FAQS

Frequently Asked Questions (FAQS)

Contents: 

Housing Application

Am I eligible to apply for housing?

I will be attending a school located at the Medical Center campus? Can I apply to Columbia Residential for housing?

I'm an affiliate of Teachers College? Can I apply to Columbia Residential for housing?

I am a new student. How do I apply for housing?

I am a continuing student. How do I apply for housing? 

How do I obtain a user name and password to access the housing application?

What is my PID Number?

When is the housing application deadline for new students?

How can I update or amend my application?

When do I need to supply documentation of couples' or family status and what documents are acceptable?

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Approval Process

When will my application be approved?

I received the following message when I checked on my housing application status: "application is being processed." What does this mean?

What is the role of my school's Housing Liaison?

Who is my school's Housing Liaison?

What happens if my school is not able approve my housing application?

Am I guaranteed to receive housing once my application is approved?

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Housing Assignment Process

What is the Housing Assignment process?

When are housing assignments made?

How do I accept an Offer of Assignment?

What if I decide to decline my Offer of Assignment?

When do I sign my rental agreement?

Is the rent pro-rated from the date I sign my rental agreement?

When will I be required to provide documentation of couples' or family status?

Can I see a floor plan of my unit?

Can I see the unit before I accept the Offer or before I sign my rental agreement?

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Waitlist

How do I get on the waitlist for housing?

How do I find out if my school has placed me on the housing waitlist?

When are housing assignments made to students on the housing waitlist?

What are the waitlist categories and how are they used?

Signing a Rental Agreement

How do I sign my rental agreement?

What documents should I bring with me?

My flight lands at 2:00 p.m. I will not get to the Columbia Residential office before 3:30 p.m. What should I do?

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Payment

How much is the initial housing payment and when is it due?

Will I get a confirmation receipt?

When does billing for my unit start?

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Moving In

Can I send my belongings ahead of time?

How can I contact my roommates?

When can I move into my unit?

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Apartment Amenities and Services

What is provided in an unfurnished unit?

What is provided in a furnished unit?

Does Columbia Residential provide linens, cooking utensils, and other household accessories in furnished units?

Is carpeting provided?

Are there laundry facilities?

What utilities are included in my rent?

Will the utilities be connected when I move in?

If my unit is offered with an Ethernet connection, can I cancel the service?

Who do I contact if I have questions about my Ethernet service?

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Transferring

I would like to change my unit. What is the process?

I know about a vacant room. Can I transfer into it?

When and how do I apply for a Room to Room Transfer?

Am I eligible for a Room to Room Transfer?

What are the criteria for approval of a Room to Room Transfer?

What happens after my application has been approved for a Room to Room Transfer?

What happens if more than one student requests a specific room in an apartment or dormitory in the Room to Room Transfer process?

When and how do I apply for the General Transfer Process?

Am I eligible for the General Transfer Process?

What considerations go into approving an application for the General Transfer Process?

How do I find out if my application to participate in the General Transfer process has been approved?

 

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Lease and Contract Renewal

When do I renew my lease or contract?

I am leaving New York City for the summer and would like to find someone to live in my unit. What should I do?

What should I do if want to sublet my room/apartment beyond May 31st, but my current lease or contract expires on that date?

I did not renew my lease but have now changed my mind and would like to live on campus. What should I do?

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Vacating

Will I lose my deposit if I break my lease or contract?

When do I need to vacate my unit if I decide to take an approved leave of absence or enroll as a part-time instead of full-time student?

What do I need to do to officially vacate my apartment?

How long will it take to receive a refund of my security deposit?

Can I use my security deposit as my last month's rent?

Do I need to file a Vacancy Form if I am subletting my unit?

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Maintenance Information

What is the role of my building's Superintendent? Who is my Area Housing Supervisor?

What is the procedure for dealing with a maintenance problem in my apartment building?

How do I obtain more maintenance information?

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Housing Application

Am I eligible to apply for housing?

To be eligible for Columbia Residential, you must be registered as a full-time student in a housing eligible degree program at Columbia. Students in certain certificate programs may also be eligible. Students who register for less than full-time lose their eligibility for housing and are required to vacate the accommodations. 

Student housing is limited to a maximum of 5 years from the date you first enroll in your program at Columbia or the duration of your program, whichever is shorter. 

Please refer to the complete section on eligibility on our Website.

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I will be attending a school located at the Medical Center campus. Can I apply to Columbia Residential for housing?

No, the Medical Center has its own housing office. You can obtain more information from their Website or by calling (212) 304-7000. If you are interested in off-campus housing, you may use the services of the Columbia Off-Campus Housing Assistance (OCHA) office. Please visit OCHA's Website.

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I'm an affiliate of Teachers College?  Can I apply to Columbia Residential for housing?

No, Columbia Residential does not house affiliates of Teachers College. Please contact the Office of Residential Services at Teachers College for more information. You may visit their Website or call (212) 678-3235. If you are interested in off-campus housing, you may use the services of the Columbia Off-Campus Housing Assistance (OCHA) office. Please visit OCHA's Website

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I am a new student. How do I apply for housing?

Depending on the time of year, you may submit a Housing Application through My Housing Portal. For complete information see How To Apply.

For more information on the role of the schools, and to see a list of designated housing liaisons for each school or program, please see the information in Essentials

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I am a continuing student. How do I apply for housing? 

Most continuing students are eligible to apply for housing and are typically placed on the waitlist. To apply for housing, you must submit a housing application via the Housing Portal. A user name and password are required to access the application, as well as your PID number. Information on monitoring the status of your housing application will be sent to you. Please be advised that you will need to complete a new application for each semester you wish to participate in the waitlist process.

For complete information see How To Apply

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How do I obtain a user name and password to access the housing application?

New students are typically sent this information with their acceptance packages. If this information is lost or missing, please contact your school's Housing Liaison. Continuing students can obtain this information by contacting us. Please identify yourself as a "continuing student" and also indicate your school or program.

For more information on the role of the schools, and to see a list of designated housing liaisons for each school or program, please see the information in the Essentials section

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What is my PID Number?

Your Personal Identification Number or PID Number is a code, starting with the letter "C" followed by nine numbers. You will need it to complete the housing application. Your PID# will be provided to you by your school upon your acceptance. Continuing students can also locate this information by logging into SSOL.

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When is the housing application deadline for new students?

Your school establishes the deadline for submission of your housing application. Since the date varies from school-to-school, please check with your school for its particular deadline.

Columbia Residential sets deadlines for your school to submit approved applications to us. Our school deadlines will be later than your required submission date to your school. The school deadlines are typically mid-September for the fall term and mid-February for the spring term. Applications received by Columbia Residential after our deadlines will automatically be placed on the waitlist for new student housing.

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How can I update or amend my application?

If you need to alter your application, please do not submit another application. Contact us with any changes or updates.

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When do I need to supply documentation of couples' or family status and what documents are acceptable?

Please review Couple & Family Housing Policies.

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Approval Process

When will my application be approved?

Students are typically approved for housing by their schools from the beginning of May through the end of July for the fall term and after the beginning of December for the spring term.

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How will I know if my application has been approved?

You can continue to monitor the status of your application online as outlined in the email you received when you applied for housing. You will also be notified by email.

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I received the following message when I checked on my housing application status online: "application is being processed." What does this mean?

This means that your application has been received by Columbia Residential and is being reviewed by your school. Once your school gives us notice of its decision, the application status will be updated.

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What is the role of my school's Housing Liaison?

Once you have submitted your housing application to Columbia Residential, we will review it to make sure it is complete and then send it to your school. Your school's Housing Liaison is responsible for approving your housing application and notifying us of your school's decision.

In early summer, the number of housing units expected to be ready before registration is determined, and each school is allocated a specific number of spaces for its students. Each school decides how to use its allocation. 

The demand for housing exceeds the supply. A number of students will be placed on the waitlist for housing. 

For more information on the role of the schools, and to see a list of housing liaisons for each school or program, please see the information in Essentials.

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Who is my school's Housing Liaison?

Your Housing Liaison can answer questions regarding the approval process. Once you receive housing approval, inquiries concerning housing assignments, policies, and procedures should be addressed to Columbia Residential. Please keep in mind that we works with eight graduate schools, the School of Law, and the School of General Studies. Each school has their own process for determining which applicants receive housing allocations. 

For more information on the role of the schools, and to see a list of designated housing liaisons for each school or program, please see the information in Essentials

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What happens if my school is not able to approve my housing application?

You will be placed on the waitlist. The fall waitlist process typically takes place between the end of July through mid-September, depending on availability. The spring process typically extends from mid-December through mid-February, depending on availability. For more information, please review Waitlist.

You can also contact the Off-Campus Housing Assistance (OCHA) office if you would like help in searching for non-Columbia accommodations. 

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Am I guaranteed to receive housing once my application is approved?

You are guaranteed to receive one housing offer if your school approves you for housing. However, if you fail to accept or to respond before the expiration date of the offer, or if you decline your offer, you will need to reapply for housing and be placed on the waitlist. Once you are on the waitlist, housing is no longer guaranteed.

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Housing Assignment Process

What is the Housing Assignment process?

Once your school approves your housing application, the Housing Assignment process will begin, and you will receive a housing offer. Notification will be emailed to the address provided on your housing application. We make every effort to assign a unit that satisfies the preferences you indicate on your application. Each application is given personal attention in order to make the best possible match from the Columbia Residential stock. However, assignments are contingent upon availability. Only one housing offer will be made.

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When are housing assignments made?

Housing assignments are typically made May through July for the fall term and mid-December through mid-January for the spring term. We make every effort to send housing assignments as quickly as possible. Assignments are made based on the preferences indicated on your housing application. If that information has changed, be sure to contact us.  

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How do I accept a housing offer?

Notification of an available housing offer is sent by email and available for review in the housing portal. You must respond before the indicated expiration date and provide us with: 1) your planned move-in date and 2) the required payment (credit or debit) to reserve your unit. If you do not respond by the specified date, the offer will expire and the unit will be reassigned. 

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What if I decide to decline my housing offer?

If you decide to decline your housing offer, please follow the instructions on the offer in order to notify us. If you still need housing, you will need to reapply for housing in order to participate in the waitlist. You will be considered a continuing student, and students who haven't been offered housing will be made offers first. Unfortunately, housing is not guaranteed for students on the waitlist.

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When do I sign my rental agreement?

The housing agreement will be sent by email one week prior to move in date (through DocuSign). Once you sign your housing agreement, you will not be able to make changes to your move in date/agreement start date. Review Moving In for more information.

Housing is generally assigned based on your first move-in period choice. Contact us with your new request if your move-in date has changed. Please see the detailed instructions that are outlined in the offer.

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Is the rent pro-rated from the date I sign my agreement?

Yes, in most cases, rent is pro-rated from the date you sign your agreement and not from the date you accept your unit, unless otherwise specified.  

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When will I be required to provide documentation of couples' or family status?

Please review Couple & Family Housing Policies.

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Can I see a floor plan of my unit?

If a floor plan is available for the unit assigned to you, it will be linked in the housing offer. Unfortunately, we currently do not have floor plans for every unit. 

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Can I see the unit before I accept the offer or before I sign my housing agreement?

Due to the nature of student housing, it is not always possible to view apartments. Apartments cannot be shown if they are currently occupied, under construction, or being renovated for an incoming student. Please visit our office between 9-11:30 AM or 1-3:15 PM to find out if the unit can be shown. You will need to request a viewing slip.

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Waitlist

How do I get on the waitlist for housing?

If you are a new student whose housing application is not approved by your school or if your application was received after your school's deadline, you will automatically be placed on the waitlist. If you are a new student who declined or failed to respond to your housing offer or a continuing student, you must submit a housing application to be placed on the waitlist.

Review Waitlist for more information.  

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How do I find out if my school has placed me on the housing waitlist?

You will be notified by email if you have been placed on the waitlist and if any action needs to be taken regarding your application. This information is also available in the Housing Portal once the waitlist period has begun.

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When are housing assignments made to students on the housing waitlist?

The fall waitlist period extends from the end of July through mid-September, depending on availability. The spring process extends from December through mid-February.

More information on the Waitlist is on our Website.  

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What are the waitlist categories and how are they used?

The two major waitlist categories are for: 1) new students and 2) continuing students. 

You will be considered a new student if you are in the first term of your current degree program. You will be considered a continuing student if: 1) you are not enrolled in your first term in your current degree program; 2) you were offered housing as a "new student" but declined the Offer of Accommodation; or 3) you received an Offer of Accommodation but failed to respond or accept the Offer before the expiration date. Please review Waitlist for more information.

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Signing a Rental Agreement

How do I sign my rental agreement?

The housing agreement will be sent by email one week prior to move in date (through DocuSign). Once you sign your housing agreement, you will not be able to make changes to your move in date/agreement start date. Review Moving In for more information.

Housing is generally assigned based on your first move-in period choice. Contact us with your new request if your move-in date has changed. 

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What documents should I bring with me to my move in appointment?

  • photo identification, such as a driver's license or passport, for each occupant. 
  • for those moving into couple or family housing, your partner must be present to sign the Housing Compliance Form. Please review Couple & Family Housing policies.
  • birth certificates of any children who will live in the unit (family housing only).

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My flight lands at 2:00 p.m. I will not get to the building before 3:30 p.m. What should I do?

Unfortunately, it is not possible to move in after 3:30 p.m. or on a weekend, when building personnel are not on duty. Keys must be picked up by the prospective tenant. Please keep in mind that you will not be able to move in unless you have signed the housing agreement.

Columbia's Off-Campus Housing Assistance (OCHA) Office can help you find temporary accommodations. Please contact OCHA in advance of your arrival for assistance by calling (212) 854-2773 or e-mailing ocha@columbia.edu You can also find information on the OCHA Website.

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Payment

How much is the initial housing payment and when is it due?

The amount of the reservation deposit is $1,000. That will be credited to your Student Financial Services account a few weeks after you move in.  You are required to make your initial payment before the expiration date stated in the housing offer. Follow the instructions in the offer.

If you have questions, please contact us


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Will I get a confirmation receipt?

Yes, you will be sent an email receipt by Columbia Residential when the initial payments are processed.

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When does billing for my unit start?

You will be billed by Student Financial Services typically within two weeks after you move in. Your agreement will state the term charge, which is payable by the term due date. Questions concerning your Student Account Statement balance should be addressed to Student Financial Services at (212) 854-4400. If you have specific questions regarding your housing charge, contact us.

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Moving In

Can I send my belongings ahead of time?

No deliveries will be accepted before you move into your unit. Please do not send any packages prior to your move-in date. 

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How can I contact my roommate(s)?

If authorized, we will provide you with the following roommate information in any housing offer: name, school, E-mail address. 

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When can I move into my unit?

After you have signed your rental agreement, you will receive move-in instructions a few days before your scheduled move in appointment. Superintendents are available to distribute keys from 9 AM to 12 PM and from 1 PM to 3:30 PM on weekdays. There are no move-ins on Saturday, Sunday, or University holidays. Review Moving In for more information.

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Apartment Amenities and Services

What is provided in an unfurnished unit?

We provide a stove and refrigerator. Students must provide all furniture and accessories.

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What is provided in a furnished unit?

Bedrooms typically include an extra-long twin bed (full for couple housing), desk, chair, and dresser. Living rooms and kitchens include a couch, additional chairs, and a table with chairs. A stove and refrigerator are provided in all units.

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Does Columbia Residential provide linens, cooking utensils, and other household accessories in furnished units?

Columbia Residential does not provide linens, cooking utensils, dishes, cutlery, air conditioners, dishwashers, or area rugs for any unit.

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Is carpeting provided?

Columbia Residential units are not carpeted. Students are responsible for providing area rugs that cover 80% of the floor area to comply with the terms of the rental agreement. Floor coverings help to reduce noise from foot traffic and other sources as well as to protect the floor.

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Are there laundry facilities?

Laundry facilities are available to all Columbia Residential tenants. If your building does not have laundry facilities on site, speak to your building superintendent to find the nearest facility, which is typically in an adjacent building.

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What utilities are included in my rent?

This information will be provided in your housing offer.   

Charges for heat, hot water and trash pickup are included in the rent for all units. Charges for telephone and cable television service are not included in the rent for any unit.

Typically, charges for cooking gas and electricity are included if you live in a dormitory-style accommodation or in certain apartment shares. If you live in a share in a two bedroom unit or in a studio or one bedroom apartment, gas and electricity charges are not included in the rent and an additional cost of approximately $60-$150 per month per unit (not per person) should be anticipated, depending on usage.

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Will the utilities be connected when I move in?

Unless utilities are included with the rent, an account will not be established prior to your arrival.  

As a resident in University Apartment Housing, you and any roommate(s) are responsible for setting up an account for your apartment and paying for your utilities. This may include electricity, gas, and telephone service. As a reminder, the university is not responsible for uncollected utilities charges. This arrangement is between you and your roommates only.

It is important that you contact your roommate(s) and decide who is going to be responsible to hook up which utilities and receive the bills in their name. Also, you need to agree on how the utility bills will be paid. Communicate with your roommate(s) as it is also possible that utilities have already been established in their own name.

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If my unit is offered with an Ethernet connection, can I cancel the service?

No, this service will eventually be standard for all student units. If you have questions about Ethernet, please contact Columbia University Information Technology directly.

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Who do I contact if I have questions about my Ethernet service?

University Ethernet is provided by CUIT. For more information, see CUIT. You can contact the CUIT Help Desk at (212) 854-1919.

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Transferring

I would like to change my unit. What is the process?

Please review Transferring for information on transferring from one unit to another. Please note that transfer requests are evaluated on a rolling basis between September 15 and May 15. Transfers are not guaranteed and dependent on availability.

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I know about a vacant room. Can I transfer into it?

You must submit an application for a "Room to Room Transfer."   

You can find information on the two types of transfer options on Transferring

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When and how do I apply for a Room to Room Transfer?

Applications are available from September 15 through May 15. Vacancies that occur over the summer are automatically allocated to incoming students and thus are not available.

Complete and submit the application. In order for us to proceed a completed vacancy from the vacating/graduating tenant of the transfer unit must be submit to our office. 

If applicable, a letter from each of the current residents agreeing to your transfer if they are of another gender.

You can find information on the types of transfer options, as well as the online application, on Transferring

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Am I eligible for a Room to Room Transfer?

Eligibility to transfer to other units depends on the details of your current agreement as well as the type of housing allocation you received when you were approved for housing. 

You can find information on the types of transfer options, as well as the online application, on Transferring.

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What are the criteria for approval of a Room to Room Transfer?

  • The requested transfer unit must be occupied by at least one current tenant who will continue to reside in the unit for at least one more academic year;
  • If you are requesting to live with a person(s) of a different gender, attach a letter to your application from the individual(s) stating that they would like to share the unit with you;
  • The vacating/graduating tenant has filed a vacancy with Columbia Residential

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What happens after my application has been approved for a Room to Room Transfer?

  • Within two business days of transfer approval, you must accept the unit on the Housing Portal
  • Within one week of vacancy of the transfer unit, you must: sign your agreement and take occupancy of the new unit. Units are typically taken in an "as is" condition.

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What happens if more than one student requests a specific room in an apartment or dormitory in the Room to Room Transfer process?

  • A current resident in an apartment or dormitory has priority for transfer over a student requesting to move in from another apartment or dormitory;
  • If more than one student from within the same apartment or dormitory requests the same unit within the apartment or dormitory, the students will determine who has priority for the requested unit;
  • If two students request to move into the same unit from other apartments or dormitories, the student with the earlier affiliation start date (first term registered for a housing eligible program) has priority;
  • If two students request to move into a unit from other apartments or dormitories and have the same affiliation start date, Columbia Residential will determine who has priority.

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When and how do I apply for the General Transfer Process?

Applications are available online. Applications are reviewed on a rolling basis between September 15 and May 15. 

If you are applying to transfer into couple or family housing, you must comply with the policies for couple and family housing.

Please keep in mind that the majority of Columbia Residential units are apartment shares. Studios and one bedroom units are few in number. Family-sized apartments are so few in number that there may not be any available through the transfer process.

You can find information on the types of transfer options, and the application, on Transferring

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Am I eligible for the General Transfer Process?

Eligibility to transfer to other units depends on the details of your current agreement as well as the type of housing allocation you received when you were approved for housing. For example, students in General Studies housing might only be eligible to transfer to other General Studies housing units. You must also meet the following criteria:

  • Full time student currently residing in Columbia Residential;
  • Up-to-date on rent payments for the current unit;
  • Not in your last year of affiliation/housing eligibility;
  • If applying for transfer from single to couple housing, you must comply with the policies for couple and family housing

You can find information on the types of transfer options on Transferring

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What considerations go into approving an application to participate in the Transfer Process?

  • Unit availability - whenever possible, we seek to approve transfer applicants who request to move from one apartment share to another or from a studio or one-bedroom unit into a shared accommodation. Priority for studio, one bedroom, and family-sized apartments is given to couples and families
  • Review Transferring for information on priority

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How do I find out if my application for the Transfer Process has been approved?

You will be emailed after all applications have been processed and reviewed, and you will be notified of any decision.

Lease and Contract Renewal

When do I renew my lease or contract?

The majority of student leases and student housing agreements, with the exception of those in International House, terminate on May 31st of each year.

Students who are eligible and wish to remain in Columbia Residential for the following academic year are required to extend the agreement (with a standardized rent increase) and are held responsible for rent payments over the summer months.

Renewals will be sent in April or early May. 

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I am leaving New York City for the summer and would like to find someone to live in my unit. What should I do?

You may apply to sublet your unit. Sublet Applications are available online. You may also place a listing for your unit online in the Subletting Registry. The Subletting Registry is a free service that lists Columbia units, both furnished and unfurnished, for sublet.

For more information, see Subletting.

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What should I do if I want to sublet my room/apartment beyond May 31st, but my current lease or contract expires on that date?

You are eligible to sublet your room or apartment beyond May 31st once your lease or contract is renewed. You should expect to receive your renewal forms in April or early May. 

If you are unable to renew your lease or contract prior to leaving your apartment, please contact us for more information.

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I did not renew my agreement but have now changed my mind and would like to live on campus. What should I do?

If you elect not to renew your agreement or contract and later desire Columbia Residential accommodations, you must file a new application and will be placed on a waitlist as a continuing student.

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Vacating

Will I lose my deposit if I break my agreement?

Agreements may be broken without a cancellation fee for the following reasons:

  • Your affiliation is expiring
  • You will be taking an approved medical leave of absence
  • You will be transferring to another Columbia Residential accommodation

Review our Cancellation Policy for more information. If you are moving out for any other reason, contact us to determine if a cancellation fee applies.

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When do I need to vacate my unit if I decide to take an approved leave of absence or enroll as a part-time instead of full-time student?

You must vacate within 30 days of your change in enrollment status. 

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What do I need to do to officially vacate my apartment?

Please see Moving Out.

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How long will it take to receive a refund of my security deposit?

Security deposits are refunded in accordance with the terms of your lease. If you signed a lease, the security deposit will be mailed to your forwarding address within approximately eight weeks after you vacate. If you signed a contract and are billed by Student Financial Services, your reservation deposit would have been credited to your University SFS account shortly after you moved into your unit.

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Can I use my security deposit as my last month's rent?

The security deposit cannot be used as the last month's rent.

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Do I need to submit a move-out notice if I am subletting my unit?

Do not file a move-out notice if you are subletting. You remain the primary tenant of record even if you are subletting the unit.

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Maintenance Information

What is the role of my building's Superintendent? Who is my Director of Residential Services?

Routine operation and maintenance of your building and apartment is the responsibility of your building's Superintendent who reports to a Director of Residential Services. The names and telephone numbers of your building's Superintendent and Director of Residential Services is available in the Building Information tab in the housing portal. 

See Tenant Information.

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What is the procedure for dealing with a maintenance problem in my apartment or building?

If you have maintenance problem or request, please submit a service request. You may also submit a service request by calling (212) 854-2222.

If you have an after hours maintenance emergency, contact the Facilities Service Center at (212) 854-2222.

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How do I obtain more maintenance information?

Please visit the maintenance information in the Tenant Information section of our Website.

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