Housing

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University of Virginia Housing Division Conference Services is pleased 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 $25 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 $25 cancellation fee. Student residents will be charged one-week’s stay in housing for cancellation requests received less than one week before the scheduled arrival date. This includes requests made after check-in.

• The earliest possible arrival date is Monday, May 16th. The latest possible departure date is Thursday, August 11th.
• 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 12:00 p.m. ( noon) on your scheduled arrival date.
• You must return your keys & vacate your room before 11:00 a.m. on the scheduled departure date to avoid additional charges.

Woody House Double One communal bath per floor (with eight showers, seven toilets and six sinks). Bedrooms are carpeted and have two single beds, two wardrobes, and two desks. There are two small lounges and one large lounge on each floor. The lower floor has ten sleeping rooms along with a communal bath, large lounge and small lounge.

Cauthen House Double One air-conditioned building. Bedrooms are carpeted and have two single beds, two wardrobes, and two desks. There is one large, communal bathroom per floor. The first floor houses classroom space, including one large classroom which holds approximately 50 students, one small classroom which holds approximately 20 students and a computer lab with 18 work stations. The second, third and fourth floors house the bedrooms, as well as three lounges per floor.

Summer Language Institute For information on the Summer Language Institute housing option, visit www.virginia.edu/SLI.

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 Housing Division 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 dumpster will result in additional charges of $25 per hour that it takes to remove the refuse.

Reservations and Confirmations The Reservation Form and Housing Agreement must be returned to University of Virginia Housing Division Conference Services at least one month prior to the student’s arrival date. Space is limited in some areas; housing will be assigned on a first come, first served basis. The Student will pay a Late Reservation Fee of $25 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 Nightly Rates: Cauthen and Woody Double: $16 per person, per night. 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.

Cancellations 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 $25 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 posted within 48 hours. Check and money order refunds usually take between 6 and 8 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.

Check In/Out In order to ensure thorough facility preparation, no student may check-in before 12:00 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; University of Virginia Housing Division Conference Services will store, at the Conference Center, student luggage for the day if transportation departure times do not coincide with the 11:00 a.m. check-out.

Roommates We make every effort to accommodate roommate requests as indicated on the reservation form. Roommate requests must be mutual. Room assignments are made according to the information provided by each student.