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Faculty & Staff Housing Handbook

The Faculty and Staff Housing Handbook is a resource for more detailed information about college housing and selection procedures.  In the event of conflict between this handbook and the Faculty or Staff Handbook, the Faculty and/or Staff Handbook, as applicable, will control..

  1. Introduction
  2. Housing Policies
  • Housing License Agreement
  • Faculty and Administrative Housing Selection Process
  • Eligibility and Points
  • Subleasing and Sabbaticals
  • Commuter Housing
  • Relocations
  • Pets and Smoking
  • Pine Cobble Houses “For Sale”

III. Housing Procedures Application

  • Faculty and Administrative Housing Selection Timing and Process
  • Housing Selection
  • Housing License Agreement
  • Payments and Security Deposit
  • Move-in
  • Move-out
  1. Repairs and Maintenance Procedures
  • Requesting Repairs
  • Work Order Requests
  • Annual Inspections
  • Routine Repairs and Maintenance
  • Emergency Repairs
  • Capital Repairs
  1. Housing Inventory and Location Map
    VI. Neighborhood Meetings and Resident Surveys
    VII. Contact Information
  • Real Estate Office
  • Campus Security
  • Facilities Department

Appendices

  • A. Williams College Faculty Handbook and Administrative Staff Handbook
  • B. Housing Agreements
    • Single Family Houses
    • Multi-Family Housing
    • Mixed-Use Housing
    • Co-Op Housing
    • Pine Cobble Single Family Houses
    • Wall Streeter Building
  • C. Facilities Web Request
  • D. Housing Inventory and Location Map
  • E. New Resident Housing Survey

Introduction

Williams owns and manages approximately 130 faculty/staff residential housing units in Williamstown, from single homes to multi-family apartments, to provide convenient, safe, and economical housing to attract and retain junior faculty and new administrative staff.

Residential housing is offered to eligible faculty and staff at market rates through a housing points and Faculty and Administrative Housing Selection process that occurs semi-annually. At other times, available housing is offered to new employees on a first come, first served basis. Those who select to live in college residential housing are required to fill out a short application/questionnaire, make their housing selection from the list of available units, sign a Housing License Agreement prior to moving in, and pay a security deposit equal to one month’s housing payment.

Together with the Housing License Agreement, this Handbook helps explain important information about the housing process, including the rights, responsibilities, and expectations of residents in college housing. The Housing License Agreement, setting out the terms and conditions for occupancy during college employment, is different from a lease and allows residents to cancel and move out with short notice, typically 30 days or less. In addition, signing a Housing License Agreement does not require a credit history or credit check. Furthermore, the terms and conditions in the Housing License Agreement conform to all applicable housing laws in Massachusetts including:

College’s Responsibilities:

  • Not to discriminate based on age, race, color, national origin, religion, sex, marital or familial status, disability, sexual orientation, gender identity or expression, ancestry, or military service.
  • Maintain housing in accordance with all local and state building codes
  • Comply with all safety and fire regulations, including regarding lead paint
  • Respect residents’ privacy

Residents’ Responsibilities:

  • Comply with Housing License Agreement terms for payment, security deposit, and utility payments as well as any maintenance obligations
  • Promptly notify college if unit needs repair
  • Provide college with reasonable access to unit for required inspections, repairs, and maintenance
  • Be considerate of neighbors and college property

Housing Policies

Housing License Agreement:

Residents are required to sign a Housing License Agreement in advance of occupying a unit (refer to Appendix B- Sample Housing License Agreement).

Housing License Agreements for each type of unit—single family, multi-family, mixed-use, Co-Op housing, Pine Cobble, and the Wall Streeter Building—are the same, with the following exceptions:

Single Family — Residents are directly responsible for all utilities (including water/sewer) as well as exterior yard maintenance and snow and trash removal.

Multi-Family and Mixed-Use Housing — Residents may be directly responsible for some utilities, such as electricity, that are not included in the base payment to the college. Typically lawn care, snow removal, and trash removal are included in the base payment to the college for dwellings with two or more units.

Co-Op Housing – Gas heat, electricity, water/sewer, lawn care, snow removal, trash removal, common area cleaning included as well as whole house wifi.

Pine Cobble Houses— In addition to the base payment to the college, the resident is responsible for all utilities (including water/sewer) as well as exterior yard maintenance and snow and trash removal. Also, these homes are offered for sale as is described below and in the Housing License Agreement for Pine Cobble Houses.

Wall Streeter Building (North Adams) — Gas heat, electricity, and water/sewer are included in the base payment to the college.  The college is renting 5 apartments and offering them to college employees who are eligible for college rental housing.

Housing Faculty and Administrative Housing Selection Process

The Real Estate Office offers all available housing through a Faculty and Administrative Housing Selection process that occurs semi-annually and on a first come, first served basis during other times.

A Spring Faculty and Administrative Housing Selection begins on the second Monday in April for Housing License Agreements that will commence in July or August. A Winter Faculty and Administrative Housing Selection begins on the second Monday in November for Housing License Agreements that will commence in January or February.

All new and current employees who are eligible are permitted to join the Faculty and Administrative Housing Selection. Housing is selected in the Faculty and Administrative Housing Selection by an eligibility group based on housing points, from highest to lowest, until all available housing units are selected. When a resident who is already in college housing and will continue to be employed at the college and eligible for housing decides not to select in the Faculty and Administrative Housing Selection, that unit will not be included in the Faculty and Administrative Housing Selection and the employee will remain in his or her current unit. When a current resident decides to join the Faculty and Administrative Housing Selection and selects another unit, his or her unit will be included in the selection list.

Please note, because of swings in availability, employees are not guaranteed housing at the time of employment and not all Faculty and Administrative Housing Selection participants are guaranteed a unit.

Eligibility and Points

The Dean of the Faculty’s Office or the Human Resources Office confirms employment/reappointments and housing eligibility and provides this information to the Real Estate Office. The Real Estate Office determines housing points and priority groups based on the criteria outlined in the Williams college Faculty and Administrative Staff Handbooks (reproduced here). 

 

Faculty Rank Current Points Structure Proposed Points Structure Grouping
Associate Professor 50 20 1a
Visiting Distinguished Professor (13) 50 50 Housing Provided
Bolin Fellow Housing Provided
Assistant Professor (second term) 30 20 1a
Assistant Professor (first term) 15 20 1a
Lecturer, Visiting Assistant Professor or all others 10 15 1b
Instructor 5 15 1b
Part-time Faculty Pro rated Pro rated
Administrate Staff Classification
1a, 1b, 2a 50 1a
1c, 2b 30 1b
2c 15 1b
2d 10 1b
All others 5 1b
Part-time administrators Pro rated
Service
Years in rank or classification at Williams (each) 5 5
Years in another rank at Williams (each) 2 5
Space Need
First dependent (child or parent), or known pregnancy/adoption 15 15
Each dependent thereafter 5 10
Point Bonus
Added points for those who are involuntarily and permanently displaced from a college housing unit. 30 1a

See Appendix A.

 

Subleasing and Sabbaticals
Approved leaves:

A resident with an approved leave of absence or sabbatical may (a) sublet the unit directly to another faculty or staff member at the college, (b) sublet the unit through the college, or (c) move out which will return the unit to the list of available rental housing.  If a resident wishes to make arrangements to sublet their unit through the college, the resident must provide written notice to the Real Estate Office by April 1 for the fall semester, or November 1 for the spring semester.  All units returned to the college for sublet will be offered as sublets in the Spring and Winter Faculty and Administrative Housing Selection Process.  We will not accept requests for subletting after the deadline.

Summer and Winter Study sublets:

Resident agrees to follow the Guidelines outlined below:

  • You must notify the Real Estate office of your desire to sublet your unit for the summer at least 30 days before the start of the desired sublet, and no later than June 1.
  • The term of the sublet cannot be less than 30 days.
  • Those interested in a summer sublet will contact the College resident directly.
  • You will 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 the resident and the subletter.
  • You will remain obligated to the College for payment of rent and utility charges as well as the condition of the premises (as defined in the License Agreement) during the term of the sublet.  Regular payroll withholdings will continue during the duration of the sublet, and you are responsible for collecting rent and utility payments directly from the subletter.
  • 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 for cleaning the unit.  The College is not responsible for cleaning the unit at any time during the summer sublet term.
  • You are responsible for providing keys to the subletter.  Facilities will not provide keys to summer subletters.

Those subletting through the Williamstown Theater Festival (WTF)will also be required to sign the subletting agreement that’s between the resident and the WTF subletter (this is a sample sublease form and will be provided by WTF to the subletter and resident).

Please note:  we will continue the practice of not allowing units to be advertised with online platforms individually including the Switchboard, Craig’s List, Airbnb, etc.

See Appendix A- Williams College Faculty and Administrative Staff Handbooks.

Relocations

On occasion, a housing unit might be taken out of service. If involuntarily displaced by this action, a resident may choose to either relocate to another currently available unit or enter the next Faculty and Administrative Housing Selection. If a resident chooses to enter the next Faculty and Administrative Housing Selection, a one-time bonus of 30 relocation points will be added to the resident’s point total.

Pine Cobble residents whose house is sold during their occupancy are eligible to receive additional relocation points in the Faculty and Administrative Housing Selection.

Pets and Smoking

Chickens and other animals typically associated with agricultural use are not allowed in residential units unless by explicit amendment of the Housing License Agreement.

Pets are permitted at single family homes with advance written notice to the college. A required pet deposit fee of $200 is added to the security deposit for each pet in the household.

For Multi-Family and Mixed-Use Apartments, the college reserves the right to prohibit pets. If a pet request is approved, the pet deposit fee is required.

Pets are not allowed in Co-Op housing.

Smoking is prohibited inside and within 25 feet of college buildings.

Pine Cobble Houses For Sale

Residents who are considering a Pine Cobble home should note that these houses are offered for sale to eligible college buyers before each Spring Faculty and Administrative Housing Selection. Residents will have at least one year of occupancy before a house is offered for sale. Residents will be notified in advance of the housing Faculty and Administrative Housing Selection if their home is under contract to be sold. Residents who are required to relocate for this reason, continue to be eligible for college housing, and wish to remain in college housing will need to enter the next Faculty and Administrative Housing Selection, and will be awarded relocation points.

Eligible employees interested in buying a Pine Cobble house should refer to the Faculty and Administrative Staff Handbooks, Pine Cobble Development Program. The college sets sale prices based on current market appraisals.

 

III. Housing Procedures

Step 1- Application

All new and existing employees who are eligible for college housing and interested in participating in the Faculty and Administrative Housing Selection are required to complete a housing application/questionnaire with the Real Estate Office.

Step 2- Housing Faculty and Administrative Housing Selection Timing and Process

The housing selection process operates as follows:

Spring

  • Annual Notices: Second/Third week in February
  • Faculty and Administrative Housing Selection Commences: Second Monday in April
  • Faculty and Administrative Housing Selection Closes: May 31st
  • Existing Resident Move-out: June 15th  (See Appendix A)
  • New Resident Move-in: July 15th to September 1st

Winter

  • Annual Notices:  Second/Third week in October
  • Faculty and Administrative Housing Selection Commences: Second Monday in November
  • Faculty and Administrative Housing Selection Closes: December 31st
  • Existing Resident Move-out: December 15th to December 30th (See Appendix A)
  • New Resident Move-in: January 15th to February 1st

For New Employees in Faculty and Administrative Housing Selection:

If a new employee is hired and begins employment after the completion of the Spring Faculty and Administrative Housing Selection but before November 1, he or she may select from what is available at the time.  If an employee is hired and begins employment after the completion of the Winter Faculty and Administrative Housing Selection but before April 1, he or she may select from what is available at the time.  New employees selecting between selection processes may elect  to enter the next Faculty and Administrative Housing Selection to relocate.  An employee hired while a Faculty and Administrative Housing Selection is in progress may join that Faculty and Administrative Housing Selection and select from the available units at that time based on their housing points.   Please note, because of swings in availability, employees are not guaranteed housing at the time of employment and not all Faculty and Administrative Housing Selection participants are guaranteed a unit.

For Current Employees in Faculty and Administrative Housing Selection:

Current employees who are eligible may enter the Faculty and Administrative Housing Selection as they desire. However, those with a term or annual appointment must be re-appointed before the Faculty and Administrative Housing Selection begins in order to either remain in the existing unit or participate in the Faculty and Administrative Housing Selection. Those who are re-appointed during the Faculty and Administrative Housing Selection, wish to remain in college housing, and are eligible may join the Faculty and Administrative Housing Selection in progress and select from the available units at that time based on their housing points. The units of those who are not re-appointed by the date the Faculty and Administrative Housing Selection begins will be included in the list of available housing units in the Faculty and Administrative Housing Selection.

Step 3- Housing Selection

When an employee completes a housing application and enters the Faculty and Administrative Housing Selection, the Real Estate Office can provide the employee’s housing points and can provide specific details about properties that may be available. Each employee will be given approximately one week to select up to three housing choices. Once the Real Estate Office awards a unit, the employee will have one day to confirm that selection. 

An n+1 factor will limit the size of the unit that may be selected based on the number of bedrooms, where n is the number of people in the household.  This constraint on selection for people in Group 1 limits, for example, a family of three to a four-bedroom unit, a couple to a three-bedroom unit, and a single person to a two-bedroom unit.

Step 4- Housing License Agreement

Once a unit is selected by either means, the Real Estate Office will confirm with the employee the selection and move-in date. A Housing License Agreement will be provided to the resident for review and signature. When it is signed, an arrangement will be made to acquire the key. The resident is responsible for transferring the applicable utilities to their name upon the signing of the Housing License Agreement or assumes the risk of possible interruption of service.

Step 5- Monthly Housing Payments and Security Deposits

Monthly rent payments are paid via payroll deduction.  This will be arranged by completing the payroll deduction form attached to the Housing License Agreement. 

Security Deposits are paid by either check or payroll deduction. If payroll deduction is selected, the security deposit can be paid over four consecutive pay periods.

Step 6- Move-in

Once keys are provided, a resident may move in. Within two weeks of move-in, the Real Estate Office will follow up with the resident to arrange a mutually convenient time to conduct a move-in inspection to ensure everything is in good working order and to answer any additional questions the resident may have. The completed and signed move-in inspection form will become a part of the Housing License Agreement.

Step 7 – Move-out

When a resident provides written notice to the Real Estate Office of intent to move out or if a resident’s employment at the college ends for any reason, the Real Estate Office will follow up with the resident to complete the necessary paperwork to cancel the Housing License Agreement and to conduct a final move-out inspection. Residents may not continue to live in college housing after the end of their eligible employment with the college. Once a move-out inspection form is completed and signed, the security deposit refund will be processed.

To assist with your move out, we provide a Vacate Checklist.

  1. Housing Repairs and Maintenance (See Appendix D-Facilities Web Request)

All college-owned units are maintained and repaired by the Facilities Department- either directly by college personnel or through a third-party service provider. All maintenance personnel carry either a college ID card or a college-issued contractor badge. Residents are encouraged to properly identify anyone arriving to perform work and to report immediately to Facilities anyone who is not authorized.

Repairs and maintenance fall into three broad categories- Emergency/Non-Discretionary, Routine, and Discretionary.

  • Emergency/non-discretionary repairs include life safety, plumbing, heating, appliance issues requiring immediate attention, and significant pest infestation. These items will be addressed ASAP and best efforts will be made to notify residents in advance of this work taking place.
  • Routine repairs and maintenance, such as annual furnace and chimney checks, routine pest control, life safety inspections, gutter cleaning, will be scheduled in advance and adequate advanced notice will be provided to residents. Typically these items occur around the same time each year, though some are subject to change due to inclement weather.
  • Discretionary repairs, such as painting, insulation, and other repair work will be scheduled in advance with the resident with at least 24 hours notice. Residents have the right to be present or can allow the work to proceed in their absence.

Emergency Repairs

IF YOU HAVE AN EMERGENCY, CALL 413-597-2486 IMMEDIATELY Monday through Friday from 7:00 a.m. to 4:30 p.m.  After 4:30 or on weekends and holidays, call Campus Safety and Security at 597-4444. An emergency is a problem that would result in harm to you or others or cause damage to the building and must be resolved that day.

Non-emergency Repairs

All non-emergency repairs or service requests are submitted through a centralized work order system at:  https://real-estate.williams.edu/submitting-an-online-work-order/.

NOTE: Be sure to be very specific when filling in the description of work required. For example:

My window is broken.

Is the glass broken? Is the glass cracked? Is there glass on the floor?
Does the window not open or close?
Is the frame damaged?

We have made every effort to make these instructions as user-friendly as possible, but if you need assistance, please contact Kim Racine, Service Desk, at 597-2486.

  • Routine work request: Facilities Web Request or Service Desk at 413-597-2486.
  • Emergency work: Call Facilities Monday-Friday 7:00 a.m. to 4:30 p.m. at 413-597-2486.
  • After hours and on weekends/holidays, call: Campus Safety and Security at 413-597-4444.

Capital Repairs

Periodically, the college invests in unit improvements. When possible, this work occurs when the unit is vacant, but it may sometimes need to take place while a unit is occupied. In those cases, Facilities will provide a high level of communication with the resident regarding the scope and schedule for the work and a minimum 48 hours notice for permission to enter the space. In some cases, residents may be required to temporarily relocate due to the nature of the work. If so, the Real Estate Office will work with the resident to find temporary housing to minimize the disruption.

  1. Housing Inventory and Location Map

See Appendix E.

Contact Information

Real Estate Office

Facilities Building
60 Latham Street

Sharon Marceau- Real Estate and Housing Coordinator
Contact for: Housing Eligibility, Housing Application, Faculty and Administrative Housing Selection, Resident Follow-Up and Questions, Move-in/out Inspections, Housing Points, Housing Agreement, Payroll Deductions, Housing Payments, Security Deposits, Utility Payments, and Water/Sewer Deductions
Telephone (413) 597-2195
Email: [email protected]

Chris Winters – Associate Provost
Contact for: Housing Program,, Policies and Procedures, For Sale Housing, and New Housing Purchases
Telephone (413) 597-4775
Email: [email protected]

Laura Gura, Assistant General Counsel
Contact for:  Mortgage Program
Telephone (413) 597-2677
Email:  [email protected]

 

Campus Safety and Security

Hopkins Hall
Telephone: (413) 597-4444
Contact for: Emergency and after hour/weekend/holiday repairs

Williams College Facilities

60 Latham Street

Kim Racine – Service Desk
Contact for: Work Requests and Property Repairs
Telephone: (413) 597-2486
Email: [email protected]

Rita Coppola-WallaceContact for: Property Maintenance and Repair Concerns
Telephone: (413) 597-3493 Email: [email protected]