Subletting | Faculty & Postdocs

Residents are responsible for rent for the full duration of their housing agreement. Residents living outside the New York Metropolitan area for an extended period of time may wish to alleviate housing costs during this time by subletting, if eligible.

These guidelines outline the requirements for subletting Columbia Residential housing for current affiliates. Retired faculty and staff should refer to the Subletting for Retirees page for specific information.

  • Who Can Sublet: Current faculty postdocs may sublet during summer and winter breaks or under specific circumstances with approval from their school or department. 
  • Ineligible Buildings: Subletting is not permitted in the following faculty buildings:
    • 455 Central Park West 
  • Location: Residents may only sublet if they are outside the New York Metropolitan area during the sublet period.
  • Sublet Duration:  
    • Minimum: 30 days (per New York State law) 
    • Maximum: 365 days (1 year). Residents requiring longer absences are encouraged to move out and reapply for housing upon their return.
  • Housing Agreement Requirement: An active, signed housing agreement must be on file. Approval for sublet dates beyond the housing agreement expiration is contingent on a signed agreement extension.
  • Residency Requirement:
    • Residents must live in Columbia housing for at least one semester before subletting.
    • Primary Residents must return to the unit for at least 30 days after the sublet.
  • Rent Account: Must be paid in full prior to subletting.
  • Personal Leave:
    • Summer: May 1–August 31
    • Winter: December 1–January 31 
  • Professional Leave:
    • Active faculty and postdocs participating academic exchange programs, fieldwork, research, or sabbatical through their department may sublet for up to 365 days.
    • Approval from department chair, dean, or director is required.
  • Pre-Approval Required: All sublets must be pre-approved by Columbia Residential. 
    • Subletting without prior approval violates the housing agreement and may result in fines of up to $7,500, disciplinary action, and loss of housing eligibility.  
  • Occupancy Rules:
    • Single-occupancy apartments must be sublet in full; individual rooms within these apartments may not be sublet separately.
  • Minimum Age: Subtenants must be at least 18 years old.
  • Good Standing: If the subtenant is affiliated with the University, they must remain in good financial and conduct standing to be eligible.
  • Rental Rates: Subtenant rent may not exceed the Columbia base rent plus optional charges for:
    • Ethernet (if applicable).
    • Furniture usage, up to 10% of the base rent
    • Utility reimbursement (electricity, gas, and cable), if applicable.
  • Subordinate Agreement: The sublet arrangement must adhere to the terms outlined in the primary resident’s housing agreement. The primary resident must provide the subtenant with a copy of these terms.
  • Columbia Residential’s Role: Columbia Residential is not a party to the sublease agreement and will not mediate disputes between the primary resident and subtenant.
  • No Pets: Subtenants are not permitted to have pets in Columbia Residential units.
  • Window Guards: If any occupants of the unit are 10 years old or younger, the primary resident must notify Columbia Residential one week in advance of move-in for window guard installation, as required by NYC law.
  1. Finding a Subtenant: Residents are responsible for securing their own subtenant. The Columbia Off-Campus Housing Marketplace is recommended as a resource.
  2. Application Submission: The primary resident ("Prime Tenant") must submit a sublet application through the Housing Portal and receive approval before allowing the subtenant to occupy the unit.
  3. Processing Time: Sublet applications require up to three business days for review and approval.
  • Keys and Building Access:
    • The primary resident is responsible for providing keys and access to the subtenant.
    • Columbia Residential staff are not permitted to issue keys or grant access to subtenants.
    • The use of lockboxes is strictly prohibited.
  • Payment Arrangements: The primary resident remains responsible for rent payments and will be billed directly. Rent payment between the primary resident and subtenant must be arranged independently.