Housing Policies and Procedures

Leasing

Application: Brattle Street Apartments Application Form (qualtrics.com)

Applications are available starting in March for both summer (June–August) and fall (September–May). However, if apartments are available, you have the option to apply for leasing prior to September if your affiliated school requires you to be here sooner, or to extend your lease based on availability and affiliation with Harvard should you need to stay a bit longer.

Eligibility

All full-time fellows, faculty, visiting scholars, staff, and graduate students at Harvard University and the Radcliffe Institute for Advanced Study (hereafter referred to as Harvard Radcliffe Institute or HRI) are eligible to apply for housing at 83 Brattle Street apartments.

Apartments are assignments on a first-come first-served basis, with preference given to Harvard Radcliffe Institute fellows, then to Harvard University fellows, staff, and finally, to graduate students. Incoming tenants are notified by the housing office of apartment assignments in mid-May.

Rent Payments

The first or initial rent due must be prepaid by credit card. You will receive an invoice with payment instructions at the time you receive the lease. Payment must be received by the lease due date.

Payments are made through Harvard’s accounts receivable payment portal.

After making the first month’s payment, rent is due on or before the first day of each month. Invoices will be sent to your e-mail monthly prior to the first of each month. Billing statements are not provided by accounts receivable. Graduate students are billed through their Harvard student account monthly prior to the first of the month.

 Late Payment of Rent

• If you are in default after the first day of any month, and you fail to make acceptable payment arrangements with accounts receivable to bring your account current, Harvard Radcliffe Institute reserves the right to charge you last month’s rent and a security deposit.
• If you fall two weeks behind in rent, you may receive an e-mail reminding you to make a payment.
• Failure to respond to the notice that your rent is past due may result in a 14-Day Notice to Quit and may ultimately lead to eviction.
• If you are a student lessee, failure to pay the charges on your student account or any monies due and owing HRI by the scheduled due date, and failure to make acceptable payment arrangements to bring your student account current, also may result in HRI placing a financial hold on your account, preventing you from registering for future classes, renewing your lease, requesting transcripts, or receiving your diploma.
• Harvard University may refer the delinquent account (which may include charges under your lease as well as any other delinquent charges) of any lessee to a collection agency and you may be responsible for paying the collection agency fee, which may be based on a percentage, at a maximum of 40 percent of the delinquent account amount, together with all costs and expenses, including reasonable attorney’s fees, necessary for the collection of your delinquent account.

Subletting

Subletting is not permitted in 83 Brattle Street apartments.

Vacating the Apartment

You must remove all your personal belongings, food, rubbish, etc., and leave the apartment clean and in undamaged condition. Furthermore, you must vacate your apartment by noon the last day of your lease. Failure to do so will result in additional charges.

Move-Out Communication

Send an email to housing@radcliffe.harvard.edu with the date and time you plan to vacate your apartment.

Cleaning

Pack all your valuables and sensitive documents ahead of time, to ensure that they are not left behind. Refrigerator must be cleared completely, and all trash must be removed from your unit.

Keys

Return all sets of keys to the facilities management office, located at 79 Brattle Street (next door to 83 Brattle Street) upon moving out. If you are planning to leave after office hours or on a weekend, please let us know ahead of time so that we can plan accordingly.

Maintenance

Once vacated, the apartment will be inspected for maintenance issues. If you are aware of any issues that need to be addressed prior to the next tenant moving in, please let us know so that we can plan accordingly.

Postal and Parcel

You are responsible for coordinating and overseeing the pickup and shipment of your packages and boxes with the carrier of your choice.

Don’t forget to change your mail forwarding address with all applicable parties, to ensure that you will receive your mail going forward.

Comcast Cable

If you have ordered any services through Comcast for television, please cancel those services and return any equipment that you may have. Comcast can be reached at 1-800-934-6489.

Request Early Move-Out (Vacating Your Apartment prior to Your Current Lease Expiration Date)

Contact housing@radcliffe.harvard.edu to request an early move-out. We will schedule turnover maintenance of your apartment for re-leasing.

Re-leasing of your apartment prior to the expiration date specified in your current lease is not guaranteed. Every effort to lease your unit will be made. Meanwhile, you must pay the rent and meet all lease obligations until the apartment is re-leased or until the specified expiration date of your current lease, whichever date is earlier.

Building Amenities

• Elevator
• Free Harvard Wi-Fi
• Hardwood floors in most units
• Bathrooms with granite-top vanities and ceramic tile floors
• Kitchenets with granite counters, solid maple cabinets, and energy efficient appliances
• Coin-operated washers and dryers on-site
• Furnishings
• Basic housewares (including kitchen equipment, bedding, and bathroom accessories)

Apartments

Furnishings and Appliances

All apartments are fully furnished with appliances, furniture, and household items—including basic bedding, bathroom items, and kitchen accessories—to get you started. We understand that bedding, towels, and some kitchen accessories are very personal, so if you need anything other than what we provide, we encourage you to bring your own. However, no substitutions will be made, and furniture and appliances cannot be removed from the apartment. 

Heating

Heat is included in the rent for all units. In compliance with Massachusetts regulations, heat is provided from September 15 through June 15 each year, at a minimum temperature of 68°F between 7 AM and 11 PM and a minimum of 64°F at all other hours.

To prevent building and apartment pipes from freezing, do not reduce your apartment thermostat below 60°F or close radiator valves during winter for any period while absent from your apartment. Lessees who fail to comply may be charged for the cost of any damages that may occur.

Air Conditioning

Energy-saving air conditioners are provided in apartments. One air conditioner per unit is provided except for in two-bedroom units, which will have two air conditioners. Air conditioners are provided and installed by an outside vendor. HRI staff are not allowed to move air conditioners. If you need the air conditioner moved to another location within the unit, contact housing@radcliffe.harvard.edu and the name of the company and contact information will be provided. Please note that the vendor charges approximately $100 for this service.

Cable Television

Comcast is the local service provider in this area. If you need more than the basic channels you can get with a standard antenna we provide, you will need to contact Comcast directly to add service. Please provide Comcast with your name, address, apartment number, and telephone number. Comcast can also be reached by telephone at (888) 737-8361 or online at www.comcast.com.

Internet Service

HRI provides Harvard wireless internet. If you are having difficulty logging onto the network, please contact Harvard IT at (617) 495-8411 or go to the Harvard University IT website at http://huit.harvard.edu/pages/harvard-wireless. You will need your Harvard ID to use the internet.

Fireplaces

Fireplaces were sealed off in 2006 and may not be used by tenants.

Roof Access

Tenants are prohibited from accessing the roof of 83 Brattle Street.

Laundry

Laundry facilities are in the basement. There are four washing machines and four dryers that you may pay for using your credit card. For repairs or maintenance questions, please email workrequest@radcliffe.harvard.edu.

Trash/Recycling

Trash and recycling receptacles can be found in the basement of 83 Brattle. Trash is removed daily, while recycling is removed as needed. Items for recycling include paper, cardboard, boxes, cans, bottles, and plastics. Additionally, HRI recycles clothing, batteries, and computer equipment. For questions on recycling, services, or removal, please email workrequest@radcliffe.harvard.edu.

Elevator Dimensions:

• Height: 89”
• Door opening: 84” high x 27 ¾” wide
• Compartment width: 54”
• Compartment depth (at its shallowest): 20”

Stair Dimensions:

• Width: 31” at the handrail, 33 ½” above the handrail
• Height at the lowest point: 80”
• Corner at its narrowest point: 30”

Smoking

Smoking is not permitted anywhere on the premises, including individual apartments, common areas, or grounds. Please exit the front door and walk outside the front gate to the sidewalk to smoke.

Visitors/Guests

Visitors/guests are individuals who are not listed as lessees or authorized occupants and are visiting temporarily, on a nonregular short-term basis. Guests/visitors must be personally known to the lessee and the lessee is to be present with the guest for the entire guest stay.

You are not permitted to allow any other person or persons (other than an authorized occupant) to occupy your apartment, in part or in its entirety. You must contact housing@radcliffe.harvard.edu regarding visitors.

If you are approved for a guest/visitor, you are responsible for the actions of the individual(s) while they are in 83 Brattle Street. Guests/visitors will not be given keys to the building or your apartment, nor will they be let into your apartment, or given any personal information from the housing office, or its staff, without prior written approval from the tenant. Only tenants listed on the lease, with a proper ID, will be admitted to an apartment.

Pets

Pets are not permitted in 83 Brattle Street apartments. The keeping of any unauthorized or unregistered animal is a violation of your lease and is grounds for lease termination. Failure to remove the animal after Radcliffe’s request for removal may result in Radcliffe commencing eviction procedures.

Please note, reasonable accommodations are granted based on eligibility in the case of service and assistance animals. Although 83 Brattle does not allow pets, Radcliffe cannot guarantee that there will be no pets in the building.

Service Animals and Assistance Animals

A service animal is a dog that is individually trained to do work or perform tasks for an individual with a disability. An assistance animal is an animal that works, provides assistance, or performs tasks for the benefit of a person with a disability. Assistance animals are distinguished from service animals in that they have not been individually trained and they may be an animal other than a dog. Assistance animals include emotional support animals (ESAs), comfort animals, and companion animals.

Service and assistance animals are not required to wear an identifiable vest or harness. Do not assume that an animal, while seemingly at rest, is not working, and do not feed, pet, or tease the animal as this can distract it from its task. 

Exceptions to 83 Brattle’s pet policies are granted only based on an eligible reasonable accommodation. Eligibility to keep a service or assistance animal in any 83 Brattle apartment must be reviewed and approved by the Harvard University disability office.

No service or assistance animal shall be kept in the building until the following conditions are met:

• The resident’s eligibility for a service animal or assistance animal has been verified by appropriate University staff.
• The service animal or assistance animal authorization and policies rider amending your lease/housing contract is signed and returned with the required veterinary records and a photo of the animal.
• The authorization rider is executed and returned to the tenant by HRI.
• It is the lessee(s)’s responsibility to ensure rabies vaccinations are kept up to date and to submit evidence of such prior to submission of any request for an extension of your lease.
• After initial signature, you may be required to submit an updated pet authorization and policies rider if HRI changes or amends the rider.
• You must notify the HUDO disability coordinator as well as HRI housing in writing if the service or assistance animal is no longer needed or is no longer residing in the premises.

Where assistance animals are allowed: If an assistance animal is approved as a reasonable accommodation, access will be limited to the housing unit and the designated areas (and path of travel) for an animal to relieve itself. Assistance animals are not permitted in the courtyard in front of the building.

Accessible Housing Accommodations

Individuals who require accessible housing accommodations related to a disability or serious ongoing medical condition should contact the HRI housing office at housing@radcliffe.harvard.edu for preliminary information. HRI works closely with the University disabilities office and Harvard University Housing to explore effective housing accommodations and alternative housing solutions whenever possible. Please note, however, that HRI cannot guarantee housing.

Parking

There is no off-street parking available at 83 Brattle. However, there are metered spots available in front of the building. Tenants who bring vehicles must visit the City of Cambridge parking office to obtain a parking permit.

Tenants may be eligible to apply for parking in some of the Harvard-owned parking garages in the area. Please visit Harvard Transportation & Parking at https://www.transportation.harvard.edu/parking/students-tenants to see the options.

Storage

There is no storage available at 83 Brattle. Storage is available at Metropolitan Storage, 134 Mass Ave, (800) 444-8180. You will need to arrange for a moving company to move your belongings. Companies to consider are Brookline Moving at (617) 566-6922 or Gentle Giant at (800) 442-6863.

Building Maintenance

Work Request

workrequest@radcliffe.haravard.edu
(617) 495-8187

Work request is Radcliffe’s maintenance repair unit. You should contact them for any facilities-related issues that occur during normal business hours (M–F, 9 AM–5 PM). Please include your name, apartment number, phone number, and email along with the maintenance issue.

Control Center

(617) 495-5560

The control center provides off-hour emergency maintenance coverage to 83 Brattle Street during non-business hours (5 PM–9 AM), holidays, and weekends. When calling the control center, please include your name, apartment number, phone number, and email along with the maintenance issue.

Security

Security is of paramount concern at 83 Brattle Street. The easiest and simplest way to protect yourself and the community is to be aware of your surroundings. Do not let anyone into the building or your apartment who you do not know. Additionally, always be sure to deadbolt and lock your door, whether you will be in your apartment or away.

Harvard University Police

If a situation arises in the building that you feel requires a call to HUPD, do not hesitate to call them at (617) 495-1212 (emergencies) or (617) 495-1215 (non-emergencies). When calling HUPD, please include your name (if appropriate), the location, the nature of the problem, and any pertinent information such as the time the incident occurred, a description of the item/person, medical conditions, or any other issues.

Lockouts

If you are locked out of your apartment during regular business hours, please contact Helina Terefe at (617) 495-1119; note that she may not be available immediately. There will be a $20 lockout fee accessed during normal business hours and a $120 lockout fee for nights and weekends. If you are locked out of your apartment after business hours (5 PM–9 AM) or on weekends, please contact the control center at (617) 495-5560.

You will be asked upon your arrival to update your emergency contact information and let us know who is living in the apartment with you. Only tenants listed on the tenant sheet provided to the control center by the housing office with a proper ID will be admitted into an apartment.

Should you require a new set of keys to the apartment, you must wait until the next business day to contact the housing office. Tenants will be accessed a $40 fee for each replacement key. Should we deem it necessary to change your apartment door lock/core you will be accessed a $200 door lock/core replacement fee.

Fire

The building fire alarm system will alert the occupants as well as the Harvard fire group and the Cambridge Fire Department in the event of a fire. You should take additional steps to ensure the safety of the building’s occupants:

1. Stay calm and composed.
2. Wake and prepare all individuals in your apartment.
3. Feel the door to see if it is hot. If it is hot or there is excessive smoke in the hallways, exit through the back stairwell.
4. Exit your apartment and close the door.
5. Quickly exit the building and proceed to the designated meeting area which is located at the corner of Brattle Street and James Street (at the corner of Schlesinger Library).
6. Do not allow anyone to reenter the building until the fire department allows you to reenter. NEVER USE THE ELEVATOR!

Questions?

If you have questions regarding these policies and procedures, please contact us at housing@radcliffe.harvard.edu.