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Guest and Orientation Housing Policies and Procedures

Rules, Regulations and Waiver of Liability

All guests must comply with the “Terms & Conditions/Code of Conduct” and any other policies contained herein. Guests will receive an official contract after confirming their reservation dates. Your reservation is not considered confirmed until an email response with your signature and photo ID is received by Debbie Henderson. Feel free to scan and email to, or deliver in person Conference $ Events Services front desk in Half Dome 195.


Reservations MUST be requested a minimum of three (3) business days prior to the check-in date. To request a reservation, please complete the online Reservation Request Form. Special exceptions must be approved and may result in an additional fee. Please call Debbie Henderson at (209) 228-3137 for assistance with last minute requests (subject to availability).

Once the contract is emailed to the guest, confirmation of your stay MUST be received within 24 hours. It is otherwise subject to being released to a waitlisted guest. You will be notified if/when your reservation is cancelled.


A form of ID will be required of all guests at check-in, to verify identity. If you are an affiliate of the University, sponsored by an on-campus department, your sponsoring department must provide a statement of intent, which includes the purpose for the visit and length of stay; in addition to a photocopy of your ID. If you are a UCM student, faculty or staff member, you are required to provide a photocopy of your active Catcard ID. Identification must be supplied at the time of returning your signed contract and will be held on file for any future reservations.

Accepted Payment Methods

Acceptable forms of payment are as follows: Visa, MasterCard, American Express, Discover Card, Cash, Money Orders and Check (made payable to “UC Regents” with the reservation number and guest’s last name noted in the memo). Payments that are not made online will need to be made at the Cashiers Office located in the Kolligian Library, weekdays 8 a.m. – 4 p.m. All payments must be submitted prior to check-in. To make an online payment visit,

Length of Stay/Date Changes

Guest Housing is meant to be used for short-term/transitional housing. Guests may not stay for more than 30 consecutive days unless otherwise approved. Please note: There will be a non-refundable $150.00 cleaning fee added to the bill of any guest who stays for 30 consecutive days or moreAny changes to reservation dates must be requested a minimum of 48 hours in advance of the check-in date and are subject to room availability.

Cancellation Policy

For a full refund of accommodation fees, cancellations must be received a full 48 hours prior to your check-in time (2 p.m.) and must be requested in writing via email to: Debbie Henderson, All cancellations received less than 48 hours in advance will result in a non-refundable charge of the first nights rate. If the guest arrives and decides to leave early, the accommodation fees for the nights not spent will not be refunded.


Refunds may take up to 30 days to be processed. Payments made for a Guest Housing reservation may not be transferred from one reservation to another.

Check-In Instructions

Reservations are guaranteed for arrival on your confirmed check-in date only. If you do not check-in on the first day of your reservation and you do not alert Debbie Henderson in advance, the remaining portion of your reservation will be cancelled. Guests will check-in at their respective Heritage Apartments leasing office.

Check-in Time: 2 p.m. – 5 p.m. (arrival date) Check-out Time: 9 a.m. - 11 a.m. (departure date)

Early Check-in: Early Check-in may be permitted on weekdays only and is dependent on room readiness and leasing office hours. Please contact Debbie Henderson to request an early arrival.

Check-Out Instructions

Please leave all dirty towels on the bathroom floor, the bed unturned and all used dishes in the kitchen sink. At the time of check-out, please turn off any lights/fans, close all windows/patio doors, turn-off the thermostat and check to make sure the stove/burners are in the off position. Your key(s) may be placed on the dining room table. Lock the bottom door handle prior to exiting and check that the door is securely closed and locked before leaving. A housing staff member will arrive after 11 a.m. to confirm your check-out and collect the key(s). Lost key(s)/garage openers will result in an additional fee.

Late Check-out: Late check-outs are not permitted without approval. Guests who do not checkout by 11 a.m. will be subject to a late fee charge equal to one (1) night’s stay at the nightly rate of the reservation.

Wi-Fi Connection Instructions

Each apartment is equipped with a Comcast router to provide internet service. Trouble connecting? Try the steps below.

Check wireless connectivity:

  • Go into settings (either through mobile device or computer)
  • Select the wireless network labeled on the back of the router
  • Type in the password found on the back of the router
  • Once connected you may be asked to create a new network name and password - please keep it for your records

If you cannot find the same network labeled on the router:

  • Press 3 times and hold down the router reset button with a pen/pencil (small button located on the back of the router)
  • Do not release the router reset button until all of the lights in front have turned off
  • The router may take anywhere from 1 to 2 minutes to fully reset
  • Once all of the white lights have turned back on, try to reconnect

If you can connect but have no internet access:

  • Try the first steps with an alternative device (ex: if you used your phone the 1st time, try your computer or if you used an android phone the 1st time, try an apple device)
  • Have your apartment address ready and call the Comcast Bulk Q number: (855) 307-4896
  • If asked about your account, state that you are under the UC Merced Bulk Q Comcast Account
  • The technician will ask you to create a new network name and password - please keep it for your records

If after trying all of the above you are still unable to connect, please email Debbie Henderson at for further assistance.

Nest Thermostat Quick Start Guide

Your new thermostat can help you stay comfortable and save energy. Follow the instructions below to set up your new Nest account and learn more about the energy saving features available through nest.

How to use your Nest thermostat:

  • Turn the ring around the thermostat to highlight different options and press the ring to select one.
  • Connect your thermostat to your home Wi-Fi network:
  • Press the ring on your thermostat to open the Quick View menu
  • Turn the ring to select the Settings icon

Choose Network

  • Your thermostat will scan for available networks; choose your home Wi-Fi from the list
  • DO NOT SET YOUR OWN PASSWORD/PIN NUMBER. If prompted to create a password/pin, please enter 2005. Turn and press the ring to select numbers. Once the pin number is entered, select "Done" to connect
  • Use your phone or computer to control your thermostat and set up energy saving features:
  • By smartphone: Download the Nest app from the Apple or Google app store By computer: On your computer, visit
  • You’ll see a button or web-link to sign up for a free Nest account on the login screen. To sign up, you will need to enter your email address and choose a password. Once you’re done signing up, you’ll receive a confirmation email.

Add your thermostat to your Nest account:

  • Open the Nest app and sign-in to your account
  • From the app home screen, select "Settings," then select "Add Product"
  • Follow the Nest app’s instructions to add your thermostat to your account

You will now be able to use your smart phone or computer to control your thermostat, set up heating and cooling schedules, and set up energy saving features. We recommend exploring the information provided through the Nest app or website to learn how your smart thermostat can help you save on your heating and cooling bill. For more help Visit the Nest support page at: or call (855) 469-6378.

If after trying all of the above you are still unable to connect, please email Debbie Henderson at for further assistance.

Children and Minors

Children ages two (2) years or younger are allowed to stay in a Private Apartment without additional charge; maximum capacity limits per apartment unit still apply. Note: We do not provide cribs or children’s bedding.

Unaccompanied youth (minors, under 18 years of age) are not permitted to stay in Guest Housing. All youth must be accompanied and supervised by a parent or legal guardian at all times during their stay.

Pet Policy

Pets and animals are prohibited throughout all residential facilities. Breach of this provision will result in a $50.00 per day per room charge for cleaning and fumigation, beginning the first day of the stay and ending on the day the animal is removed from the premises. Service animals for individuals with disabilities (as defined by the Americans with Disabilities Act) are permitted with written notice to Debbie Henderson.

Disruptive Behavior and Noise Violations

Heritage quiet hours are in effect 7-days a week, 10:00 p.m. - 6:00 a.m. Courtesy hours are in effect 24 hours a day, including times not designated as quiet hours. Guests are expected to be consider the impact of their behavior on others and conduct themselves accordingly. Disruptive behavior constitutes any behavior that negatively impacts another's right to study, sleep or feel safe in their living environment. The signee is responsible for their guest's behavior and therefore, agrees to inform their guest of the outlined policies and expectations. Please note: community residents have the right to confront others regarding unreasonable noise level and guests who are confronted for noise must comply with the request for quiet.

Damages and Theft

The defacement and misuse of University property if strictly prohibited. Guests are expected to respect their environment and maintain their unit in a clean and orderly condition. To avoid unecessary damage billing, please report all incidents of damage and vandalism to your respective Heritage Leasing Office immediately. Guests will be held financially accountable for any and all damage or destruction to the property caused as a result of negligence.

Theft of another's property including University property is prohibited. Violators will be reported to the UC Merced Department of Public Safety and all future reservation requests will be denied.

Smoke-Free Campus

UC Merced is a smoke-free and tobacco product-free campus. The use, sale, and advertising of all tobacco or tobacco-related products, including but not limited to cigarettes, electronic cigarettes, cigars, pipes, and smokeless tobacco is strictly prohibited in any indoor or outdoor spaces including parking lots, private residential space, the Medical Center campuses, and all UC facilities.

Controlled Substances

Federal law, California State Law and University policies prohibit the unlawful possession, solicitation, procurement, sale, consumption or manufacture of narcotics or controlled substances. Marijuana, including marijuana for medical use, is specifically prohibited.

Possession or consumption of controlled substances that can be detected from outside the room/suite/apartment will result in further inquiry and may be a violation of this policy. Persons in the presence of controlled substances, with or without objective signs of intoxication, may be in violation of this policy.

The possession and/or use of drug paraphernalia is prohibited in or around all residential facilities. The use of any prescribed medication, over the counter drugs and other controlled substances in an abusive or recreational manner is prohibited. Prescription medication may only be used or possessed by the person to whom it is prescribed.

Alcohol Policy

Alcoholic beverages are allowed in the privacy of the unit. Occupants and/or guests under the age of 21 must be accompanied by a parent or legal guardian. Campus policy further prohibits the possession or consumption of alcoholic beverages in public areas at any time. No large volume containers of alcohol, such as kegs or pony kegs, are allowed. The use of alcohol or drugs shall in no way limit the responsibility of individuals for their actions.