Housing

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University of Virginia Housing Division Conference Services is please to offer Summer Session Housing. For complete information and to obtain a Reservation Form please visit www.uvaconferenceservices.com.

Late Reservation Fee
A late reservation fee of $50.00 will be assessed to all forms received after the above deadlines. We cannot guarantee requests for accommodations submitted after the deadline; however, we will make every effort to meet your request.

Cancellation Policy
If Conference Services receives written notice of cancellation at least seven days prior to your scheduled arrival date, you will receive a full refund less a $50.00 cancellation fee. Please remember it must be in writing as we cannot honor any verbal cancellations, phone calls, etc. Student residents will be charged one-week’s stay in housing for cancellation requests received less than one week (seven days) before the scheduled arrival date. On the scheduled day of arrival no refunds will be granted.

• The earliest possible arrival date is Sunday, May 16th, after 2:00 P.M. only. The latest possible departure date is Friday, August 6th before 11:00 A.M. This is crucial as all keys must be turned into Housing for the upcoming academic year that day. After 11:00 A.M., your access card/key will be deactivated and there will be an additional fine of $100. The University also considers anyone remaining in the dorms after this deadline, trepassers.
• You must show proof of academic pursuits for the duration of your stay in order for your request to be honored. Academic pursuits may include summer session attendance, studying for graduate exams, department fellowships, or serving as a research assistant.
• You must depart within 24 hours of your last exam.
• Check-in is after 2:00 P.M. on your scheduled arrival date if you are arriving for Session II or III and after 6:00 P.M. for Session I.
• You must return your keys & vacate your room before 11:00 A.M. on the scheduled departure date to avoid an additional day’s charges.

Bedrooms have two single beds, two wardrobes, and two desks.

Each bedroom is furnished with the following items:

• 1 or 2 twin beds
• 1 or 2 desks with chairs
• 1 or 2 closets
• Wastebasket
• Mirror
• Window blinds (must be left in place)
• Off-white walls
• Tile or carpeted floors
• Individual data connections to the University’s computer network
• There are no longer telephones in each room. There will be landlines on each floor and in the RA room for emergencies. 
• Basic cable is available at an additional expense. Please contact UVA ITC for further information. 

Facilities and services in the area:

• Mem Gym (Memorial Gym)
• The Pav (Pavilion 11 - First floor, Newcomb Hall)
• Newcomb Dining Hall (Second floor, Newcomb Hall)
• Study lounges
• Laundry facilities
• Vending Machines

For additional information and floor plans visit www.uvaconferenceservices.com

Housekeeping and Maintenance
A mattress pad will be supplied. Housekeeping will clean the common halls, common living areas, and common baths one time per day Monday through Friday in the Residence Areas. University of Virginia Conference Services should be notified of all maintenance requests. Residents are responsible for disposing of personal trash. Failure to empty the trash and place the refuse in the outside dumpster will result in additional charges of $50.00 per hour, with a $100.00 minimum.

Reservations and Confirmations
The Reservation Form and Housing Agreement must be returned to University of Virginia Conference Services at least one month (31 days) prior to the student’s arrival date. Space is limited; housing will be assigned on a first come, first served basis. The Student will pay a Late Reservation Fee of $50.00 if the reservation form is received after the stated deadline. Reservations submitted after the deadline cannot be guaranteed, but every effort will be made to meet all requests. Each student will receive written confirmation of their room assignment prior to arrival.

Rates and Payment
The nightly rate will be $21.00. Payment in full must be included with the reservation form. Reservation requests will not be processed without payment. Any additional fees must be paid prior to check out.

Cancellation and Refunds
Conference Services must receive written notice of cancellation at least one week (seven days) prior to the scheduled arrival date in order for you to receive a full refund, less a $50.00 cancellation fee. You must complete a Cancellation of Housing Form (available on our website) for your cancellation or change request to be considered. If a notice of cancellation is received less than one week before the scheduled arrival date, you will be charged for one week’s stay in housing. If a notice of cancellation is received after your scheduled check-in time, you will be required to pay a one-week penalty from the date your written cancellation is received. Credit card refunds are usually posted within two business days. Check and money order refunds usually take between six and eight weeks.

University of Virginia Conference Services must receive any changes in a resident’s length of stay in writing. Please be advised that we will make every effort to accommodate those that may need to increase their stay within the available dates, but these extensions are not guaranteed. There is a $50.00 change fee if you would like to shorten your stay by any amount of days.

Check In/Out
In order to ensure thorough facility preparation, no student may check-in before 2:00 P.M. on the scheduled arrival date. Early check-ins are not permitted. All students must check-out by 11:00 A.M. on the scheduled departure date. Late check-outs will be charged for an additional day and a $100.00 late fee.

Roommates
We will make every effort to accommodate roommate requests as indicated on the reservation form but we can not make guarantees. Roommate requests must be mutual. Room assignments are made according to the information provided by each student.