1. Overview

   A limited number of overnight accommodations are available throughout the year for faculty/staff, individual guests affiliated with Ohio university and groups sponsored by departmental units. This policy provides guidelines for faculty, staff and guest eligibility and reservation procedures. This policy is not applicable for conference or workshop participants.

   Ohio university supports the use of select residence hall rooms and apartments not being utilized for the current student population to accommodate faculty, staff, campus guests and visitors, to accommodate faculty, staff, campus guests and visitors. Any faculty, staff or university affiliated or departmental sponsored guests.  

2. Eligibility

   Faculty/Staff: Individuals eligible to request housing accommodations include newly hired faculty or staff transitioning to Ohio university or existing faculty or staff needing housing due to extenuating circumstances. Any faculty or staff residing on campus for more than thirty must sign a lease in compliance with relocation policy 41.111 .

   Individual or departmental sponsored guests: Individuals eligible to request overnight accommodations must be affiliated with the university or sponsored through an Ohio university department. Departmentally sponsored guests would include guest speakers, experts in residence, award recipients, etc. Individual guests may include family members of current Ohio university students, alumni visiting campus, etc. 

3. Reservations

   Faculty/Staff reservations will be accepted no sooner than six months in advance for overnight accommodations greater than one month. Faculty/Staff and departmentally sponsored guest reservations will be accepted thirty days in advance for overnight accommodations less than one month. Individual guests may request a reservation no earlier than fourteen days prior to their on-campus visit. All rooms require a minimum stay of two nights. 

   Information regarding current availability and rates may be obtained by emailing housing and residence life at housing@ohio.edu or calling 740.593.4090.

   All reservations will be accepted on a first-come, first-served basis, and confirmed by the housing office. Check-ins begin at 3:00 p.m. daily and must occur prior to 8:30 p.m. unless special arrangements have been made; check out is at noon. Department personnel may pick up keys in advance of guest arrival.

4. Rates and refund schedule

   The housing and residence life o􀆯ice determines overnight accommodation rates, which are subject to change. Special rates may be designated for holidays, special weekends, and meeting space (if requested).

   Departments paying for overnight accommodations must complete a rental form and provide account information for billing. When departments pay for overnight accommodations for a university employee, information will be shared with human resources/payroll for tax compliance and reporting.

5. Cancellation and refunds

   Due to the limited number of available apartments and rooms on campus, strict cancellation policies apply. Overnight accommodations greater than thirty days requires a thirty days’ cancellation notice to receive a refund of the security deposit. Overnight accommodations less than thirty days results in a forfeiture of one night's charges if cancellation occurs after the reservation is made.

Forms, References, and History

1. Forms

   The following forms are specific to this policy:

   1. A departmental rental form will be distributed upon accommodation request. 

2. References

   The following item is relevant to this policy:

   1. Policy 41.111 , "Relocation Expenses"

3. History

   Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected review site .

   Prior versions of this policy were approved on:

   1. October 26, 2018
   2. January 28, 2008
   3. November 6, 2002
   4. August 21, 1978
   5. December 22, 1975
   6. January 5, 1973
   7. October 31, 1969