Subletting guidelines for while on an approved leave (i.e. for the entire year or one semester)
If you have a planned sabbatical or an approved leave of absence and you wish to sublet your unit while you are away, you have two options:
- Option A: you can ask the Real Estate Office to assume the unit and take responsibility for finding a subletter during your leave.
- Exercise of this option requires you to complete the “Request for College to Assume Sublet” form and submit it to the Real Estate Office no later than April 1 (for leaves beginning in the fall semester) or November 1 (for leaves beginning in the spring semester). The College will not accept requests for this option after the deadline.
- The college will stop and restart monthly license fee deductions from your paycheck for the period of your desired sublet.
- The college will offer the unit to eligible faculty and staff and will assign a subletter of its choice to your unit.
- You agree to deliver your unit to the college in move-in ready condition. Your unit must be clean (including its appliances), and all perishable food items must be removed from the fridge, freezer, and cabinets. The college is not responsible for cleaning the unit at any time before, during, or after the period of sublet.
- All items not intended for the subletter’s use, including clothing, must be removed and stored offsite at your expense. You may not lock or otherwise seal any doors, closets, or rooms. The entire floorplan must be available for the subletter’s use.
- You must provide a fully furnished sublet which contains all furniture/furnishings needed to be comfortable and items provided are in good condition. These items must include at a minimum the following items: beds (bedding); living space furniture (sofa, chairs, etc.) kitchen/dining (table/chairs); bathroom towels; kitchen utensils; dishes, serviceware (forks, knives, spoons, glasses, mugs) cookware (pots, pans, baking sheets).
- Any liability for damages to the housing unit by the subletter will be settled between the subletter and the college. The college will not, however, assume liability for damages to personal property left in the unit by you.
- Timing:
- Your move-out date can be no later than August 15 (for leaves beginning in the fall semester) or January 15 (for leaves beginning in the spring semester).
- Your return date can be no earlier than June 15 (for leaves ending with the spring semester) or December 15 (for leaves ending with the fall semester).
- Once the period of the sublet has ended, you are responsible for promptly putting any temporarily-changed utilities back into your name.
- Option B: you can sublet your unit directly to an eligible faculty or staff member that you find, choose, and coordinate with.
- Exercise of this option requires you to complete the “Request to Sublet Directly” form and submit it to the Real Estate Office no later than 30 days before the period of your desired sublet. The College will not accept requests for this option made fewer than 30 days before the sublet.
- Eligible subletters must be in one of the following three categories:
- a “Group 1” housing-eligible faculty or administrative staff member (as defined in the Housing Handbook);
- a “Group 2” non-housing-eligible faculty or administrative staff member (as defined in the Housing Handbook), contingent on Real Estate Office approval; or
- a person not employed by the college, contingent on Real Estate Office approval. Note that this approval is rarely granted and that students (undergraduate and graduate) are never considered eligible.
- To avoid confusion, you may not advertise the sublet using online platforms such as Craigslist, Airbnb, VRBO, sublet.com that primarily yield non-employee, and thus non-eligible residents. You may advertise the sublet on media that is hyper-locally-focused such as Switchboard.
- You remain obligated to the college for the payment of the monthly license fee and utilities (if any, as defined in your License Agreement) during the term of your leave, whether or not you find a subletter for the Premises.
- Regular payroll withholdings will continue during the duration of your leave, and you are responsible for collecting the monthly license fee and utility payments directly from the subletter.
- You remain responsible to the College for any damage to the unit beyond normal wear and tear. Any liability for damages by the subletter must be settled between yourself and the subletter. You may wish to require a deposit from the sub-lessee to cover possible damage to personal property, with the deposit to be returned upon satisfactory inspection.
- You are responsible for providing key(s) to the subletter. Facilities will not make “extra” keys for your subletter. Lost keys will result in a fee.
- The period of the sublet cannot be less than 30 days.
- You must provide contact information for the subletter.
- Your subletter must complete a “Subletter Agreement” form.
- You must disclose to the college the rent you are charging. Rent must be commensurate with your prorated underlying base rent plus reasonable surcharges for any included utilities.
- If you have items that you do not want to leave for the subletter’s use, you must make arrangements for outside storage. You will not be able to store items in a locked closet or bedroom.
- You are responsible to provide a fully furnished unit which contains all furniture/furnishings needed to be comfortable and items provided are in good condition.
- You are responsible for cleaning the unit. The College is not responsible for cleaning the unit at any time before, during, or after the period of sublet.
For full information on Subletting of College Rental Housing, refer to Faculty/Staff Housing Handbook.