Subletting Your Apartment or Room

Subletting Your Apartment or Room

Subletting information

  • Please download and carefully read the Sublet Kit for HUH apartments or the  Sublet Kit for Cronkhite Graduate Center rooms. They contain HUH subletting conditions, sublet periods, policies and procedures, an application, and related forms.
  • Subleases and other similar arrangements are restricted to Harvard affiliates and can only be made with Harvard’s prior consent; all sublet arrangements must be approved in writing in advance by Harvard University Housing.
  • CAMBRIDGE RESIDENTS: There is a new Cambridge City ordinance that impacts your ability to sublease your unit for a period of less than 30 days. Please be aware of the following prior to listing your unit on harvardhousingoffcampus.com.
    • Rentals of less than 30 days are prohibited unless the unit is registered (which involves an inspection process and payment of a $500 fee) and you meet specific eligibility standards. Please be aware that new tenants in particular may not be eligible for the City of Cambridge's registration. Learn more by downloading Cambridge's Short Term Rental Guide and Short Term Rental Decision Tree
  • Sublet requests are processed in the order they are received. During the busy summer season it might take up to ten business days to process your request; at other times of the year we typically process a sublet application within five business days.
  • To expedite the processing of your request, be sure that the application is complete, it is signed by all parties, and that all required documentation is submitted.

Sublet Kits

Please send an email to leasing@harvard.edu if you have any questions regarding HUH sublet policies.

 

  • Harvard University students or employees with proof of active affiliation within the University during the sublet period. 
    • A proposed subtenant who does not have a current Harvard ID must provide their Harvard University acceptance/appointment letter or Harvard Department-issued documentation with the Sublet Application.
    • Researchers must provide their Harvard Department letter to ensure eligibility prior to approval.  Not all researchers are eligible.
    • An HUID Person of Interest affiliation does not meet eligibility (e.g., special borrower, library, temporary access, vendors, and Smithsonian cards).
    • If you have questions regarding your eligibility, please check wtih your school or department to have them confirm that your role is that of a Harvard student or employee.
  • Students may not sub-lease beyond their graduate date as they are considered alumni and are no longer current affiliates.
  • Harvard Summer School students are eligible as long as their affiliation is during the sublet period.
  • Subletters who want to live in Cronkhite Graduate Center must be at least 21 years old at the beginning of the sublet period.
  • You cannot sublet to your family members unless they are eligible Harvard affiliates.
  • Residents holding an HUH lease or housing contract and their affiliated authorized occupants are not permitted to sublet another HUH apartment/unit during the term of their lease/contract.
  • Maximum occupancy guidelines apply.
  • All occupants must be approved affiliates, approved direct family members (a spouse/domestic partner, parent, child, or sibling of the subtenant), or other persons approved by Harvard University Housing (HUH—the Landlord), and such persons must be registered with HUH by the filing of a Sublet Authorized Occupant Form.

Details about sublet periods can be found in the sublet kits.

  • The only place you may list information regarding your sublet is on harvardhousingoffcampus.com.
  • Click here to learn how to post your free listing on harvardhousingoffcampus.com.
  • Any Harvard University Housing sublet posted anywhere other than harvardhousingoffcampus.com is considered a violation of the lease/policies.
  • No information about an HUH sublet may be posted on any other website.
  • Violations are grounds for eviction.

Providing your subtenant with access (keys/fobs/swipe access card, etc.):

 

For tenants who have not yet moved in/picked up keys:

  • Primary tenants who have not yet moved in may authorize the subtenant(s) to pick up their welcome package and keys at the Property Management Office at the start of the sublet period.
  • The primary tenant(s) must complete the Key Pickup Authorization form for tenants who have not picked up keys and return it with the Sublet Application.
  • If the subtenant will arrive after hours, the tenant can make advance arrangements with the Property Management Office for a lock box, if available. Lockbox requests must be made three business days prior to the sublet start date.
  • The subtenant will be responsible for returning the key(s)/key fob and swipe access card (if applicable) to the tenant.

For tenants who have already picked up keys:

  • Existing primary tenants are expected to give their keys/fobs to their subtenant. If you don’t wish to share your mailbox key, you may purchase another one from the Property Management Office for $25 or suggest the subtenant rent a Post Office box.
  • If a key/fob handoff is not possible, the tenant(s) may complete the Key Pickup Authorization form for tenants who have already picked up keys and return it to the Leasing Office, with the applicable Sublet Access Administration Fee, as shown on the form. The Property Management Office will not give the mailbox key to the subtenant without the consent of the primary tenant(s).
  • If the building requires swipe access and the subtenant does not have a valid HUID, the primary tenant must request a temporary building access swipe card from the Property Management Office.
    • If the temporary swipe card is not returned to the Property Management Office within five business days after the sublet expiration, the tenant will be charged a $25 fee.
  • If swipe access is required and your subtenant already has a valid Harvard University ID Card (HUID), they may have it activated at the Property Management Office.

Getting keys/fob back from your subtenant:

  • If the tenant gave key(s)/fob to the subtenant, they must be returned to the tenant.
  • If the subtenant picked up key(s)/fob at the Property Management Office, they must be returned as noted in the Key Pick-Up Authorization Form.
  • If the key(s)/key fob(s) are lost or not returned, the primary tenant(s) may be charged a $200 lock replacement fee or a $100 key fob replacement fee, as applicable, unless they have already paid the Sublet Access Administration Fee.

Lockouts:

  • The signature of the primary tenant(s) on the Sublet Application will be deemed sufficient authority to permit Property Management to let the subtenant into the apartment in the event of a lockout.
  • After-hours lockout and lock replacement fees will be charged to the primary tenant’s account.

Note: Subtenants are not allowed to purchase keys. Please see Housing Policies and Procedures for Harvard University Housing Tenants for details.

Policies

  • HUH residents are not permitted to be subtenants in another HUH apartment during their lease term.
  • Subtenants are not permitted to sublease the apartment to another subtenant.
  • Sublet periods may not overlap; you cannot sublet more than one HUH apartment at the same time. Maximum occupancy guidelines apply. Refer to
    www.huhousing.harvard.edu/apply/application-process/maximum-occupancy-guidelines.
  • If you live in a pet-friendly apartment and your subtenant wishes to bring their pet, the pet must meet HUH policy requirements and the Pet Authorization Forms must be signed by the primary tenant(s) and the subtenant(s).
  • Exceptions to pet or other HUH policies are granted only on the basis of an eligible reasonable accommodation. If your subtenant requires a reasonable accommodation, their eligibility must be verified by appropriate University staff. Please contact the HUH disability housing coordinator at leasing@harvard.edu for preliminary information.
  • The primary tenant(s) and subtenant(s) must exchange current contact information so each can be reached in case an emergency arises.
  • Unless the Sublet Application is approved by the Harvard University Housing Leasing Office, the Property Management Office will have no record of the subtenant’s occupancy. Lockout and maintenance requests made by the subtenant(s) will not be responded to. The presence of an unauthorized subtenant in your apartment is a violation of your Harvard lease and may result in eviction proceedings.
  • HUH does not inspect or clean your apartment after your subtenant has vacated.

Primary tenant(s) responsibilities:

  • Show your apartment to prospective subtenants. HUH will not issue viewing passes for this purpose.
  • Provide a copy of the lease and all related documents to the subtenant(s).
  • Deliver copies of any Landlord notices to the subtenant(s), including alerting the subtenant(s) to any construction or projects occurring during the sublet period.
  • Inform the subtenant(s) that at times Landlord will enter the premises to perform maintenance and, in some cases, notice of entry may go only to the primary tenant.
  • Be sure to share Internet access information and all applicable policy information with your subtenant
  • Primary tenant(s) must return subtenant’s temporary building swipe card, if applicable, to the Property Management Office within five business days of the sublet end date or be charged $25.

Subtenant(s) responsibilities:

  • If the subtenant(s) receives any Landlord notices directly, the subtenant(s) is responsible for delivering copies of the notices to the primary tenant(s).
  • The subtenant(s) must comply with all terms outlined in the primary Harvard lease and Tenant Policies and Procedures, which can be found online at
    www.huhousing.harvard.edu/apply/policies-and-procedures.
  • Subtenant(s) must return keys/fobs and swipe access cards, if applicable, at the end of the sublet period.
    • If the tenant gave key(s)/fob to the subtenant, they must be returned to the tenant.
  • If the subtenant picked up key(s)/fob at the Property Management Office, they must be returned as noted in the Key Pick-Up Authorization Form.
  • Either the tenant or subtenant must return the swipe access card, if applicable, to the Property Management Office within five days of the end of the sublet period or the tenant will be charged a $25 fee.

Airbnb and other transient subletting/Short term rentals are not allowed

  • This includes “lending” your unit during graduation or over term breaks, and all similar arrangements via sites such as Sublet.com, Roamer, Facebook, Craigslist, etc.
  • Receipt of compensation for occupancy of your unit and/or allowing use of your unit via short-term rental website listings is specifically prohibited.
  • Use of your unit is limited to you, authorized occupants, and HUH-approved subletters. Use by anyone else is a violation of HUH policies and is grounds for eviction.
  • CAMBRIDGE RESIDENTS: There is a new Cambridge City ordinance that impacts your ability to sublease your unit for a period of less than 30 days. Please be aware of the following prior to listing your unit on harvardhousingoffcampus.com.
    • Rentals of less than 30 days are prohibited unless the unit is registered (which involves an inspection process and payment of a $500 fee) and you meet specific eligibility standards. Please be aware that new tenants in particular may not be eligible for the City of Cambridge's registration. Learn more by downloading Cambridge's Short Term Rental Guide and Short Term Rental Decision Tree.

Safety and Security

  • Safety and security is a responsibility shared by all of our residents
  • Those who live in the building have the right to assume that other occupants are affiliates, family members, or guests known to members of our community as specifically authorized in your lease/contract. 
  • As such, all residents must adhere to the subletting policies -- violations are grounds for eviction.

How to Search for a Sublet

  • Visit harvardhousingoffcampus.com.
  • Click the "Housing" tab.
  • Click "HUH Sublet" and any other applicable filters.
  • Contact the person who listed the sublet.