Residency Contract Requirements

On-campus living, within and outside of the Residential Learning Community (RLC) Program, allows students to:

• interact with other students who share similar and different interests;
• engage with other students through study groups and academic support resources and networks;
• make friends easily and quickly;
• take advantage of a wealth of social opportunities;
• have increased interaction with faculty and residential staff; and
• enjoy the SCU on-campus living experience leading to greater satisfaction with the overall SCU experience.

In many instances, these positive outcomes are sustained and further enhanced the longer students live on campus.

Santa Clara’s on-campus residential experience facilitates the transition to University life for those new to campus and nurtures the interests of students already here. Students share the experience of living in communities where their social activities, service opportunities, and coursework are designed to enhance the Santa Clara experience and promote a commitment to integrated learning. On-campus living helps connect students with peers, with faculty in and outside of class, with the University Core Curriculum as a coherent whole, with student programs and organizations, and with the University community at large.

Santa Clara University requires all full-time undergraduate students to live on campus during their first (freshman) and second year unless the student has been approved for an exception or space is not available to accommodate this requirement.

The first-year Residency Exception form will become available on Wednesday, January 10, 2024 at 9AM, via your SCU application portal and are due by May 31, 2024. Please keep in mind that it may take up to four weeks for the RE form and documentation to be reviewed and to receive a response.

We strongly encourage you to not sign a lease for off campus housing until you receive an official approval from the Housing Office. This would include committing to living in fraternity or sorority housing off campus.

Exceptions may be approved if one of the following conditions are met:

1. Student lives with parent/legal guardian in their primary place of residence within 20 miles from campus. Primary place of residence is defined as a person's permanent home and place of habitation. An owned or leased apartment or house which is not occupied does not qualify. Supporting documentation will be required.

• • A letter signed by parent/legal guardian, confirming residence needs to be submitted at time of completing the residency exception form.
  • Proof of residency (example: license, utility bill) needs to be submitted at time of completing the residency exception form.

2. Situation in which living on campus would result in severe financial burden, as determined by a students Financial Aid need.

• Student must have a 2024-2025 FAFSA submitted. This is the only way it can be determined if a student has a need. To request a residency exception, please email onestop@scu.edu with the following information: 
• First and last name
• Email address 
• Student ID number (11 digits) 
• Yes or no to whether a FAFSA has been submitted already 
• A brief explanation for why the residency requirement would be a severe financial burden
• Any supporting documentation you would like to submit
• The student may qualify for release based on financial hardship if there has been a significant change in the income of either the student and/or the student’s parent/legal guardian, since the date of the housing contract.  This may be due to loss of income, job loss, added debt related to medical conditions, etc.
• Recommended documentation: employer pay stubs; death certificate; letter from a qualified physician documenting how illness affects work status and a letter from the employer attesting to the same fact; documentation that all financial aid awarded was accepted and disbursed.
• Please allow for 10-14 days for processing. 

3. Student has a medical condition which warrants the necessity to live off-campus.  Supporting documentation will be required and reviewed by the Housing Office. Students will need to complete the Residency Exception Clinician Documentation Form. Criteria which would need to be met would include:

• • Attestation of medical condition from a qualified professional that has treated student in the last 6 months
  • Form signed by student confirming validity of request and consenting to relevant departments reviewing the submitted information.
  • Student will be asked to agree to the following: By submitting this form, I confirm that all information provided is true and correct, and that I am seeking an exception based on a documented medical condition. I understand that by submitting this request and any accompanying documentation, the information I am providing may be reviewed by Housing, Residence Life, Office of Accessible Education, and General Counsel, but only to the extent that such review is necessary for the purpose of considering my exemption request. I fully consent to Housing, Residence Life, Office of Accessible Education, and General Counsel accessing the information I am providing, including confidential medical information, for the purpose of evaluating my exception request.Most medical and mental health disabilities are able to be accommodated in on-campus housing. We are anticipating not approving many exceptions for medical/mental health reasons. Please keep this in mind as you plan for the upcoming academic year.
  • Most medical and mental health disabilities are able to be accommodated in on-campus housing. Please keep this in mind as you plan for the upcoming academic year.
  • You will be required to submit a Residency Exception Clinician Documentation Form. Please download, print and have your clinician complete this form below: Residency Exception Clinician Documentation Form.
  • Once you have a Residency Exception Clinician Documentation Form filled out or a letter from your clinician, use the following link to submit your confidential documents: https://york.accessiblelearning.com/SCU/ApplicationHousing.aspx .
  •  

4.  Student turns 21 before the start of fall term.

5. Student is a veteran of the armed forces or active duty military.  Veteran or current military ID must be submitted.

6. Student is or becomes legally married, or is or becomes the primary caregiver to a legally dependent individual.

7. Students who are 16 years of age or younger at the start of fall term.

8. There are religious and/or family caregiving responsibilities that may require a student to live at home.  

 Santa Clara University requires all full-time undergraduate students to live on campus during their first (freshman) and second-year unless the student has been approved for an exception or space is not available to accommodate this requirement. 

The sophomore Residency Exception form will become available on Wednesday, February 28th, 2024 at 9AM, via your housing portal. The form will close on March 22, 2024 at 11:59PM. Please keep in mind that it may take up to four weeks for the RE form and documentation to be reviewed and to receive a response. Housing will not be accepting RE forms before February 28th, 2024. We strongly encourage you to not sign any leases off campus before you receive an official and approved residency exception from the Housing Office.

We strongly encourage you to not sign a lease for off campus housing until you receive an official approval from the Housing Office. This would include committing to living in fraternity or sorority housing off campus.

Exceptions may be approved if one of the following conditions are met:

1. Student lives with parent/legal guardian in their primary place of residence within 20 miles from campus. Primary place of residence is defined as a person's permanent home and place of habitation. An owned or leased apartment or house which is not occupied does not qualify. Supporting documentation will be required.

• • A letter signed by parent/legal guardian, confirming residence needs to be submitted at time of completing the residency exception form.
  • Proof of residency (example: license utility bill) needs to be submitted at time of completing the residency exception form.

2. Situation in which living on campus would result in severe financial burden, as determined by a  students Financial Aid need:

• • Student must have a FAFSA submitted. This is the only way it can be determined if a student has need. Before submitting the residency exception form, you will be required to fill out the RRE Financial Form, which will provide the Financial Aid Office and/or One Stop information needed for the financial review. 
  • The student may qualify for release based on financial hardship if there has been a significant change in the income of either the student and/or the student’s parent/legal guardian, since the date of the housing contract.  This may be due to loss of income,  job loss, added debt related to medical conditions, etc.
  • Recommended documentation: employer pay stubs; death certificate; letter from a qualified physician documenting how illness affects work status and a letter from the employer attesting to the same fact; documentation that all financial aid awarded was accepted and disbursed.
  • Please allow for 10-14 days for processing.

3. Student has a medical condition which warrants the necessity to live off-campus.  Supporting documentation will be required and reviewed by the Housing Office. Students will need to complete the Residency Exception Clinician Documentation Form. Criteria which would need to be met would include:

• • Attestation of medical condition from a qualified professional that has treated student in the last 6 months
    
  • Form signed by student confirming validity of request and consenting to relevant departments reviewing the submitted information.
  • Student will be asked to agree to the following: By submitting this form, I confirm that all information provided is true and correct, and that I am seeking an exception based on a documented medical condition. I understand that by submitting this request and any accompanying documentation, the information I am providing may be reviewed by Housing, Residence Life, Office of Accessible Education, and General Counsel, but only to the extent that such review is necessary for the purpose of considering my exemption request. I fully consent to Housing, Residence Life, Office of Accessible Education, and General Counsel accessing the information I am providing, including confidential medical information, for the purpose of evaluating my exception request.
  • Most medical and mental health disabilities are able to be accommodated in on-campus housing. Please keep this in mind as you plan for the upcoming academic year.
  • You will be required to submit a Residency Exception Clinician Documentation Form. Please download, print and have your clinician complete this form below: Residency Exception Clinician Documentation Form.
  • Once you have a Residency Exception Clinician Documentation Form filled out or a letter from your clinician, use the following link to submit your confidential documents: https://york.accessiblelearning.com/SCU/ApplicationHousing.aspx.

4. Student turns 21 before the start of fall term.

5. Student is a veteran of the armed forces or active duty military.  Veteran or current military ID must be submitted.

6. Student is or becomes legally married, or is or becomes the primary caregiver to a legally dependent individual.

7. Students who are 16 years of age or younger at the start of fall term.

8. There are religious and/or family caregiving responsibilities that may require a student to live at home.  

Q: Why did Santa Clara implement a two-year residency requirement?

A: Living on campus helps connect students with peers, and faculty in and outside of class, and allows students the convenience to regularly attend student events and participate in student organizations. Students have shared that once they move off campus it becomes harder for them to stay involved, even with short distances to off-campus accommodations. 

Q: How has the on-campus experience for sophomores changed with the implementation of a residency requirement? 

A: Sophomores who choose to continue to live on campus have positive experiences and appreciate the opportunity to stay on campus for another year. With additional sophomores living on campus, there will be added leadership and mentorship opportunities for first-year students to learn from sophomores. Programming will be expanded to include those topics most relevant for sophomores. 

Q: How do financial aid packages differ if one lives on- or off-campus?

A: A standardized set of budgets are used as the basis for determining the cost of attendance at SCU. The cost of attendance budget is then used to determine the maximum amount of financial aid a student can be awarded. 

Budgets vary depending on the student’s academic year living arrangements; from living with parents or relatives, to living on campus (residence halls), to living off campus (apartments/university apartments, etc.). A cost of attendance budget is initially assigned depending on the housing option selected on the Free Application for Federal Student Aid (FAFSA) or the California Dream Act Application (DREAM). 

Budget calculations used to determine aid eligibility are based on whether a student elected to live on-campus, off-campus or with family. Students may have aid reduced if a new housing choice has a lower total cost than the one originally selected. To find out more about how financial aid may be impacted it is advised for the student to meet with the OneStop Office. 

Q: Will FR/SO students interested in substance-free living be exempt from the on-campus requirement?

A: For the 2025-2026 academic year, Santa Clara University will offer a substance-free program, located in Magis/Sanfilippo Hall.The Offices of Housing and Residence Life will work closely with the Wellness Center to assist in placement of first-year and sophomores interested in the Substance-Free Floor.

Q: Will sophomores have priority over first-year students when choosing space?

A: Sophomores will continue to be placed in advance of our first-year students. For the 2025-2026 application process, all sophomores who submit their housing application by the published deadline will have equal priority to all of the communities through the Room Selection Process. 

Q: Will sophomores be able to live in any accommodation (singles, doubles, apartments, etc)? 

A: Sophomores will have similar housing options as our first-year students, but will have priority for apartments in Casa and Sobrato. Singles will continue to be assigned as space is available. 

Q: What happens if a contract is cancelled due to a conduct sanction? 

A: The Student Conduct Code and Offices of Housing and Residence Life policies are important to ensure safe and respectful communities for all students. Should a first-year or sophomore student have their Housing Contract cancelled they will be responsible for the contract cancelation fee and room and board charges for the remainder of that term and one additional term.

Q: This is my first year in college but I'm a junior by credits, do I have to live on-campus?

A: Yes, on-campus residency is required until a student is in their third year of college. All full-time undergraduate students are required to live on campus during their first and second year, unless the student has been approved for an exception or space is not available to accommodate this requirement. Class year is based on total academic years in college.  

Q: My family is local, can I live at home with them?

A: Students may submit a request for an Residency Exception if they live with a parent or legal guardian in their primary place of residence within 20 miles from campus  (Primary place of residence is defined as a person's permanent home and place of habitation. An owned or leased apartment or house which is not occupied does not qualify.) 

Q: Do I have to live on campus if I’m 21 or older?

A: If a student is 21 or older by the start of fall term, the student can request an exception.

Q: What happens if I do not submit a housing application?

A: A student will be assigned to a random space on campus, based on class standing, and will be assigned the Basic Resident Dining Plan. Charges for room and board will be charged to student's account for the full academic year.

Q: I am planning to apply for a Residency Exception, what is the deadline to do so?

A: The Residency Exception form deadline for incoming first-years is June 5, 2025 at 5:00PM. The Sophomore Residency Exception form deadline is March 19, 2025 at 5:00PM. 

Q: If submitting a request for an exception, what supporting documentation will I need? 

A: Supporting documentation includes the following and needs to be relevant to the reason in which the student is requesting an exemption.  (SEE ABOVE AS WELL FOR MORE DETAILED INFORMATION) 

• Birth certificate and/or government-issued documentation including age
• A copy of parent’s proof of address (official lease or mortgage paperwork, a US driver’s license, etc.)
• Marriage certificate
• Birth certificate(s) of dependent(s)
• A notarized & stamped letter from parent or legal guardian stating that student lives with them at the address as shown on their official proof of address
• Medical documentation if your accommodation cannot be met by living on campus
• A written statement on compelling individual circumstances

Q: If I sign a lease agreement for off-campus housing will I be automatically approved for a residency exception?

A: Having signed an off-campus lease agreement will not release you from the residency requirement. If you do not receive an official approved residency exception, you will be responsible for one academic year's worth of room and board, charged to your student account.

Q: What will happen if I do not apply for on-campus housing and do not complete a residency exception by the published deadline?

A: You will be charged one academic year’s worth of room and board, charged to your student account.