Faculty & Staff Housing Handbook
The Faculty and Staff Housing Handbook is a resource for detailed information about
college housing and selection procedures.
I. Purpose
II. Housing Policies
1. Housing License Agreement
2. Housing Selection Process
3. Eligibility and Priority
4. Terms of Eligibility
5. Relocations
6. Subletting and Sabbaticals
7. Pet Policy
8. Pine Cobble Houses For Sale
9. Other policies
III. Housing Procedures from Application to Move-Out
1. Application
2. Housing Selection Calendar
3. Housing Selection
4. Housing License Agreement
5. Payments and Security Deposit
6. Move-in
7. Move-out
IV. Repairs and Maintenance Procedures
1. Types of Repairs and Maintenance
2. Emergency Repairs
3. Capital Repairs
V. Housing Inventory and Location Map
VI. Contact Information
1. Real Estate Office
2. Facilities Department
I. Purpose
Williams owns and/or leases a number of residential housing units in Williamstown and
neighboring North Adams in which some members of the faculty and staff can reside.
The purpose of the housing program is to help attract and retain junior faculty and new
administrative staff hires at the beginning of their careers by helping them find
convenient housing. The college makes no guarantee to provide housing to all who are
eligible.
Housing is allocated through a points-based Housing Selection process that occurs
semi-annually on predictable dates. At off-cycle times, available housing is offered to
new employees on a first-come, first-served basis. Those who select to live in college
housing are required to fill out a short application, 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 (HLA), this Handbook contains
important information about the housing process, including eligibility, priority, and
procedures governing the use of college-owned housing.
II. Housing Policies
1. Housing License Agreement
Residents are required to sign a Housing License Agreement (HLA) in advance of
occupying a unit (refer to this sample Housing License Agreement).
The Housing License Agreement sets out the terms and conditions for occupancy during
college employment. It is different from a lease and allows residents to cancel and move
out with 30 days’ written notice. Signing a HLA does not require a credit history or
credit check.
Housing License Agreements for each type of unit—single family, multi-family,
mixed-use, Co-Op housing, Pine Cobble, and master-leased units—are the same, with
the following exceptions:
1. Single Family — Residents are directly responsible for all utilities (including
water/sewer) as well as exterior yard maintenance and snow and trash removal.
2. 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.
3. Co-op Housing (e.g. Samuelson House) – Gas heat, electricity, water/sewer, lawn
care, snow removal, trash removal, wifi, and occasional common area cleaning
are included in the base payment to the college.
4. Pine Cobble Houses— Residents are directly responsible for all utilities (including
water/sewer) as well as exterior yard maintenance and snow and trash removal.
Importantly, Pine Cobble houses can be offered for sale as described more fully
below and in the Housing License Agreement for Pine Cobble Houses.
5. Master-leased units (e.g. Wall Streeter Building in North Adams) — Occasionally
the college will master-lease a unit from a local landlord and will offer it via the
Housing Selection process. A current example of this is the “Wall Streeter”
apartments in North Adams where the college currently rents five apartments.
Gas heat, and water/sewer are included in the base payment to the college. If the
college chooses not to renew its master lease, residents of these units will be
required to vacate.
2. Housing Selection Process
The Real Estate Office offers all available housing through a points-based Housing
Selection process that occurs semi-annually.
The Spring Housing Selection begins on the second Monday in April for occupancies
that will commence in July or August. The Winter Housing Selection begins on the
second Monday in November for occupancies that will commence in January or
February.
Eligible faculty and staff who are hired “off-cycle” (i.e. in periods of the year that do not
align conveniently with either of the semi-annual Housing Selection processes) and thus
cannot participate in those Selections are eligible, on a first-come, first-served basis, to
choose from units that remain available after the Selections (if any).
A resident who is (1) already in college housing and (2) who will continue to be
employed at the college and (3) remains eligible for housing does not need to re-enter
the Housing Selection every year in order to keep living in their unit. They can remain
in their unit until the end of the term specified in their HLA. However, if they want to
select a different unit (i.e. move), they may choose to enter a semi-annual Housing
Selection process. Importantly, making this choice puts their current unit at risk,
because their unit will be considered to be available for other employees to pick in the
same semi-annual selection. There is a chance that an employee with more points could
pick the resident’s unit, which would require them to vacate, even if they were
unsuccessful in finding a new unit during the Housing Selection.
Please note, because of swings in availability, employees are not guaranteed housing at
the time of employment and not all Housing Selection participants are guaranteed a
unit.
3. Eligibility and Priority
The Dean of the Faculty’s Office (for faculty) or the Human Resources Office (for staff)
confirms dates of employment/reappointments and confirms housing eligibility and
provides this information to the Real Estate Office. All new and current employees who
are deemed eligible are permitted to join a semi-annual Housing Selection. The Real
Estate Office determines priority grouping and housing points based on the criteria
below.
First, to establish the order of selection, all faculty and administrative staff who have
expressed an interest in college housing are divided into two groups.
Group 1
Group 1 picks first and consists of all assistant professors, associate professors in their
first three years in rank, visiting faculty, and administrative staff members in their first
three years. Excluded from Group 1 are faculty and staff who are already living in the
Williamstown area when hired. Also excluded are faculty and staff who own or have
owned a house, while employed by the college, in a town eligible for the college’s
mortgage program.
Group 2
Group 2 picks second and consists of members of the faculty and administrative staff
who would not normally be considered eligible for housing, including those whose
eligibility has expired, those who lived in the Williamstown area at the time of
appointment, or those who have had a college mortgage.
Group 2 Housing License Agreements (HLAs) are typically written to expire the next
summer. That is, Group 2 participants who are successful in finding college housing can
only count on it for one year (or less). During the next Spring housing Selection, the
units of all Group 2 residents will be considered to be available for Group 1 participants
to pick.
● If, during that Spring Selection, a new Group 1 person picks a unit occupied by a
current Group 2 person, the Group 2 resident will be notified and will have to
vacate by the termination date in their HLA, typically June 15.
● If, between June 15 and July 30, a new Group 1 person picks a unit occupied by a
current Group 2 person, the Group 2 resident will be notified and will have thirty
days to vacate the unit.
● If, by August 1st, no one in Group 1 has newly picked the unit, the current Group 2
resident will be allowed to renew their HLA and remain in the unit until the
following June 15. The procedure outlined above will be repeated annually.
Points
Second, priority is established within each group using a points system based on faculty
rank/staff classification, years of service, and space need:
| Faculty Rank | Points Structure | ||
| Associate Professor | 50 | ||
| Visiting Distinguished Professor (13) | 50 | Housing Provided | |
| Bolin Fellow | N/A | Housing Provided | |
| Assistant Professor (second term) | 30 | ||
| Assistant Professor (first term) | 15 | ||
| Lecturer, Visiting Assistant Professor or all others | 10 | ||
| Instructor | 5 | ||
| Part-time Faculty | Pro rated | ||
| Administrate Staff Classification | |||
| 1a, 1b, 2a – Senior Staff | 50 | ||
| 1c, 2b – Department Heads & AVPs | 30 | ||
| 2c – Managers (14-30) | 15 | ||
| 2d – Exempt Staff & individual contributors (1-13) | 10 | ||
| All others | 5 | ||
| Part-time administrators | Pro rated | ||
| Service-based points | |||
| Years in rank or classification at Williams (each) | 5 | per year | |
| Years in another rank at Williams (each) | 2 | per year | |
| Space Need-based points | |||
| First dependent (child or parent), or known pregnancy/adoption | 15 | ||
| Each dependent thereafter | 5 | ||
| Relocation Bonus | |||
| Added points for those who are involuntarily and permanently displaced from a college housing unit. | 30 |
The Service category exists to make distinctions among faculty and staff within the same
rank or classification. It should be noted that for the common cases of Assistant
Professors who are serving three- or four-year terms the maximum points that can be
accumulated in rank is fifteen or twenty, respectively, which is just the increment
between ranks. Thus, when individuals are promoted, they lose no points, because the
higher rank value reflects their service. The other item within this category gives some
slight advantage to a faculty member who has been at Williams for some years at a lower
rank, as opposed to a counterpart who arrives at an already advanced rank. Thus, a
second-term Assistant Professor beginning a fourth year at Williams has a slight
advantage over someone just joining the faculty, but doing so at the same rank. Service
at other institutions does not count towards time in grade at Williams.
The Space Need category establishes a criterion that is different in kind from that of
rank or service. Because larger families often need more living space than smaller ones,
the addition of points for a faculty or staff member who has children or dependent
parents attempts to guarantee that large families have enough room. Please note,
however, that larger apartments and houses will normally have a higher fee. It should
be further noted that points can be accumulated in this category only for children or
dependent parents who reside with the employee for at least six months each year or for
children at boarding school or college who reside in College housing during school or
college vacations.
To summarize the above, the supply of available units is allocated first to “Group 1” and
then to Group 2, and within each group in the order of housing points, from highest to
lowest, until all available housing units are selected.
Individually-eligible faculty and administrative staff may pool their points in order to
get a better pick if they are willing to share a single housing unit.
Employees with split faculty and administrative staff appointments will be assigned
points as faculty if the larger fraction of their total appointment is faculty, and as
administrative staff if the larger fraction is administrative staff. Part-time faculty and
administrative staff receive points pro-rated on the basis of their fraction of full-time
service.
4. Terms of eligibility:
Faculty
Faculty in Group 1 who are on a tenure-eligible appointment are eligible to live in
College housing through the end of the third year after the year in which they are
granted tenure by the College. Faculty members denied tenure may live in College
housing until their appointment expires. Academic faculty in Group 1 who are not on a
tenure-eligible appointment are eligible to live in College housing through the end of
their third year of employment at the College.
Group 1 faculty members in the Department of Athletics who are eligible to receive
five-year appointments may live in college housing through the end of the third year
after the year in which the Committee on Appointments and Promotions grants them
their first five-year appointment, or up to nine years in total, whichever is less. Faculty
members of this department not eligible for five-year appointments may live in college
housing through the end of their third year of employment at the College.
Administrative Staff
Administrative staff are eligible to live in college housing for three years from the date of
hire. Administrative staff whose date of hire falls between September 1 and December 31 may
remain in housing until the June 15 that comes first after their 3rd anniversary.
5. Relocations
On occasion, a housing unit might be taken out of service. If involuntarily displaced by
this action, a resident may choose to relocate to another currently available unit or enter
the next semi-annual Housing Selection. If a resident chooses to enter the next Housing
Selection, a one-time bonus of 30 relocation points will be added to the resident’s point
total.
Residents of a Pine Cobble house that is sold during their occupancy are eligible to
receive additional relocation points in the next Housing Selection.
6. Subletting and Sabbaticals
This section contains guidelines for faculty and staff in college housing who are
interested in subletting their unit during:
1. an approved sabbatical or leave of absence during the academic year (i.e. for one
full semester or the entire academic year)
2. the summer
3. Winter Study Period
Subletting 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:
1. Option A: you can ask the Real Estate Office to assume the unit and take
responsibility for finding a subletter during your leave.
a. 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.
b. The college will stop and restart monthly license fee deductions from your
paycheck for the period of your desired sublet.
c. The college will offer the unit to eligible faculty and staff and will assign a
subletter of its choice to your unit.
d. 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.
e. 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.
f. 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).
g. 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.
h. Timing:
i. 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).
ii. 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).
i. Once the period of the sublet has ended, you are responsible for promptly
putting any temporarily-changed utilities back into your name.
2. Option B: you can sublet your unit directly to an eligible faculty or staff member
that you find, choose, and coordinate with.
a. 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.
b. Eligible subletters must be in one of the following three categories:
i. a “Group 1” housing-eligible faculty or administrative staff member
(as defined above);
ii. a “Group 2” non-housing-eligible faculty or administrative staff
member (as defined above), contingent on Real Estate Office
approval; or
iii. 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.
c. 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.
d. 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.
e. 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.
f. 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.
g. The college is not responsible for cleaning the unit at any time before,
during, or after the period of sublet.
h. 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.
i. The period of the sublet cannot be less than 30 days.
j. You must provide contact information for the subletter.
k. Your subletter must complete a “Subletter Agreement” form.
Subletting for all or part of the summer or Winter Study Period
If you plan to be away for all or a part of the summer or for WSP, and you wish to sublet
your rental unit while you are away, these guidelines apply:
a. You are required 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, and no later than June 1 for summer sublets.
b. Eligible subletters must be in one of the following categories:
i. For summer sublets:
1. a “Group 1” housing-eligible faculty or administrative staff
member (as defined above); or
2. a “Group 2” non-housing-eligible faculty or administrative
staff member (as defined above), contingent on Real Estate
Office approval; or
3. an employee of the Williamstown Theater Festival,
contingent on obtaining Real Estate Office approval.
ii. For Winter Study Period sublets:
1. a “Group 1” housing-eligible faculty or administrative staff
member (as defined above); or
2. a “Group 2” non-housing-eligible faculty or administrative
staff member (as defined above), contingent on Real Estate
Office approval; or
3. 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.
c. 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.
d. 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.
e. 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.
f. 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.
g. The college is not responsible for cleaning the unit at any time before,
during, or after the period of sublet.
h. 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.
i. The period of the sublet cannot be less than 30 days.
j. You must provide contact information for the subletter.
k. Your subletter must complete a “Subletter Agreement” form.
l. 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.
Choosing NOT to sublet
Note that if you do not wish to sublet, or you miss the deadlines set above, and you do
not want to continue to pay the monthly license fee while you are away, you always have
the option to vacate your unit (as described fully in Section 10 (“termination”) of your
License Agreement).
1. Note that this returns your unit to the list of housing units available for other
eligible employees.
2. Before you return to campus you will need to participate in the biannual housing
allocation process anew, as described in the Faculty and Staff Housing
Handbook’s section on Eligibility and Priority. Housing is not guaranteed.
7. Pet Policy
Pets are permitted in single family homes. Completion of a pet addendum to the HLA is
required. Also required is a pet deposit fee of $200 for each pet in the household, which
will be added to the security deposit.
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. College approval can
be rescinded if there is evidence that the pet is not being considerate of neighbors
and/or college property.
Pets are not allowed in Co-Op housing (e.g Samuelson House).
Chickens and other animals typically associated with agricultural use are not allowed in
residential units unless by explicit amendment of the HLA.
8. Pine Cobble Houses For Sale
Employees who are considering licensing a Pine Cobble home from the college should
note that these houses are periodically offered for sale to eligible college buyers.
Residentssidents will have at least one year of occupancy before their house is offered
for sale. Residents will be notified in advance of the next Housing Selection if their home
is under contract to be sold. Residents who are required to relocate for this reason will
continue to be eligible for college housing, and will need to enter the next Housing
Selection, and will be awarded relocation points.
Buying a Pine Cobble Building Lot
Eligible faculty and staff have the opportunity to purchase building lots from the college
in the Pine Cobble subdivision for the construction of homes for their primary
residence. Eligible faculty are non-visiting faculty of all ranks who do not already own a
home in the Williamstown area and who have not purchased college land in the past.
Eligible staff are administrative staff who are half-time or more (0.5 FTE) and who do
not already own a home in the Williamstown area and who have not purchased college
land in the past.
The Pine Cobble subdivision is located in Williamstown within a few miles of the college
campus. It was designed under the principle of cluster zoning, which allows individual
lot sizes to vary from the Williamstown Zoning Bylaw requirements in return for an
equal or greater amount of open or public space.
The terms of purchase of a lot in the Pine Cobble subdivision allow the eligible faculty or
staff member to purchase the land from the college without an initial cash outlay. At the
time of resale of the property the employee pays the college for the land, including any
appreciation in value. This arrangement allows the employee to defer the expense of the
land purchase and provides for the sharing of the property’s appreciation between the
college and the employee. Purchase in the Pine Cobble subdivision has some attendant
complexities related to tax issues, legal requirements and building restrictions. The
importance of understanding these and other issues makes it essential for all employees
who are interested in considering the purchase of a Pine Cobble lot to contact the Office
of the Vice President for Finance & Operations for more detailed information.
9. Other policies:
a) Trampolines, pools, ziplines, firepits, open fires, fireworks, are prohibited.
b) Parking of recreational vehicles for more than 7 days in a row (and 21 days total
per year) is prohibited.
c) Any guest residing at the property for more than 14 days in a six-month period or
spending more than 7 nights consecutively must be registered with the Real
Estate Office.
d) Sheds and garages (if included in the HLA) are for the storage of resident’s
personal property. The driveway is for parking the resident’s personal vehicle.
Loaning or subleasing of storage or parking space is prohibited.
e) Charging of electric vehicles is prohibited in any unit in which the resident is
NOT responsible for paying the electric bill. Charging may be allowed in other
units with the approval of the Real Estate Office, which will first verify, through
the Electrical Trades shop, that the capacity of the electric system can handle the
load.
f) All of Resident’s goods and property on the Premises during the occupancy are at
Resident’s sole risk. It is Resident’s responsibility to obtain renter’s or other
insurance.
g) Monthly license fees of all college housing units are adjusted on July 1st of each
year to reflect fair market value.
III. Housing Procedure from Application to Move-Out
Step 1- Application
All new and existing employees who are eligible for college housing and who wish to
participate in a semi-annual Housing Selection are required to complete a
housing application/questionnaire with the Real Estate Office.
Step 2- Housing Selection Calendar
The semi-annual housing selection calendar is as follows:
Spring
● Annual notices: second/third week in February
● Housing Selection commences: second Monday in April
● Housing Selection closes: May 31st
● Existing resident move-out: June 15th
● New resident move-in: July 15th to September 1st
Winter
● Annual notices: second/third week in October
● Housing Selection commences: second Monday in November
● Housing Selection closes: December 31st
● Existing resident move-out: December 15th to December 30th
● New resident move-in: January 15th to February 1st
For New Employees in Housing Selection:
Most college hiring takes place in a way that allows new employees to time their
relocation to coincide with the next semi-annual Housing Selection’s available units.
That is, employees hired in the spring for a summer arrival will usually participate in the
spring Housing Selection. Less often, an employee hired in the fall for a January arrival
will participate in the winter Housing Selection.
If a new employee is hired and begins employment after the completion of the spring
Housing Selection but before November 1, he or she may select from what is available at
the time. If a new employee is hired and begins employment after the completion of the
winter Housing Selection but before April 1, he or she may select from what is available
at the time.
An employee hired while a Housing Selection is in progress may join that Housing
Selection and select from the available units. Please note, because of swings in
availability, employees are not guaranteed housing at the time of employment and not
all Housing Selection participants are guaranteed a unit.
For Current Employees in Housing Selection:
Current employees who are eligible may enter any Housing Selection they desire.
However, those with a term or annual appointment must be re-appointed before the
Housing Selection begins in order to either remain in their existing unit or participate in
the next Housing Selection. Those who are re-appointed during the Housing Selection,
and who wish to remain in college housing, and are eligible, may join the 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 Housing
Selection begins will be included in the list of available housing units in the 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. Since there are considerable pressures on this system,
participants are urged to be decisive. If the employee fails to confirm the selection, the
selection process will move forward and the unit will remain available for selection by
other employees.
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, 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. Once signed, an arrangement will be made to acquire
the key. The resident is responsible for transferring the applicable utilities to their name
or assume the risk of possible interruption of service.
Step 5- Payments and Security Deposits
Monthly license fee 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 (two keys per unit; additional keys require a $100 up front
deposit), 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 terminate 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 is completed, and the unit is found to meet the
standards outlined in Addendum B of the HLA, and the move-out form is completed
and signed, the security deposit refund will be processed.
To assist with your move out, we provide a Vacate Checklist.
IV. Housing Repairs and Maintenance
Residents must promptly notify the college if their unit needs repair. Residents must
provide the college with reasonable access to the unit for required inspections, repairs,
and maintenance.
All college-owned units are maintained and repaired by the Facilities Department –
either directly by college personnel or through third-party service providers. 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 categories:
1. Emergency/non-discretionary repairs include life safety, plumbing, heating,
appliance issues requiring immediate attention, and significant pest infestation.
These items must be addressed ASAP and best efforts will be made to notify
residents in advance.
2. Routine repairs and maintenance, such as annual furnace and chimney checks,
routine pest control, life safety inspections, and gutter cleaning, will be scheduled
in advance and notice will be provided to residents. Typically, these tasks occur
around the same time each year, though are subject to change due to inclement
weather.
3. Discretionary repairs, such as painting, insulation, and other repair work will
be scheduled in advance with the resident getting 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 NEED AN EMERGENCY REPAIR, IMMEDIATELY SEEK ASSISTANCE BY
CALLING:
● During business hours: Call Facilities at 413-597-2486 Monday through Friday
from 7:00 a.m. to 4:00 p.m.
● Nights, weekends, and holidays: Call Campus Safety Services at 597-4444.
Note that an emergency is a problem with the unit that might result in harm to you or
others or will cause damage to the building and must be resolved that day.
In the case of a fire or other emergency, please dial 9-1-1.
Non-emergency Repairs
Residents should submit non-emergency repairs or service requests through a
centralized work order system. See here for instructions: https://real-estate.williams.edu/submitting-an-online-work-order/.
NOTE: Please be as specific as possible when filling in the description of work required.
That will help the repair team anticipate what kinds of tools to bring and how much time
to allow. For example:
● BAD: “My window is broken.”
● BETTER: “The top left 2nd floor window is stuck open.
● BEST: “The top left 2nd floor window won’t fully close because the metal rail has separated from the frame. “The screen and storm window are OK.
When in doubt please seek assistance by calling the Facilities Service Desk, at 597-2486.
Capital Repairs
Periodically, the college invests in substantial improvements to units. Whenever
possible, this work is scheduled for when the unit will be vacant. But occasionally the
work will need to take place while the 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 before entering 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
and minimize the disruption.
V. Housing Inventory and Location Map
Visit the online campus map and filter for “Housing” and then “Rental Housing”. This
will show all campus–adjacent rental housing units.
Sharon Marceau– Real Estate and Housing Coordinator
Contact for: Housing Eligibility, Housing Application, 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]
60 Latham Street
Chris Winters – Associate Provost
Contact for: Housing Program, Policies and Procedures, For Sale Housing, New Housing
Purchases, and Commercial Rentals
Telephone (413) 597-4775
Email: [email protected]
Laura Gura, Assistant General Counsel
Contact for: Mortgage Program
Telephone (413) 597-2677
Email: [email protected]
Kim Racine – Service Desk
Contact for: Work Requests and Property Repairs
Telephone: (413) 597-2486
Email: [email protected]
Campus Safety and Security
Contact for: Emergency and after hour/weekend/holiday repairs
Telephone: (413) 597-4444