Many of the apartments in the Bard-Haven Towers are designated as apartment shares. These 1, 2 and 3 bedroom apartments have been modified to accommodate 2, 3 or 4 students. In most cases, the living room has been subdivided to create a large bedroom and common area. This type of accommodation is unfurnished. Apartment shares have a lease that is classified as joint and several. This means that as a student tenant you and your roommates (co-tenants) are both jointly and separately responsible for the apartment, the rental and selecting a new roommate when a current roommate moves out. (click PDF for current Apartment Share listings) Please make sure to read the section which applies: Vacating, remaining student tenant or new tenant.

•What are My Responsibilities as the Vacating Student Tenant?
You are required to complete a Notice of Vacancy Form with the Office of Housing Services at least 30 days prior to your moving out. A staff member will review vacating and moving out procedures, key return, apartment inspection and security deposit return with you.

What are the Guidelines ?

Making Plans to Vacate Your Apartment
• Notify utilities-electricity/gas, telephone, cable and campus computer network services
• Notify post office re: change of address
• Plan move-contact moving company, truck rental company, etc. Contact building manager re: elevator usage.

Moving Out
• All of your belongings must be removed from the apartment. Any items left behind will be considered abandoned property and will be disposed of by Facilities Management personnel who clean and prepare the apartment for the new occupant.
• Wall to wall carpeting will be removed during the apartment turnover process and cannot be passed on to the new tenant. You will be charged for any associated damages.

Key Return
• Return all keys to the 100 Haven Tower II Doorman
• Passing on University keys to a new tenant is prohibited.

Apartment Inspection/Security Deposit Return
• After you have vacated your apartment, and you have returned your keys, the apartment will be inspected to assess the condition of your apartment and to confirm that you have vacated the unit. Any costs associated with repairing or correcting any condition including unauthorized painting, cleaning and trash removal, or damages deemed beyond normal wear and tear and/or replacing any missing appliances, fixtures and furniture will be deducted from your security deposit. This also includes a replacement key charge for all keys not returned.

• Once the inspection has been completed, your materials are sent to the Office of the Controller for final processing. All outstanding charges including apartment damage and any outstanding monthly rental charges will be deducted from your security deposit which has been held in an interest bearing account. A refund will then be processed for the remaining amount and will be sent to the forwarding address you have listed on the Notice of Vacancy.

•What are My Responsibilities as the Remaining Student Tenant ?
You and your roommates are responsible for selecting a new roommate and for following all guidelines related to the selection and approval of your new roommate.

What are the Guidelines ?

The Vacant Room
• All items belonging to the vacating tenant must be removed from the room and apartment. Any items left behind will be considered abandoned property and will be disposed of by Facilities Management personnel who clean and prepare the apartment for the new tenant.

• All vacant rooms are cleaned and painted according to the University's specifications. The vacating tenant will be charged for any unauthorized painting.

• Wall to wall carpeting will be removed during the apartment turnover process and cannot be passed on to the new tenant. The vacating tenant will be charged for any associated damages.

• Providing access to any vacant room independently of the Office of Housing Services will cancel that assignment/lease of the prospective new tenant and could lead to revocation of your current lease.

• Passing on University keys to a prospective new tenant or anyone else is prohibited.

Your Apartment
• You and your current roommates are responsible for regularly cleaning your apartment including your kitchen, bathroom and common areas. These areas should be in good condition before you begin interviewing prospective roommates.

• The University lease maintains a no pet policy.

Selecting a New Roommate
• Your new roommate must be a full-time matriculated CUMC student.

• You and your roommates have 30 days from the day your roommate returns his/her keys to the Tower II doorman to select a new roommate.

Requests for any extension will be reviewed on a case by case basis. If an extension is granted, you and your roommates may be required to pay the outstanding monthly rental until such time as you select a new roommate. Due to the high demand for University housing, requests made to split the outstanding monthly rental between you and your roommates will be denied.

• Your apartment vacancy will be posted on the Apartment Share Vacancy List issued by the Office of Housing Services. You may also advertise your vacancy by posting fliers with the off-campus manager.

• You are not responsible for managing the inspection and cleaning/turnover process of the vacant room or for determining when the new student tenant will sign a University lease and move-in. This is the responsibility of the Office of Housing Services and the Facilities Department.

• After you have selected a new roommate, all parties must complete the Roommate Selection & Approval Form and submit it to the Office of Housing Services before the set deadline.

• You will not be required to find a new roommate, if the vacancy occurs on or after November 15 and you and your roommates are scheduled to graduate the next May. You may not sublet this space nor may you allow anyone to occupy that space.

•What are My Responsibilities as a New Student Tenant?
You will be contacted by a staff member when approval has been given. Lease signing information and your move-in date will be confirmed. It is expected that you will sign the lease and take occupancy of your apartment as soon as possible.

What are the Guidelines?

The Lease
• You will be required to sign a standard New York City lease with additional riders pertaining to Columbia University.

• Lease signing is by appointment only and must occur in person at the Office of Housing Services with a University Leasing Agent. You should make sure to call the Office at least 3 business days prior to the day you wish to move in to make a lease signing appointment. Appointment times are 10AM-4PM, Monday-Friday only.

• At lease signing, you will be required to submit two payment checks: (1) first month's rent and (2) your security deposit. Each payment should be in your name and made payable to Columbia University. Student leases expire on May 31 each year and will be automatically extended June 1 of each subsequent year provided you maintain full-time student status, maintain all terms and conditions of lease and are in good financial standing with the University. Lease signing usually takes about 45 minutes.

Moving In
• Once you have signed your lease you can receive your keys. You will be billed for your apartment as of the day you pick up your keys. Rent is pro-rated based on this date.

• Gaining access to or occupying any vacant room or receiving a room and apartment key independently of the Office of Housing Services will cancel your assignment/lease.