Terms And Conditions for Residence Halls and Altamirano

New Mexico Tech Department of Housing and Residence Life Housing Agreement Terms and Conditions (Updated 4/22/26)

for Undergraduate Housing in Altamirano, Baca, Driscoll, Presidents, South, Torres, and West Halls

By signing this Application and License Agreement, the undersigned acknowledges that they have read and understand the terms and conditions of this Agreement. The student further acknowledges that this License Agreement is binding for the full academic year (fall and spring semesters) at the New Mexico Institute of Mining and Technology (“New Mexico Tech”) and agrees to comply with all terms and conditions contained herein.

GENERAL DISCLAIMER:

The undersigned, who is or intends to be a regularly enrolled student at the New Mexico Institute of Mining and Technology (hereinafter, the “Student”), and the New Mexico Institute of Mining and Technology (hereinafter, the “University”), hereby enter into this Room and Board License Agreement (hereinafter, the “Agreement”) under the following terms and conditions.

Specific rates, dates, and other applicable information for the relevant academic period are set forth in the current Housing and Residence Life (hereinafter “HRL”) Rates schedule, available through the University’s Office of HRL and/or on the HRL webpage. The HRL Rates schedule is incorporated by reference into this Agreement. Rates are subject to change without notice. 

ELIGIBILITY:

To be eligible for undergraduate University housing, a student must be enrolled in a University degree program and maintain enrollment of at least 12 credit hours per semester during the fall and spring semesters.

Approved exceptions to this requirement include:

  • Students with an approved University Intent to Graduate form, who may enroll in fewer than 12 credit hours during their final semester; and
  • Students with approved disability-related accommodations authorized by the University’s Office of Counseling and Disabilities, permitting enrollment in fewer than 12 credit hours.

All students residing in University housing must demonstrate reasonable progress toward completion of a degree.

HRL may grant additional exceptions to these eligibility requirements in its sole discretion, and the University reserves the right to house non-students in University facilities as space permits.

Students seeking University housing for the summer term must submit a separate Summer HRL Room & Board Application and License Agreement.

Housing Type Restrictions
  • Graduate students and students requesting Family/Married housing are not eligible to reside in Altamirano, Baca, Driscoll, Presidents, South, Torres, or West Halls.
  • Graduate students and students requesting Family/Married housing may be eligible to reside in the Desert Willow Apartments, which is governed by a separate Housing Agreement and Terms and Conditions.  They may also choose Mountain Spring Apartments which is managed through Auxiliary Services.
Housing Deposit and Application Validity
  • Submission of this Application and License Agreement will not be considered complete or valid without payment of the required housing deposit.
  • A $200 room reservation/damage deposit is required before housing is assigned. Once the Student has submitted both a completed application and the required deposit, the Student is bound by the terms of this Agreement unless the housing agreement is canceled in accordance with University cancellation procedures.  

CANCELLATION POLICY:

  1. Notification of Cancelation to avoid penalty timeline: Students entering University housing for the proceeding semester may cancel their Room & Board Application and License Agreement without financial penalty by June 1 (for the proceeding fall term), December 1 (for the proceeding spring term), and May 1 (for the proceeding summer term). 
  2. Between the above dates and Opening Day for those respective terms, the student will be charged a $400 fee for breaking the Agreement/ not checking in by the first day of classes. 
  3. Room cancellations made after the student has moved in and the first day of classes are not eligible for a refund of room or board. 
  4. Fall semester residents who request cancellation of their room & board for the following Spring semester will still be charged for room & board if they remain enrolled at the University, unless they are granted a waiver to be released from their contract.  
  5. Cancellations must be in writing. No cancellations will be accepted by phone. 
  6. Students with extenuating circumstances for canceling the Agreement may request a waiver of the cancellation fee and/or room & board charges by submitting a cancellation request form to HRL. The Assistant Director of Housing Operations will review the request in consultation with the Director of Housing and Residence Life.  
  7. Students who graduate midyear or withdraw from the university will be released from the housing contract.  They are still bound by the same notification timelines to avoid a financial penalty, as outlined in number 1 above.
  8. Students who have completed an application for housing and submitted a housing deposit, but fail to cancel the agreement, and do not show up and check-in by the first date of classes, will have their housing cancelled and be assessed the housing penalty.  
  9. Upon checkout, the room condition will be checked against the Room Condition Record for damages incurred. The housing deposit will be retained by the University. The deposit will be refunded to the Student’s NMT account, minus any damages or cleaning fees once the Student leaves University housing. The student will need to contact Student Account regarding a refund being sent.  

HOUSING ASSIGNMENT:

This Agreement is non-transferable, and housing assignments may not be assigned, sublet, or transferred by the Student.

Housing requests will be considered based on space availability and the date the University receives a complete application packet, which consists of a legible housing application and the required housing deposit.

Subject to space availability, the University will make reasonable efforts to consider student preferences; however, the University does not guarantee assignment to a specific residence hall, room, room type, roommate, or other accommodation.

HRL retains full discretion in the housing assignment process and may assign or reassign a student to any available University housing space as necessary.

Requests to transfer from one room to another will be considered based on space availability, the date and time of the request, and the need for the transfer. All room transfers require prior approval from the Office of Housing and HRL.

The University reserves the right to deny housing applications and to change or cancel housing assignments, with appropriate notice, when necessary to protect the order, health, safety, maintenance, or discipline of the residential community.

OCCUPANCY:

This Agreement is binding for the entire academic year, or for the applicable portion of the academic year as determined by the University.

Residence halls are closed during the period between the fall and spring semesters. Students are not permitted to occupy University housing before their assigned move-in date or after the published closing date, as listed on the Academic Calendar and the HRL webpage, unless prior written approval is granted by the Office of Housing and HRL.

Late Arrival

If a Student is unable to check in by the first day of classes, the Student must submit a written request to HRL to hold the housing assignment. The requested hold date may not exceed seven (7) days after the first day of classes unless otherwise approved in writing by HRL.

Failure to submit a timely written request may result in cancellation of the housing assignment.

Check-Out and Housing Deposit

At check-out, the condition of the room will be evaluated using the Room Condition Record to assess any damages or cleaning charges beyond normal wear and tear.

The housing deposit will be retained by the University at the time of check-out. Upon the Student’s request and after all charges are assessed, the remaining balance of the deposit, less any applicable damages or cleaning fees, will be refunded to the Student’s account in accordance with University procedures.

MEAL SERVICE:

All undergraduate students residing in University housing are required to purchase a meal plan, unless they have an approved waiver from the University’s Counseling & Disabilities Services Office. A minimum meal plan is required and is determined by the residence hall or housing assignment.

Meal service begins no later than breakfast on the first day of classes and ends no earlier than lunch on the final day of scheduled examinations for both the fall and spring semesters.

Meal plans do not operate continuously during academic breaks. The meal plan schedule and calendar are located on the Dining at NMT Information Page (https://www.nmt.edu/reslife/nmt-dining.php). There are no refunds or credits for unused meals at the end of any academic term.

SERVICES, FURNISHINGS & UTILITIES:

The University will provide the Student with housing in a University residence hall for the term of this Agreement. In limited circumstances, the University may assign the Student to a temporary housing assignment when necessary.

Each assigned housing space is furnished with a single bed, chest of drawers, desk, chair, and designated closet space. Students are responsible for any damage to University property beyond ordinary wear and tear, and applicable repair or replacement costs will be charged to the Student.

Students are prohibited from removing University-owned furniture, appliances, or fixtures from assigned rooms. Furniture located in common areas may not be moved into student rooms.

The University will provide utilities, including electricity, water, heat, and access to laundry facilities, for Students residing in University housing.

The availability of additional amenities, such as cooling, study areas, kitchens, and lounge spaces, varies by residence hall and is not guaranteed.

The University will provide internet access in residential areas; however, connection speed and reliability may vary, and the University is not responsible for temporary or intermittent service interruptions.

MAINTENANCE:

The University is responsible for routine maintenance and upkeep of University residence halls and grounds. The Student will be financially responsible for maintenance or repairs required as a result of the Student’s actions, negligence, or misuse of University property, excluding normal wear and tear.

The University, through its authorized employees or agents, reserves the right to enter Student rooms as necessary for purposes including, but not limited to, inspection, maintenance, repairs, safety checks, or emergency response.

Students are required to maintain their assigned space in a clean, sanitary, and safe condition.

When reasonably practicable, the University will provide advance notice prior to entering a Student’s room for non-emergency maintenance or inspections.  

USE OF FACILITIES:

The University will, when necessary or desirable: 

  1. Require students to move to other accommodations in order to vacate a building, floor, wing, or room. 
  2. Change room assignments when vacancies occur in a double room. It is the Student’s responsibility, in cooperation with the HRL Office, to find a new roommate if his/her roommate moves out. If a roommate is not found, the remaining Student must be willing to relocate and/or consolidate with another Student or assume an increased rate. 
  3. Control the use of rooms, with medical direction, in the event of an epidemic. 
  4. Have staff inspect all rooms for purposes of inventory, fire protection, sanitation, safety, maintenance, and policy enforcement. 
  5. Change room assignment (1) for reasons of health, safety, or repair services; (2) for disciplinary reasons; or (3) for reasonable incompatibility of roommates as determined by HRL.

STUDENT RESPONSIBILITY FOR DAMAGE OR LOSS:

At check-in, the Student’s review and acknowledgment of the electronic Room Condition Record constitutes acceptance of the documented condition of the assigned room, residence, furnishings, and equipment at the time of occupancy. The Room Condition Record establishes the baseline condition against which the room and its contents will be evaluated at check-out or termination of occupancy.

Damages: The Student agrees to be financially responsible for any damage, loss, or destruction to the residence hall, assigned room, furniture, or equipment that exceeds ordinary wear and tear, including damage caused by the Student’s guests. Damage within an assigned room is the joint responsibility of all Students assigned to that room, unless responsibility can be clearly attributed to an individual.

Damages or losses occurring in common or public areas (including, but not limited to, restrooms, lounges, study rooms, laundry areas, hallways, balconies, and similar spaces) that cannot be attributed to a specific individual or group may be prorated and assessed equally among Students assigned to the living area in which the damage occurred. The Student agrees to pay such charges upon notice.

Checkout: Students must complete check-out in accordance with published HRL check-out procedures. Failure to properly check out will result in a $50 improper check-out fee. Additional charges may be assessed for failure to return keys, excessive cleaning, or damages identified at check-out or upon vacancy.

Abandoned Property: Personal property left behind after check-out will be considered abandoned. Abandoned property with an estimated value of less than $100 will be disposed of immediately. Abandoned property with an estimated value of $100 or more will be stored for up to fifteen (15) days, after which it may be disposed of. Storage and disposal fees will be charged to the Student’s account.

LIMITATION OF UNIVERSITY LIABILITY:

In addition to any other rights, limitations, or provisions available to the University under this Agreement or applicable law, the University shall not be liable for any failure, delay, or interruption in the performance of its obligations when such failure, delay, or interruption results from causes beyond the University’s reasonable control, or from circumstances that could not be prevented or remedied through reasonable effort and expense.

Neither the University nor its Regents, officers, employees, or agents shall be liable for the loss, theft, damage, destruction, or disappearance of personal property belonging to, used by, or in the possession of the Student or the Student’s guests, regardless of where such property is located, stored, or used.

Students are strongly encouraged to obtain personal property (renters’) insurance to protect against loss or damage. Information regarding renters’ insurance options will be made available to students.

REGULATIONS:

All current University policies, procedures, and the Student Code of Conduct, including the Community Standards for On-Campus Living, are incorporated by reference into this Agreement and form a binding part of its terms. Students are responsible for becoming familiar with these documents.

The University and the Office of HRL reserve the right to amend, modify, or repeal policies as necessary. Such changes are effective upon publication and will occur according the New Mexico Tech's Policy Development, Amendment and Rescindment Policy.

The Student agrees to comply with all University policies and expectations, as well as all applicable federal, state, and local laws. Students must respect the rights, dignity, and property of all members of the residential community, regardless of background, beliefs, values, or attitudes.

Failure to comply with University policies, standards, or expectations may result in disciplinary action, up to and including termination of this Agreement and removal from University housing, as determined by the Office of HRL.

Notice of revocation or termination of this Agreement will be provided to the Student in writing. If the University has made reasonable efforts to contact the Student and the Student is unavailable, notice may be posted on the door of the Student’s assigned room, which shall constitute sufficient notice.

Residents must comply with all housing regulations as outlined in the Community Standards for On-Campus Living, including, but not limited to:

  • No smoking or vaping inside apartments or within 50 feet of buildings
  • No possession or use of cannabis or illegal substances
  • No unauthorized pets
  • No commercial activity within the halls
  • No alterations to rooms without authorization
  • No firearms or other weapons
  • No charging of intentionally set any fire or tamper with safety equipment
  • Use or possess space heaters or halogen bulbs/lamps
  • Use or possess electrical appliances or tools with an open or exposed heating element other than those provided by the University
  • Install portable air conditioners, heaters, or bidets 
  • Hang items from doors, windows, their frames in a manner that may impede exit
  • Charge an electric vehicle using a plug inside or outside a building or room.

 

The Student acknowledges and agrees that the University retains the right to:

  1. Enter and inspect student rooms, with or without prior notice, when necessary for inventory, fire protection, sanitation, health, safety, maintenance, inspections, or policy enforcement;
  2. Regulate or restrict room use under medical or public health direction, including during an epidemic or similar health emergency;
  3. Relocate or vacate any University living area and require Students to move to alternative housing accommodations when necessary; and
  4. Reassign housing designated or adapted for persons with disabilities by requiring unqualified occupants to move to other appropriate campus housing.

TERMINATION OF AGREEMENT:

The University may terminate this Agreement and take possession of the assigned room at any time for violation of any provision of this Agreement, failure to meet financial obligations, or when termination is determined to be in the best interest of the University or the Student.

Reason includes but are not limited to:

  • Violation of housing or University policies
  • Failure to meet financial obligations
  • No longer enrolled as a NMT student
  • Failure to maintain eligibility requirements
  • Safety concerns or disciplinary actions

 

This Agreement is automatically terminated if the Student’s enrollment is officially ended due to withdrawal from the University or as a result of academic or disciplinary dismissal.

If this Agreement is terminated for any reason, the Student must vacate the assigned residence within twenty-four (24) hours, unless written authorization for an extension is granted by the Office of HRL.

Any refunds, if applicable under the terms of this Agreement, will be processed only after the Student has vacated the space and completed final check-out procedures. Housing deposit refunds will be issued within three (3) weeks of the Room Condition Report date, less any applicable charges.

Until all amounts due under this Agreement are paid in full, the Student may be restricted from registering for future coursework or University activities.

The Student agrees to be responsible for all reasonable costs, attorneys’ fees, and expenses incurred by the University in enforcing the terms of this Agreement.

Acknowledgement 

The undersigned agrees to comply with the HRL Community Standards published by the Office of HRL and available on the HRL webpage of the University website (https://www.nmt.edu/reslife/). In addition, the undersigned agrees to comply with all other applicable University policies, procedures, expectations, and the Student Code of Conduct, as published on the University website (www.nmt.edu).

These documents describe the rights and responsibilities of University students and guests and are incorporated by reference into this Application and License Agreement.

The undersigned understands that the University may amend, modify, or repeal these policies, procedures, or standards from time to time. Such changes shall be effective upon publication on the University website and shall apply to this Agreement.