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General Policy and Procedure


03.007:  Guest and Temporary Housing


Status:

Approved on January 28, 2008Signatures and dates
on archival copy

Effective:

when approved 

Initiated by:

Beverly Wyatt
Director of Housing
 

Endorsed by:

The Ohio
University
Executive Staff

Kathy Krendl
Executive Vice President and Provost
 

Approved by:

Roderick J. McDavis
President
 


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Purpose

A limited number of accommodations are available throughout the year for individuals affiliated with Ohio University and groups that are sponsored by departmental units. This policy provides guidelines for guest eligibility and reservation procedures. In addition, this policy assures that appropriate cancellation procedures are in place to cover costs associated with operations. This policy is not intended for conference or workshop participants.


Plan

Ohio University supports the use of residence hall bed spaces and apartments not being utilized for the current student population, as a means to address the housing needs of campus guests and visitors. This policy is designed to document and communicate the process for accessing guest and temporary housing on Ohio University's Athens Campus.

Housing Office staff will publish online a list of the accommodations to which this policy applies, linked through http://www.ohio.edu/housing/.


Policies and Procedures


I.  Eligibility

Individuals eligible to utilize guest housing facilities must be affiliated with or sponsored through an Ohio University department. Overnight visitation may include family members of current Ohio University students.


II.  Reservations

Departments requesting reservations for an affiliated guest must provide a departmental account number, P-card number, or provide contact information so that the individual can be contacted in order to make payment prior to check-in. Departmental reservations will be accepted no sooner than 6 months in advance for apartments and 30 days in advance for overnight accommodations.

Individual guests may request a reservation no earlier than 14 days prior to their on-campus visit. A major credit card must be presented to confirm reservation status, and a sponsoring department or university affiliation must be identified.

All reservations require that the following information be provided:

  1. Complete name of primary guest

  2. Number and name(s) of all occupants residing in university facility

  3. Home mailing address

  4. Home and work telephone numbers

  5. Major credit card (Visa, MasterCard, or Discover), Purchasing card number, or departmental account number

  6. Arrival date and approximate time

  7. Departure date

  8. Parking needs (make, model, color, and license number of vehicle)

  9. Special needs

All reservations will be accepted on a first-come, first-served basis, and confirmed by the Housing Office. Reservations must be made at least 24 hours in advance, and check-in must occur prior to 8:30 p.m. unless special arrangements have been made. Some rooms require a minimum of two nights stay. Check-ins begin at 3:00 p.m. daily; check out is at noon. Department personnel may pick up keys in advance of guest arrival.

One room key and exterior key per guest will be issued at check-in. All lost keys must be reported immediately. A fee will be assessed for all lost keys, including keys issued to special rooms and facilities areas.

Accommodation may be made for temporary or guest housing needs from 1-29 nights. Individual room reservations require prepayment of entire stay at check in, and may include a minimal deposit.

Housing needs for 30 or more days requires the guest to sign a lease agreement and make a one-month payment plus deposit prior to check-in for all apartment style accommodations. If financially sponsored by a university department, a memo with authorized signature stating this commitment and the billing account number must be provided prior to approval.


III.  Rates and Refund Schedule

Rates are determined by the Housing Office and are subject to change. Special rates may be designated for holidays, special weekends, and meeting space (if requested). Information regarding current availability and rates may be obtained by calling 740-566-9001. Guests utilizing these facilities for functions not related to the educational mission of the university may be subject to sales tax and to all city, county, and state transient taxes.


A.  Discounts

Special rate discounts will be available for departmental-sponsored individuals staying longer than 7 days. If an individual is an employee of the university and is receiving a discounted rate or is being sponsored by a University department, the value of the benefit must be reported by the sponsoring department to the Ohio University Payroll Department as a benefit subject to federal, state, and local income taxes. This would include room, meals, and other amenities received.


B.  Cancellation and Refunds

Due to the limited number of available apartments and guest housing on campus, strict cancellation policies apply. Apartment rental cancellation requires a 30 day notice to receive a refund of the security deposit. Guest housing requires a forfeiture of one night's charges if cancellation occurs after the reservation is made. The cancellation policy will be reviewed with the individual as reservations take place. Cash refunds are not available at the point of service. Refunds will be processed and received within 2 to 4 weeks from request.

Additional information regarding guest housing may be found online, starting at http://www.ohio.edu/housing/.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Assistant Vice President for Auxiliary Services

  5. Policy and Procedure Review Committee

  6. Tax Compliance Manager

  7. Policy and Procedure Review Committee


Forms

There are no forms that are specific to this policy.


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Dick Piccard revised this file (http://www.ohio.edu/policy/03-007.html) on May 1, 2013.
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Athens, OH 45701
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