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Questions for Students who want to Sublet their Apartments What documents must I submit to obtain permission to sublet? The following is a check list of documents you need to submit. Please note that incomplete applications will not be accepted and will be returned to you.
Can I fax rather than mail in my application? Yes, you may fax your application to us at 212-854-5333 as long as the signatures and photograph are legible. If any part is unclear, you will need to mail the entire application to us. How long does it take to process my sublet application? It will take a minimum of seven days to process a complete application. However, during the busy sublet season of April through June, we process applications in the order of the sublet start date rather than the submission date. During this time, if the submission date is well in advance of the sublet start date, the processing will likely take more than seven days. How will I know when my sublet application is approved? To check on the status of your sublet application, go to the subletting Web site at www.columbia.edu/cu/ire/sublease/subregistry.html and click on “Check application status” under “Contents.” Look for your name and the date that the application was approved. You will not be contacted by OCHA with regard to your application approval status. Does my subtenant need a pass to enter the building? OCHA does not give out passes. The superintendent or doorman will have a list of approved subtenants. Your subtenant should be ready to show identification upon move-in. Can I give my keys to the building superintendent to give to my subtenant? No, superintendents are instructed by the University not to accept keys for this purpose. You must arrange on your own to give your keys to your subtenant. Can your office find a subtenant for me? We cannot find a subtenant for you. You must find a subtenant on your own and we encourage you to list your unit in the Subletting Registry to help you do so. I have rented my unit. How do I remove my listing from the database? To remove your listing, go to the Subletting Registry and click on "Modify Listing." Enter your listing code which you received when you initially listed your unit as well as your email address and follow the instructions. Can I advertise my sublet in newspapers and Web sites in addition to the Subletting Registry? Yes, you may advertise wherever you want. What should I do if I want to sublet my room/apartment beyond May 31st, but my current lease or contract expires on that date? You are eligible to sublet your room or apartment beyond May 31st once your lease or contract is renewed. If you pay your rent by semester, information on renewing your contract will be emailed to you in March or April. If you pay your rent by the month, you should expect to receive your lease renewal forms in April or early May. If you are unable to renew your lease or contract prior to leaving your apartment, please contact University Apartment Housing (UAH). I’m not finished with my field work assignment and would like to extend the period of my sublet. What should I do? If you are requesting to extend the term of the existing subtenant, send an email to OCHA at ocha@columbia.edu providing: your subtenant’s name; the exact dates of the new term; and the new rent, if applicable. We recommend that you send a copy of this information to your subtenant. If there will be a new subtenant, you will need to complete a new sublet application form and submit it to OCHA. You are eligible to extend the sublet provided you have complied with all application requirements including the following: 1) you have renewed your lease beyond the term of the extended sublet period; 2) you will be returning to the University for at least one semester at the expiration of the sublet extension; and 3) you have obtained written permission from your Housing Liaison if the extension takes place during the academic year. Contact UAH for information on how to renew your lease. I found a subtenant of the opposite gender and my roommates approve of this person. Why was my sublet application denied? Our policy is that students in apartment share/dormitory-style accommodations may sublet only to someone of the same gender. In an effort to maintain a balanced female to male ratio, we do not grant exceptions to this policy. Also, even though your current roommates may approve of the prospective subtenant, incoming roommates may not. My potential subtenant just graduated from Columbia but does not yet have a job or affiliation with another educational institution. Is he/she eligible to sublet? Yes, we will approve the application provided you submit a copy of his/her Columbia University identification or diploma. Should I or should my subtenant pay rent to Columbia University during the term of the sublet? As the prime tenant, you remain responsible for the rent and all other terms and conditions of your lease. You are obligated to pay rent to Columbia whether or not you are able to collect rent from your subtenant, so select your subtenant carefully. You may elect to continue paying rent to Columbia with the subtenant paying you or, as an accommodation to you, Columbia’s Office of the Controller will accept rent directly from the subtenant upon your written authorization. The request for direct payment form is available online as page 4 of the sublet application. This option is not available to you if you are billed on a semester basis by the Office of Student Financial Services Questions for Faculty and Staff Members who want to Sublet their Apartments Am I required to sublet to an affiliate of Columbia University? No, although we would prefer that you sublet to a Columbia affiliate, your application will not be denied if you are unable to do so. What should I do if I am on sabbatical leave or summer vacation and my lease expires before I return to my apartment? If you are on leave or away for the summer and your lease expires before you return, you should give UAH a forwarding address or fax number where your lease may be sent. In the interest of expediting the renewal process, we would appreciate your sending us a self-addressed envelope. Typically, lease renewals are generated one month prior to lease expiration. For example, if your lease expires in August, your renewal will be sent to you in July. Once you have signed and returned the renewal, our records will be updated accordingly and you will not be required to submit a new sublet application. If I am subletting to a succession of subtenants during my leave, do I have to complete a separate application for each subtenant? Do I need to provide departmental confirmation of my leave of absence if I will be away from Columbia during times other than summer or intersession vacations? Yes, if you will be subletting during times other than summer or intersession vacation periods, you must have your department Chair, Dean or Director complete the appropriate form included in the “Permission to Sublet Application.” Alternatively, you may attach a copy of your departmental approval letter. Questions for Persons Searching for Apartments to Sublet How do I find an apartment to sublet for the summer? The Subletting Registry is a free service that lists Columbia units, both furnished and unfurnished, for sublet. Most of the listings are for the summer and are posted in April and May. The database is available to anyone to search. Click on the button below and go to the area for housing search and follow the instructions. Click on Below Button to Search
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