDITIONS OF OCCUPANCY MAY BE MODIFIED AT ANY TIME BY THE UNIVERSITY AT ITS DISCRETION. ALL RESIDENTS WILL BE NOTIFIED IMMEDIATELY UPON SUCH MODIFICATION.
Last Updated: March 13, 2007