Student Housing Guidelines and Agreement

(Institute-Arranged Housing)

Please read carefully before signing. By signing the Institute’s Participation Agreement and/or accepting Institute-arranged housing, you acknowledge and agree to the terms and conditions of this Housing Agreement. This Housing Agreement is incorporated into and forms part of the Institute’s Participation Agreement, Code of Conduct, Refund/Withdrawal Policies, and related Institute policies (collectively, the “Institute Policies”). If there is any conflict between this Housing Agreement and the Participation Agreement, the Participation Agreement controls.

The Institute is committed to your success and satisfaction. We will make every reasonable effort, without guarantee, to provide safe, functional housing that supports your academic experience in Italy. This agreement outlines realistic expectations for living in historic Italian cities.

1) Definitions

Institute-Arranged Housing: Housing arranged by the Institute through landlords, agencies, residences, homestay partners, or other housing providers.
Program Arrival Date / Move-Out Date: The dates communicated by the Institute for the applicable program term/session.
Withdrawal: A student’s written notice of withdrawal submitted in accordance with Institute policy.
Dismissal / Administrative Removal: Removal from the program for conduct, policy violations, non-payment, safety/risk management, irreconcilable differences, or other reasons permitted under the Participation Agreement and/or Code of Conduct.
Third Party: Anyone other than the student, including parents/guardians, family members, friends, or other non-program participants.
Official Institute Communications: Messages sent through the Institute’s email, portal, and/or Institute app.
Non-Program Guest: Any guest who is not currently enrolled in the Institute program for the same term/session (including friends, partners, family members, and students from other programs unless the Institute explicitly approves in writing).

2) General Housing Standards and Expectations

The Institute will make reasonable efforts, without guarantee, to consider housing preferences (including lodging requests, roommate requests, and personal preferences). Roommate requests must be reciprocal and may not be possible due to logistics, inventory, safety, or other constraints.
Institute-arranged housing consists of private residential apartments comparable to typical off-campus student housing. Each apartment includes a single bed, dresser or wardrobe, shared bathroom with shower or tub, kitchen equipped with refrigerator, stove, microwave (or toaster oven combo), dining area or kitchen table, basic dishes and kitchen utensils, and shared living facilities.
Housing varies significantly in age, size, layout, location, distance from the Institute, furnishings, building condition, and amenities.
Optional amenities (e.g., elevator, air conditioner, dishwasher, clothes dryer, television) are not guaranteed. If present, they may or may not be functional, and the provider is not required to repair them if not legally mandated.
Wi-Fi is provided but signal strength may vary across rooms due to building construction and infrastructure limitations (e.g., thick stone walls and wiring restrictions).

3) Location, Building Conditions, and City Context

Housing will be located within a 45-minute or less walk (via Google Maps pedestrian route) to at least one of the Institute’s main buildings. Exact distance, route, neighborhood, and transit options will vary.
Students acknowledge they will be living in historic European cities where buildings may be decades or centuries old. Apartments may feature imperfect stone or stucco walls, antique features, dated appliances, wall frescos, paintings, and variable exteriors and common areas.
Buildings or neighboring units may be under restoration, involving scaffolding, noise during legally permitted hours, temporary entrances, and other temporary inconveniences beyond the Institute’s control.

4) Pets and Animals
No pets or animals of any kind are permitted in Institute-arranged housing, Institute facilities, or Institute-sponsored activities.

Requests for disability-related accommodations (including service animals) must be submitted in advance through the Institute’s accommodations process. Approval is subject to feasibility, housing-provider/roommate constraints and applicable laws.

5) Cleaning, Care, and Maintenance

Students are responsible for maintaining reasonable cleanliness and hygiene in their bedroom, bathroom, kitchen, and all shared areas. This includes cooperating with roommates on a fair division of household tasks and adapting personal habits as needed.
Students must purchase or share the cost of consumable household items (toilet paper, paper towels, cleaning supplies, kitchen spices, etc.).
Students are expected to take appropriate care of equipment and furnishings and may be held responsible for repair or replacement costs due to misuse, negligence, or damage.
Students may not personalize the apartment (e.g., rearranging furniture, hanging posters, pictures, or other items) without prior Institute approval if such changes risk damaging walls or surfaces.
Maintenance issues must be reported promptly via the Institute app or student email with a detailed description and, when possible, photos/video.
The Institute and/or housing provider may enter the premises for inspections, repairs, or cleaning with notice when practicable. Entry may occur without notice in emergencies, urgent maintenance situations, legal requirements, or when access is otherwise necessary.
Housing staff is generally available during Institute business hours. Emergency issues (e.g., active water leak, no running water, electrical hazard, gas smell) must be reported immediately via the Institute’s emergency process.
Maintenance requests will typically receive an acknowledgment within 48 business hours, although actual repairs may take longer depending on severity and local provider availability.
If an apartment fails to meet basic cleaning standards, a professional cleaning service may be scheduled and charged to occupants (typically €150+ per apartment), allocated equally unless the Institute determines individual responsibility.

6) Roommate Etiquette and Quiet Hours

Students must treat roommates and nearby residents with respect and concern for their privacy and sleep hours.
Quiet hours are 10:00pm–8:00am. Excessive noise, loud music, parties, and other disturbances are prohibited. Because Italian homes are not well-insulated, students must avoid wearing hard-soled or high-heeled shoes indoors during quiet hours.
Smoking is not permitted in Institute-arranged housing.
Alcohol abuse, drunkenness, and illicit substances are prohibited and may result in sanctions up to and including dismissal consistent with the Code of Conduct.
Students must make their best effort to live cooperatively with roommates and cooperate to resolve issues. The Institute will assist with roommate mediation upon request.

7) Guests and Visitors

Guests are permitted in Institute-arranged housing provided all occupants are informed beforehand and unanimously agree.
Overnight visitors are not permitted, including friends and family, unless specifically authorized in writing by the Institute.
Students remain fully responsible for the conduct of any permitted guest and for any fines, damage, cleaning, or other costs resulting from a guest’s presence.

8) Health, Safety, Keys, and Security

Students must not keep identifying address information on keychains and must not disclose their specific apartment address to non-program participants.
Lost or stolen keys must be reported immediately. Students may be charged for replacement keys, locksmith services, and lock changes if required for security.
Students must follow reasonable security practices (lock doors/deadbolts, close windows/shutters, remain aware when entering/exiting buildings).
Common areas may be monitored by video surveillance managed by third parties (building owners/condominiums). The Institute may not control access to or release of footage.
Unauthorized or non-program guests are strictly prohibited.

9) Bedbugs, Pests, Humidity, and Mildew

Housing is cleaned and inspected prior to arrival, but pests can occur in travel settings.
If bedbugs or other pests are reported within 21 days of arrival, the Institute will coordinate intervention and cover costs as determined by the Institute.
After 21 days, occupants may be responsible for treatment and related costs (including treatment, cleaning of linens/clothing, and temporary lodging) unless the Institute determines otherwise.
The discovery of bedbugs is generally not considered an emergency and will be addressed during Institute working hours.
Mildew (“muffa”) is common and may appear suddenly due to humidity and limited ventilation.
Students must ventilate appropriately (open windows, use fans, circulate air after showers/cooking and when drying clothing).
Students must report mildew promptly; the Institute will coordinate appropriate remediation (professional cleaning, dehumidifier, or other measures as feasible) at no cost to students where the issue is reported in a timely manner.
Limited, spotty mildew is not itself grounds for relocation, but it should be addressed promptly.

10) Requests to Change Housing

IMPORTANT: Housing changes are not processed during arrivals and orientation week. Requests may be reviewed after the initial adjustment period (typically 10 days after semester start; 5 days after summer start), must be submitted in writing by the student, and are not guaranteed.
Students may not change housing assignments or move into other units without Institute approval.
If a move is approved, roommates may be separated and original preferences may not be honored. Additional housing costs may apply and must be paid by the deadline set by the Institute.

11) Housing Communication & Resolution Policy

Student-led process and Official Institute Communications
Housing issues and concerns should be raised directly by the student through Official Institute Communications. To open a housing case, please:

Contact us directly (in person at Student Life/Housing, or via official channels: housing form, phone, or student email).
Provide specific details (what happened, when/where, who is involved; photos if relevant).
Participate in the resolution process in a respectful, solution-oriented manner.

Third-party communications
Communications from parents or other third parties may be noted for information, but they do not open a formal housing case or require a response from the Institute. Students themselves must initiate the case. The Institute will generally limit its response to third parties to a brief acknowledgment of process and next steps.

Privacy
The Institute communicates directly with the student regarding housing matters and does not share details with unapproved third parties, in keeping with Institute Policies and privacy regulations. If you would like a parent/guardian included in communications, please submit a written request (and complete any required consent process). Even with consent, the resolution process remains student-led.

First-days Adjustment vs. Actionable Issues

The beginning of a study-abroad experience often includes an adjustment period. Many initial concerns naturally improve once students unpack, rest, settle in, meet their roommates, and adapt to local living norms. We take every report seriously and will work with you to determine the best path forward.

Resolution Timeline and Process
We address housing concerns as promptly as possible, with priority given to urgent matters.

Acknowledgment of properly submitted cases: within 48 business hours.
Written action plan: within 5 business days (excluding delays caused by third-party providers or landlords).

Relocation requests
Relocation is not guaranteed and is considered only when there is a verified health/safety risk, a serious documented issue that cannot be resolved in place, a substantiated conduct/harassment matter, or when program leadership determines it is necessary for student wellbeing or operations.

We will always make reasonable efforts to resolve issues in the current housing before approving a move. Relocation is generally not approved for preference-based concerns (such as size, distance, amenities, or typical first-week adjustment) unless additional verified factors exist. Emergencies are handled immediately; email is not appropriate for true emergencies.

Respectful Communication and Procedures
We ask that students and families respect the Institute’s policies, procedures, and timelines and communicate with us in a courteous manner. Repeated attempts to bypass established procedures, as well as threatening, harassing, or highly disruptive communications that interfere with staff’s ability to support the entire program, may be addressed as a conduct matter consistent with the Participation Agreement and Code of Conduct.

12) Institute and Landlord Rights

Students occupy private dwellings subject to landlord/condominium rules and Italian law.
The Institute and/or landlord may require relocation or eviction for inappropriate behavior, safety/risk management, repeated violations, or other program/landlord reasons, consistent with the Participation Agreement and Code of Conduct.
The Institute may reassign housing at any time for operational, safety, conduct, capacity, maintenance, compatibility, or landlord requirements, with or without notice when necessary.
If the Institute determines a student must relocate (temporarily or permanently), the student must comply with the relocation timeline and instructions. Failure to comply may be treated as a conduct violation and may result in sanctions up to dismissal.

13) Damages, Charges, and Inspections

Students must report pre-existing damage within the first 10 days of occupancy. Failure to do so may result in charges at checkout.
Charges for damages, extra cleaning, key/lock issues, removal of abandoned items, utility overages, fines, and other costs may be assessed and allocated equally among occupants unless the Institute determines individual responsibility after reasonable investigation.
The Institute will provide itemized invoices for any charges.
Transcripts and/or records may be withheld until housing-related balances are paid in full, consistent with Institute Policies.

14) Energy Use and Conservation

Utilities are included within reasonable usage limits. Excessive or negligent use may result in additional charges allocated among occupants.
All lights, heating (if applicable), appliances, fans, and electronic devices must be turned off when not in use and when leaving the apartment.
Heating may be controlled by building systems and Italian regulations and may operate for limited hours.

15) Hold Harmless and Release of Liability

Students understand housing involves inherent risks, including theft, injury, interruptions, and third-party actions. To the fullest extent permitted by law, the student agrees to hold the Institute harmless from claims arising from housing circumstances beyond the Institute’s control, including third-party acts/omissions.
The Institute does not insure personal property. Students are responsible for securing appropriate insurance for loss, theft, or damage of personal items.
The Institute does not maintain insurance on student apartments nor for any property in the apartments against loss due to occupant negligence, misuse or failure to properly secure or maintain the premises. Students are financially responsible for the cost of repairs, remediation and property damage resulting from such incidents and are encouraged to obtain appropriate insurance coverage applicable to their time abroad.

16) Vacating the Premises

End of Term Move-Out

Students must vacate Institute-arranged housing on or before the Move-Out Date communicated by the Institute, return keys as instructed, remove all belongings, and leave the premises in acceptable condition. Items left behind may be removed at the student’s expense, and the Institute may charge removal/cleaning fees where applicable.
If a student does not utilize the lodging assigned for any reason or chooses to secure lodging independently, the student is not entitled to any compensation or refund.

Withdrawal or Dismissal — 24-Hour Vacate Requirement
Upon withdrawal or dismissal/administrative removal, the student’s Institute-arranged housing assignment may be terminated immediately. The student must vacate Institute-arranged housing within twenty-four (24) hours of the effective time of withdrawal or the notice of dismissal/administrative removal (whichever applies), or by an earlier deadline if required for health, safety, legal, or operational reasons.

Exception for Medical Withdrawals: In cases of documented medical withdrawal (supported by a doctor’s note), the Institute will provide up to 72 hours to vacate when feasible and will offer reasonable assistance with temporary storage or shipping of belongings.

Acknowledgment
By accepting and signing the Institute Participation Agreement, I affirm that I have read, understood, and agree to comply with this Housing Agreement as part of my participation in the Institute program and Institute Policies. I understand that my participation is voluntary and that this agreement constitutes a legal and binding obligation. I further agree to this Agreement’s content as a legal and binding obligation/contract.