Designated Roommates

Residents in self-contained units, such as studios or one bedrooms, may be eligible to add a designated roommate.

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What is a designated roommate?

A designated roommate is another person—typically a spouse or partner—who the resident (i.e., the residence contract holder) wishes to live with long-term.

This type of roommate is different from roommates in shared rooms or multi-bedroom suites, who are other UBC students assigned by Student Housing, and who have their own bed or bedroom.

Eligibility

To be eligible, your designated roommate application must meet the following criteria:

  • Eligible unit types: studio, one bedroom and Exchange townhouse type A.*
  • Living arrangements: the contract holder and the designated roommate must both live in the unit together; the designated roommate is not entitled to reside in the accommodation unless the contract holder also resides there at the same time.
  • Contract holder eligibility: the contract holder must continue to meet all eligibility requirements for living in UBC Student Housing.
  • Designated roommate eligibility: the designated roommate does not need to be a UBC student. However, the designated roommate must meet the minimum age requirement for the residence and room type.
  • Requested in advance: you must obtain prior written consent from Student Housing and Community Services before the designated roommate moves in.

*Nano suites are also eligible unit types. However, due to their small size, we do not recommend adding a designated roommate.

Please note that unauthorized occupancy may result in the termination of a residence contract. Student Housing and Community Services reserves the right to deny the addition of an occupant or to revoke approval at any time.

Access and privileges

After the application is approved and while the designated roommate lives in the suite, they can:

  • Receive and hold a key for your unit.
  • Receive mail for your unit.
  • Access residence amenities, such as the commonsblock and fitness room.

They will not have access to the Student Housing Online Service Centre, so any maintenance requests will need to be submitted by the contract holder.

Request approval for a designated roommate

To submit an application for a designated roommate:

  • Make sure your application meets the eligibility requirements outlined above.
  • Complete the Designated Roommate Request Form, providing all required information and any supporting documentation.

Apply online

Submit your designated roommate application via our online form in Qualtrics.

Apply

Note: The UBC contract holder must submit the application, not the designated roommate.

When should I submit my application?

  • Submit at least seven business days before the start date: We will be able to review your application and reply within 5–7 business days after receiving it. With that in mind, please submit your application at least seven business days in advance of the start date indicated in your application.
  • Submit at any stage of your contract: You are eligible to submit your application any time—either before or after your contract starts.

Is there any time of year when applications are not reviewed?

Unfortunately, due to operational requirements, we are not able to review designated roommate requests between August 15 and September 15 each year, except for students whose contracts start between those dates.

If you submit during this period and your contract starts at a different time, the earliest you can anticipate a reply is seven business days after September 15.

Review, approval and move-in

Once you submit, we’ll review your application and let you know if it’s approved or not.

  • Once we receive your application, we’ll typically review it within five business days—except for August 15–September 15, as noted above.
  • Then, we’ll reply by email (information@housing.ubc.ca) to let you know if the request is approved—or if we have any follow-up questions or require additional supporting documentation.
  • If approved, we’ll let your residence front desk know, and your designated roommate can move in on or after the start date you indicated in your application.

You must visit the residence front desk together

To get your designated roommate a key/card to access your building and unit, when they move in, you and your designated roommate must visit the residence front desk together.

Responsibilities

While your designated roommate is living with you in residence, you and your designated roommate are responsible for adhering to the residence contract, including our residence standards.

Adhering to the residence contract

Both you and your designated roommate must adhere to all terms and conditions specified in the Residence Contract. If your designated roommate arrangement ceases to be eligible at any point, Student Housing and Community Services reserves the right to revoke approval at any time.

Residence Standards violations

If the designated roommate violates any residence standards, the UBC contract holder may face consequences for the designated roommate’s actions. Contract holders are responsible for the behaviour and actions of their designated roommate throughout the tenancy.

FAQs

Can I add a designated roommate if I will be away?

No, you must be living in your suite to be eligible for a designated roommate—as outlined in Section 1.03 or 1.04 of your residence contract.

  • If you will be living elsewhere during the Summer Session (May–August), you are not eligible to have a designated roommate, but you are eligible to sublet your unit.
  • If you will be on Co-op or Exchange during either Term 1 or Term 2 of the Winter Session (September–April), you are not eligible to have a designated roommate. Learn more about your options.

I have a guest/visitor coming to stay for a while. Do I need to apply for them to be a designated roommate?

No, a short-term guest or visitor does not need to be added as a designated roommate. Learn more about hosting guests and visitors in your residence contract.

My previously approved designated roommate will be moving out, is there anything I need to do?

Yes, please be sure to inform your residence front desk that your designated roommate is moving out—no later than 10 days after they depart—and return any keys.

You can do this by visiting the front desk together or separately to inform the residence front desk team, return the keys, and ask for your designated roommate to be checked out.

Questions?

If you have any questions, please contact us.