house manager resources - fraternity and sorority...

2007

HOUSE MANAGER

GUIDE

The Office of Fraternity and Sorority Affairs

Rutgers University House Manager Guide

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TABLE OF CONTENTS

INTRODUCTION ................................................................................................................................. 3

JOB DESCRIPTION ......................................................................................................................... 3

LANDLORD RELATIONSHIPS & LEASES.......................................................................................... 6

LANDLORDS AND RESPONSIBILITIES.......................................................................................... 6 INDIVIDUAL TENANT LEASES/CONTRACTS .............................................................................. 6 ENCUMBRANCE POLICY AND PROCEDURE................................................................................. 7

HOUSE MANAGEMENT ................................................................................................................... 10

HOUSE RULES.............................................................................................................................. 10 MANAGING MAINTENANCE AND CONDITION .......................................................................... 12

Building & Modifying the Property........................................................................................... 12 Important Information to Know About Your Building ............................................................... 12

ROOM SELECTION....................................................................................................................... 13 ROOM INSPECTIONS ................................................................................................................... 14

Room Inspections & Damage Deposits..................................................................................... 14 Implementing Room Inspections & Damage Deposits .............................................................. 15 Room Checkout List.................................................................................................................. 15

HOUSE JOBS/CHORES ................................................................................................................. 16 SEASONAL MAINTENANCE ........................................................................................................ 17

General Guidelines.................................................................................................................... 17 August or Before Fall Term ..................................................................................................... 17 Closing the House for Winter and Spring Vacations ................................................................ 18 Closing the house for summer vacation ................................................................................... 18

LIVE-IN ADVISOR PROGRAM...................................................................................................... 19

SAFETY ............................................................................................................................................ 21

GENERAL SAFETY PROCEDURES............................................................................................... 21 Security..................................................................................................................................... 21

GENERAL FIRE PREVENTION INFORMATION............................................................................ 21 Extinguisher Type and Use ...................................................................................................... 22 Fire Drills/Fire Safety............................................................................................................... 22

APPENDIX A: SAMPLE INDIVIDUAL TENANT CONTRACT .......................................................... 24

APPENDIX B: SAMPLE FACILITY ROOM CONDITION REPORT..................................................... 27

Some sections and examples within this guide are from the public “Cornell 2005 House Manager’s Guide” found at http://www.greeks.cornell.edu/fso, the Pi Kappa Alpha international fraternity resource website (http://www.pikes.org/realEstate/content.aspx?item=navigable/realEstate/houseManagement.xml), public rules of the Rutgers chapter of the Delta Gamma fraternity and the public rules of the Rutgers chapter of the Chi Psi fraternity. We thank these organizations in the creation of this resource.


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INTRODUCTION

Every Greek organization has different rules, policies and job descriptions, and

every house manager will have different responsibilities and duties. Not

everything in this guide will be applicable to you and your chapter.

With that said, DO NOT IGNORE THIS GUIDE.

This guide is primarily concerned with the general responsibilities of a house

manager and provides very useful samples, ideas, methods, contact information

and rules.

JOB DESCRIPTION

The house manager and house committee (yes, there should be a committee)

should be responsible for: - maintaining a clean and healthy environment in the house

- establishing and maintaining a comprehensive housing management handbook for the

chapter’s facility

- educating student members and new members of the chapter’s housing policies and

procedures

- maintaining a positive appearance of the building property from the outside

- ensuring all risk management policies with regard to building and grounds are being

followed

- securing and preparing any chapter property for any extended closures

- keeping constant communication with the house corporation and/or landlord

- enforcing any programs related to the building

This may include but should not be limited to the following areas and programs:

Landscaping (even if you have a

landscaper, daily maintenance is

probably needed)

Fire safety/inspections

Proper contracts and agreements

are maintained

City inspection

Replacing/fixing/managing any

damages

Interior cleaning (remember, a

cleaning service won’t do it all)

Exterior cleaning

Garbage removal/recycling procedures

Workdays/Spring cleaning

Kitchen

House jobs (weekly chores)

Fines or write ups for damages

Parking procedures

Room assignments

Room inspections

Small maintenance responsibilities

Notifying the proper person of large

maintenance problems and helping to

make sure the problem is fixed


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CONTACT INFORMATION OFFICE OF FRATERNITY AND SORORITY AFFAIRS

Rutgers, The State University of New Jersey

15 Bartlett Street

New Brunswick, NJ 08901-1191

http://ofsa.rutgers.edu Joann Arnholt – Dean of Fraternity and Sorority Affairs Phone: 732.932.7692

E-mail Address: [email protected] Amy Vojta – Assistant Dean of Fraternity and Sorority Affairs Phone: 732.932.7692

E-mail Address: [email protected] CITY OFFICIALS

Bill Petry – Fire Inspector Office Phone: 732.745.5085

General Responsibilities: Inspects properties to make sure the proper fire codes

are being followed along with other safety codes and can facilitate educational

programs if requests are made. Mike Mahoney – City Housing Phone: 732.745.5075

General Responsibilities (related to House Managers): Inspects property for

code violations related to garbage, recycling, litter, etc.; issues warnings, fines,

and more serious penalties for violations.

Ken Krug – Building Official Phone: 732.745.5081

General Responsibilities (related to House Managers): Must be consulted when

any changes to a building are proposed; grants permits where necessary for

structural modifications and other proposed changes.


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PUBLIC SAFETY DEPARTMENTS

Rutgers Police Department Phone: 732.932.7111

Community Policing Officers Busch: P.O. Kenneth Ford – 732.445.6281

College Ave: P.O. Alvin Hill – 732.932.1032

Livingston: P.O. Leroy Washington – 7.2.445.2816

Cook: P.O. Jeffrey Jannarone – 732.932.6789

Douglass: P.O. Jeffrey Jannarone – 732.932.6789 Community Police Officers can also facilitate educational programs for chapters upon request. New Brunswick Police Department Emergencies: 911

Phone: 732.745.5200 (Joseph Catanese, Director)

(Remember, NBPD is the first responder when 911 is called)

New Brunswick Fire Department Emergencies: 911

Phone: 732.745.5169 (Robert Rawls, Director)


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LANDLORD RELATIONSHIPS &

LEASES

LANDLORDS AND RESPONSIBILITIES

Building ownership and management differs from chapter to chapter. Some chapters lease the

building from a landlord, some have a House Corporation set up to own and manage the building

and some national organizations maintain ownership of the building. Each situation may require

differing amounts of commitment, communication and responsibility from the chapter and its

officers. It is very important to know and understand your chapter’s arrangement and to know

who to contact.

Despite the varying arrangements, building a strong relationship with the manager, landlord or

owner of the building is extremely important. Many times the chapter views the landlord as a

man/woman or a group who only come around to get money. Often, the house corporation views

the chapter as a bunch of kids always late on their rent who constantly trash the house.

Although both sides may have valid points to make, the relationship can be beneficial. Always

maintain communication with the landlord/corporation.

Make certain all rules are understood by all initiates – both live in and live out - and new

members. This is usually done with a presentation of the rules and everyone reading and signing

an agreement each semester.

Have a lease between the chapter and the landlord/Corporation: The lease should outline the

responsibilities of both parties and help prevent conflict over most issues.

Many arrangements use the following guidelines for the responsibilities of each party. Insurance

responsibility varies so check with your landlord and lease to be certain.

LANDLORD

• Loan Payments

• Property Insurance (excluding liability)

• Property Taxes

• Roof, Mechanical & Structural Repairs

• Long-term Competitive Housing for

Chapter (this is a corporation

responsibility)

CHAPTER

• Utilities

• Cleaning

• Repairs

• Building and Yard Maintenance

• Collecting Rent (from individuals)

• Leasing Rooms

• Paying the Landlord

INDIVIDUAL TENANT LEASES/CONTRACTS

Have leases/contracts between the tenants and the fraternity/sorority or the landlord/corporation:

By making individual tenants sign leases, the landlord/corporation sees that there is a

commitment from the fraternity/sorority. Tenants of the building should ALWAYS have to sign a

lease/contract before moving in. This document should ensure the tenant knows his/her

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responsibilities, the rules of living in the building and the costs he/she is expected to pay. If the

student is under the age of 21, the parents should also be required to sign the lease and receive

a copy of the documents and rules.

House Rules or Guidelines should always accompany the individual contract. All new members

and initiates should read and sign an agreement acknowledging they have read and understand

the rules or guidelines every semester.

Room Inspections and Damage Deposits are practices that should be implemented in all chapters.

These can be done by the House Manager or members of the House Committee, but should have

an officer sign off on the inspection. Individual leases and contracts should always include

damage deposits. As will be mentioned in the “Room Inspection” section, damage deposits help

to maintain the building and deter unnecessary damage.

Consider the use of a well-structured payment plan for those tenants who prove they have

difficulty making an all-at-once payment, but will be able to pay in specific installments. A plan

like this could be managed in several ways but usually includes a large payment upfront (around

50%) with two or three other payments due on specific dates throughout the semester, which

collectively should cover the remainder of the bill and a small management fee.

A sample contract for an individual tenant is included in this guide (APPENDIX A). Actual

contracts will differ depending on building arrangements.

ENCUMBRANCE POLICY AND PROCEDURE

This procedure is designed to assist chapters in the collection of financial obligations owed by

members of the fraternity or sorority. Participation in this procedure is entirely voluntary on the

part of the fraternity or sorority. All registered fraternities and sororities which are in Good

Standing with OFSA, Interfraternity Council, Panhellenic Association, RPHC and Special Interest

Chapters may avail themselves of the procedure, provided they comply with the provisions of

this section.

A. Written Contract Required

Each participating chapter must enter into a written contract with its members by the terms of

which the fraternity/sorority agrees to provide room, board, and/or other services, and the

student, (his parent or guardian, if he is a minor,) agrees to pay the charges which are specified.

A copy of the agreement must be filed with and approved by the Office of Fraternity and

Sorority Affairs and it MUST contain the following provisions:

1. This exact paragraph in which the student specifically authorizes the University to make

the encumbrance (hold):

“(Name of Student) (and his PARENT or GUARDIAN, if he is a minor) expressly agrees

that at the request of the (Name of Fraternity or Sorority), Rutgers, the State University

of New Jersey, may encumber (hold) the records of (Name of Student) for failure to pay,

when due, all room rental, food charges, and dues that apply uniformly to all members of

the chapter. (Name of Student and his PARENT or GUARDIAN if he is a minor) expressly

authorizes the University to make such encumbrances with the knowledge that such

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encumbrances may deny (Name of Student) access to his/her transcript of academic

records and preclude him/her from continued enrollment in the University. This

Agreement and Authorization shall not apply to any obligations which may be incurred by

(Name of Student) after he/she ceases to be a student at Rutgers University.”

2. A specific breakdown of the amount due the chapter under the contract (e.g. $1000.00

rent / $300.00 board / $100.00 building fund, etc.).

3. A schedule indicating when payments are due under the contract.

4. The entire proper name, social security number, campus address (PO Box #) and home

address of the student signing the contract.

5. A provision for the signature of the student and in the case of a minor student, the

signature of his parent or guardian.

6. The name, address and phone number of the alumnus/alumna who shall be responsible

for enforcing the contract, and who shall execute the contract on behalf of the chapter.

Note: Monies owed to the fraternity or sorority for fines, telephone charges, social dues and

clothing are all examples of items/costs for which a student may NOT be encumbered [held].

B. General Provisions:

1. The encumbrance (HOLD) procedure can be used for fraternity and sorority initiated

members and new members only.

2. A student can be encumbered only for debts incurred during the current academic year.

3. A student may not be encumbered for less than fifty dollars ($50.00).

4. Rutgers University shall not be obligated to act upon any request.

5. Rutgers University reserves the right to discontinue the encumbrance procedure at its

discretion.

6. Out-of-house members may be encumbered if they have signed a contract including the

specific encumbrance clause and if they are being encumbered for a debt, which is

described in the encumbrance procedures.

7. Any chapter not following the established guidelines for the encumbrance (hold)

procedure may lose its privileges to encumber (hold) students.

C. Encumbrance Procedures:

In order to be permitted to encumber its members for monies owed, a fraternity/sorority

MUST comply with ALL the following provisions by the deadlines specified below:

1. The chapter shall designate an appropriate officer of the alumni board to serve as liaison

to OFSA for administration of the hold procedure. The chapter shall provide OFSA with

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the name, address and phone number of the designated alumnus/a. Only the designated

alumnus/a shall be authorized to place a chapter member on hold, and only the

designated alumnus/a may remove a chapter member from hold.

2. Any chapter wishing to utilize the hold procedure must submit a sample of their written

member contract for review and approval by OFSA by the date designated. The purpose

of this review shall be solely to verify that the contract contains all the provisions

required by paragraph A of this section. Once a chapter's contract has been approved by

OFSA, there shall be no need to resubmit it for approval in subsequent semesters,

provided no changes are made to the contract.

3. The chapter must deliver to OFSA executed copies of the member contracts for every

member of the chapter by the last business day of September. The chapter may NOT

encumber any member for whom OFSA shall not have an executed copy of the contract

in that semester.

4. Upon receipt of the signed member contracts from the chapter, OFSA shall send a

written notice to each chapter member for whom a contract is on file. This notice shall be

sent to the student's Rutgers P.O. Box and shall advise the student that the chapter has

filed a copy of his/her member contract with OFSA and that he/she may be placed on

hold for failure to pay the chapter in accordance with the terms of the contract.

5. In the event a chapter wishes to exercise its privilege to place a student on hold for

failure to pay the chapter in accordance with the terms of the contract, the chapter shall

submit a memo indicating the name, social security number and amount, which is

outstanding on the contract.

a. Only the designated alumnus/a may submit the memo on behalf of the chapter.

b. The memo must be submitted no later than the first day of finals for the

semester in which the debt was incurred.

c. A copy of the Place Hold Form shall be mailed, or personally delivered to the

student in question.

6. When a student who has been encumbered (placed on hold) satisfies his/her obligations

to the chapter, the designated alumnus/a contact person shall promptly notify the Office

of Fraternity/Sorority Affairs in writing. OFSA will then prepare the appropriate

paperwork to remove the encumbrance.

7. Notwithstanding anything to the contrary herein, the Dean of Fraternity / Sorority Affairs

may remove a student from hold at any time, at her/his discretion.

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HOUSE MANAGEMENT

HOUSE RULES

In addition to a contract or lease, tenants and new members should sign and agree to the house

rules or guidelines each semester. Different chapters will have different rules depending on

their unique situations. Many chapters restrict parking to only members who live-in and may

provide a special space for chapter officers. Some chapters have designated 24-hour quiet

areas. Others have a need for rules regarding food and kitchens. Adapt your rules to fit your

chapter. Once this is done, include the house rules in your by-laws, include them in the

information provided to the new members, post them in the house and attach them to the room

lease as an addendum.

Below are suggestions for common rules. Please note that this list may not cover everything

necessary for a sufficient list of rules for your chapter.

The following are some suggestions to base rules upon:

1) Each occupant of the house must take the room assigned to him/her by the house

committee. The house committee shall require a room contract and security deposit from

each occupant.

2) Security deposits should be used. Before the tenant moves in, the house manager and the

tenant should inspect the room. When the member moves out, the house manager and

tenant should once again inspect the room. The house manager should subtract from the

security deposit any monies that are needed to fix the room and return the balance to the

tenant. This should also be addressed in the lease.

3) Out of respect for those who live in the house and to provide a healthy academic

environment, observe quiet hours so members can rest peacefully and adequately study

anywhere on the premises. A good standard is 11:00 p.m. to 9:00 a.m. Sunday evening

through Friday morning and 1:00 a.m. to 12:00 noon Friday night through Sunday

morning.

4) Set up a system for acknowledging and addressing grievances by any individuals.

5) Set up rules for when an occupant leaves for an extended period of time (handing a key

in, turning off appliances, etc.).

6) Outline substances or objects not allowed on the property for your chapter (illegal drugs,

alcohol, dangerously combustible materials, air conditioners, pets, etc.).

7) If your chapter serves meals out of your kitchen, require all members who live in the

house to purchase a full meal plan.

8) Impose a specific fine or penalty for tampering with smoke detectors/fire extinguishers

or violating risk management procedures.

The following are sample rules for policy:

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1) Each occupant must pay his rent promptly and directly to the treasurer or a member of

the house committee. Any delinquency could result in forfeiture of the security

deposition. A common late fee is $25 for every five (5) days delinquent.

2) Live-out members of the chapter shall be required to pay a parlor fee for use of the

common areas of the building.

3) Any individual having a delinquent account will not be permitted to attend any social

function of the chapter.

4) Any member and/or his/her guest(s) causing damage to the house, yard or furnishings

should be subject to a fine, be required to adequately repair the damage or be charged a

fair market price to have the damage repaired; in addition, misbehavior of this nature

could result in a meeting with the chapter Standards Board and/or eviction and/or

expulsion from the fraternity/sorority.

5) If a member’s guest(s) causes damage, the member shall be treated as if it were him/her

who caused the damage.

The following are sample chapter house rules for maintenance and cleanliness:

1) All trash, including cigarette butts, must be discarded in a proper trash receptacle, both

inside and outside of the building.

2) Do not paint, nail, stain, build or make any changes to a room that cannot be undone

unless approved by the house manager (many changes, like building your own loft may

need to be approved by city inspectors to comply with safety standards).

3) Limit the consumption of food and drink to designated areas.

4) All members (tenants and live-outs) should be responsible for cleaning up after

themselves (i.e. mud tracked in, spilled food and drinks, etc.)

5) Each occupant of the house will be expected to keep his room generally cleaned. Each

room is subject to inspection with a five-day notice from the house committee.

6) The house committee shall supervise Building and grounds cleaning.

7) The house manager/committee should post a set of weekly house duties that each live-in

member is responsible for conducting and set a time by which these duties should be

done. If the member fails to complete his duty to the satisfaction of the house manager,

assign a fine or penalty.

8) All out-of-house members must participate in routine cleaning and maintenance duties,

organized by the house manager/committee, involving the grounds and common areas of

the building.

9) No Pets are allowed.

10) No smoking is allowed inside of the building.

11) No candles.

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MANAGING MAINTENANCE AND CONDITION

Knowing the maintenance schedule for your building and addressing any problems that arise is

important to maintain your house. Problems range from the simple, such as not putting indoor

furniture outside the building, to the serious, such as not having your sprinkler system serviced.

Ignoring these types of violations can cause serious injury and expensive fines. If problems are

not addressed, the problem will most likely worsen and the housing inspector will further fine or

shut down the building. To learn more about what is necessary to avoid fines and what needs to

be maintained by you, contact Mike Mahoney (see contacts) with the New Brunswick City

Housing Inspectors.

Building & Modifying the Property

Building structures like lofts and modifying a building with your own construction work can be

dangerous and costly. DO NOT build anything without consulting Ken Krug (see contacts) from

the New Brunswick Building Office. Before construction of anything related to the house or in

the house, you must make sure you are following the proper building regulations and codes.

Most of the time, you will need permission, a permit and a licensed contractor to build. No

construction, plumbing, electrical or any other alterations to an existing building can be made

without consulting the New Brunswick Building Officials. There have been many significant

fines issued and injuries sustained in the past due to these types of violations. DO NOT make

this common mistake.

Important Information to Know About Your Building

This is a list of information you should obtain from your landlord or the previous house manager.

Knowing this information will save you time, money and effort in the future:

1. Recycling and Garbage pickup schedule.

2. Landscaping schedule and your responsibilities with regard to landscaping, if you have

any (snow removal, leaf raking, etc.)

3. Sprinkler service schedule.

4. Knowledge of the alarm system, when tests are conducted and who to contact regarding

the system.

5. Knowledge of how to turn off the sprinkler system in the case of a false alarm and any

other sprinkler usage issues.

6. Contact information for you house’s electrician, exterminator, plumber and any other

maintenance person needed.

7. Gas and electric company contact and billing information.

8. Cable and internet contact and billing information.

9. When any inspections are expected.

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ROOM SELECTION

Greek organizations have different methods for selecting rooms. Each method has its own

merits. Select a method that suits your organization, have the method written out and have it

approved by the membership. This will prevent future headaches. Two example methods are

below. There are many more variations.

EXAMPLE METHOD 1: Simple Rank

This method is completely based upon rank. With the exception of the President, every room

selection goes in strict rank order from most seniority to least. Those who have positions

requiring them to live in the house are guaranteed a spot in the house but still choose rooms

based on rank.

EXAMPLE METHOD 2: Live-in/Live-out Point System

This method assigns points to each member based on participation, positions held, how long a

member has lived in the house and how long the member has been a member, among other

things. The points accumulated determine when members get to select their room. Below is a

set of example rules and an example breakdown. Example rules - Points designated to fill the chapter housing facility will be as follows:

- Executive Board = 20 points, Director = 10 points, Honor Board = 10 points, Council Executive Board = 10 points (for two semesters)

- Each term in the housing facility = 1 point - Class (senior = 12 points, junior = 10 points, sophomore = 6 points, freshman = 4 points) - Each semester as an initiated member = 4 points - If a member holds a position for only one semester, he/she will receive half of the allotted points.

Position points are tracked for the entire time a member is in the chapter. - Grade Point Average and Attendance are deciding factors in case of a tie. Both will be looked at

and weighted equally. The member with the better GPA and attendance will be first. Example breakdown -

- I am on exec from Spring 06-Fall 06 - 20 points - I was on exec for Fall 05 - 10 points - I held 2 director positions for Spring 05 - 10 points (5 points for each position) - I was never a Council Officer - 0 points - I never lived in the house before - 0 points - I am a senior - 12 points - I have been an initiated member since Fall 04, 4 semesters x 4 pts each = 16 points

TOTAL = 68 points

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ROOM INSPECTIONS

Improper care of a fraternity house can deter potential members, decrease the value of the

property and negatively affect a chapter's image with its campus and local community.

Fraternity/sorority houses receive considerable use, and therefore, are susceptible to potential

damages.

Room Inspections & Damage Deposits

Room inspections, accompanied by damage deposits, undoubtedly help prevent damages in

chapter houses. These tools provide a method of determining the amount of reimbursement to

collect from those who fail to care properly for chapter property. The room inspection and

security calculation sheet below are tools used to manage deposits and hold people accountable

for their treatment of Fraternity property.

Room Inspections Should Be Conducted (this is a good time to have committee members) When:

• A person moves into a room

• At the end of the school term or when a person moves out, whichever occurs first

• When evident damage occurs during school term

Results Achieved from Conducting Room Inspections:

• Updated inventory and condition of all rooms

• Appropriate billing for damages can be made to current or previous room residents

Damage Deposits

If damage occurs during a school term and before a tenant is scheduled to move out, a follow-up

inspection should be conducted. The damage should be repaired and the appropriate amount

should be taken from the tenant's damage deposit. The ideal damage deposit for a resident is

traditionally equivalent to one month's rent.

Items Commonly Charged Against Damage Deposits:

• Replacing keys/locks because of lost keys

• Damage to any part of the chapter house or room

• Replacement of furniture and/or fixtures because of loss or damage

• Paint necessary to return room to original color

• Cost of labor and materials to repair and/or replace anything applicable

Results Achieved from Requiring Damage Deposits:

• Decrease in house damages by members

• Increase in accountability for residents of the property

• Money available for efficient upkeep and house repairs

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Labor cost should be based upon what it would cost to pay a professional to do the work. Be

sure to include the time spent on going to the store, etc. to acquire the materials or replacement

item(s). An aggressive rate charged for time spent will help deter people from doing the damage

in the first place.

Implementing Room Inspections & Damage Deposits

The Chapter House Manager should be responsible for conducting the inspections and the

Treasurer should be responsible for collecting and dispersing the funds. A sample inspection

sheet is included in this guide (APPENDIX B). This form should be duplicated to maintain a

chapter copy and tenant copy. After completing an inspection, the House Manager should give

the chapter’s copy to the Treasurer for filing. Damage deposit funds should be held in a bank

account separate from the chapter's general checking account. Each damage deposit should be

received before the tenant moves in. Many chapters require the deposit to be paid in order to

reserve a space in the house. If a tenant does not move out between school terms, it is common

to hold the deposit and carry it forward to the next term. When a tenant does move out,

following the final inspection, any remaining balance should be returned to him/her promptly.

Suggestions for Implementing Room Inspections & Damage Deposits:

• House Manager conducts the inspections and gives inspection copy to Treasurer for

filing

• Treasurer is responsible for collecting/dispersing funds

• All damage deposit funds are in a bank account separate from the chapter's general

checking account

• Damage deposits are required to be paid in full in order to reserve a specific room and

before moving in

• Include a security deposit provision in the chapter's room contract that states when the

deposit is due, how much it is, and the maximum length of time the tenant will have to

wait to receive the remaining deposit balance

Proper management of a chapter house includes holding members responsible for their treatment

of Fraternity property. Inspection sheets and damage deposits are only tools; the successful use

an enforcement of these tools is up to the chapter leadership.

Room Checkout List It is always good to provide a set of guidelines for tenants in certain situations. Below are some

items to include on a suggested checklist for a tenant leaving for an extended period:

For Vacation

- Close and lock all windows

- Pull down blinds, close curtains

- Unplug all electronic appliances

- Remove all personal belongings from common areas/bathrooms

- Notify Live-in Advisor or House Manager that you are leaving

- Empty personal trash cans

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End of Year

- Dust off dresser and desk tops

- Clean out all drawers

- Pick up trash and hangers

- Remove all tape, hooks and nails from the walls

- Sweep floor, closet and under bed

- Account for all furniture; drawers and chairs

- Close and lock all windows

- Leave no personal belongings in the room or facility closets

- Turn in room key

- Give notice to appropriate person about anything damaged or not functioning

properly

HOUSE JOBS/CHORES One way many successful Greek organizations help ensure the rules/policies are followed and

the building remains in good living condition is to institute house chores or jobs. These jobs

should be assigned to ALL members, not just new members. These tend not to be very time-

consuming and may only need to be done a few times a week. Every organization runs the

program differently. Some enforce jobs with fines. Some include live-outs in the program.

Tailor the program to your organization and make adjustments as necessary.

Possible areas to consider when creating jobs:

Appearance of Vegetation - Lawn, shrubs and trees are well groomed and watered,

and unsightly weeds do not appear on the property.

Appearance of Yard - Litter is not present on the property, including the parking lot,

and interior furniture or other unattended personal property does not appear in the

yard.

Exterior of the Building - View from the street exhibits no visible need for new paint.

No boarded up and/or broken windows, and no loose or missing rain gutters,

downspouts or shutters.

Appearance of Bathrooms - Bathrooms are clean (and have toilet paper/soap) with all

plumbing fixtures working,

Appearance of Kitchen - Kitchen and its appliances are clean.

Appearance of Interior Public Areas - The entryway, living room, dining room,

hallways, and any other common area is free of litter, well swept or vacuumed, with

no holes in walls, ceiling, floor, or carpeting, and appear to be generally clean.

Condition of Furnishings - Furniture looks clean and unbroken, and anything

upholstered is not ripped or visibly worn out.

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SEASONAL MAINTENANCE

General Guidelines

1. Regular inspection and cleaning of gutters and down spouts on the building.

2. Closing cut-off valves to outside hydrants and hose connections before the freezing

weather.

3. Cleaning and repairing of windows and screens.

4. Regular flushing out and cleaning of floor drains, sewer traps, grease traps, etc.

5. Hinges and locks on all doors should be inspected and oiled or greased, as necessary, at

stated intervals.

6. Regular schedules should be made for:

a. Oiling and greasing all equipment in the house as directed by the manufacturer

b. Checking the heating and air conditioning equipment for proper maintenance

7. Keep furnace room and laundry room clean of trash and litter (60% of house fires start in

the basement).

8. Holiday Seasons,

a. DO NOT allow flammable decorations to be used in your house.

b. Be careful when using natural trees for decoration. There are many varying

regulations regarding natural trees. Check with the city before using one.

9. Hints for Dollar Savings

a. During heating and cooling seasons, urge that all windows and doors be kept

closed to reduce fuel and electrical bills.

b. If members have refrigerators, air conditioners or TV sets in their rooms, it can

increase the electrical bill $4 to $25 per month.... consider passing these costs on

to the individuals.

c. Storm windows, caulking and attic insulation will save hundreds of dollars each

season.

d. Install a clock thermostat to automatically reduce your heat at night to 68

degrees.

e. Install a humidifier.

f. Have the heating system “balanced” so appropriate amount of heat is directed to

every room (eliminates one room hot and one room cold problem).

g. Set hot water heater thermostat at 150 degrees F.

h. Clean clothes dryer “lint trap” every load.

i. Remove all obstructions around registers and grills (such as books, clothing,

drapes, furniture, etc.) which restrict air movement.

j. Vacuum refrigerator condenser fans at least quarterly.

August or Before Fall Term

1. Inspect property before members return to be sure that:

a. Planned improvements have been made and are satisfactory.

b. Facility is clean.

c. All equipment has been serviced and is in working order.

d. Fire extinguishers have been serviced.

2. Update list of firms and persons who can be called for services in maintaining the

property.

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3. Check inventory and make recommendations for equipment needed for the coming year.

Closing the House for Winter and Spring Vacations

1. KEEP ALL DOORS AND WINDOWS LOCKED. Residents should also be aware of people

loitering around your house. Any suspicious activities should be reported IMMEDIATELY

to the Police by dialing 911. Please keep your house secured!

2. Set and publicize, within your chapter, the date that the facility will be open for the

spring semester.

3. Make sure that you have someone available to open the house.

4. Live-in Advisors, local House Corporation alumni, the Chapter House Manger, and

Advisors should be sure that the chapter members clean their rooms and leave them in

an orderly way.

5. Keep in mind the problems related to closed houses and take all possible measures to

prevent destruction and damage from fire, flooding, dampness, insects and theft. Ongoing

custodial care by someone living in the house during vacations can be money well spent.

6. When closing the house for winter vacation, remember that the weather can be very cold

at that time of year. The following precautions should be taken:

a. All windows are to be closed and locked.

b. Refrigerators are to be cleaned out.

c. All garbage is to be removed from the facility and properly disposed

d. Heat zones are not to be turned off, and the heating system for the facility should

not be set below 58°.

e. All decorations are to be removed from the house.

f. A person is to be assigned the responsibility of insuring that all doors are

secured. It is imperative that this person understands the importance of this

responsibility and s/he follows through before leaving campus.

g. Repair all broken/damaged windows and locks as soon as possible.

Closing for Summer Vacation

1. Be sure that the chapter members clean their rooms, take out their trash and put

anything they want to store for the summer in the designated areas.

2. There are always dangers to closed houses and all possible measures should be taken to

prevent destruction and damage from fire, flooding, dampness, insects and theft.

3. House manager, Live-in Advisor, local alumni and /or Advisor should:

a. Examine the food storage areas to be sure they are clean and there are no

perishables.

b. Examine the plumbing to make sure no water is running.

c. Leave everything dry and clean.

d. Cancel all standing orders for daily newspapers, milk, etc.

e. Make arrangements with the post office for having mail forwarded. If they are not

forwarding the mail, make arrangements for someone to check the mail delivered

to the house and forward it.

f. Arrange for care of yard and grounds. Do not leave houses unattended.

g. Dispose of all unclaimed, unmarked personal belongings.

h. See that all windows and doors are locked securely.

i. Check the house regularly.

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j. Schedule appointments to let the cleaners and repairmen in the house during the

summer.

4. Check to be sure that the following have been done:

a. Furnace controls turned off.

b. Hot water heater gas turned off.

c. Refrigerators cleaned of all food and set to run at minimum cooling temperature.

d. Deep freeze cleaned and set to run at minimum freezing temperature.

e. Icemaker cleaned, disconnected or unplugged, according to dealer’s or

manufacturer’s instructions.

f. Closets moth-proofed as well as rugs and furniture, if necessary.

5. Check the inventory, order replacements for silver, china, glassware according to

allowances in budget. This may need to be done before the end of the year to insure

delivery in time for the opening of school.

6. Decide where the keys to the house shall be kept during the summer.

LIVE-IN ADVISOR PROGRAM

Suggested Position Outline

The Office of Fraternity and Sorority Affairs recommends that each fraternity and sorority

should have a Live-in Advisor to:

- support the chapter officers in providing a healthy living and learning environment

- aid the undergraduate members in their compliance with chapter policies

- act as a communication link between the undergraduate chapter leadership, the landlord

and the Alumni Board

- assist in the development and enhancement of a positive living experience

- oversee the operation of the facility with student leaders

- support the cultivation of the intellectual and personal development of the residents

The House Manager should be in constant communication with the Live-in Advisor. The Live-in

Advisor should be included in projects the House Manager organizes and in conversations

regarding house management and maintenance.

In addition, the Live-in Advisor should support the spirit of OFSA’s mission to assist the chapter

by:

Demonstrating an understanding of the vision, values, and mission statement of the

Greek community.

Demonstrating an understanding of the values and goals of the undergraduate

chapter.

Encouraging the development of the culture of the house as a place for scholarship,

leadership, and self-discovery.

Working with the alumni and undergraduate leadership to encourage the development

of appropriate social behavior and actions that are respectful of the individual, the

chapter, the fraternity and sorority community, and the Rutgers community.

Being available to support and advise the chapter officers, Executive Committee, and

individual members.

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Assisting in the development of a sense of community within the chapter where

applicable.

Being a participant in open communication with fraternity/sorority members, alumni

advisors, members of the Alumni Board, national representatives, and the Office of

Fraternity and Sorority Affairs.

Respecting and demonstrating discretion about private fraternity/sorority matters.

Regarding the facility, realizing that student self governance is the hallmark of the Greek

experience, the Live-in Advisor should: Oversee the opening and closing of the chapter house prior to the beginning and at

the end of the school year.

Work with the Undergraduate House Manager to report any mechanical failures and

needed repairs to the Chapter Advisor/House Corporation President/landlord or

Office of Fraternity and Sorority Affairs, as appropriate.

Notify all residents each semester of all safety and emergency procedures and

regulations.

Communicate when necessary with the Alumni Board, chapter officers, and the

University about the status of the facility in terms of local, state, and federal codes

for health and safety.

Have knowledge of maintenance and repair issues of the fraternity/sorority house and

a commitment to follow up with the House Manager or other appropriate officer or

member.

Have knowledge of safety and emergency standards and procedures as well as a

commitment to assisting the chapter, including the House Manager and the Risk

Manager, in supporting the local agencies that govern these standards and

procedures.

The Alumni Board and the chapter should provide to the Live-in Advisor:

- A furnished study room and separate sleeping room.

- Board through a scheduled meal program.

- Parking.

- A stipend, negotiated by the Live-in Advisor and the Alumni Board/Board

Chairman.

Furthermore, the Alumni Board and the undergraduate chapter will demonstrate:

An appreciation and respect for the additional academic or professional commitments

of the individual, a respect for the daily time commitment necessary for those

commitments, and an avoidance of engaging him/her in the unnecessary, unrelated

business of the fraternity while engaged in those academic or professional roles.

A commitment to avoid any professional conflicts of interest with school or work, and

a mutual desire and respect for the Live-in Advisor decision to avoid situations that

may present such conflicts.

A respect of privacy, mutually demonstrated, and an appreciation for the facility as

this individual’s living environment, as well.

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SAFETY

GENERAL SAFETY PROCEDURES Safety awareness starts by ensuring that the physical condition of the chapter house is safe and

free from major maintenance problems. This is done by conducting a safety inspection of the

entire house and grounds.

1. Review with chapter the need for 24-hour lock-up and all procedures members need to

know for keeping the house secure.

2. Review with the chapter the hours the house is closed for the visitation.

3. Have a good first aid kit in the President’s and Live-in Advisor's room and in one 24-

hour access place (kitchen, TV room).

4. Have two members of the chapter skilled in Cardio-Pulmonary Resuscitation (CPR).

5. Store flammable materials in an airtight can OUTSIDE the house.

6. Unplug appliances when not in use (especially irons).

7. Confirm that the washers and dryers are grounded to avoid electrical shock.

8. Post emergency numbers by all common-area individual room phones.

Security

1. Report all strangers loitering near the chapter house, or on the campus.

2. Keep the door to the house locked 24 hours a day.

3. Never prop open a door for someone who will be coming in later or who does not have a

key to the house.

4. Never leave windows open when no one is in that room.

5. Always walk in groups when leaving the house at night.

6. Make sure the exterior of the house is well lit. Replace burned out bulbs immediately.

7. Inscribe TV, stereo and other valuables with an ID number.

GENERAL FIRE PREVENTION INFORMATION

1. Know the state and municipal fire regulations. The local fire department will offer

suggestions for precautions, if consulted.

2. Make sure your fire suppression system (fire sprinkler system) is serviced on schedule.

3. Every Chapter is responsible for maintaining a safe, secure facility. Fire drills should be

scheduled on a regular basis, at least twice a semester. Call the local fire department to

schedule.

a. Plan with the chapter officers regular fire drills - do not make schedule public

b. Instruct members on proper fire drill procedures

c. Not evacuating a building during a fire alarm is a violation of city regulations.

4. Early in the year, acquaint occupants of the house with fire escapes and extinguishers, in

the event of a fire.

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5. Learn how to operate fire extinguishers and instruct others in operating them. Be sure

that these extinguishers are regularly serviced as the manufacturer has directed. If an

extinguisher has been used it should be recharged immediately.

6. Any house that experiences vandalism or misuse of fire alarm systems or fire

suppression equipment should contact the police department or the fire department for

assistance or possible criminal prosecution.

7. THE FIRST THING TO DO IN THE EVENT OF A FIRE IS TO ALERT PEOPLE IN THE

HOUSE TO LEAVE. THEN CALL THE FIRE DEPARTMENT. PULLING THE FIRE ALARM

MAY ACCOMPLISH BOTH.

8. In many cases, even very small fires may quickly burn out of control unless immediate

steps are taken to extinguish the flames. While the fire extinguishers, required and

maintained in all houses are excellent tools for extinguishing many small fires, all

extinguishers are limited in their capacity and must be used properly to obtain maximum

results. Different types of fire extinguishers may be used to fight various types of fires

(electrical-paper-flammable liquid) and each member should know the purpose and

limitations of each extinguisher type in the house, as well as how each type should be

operated. The membership should be instructed on the proper and the safe use of each

house fire extinguisher and the limitations of each extinguisher so that they may better

understand when to fight first and when to evacuate immediately. The local fire

department will assist as possible in providing proper information and training in fire

extinguisher use. “Use limitations of fire extinguishers” should be labeled on the canister

body of the extinguisher.

Extinguisher Type and Use A = Paper, wood, and other ordinary combustible fires

B = Flammable liquid fires

C = Electrical Fires

BC = Electrical and flammable liquid fires

ABC = Most Fires

K = Kitchen - grease fires

Generally, the fire extinguishers maintained in houses are operated as follows:

Remember the acronym P.A.S.S.

- PULL the pin

- AIM the nozzle at the base of the fire

- SQUEEZE the handle

- SWEEP the base of the fire with the stream of extinguisher

Fire Drills/Fire Safety The purposes of fire drills are to insure the efficient and safe use of all available exit facilities,

to familiarize occupants with sound and audibility of alarms, and to provide an opportunity to test

the alarm system. Proper drills ensure orderly exit and prevent panic- the greatest cause of loss

of life in major fire disasters of history. Speed in emptying houses, while desirable, is not in

itself a goal, and should be made secondary to the maintenance of proper order and discipline.

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Fire drills should be held with sufficient frequency (at least twice each semester) to familiarize

all occupants with the drill procedure and to make the procedure a matter of established routine.

In general, residents should be instructed well in advance of the drill to follow these procedures:

- Wear coat and shoes.

- Close windows and leave lights on in room.

- Close door (do not lock) and walk-DO NOT RUN-to nearest exit.

- Assemble with other residents at the pre-designated location (outside and well

away from the house). Do not re-enter the house until advised by the officer in

charge of the drill.

Procedure for Scheduling and Conducting Fire Drills

When a fire drill is to be scheduled, the following steps should be followed:

1) The house committee should determine a date and time for the drill. Houses should call

their local fire department's business office before the start of the semester to schedule

their drills. A fire department representative will trigger the alarm and document the drill.

Members should have been familiarized with drill procedures prior to scheduling of a

drill. Drills should be scheduled as early in each term as practical to insure that new

residents are familiar with the house emergency plans. Drill scheduling should be known

only to the committee members conducting the drill so that the drill will have as much

spontaneity as possible to assist in simulation of an actual emergency evacuation. The

date and time should be selected to insure maximum participation.

2) All fire drills should attempt to simulate actual emergency procedures in the evacuation

process; however, no fire, smoke bombs, or other simulated smoke should ever be used

at such a drill to enhance the realism of the situation. No running or horseplay of any

kind should be permitted.

3) After the drill is completed, all observers and participants should meet briefly to critique

the drill. Criticisms or comments and the date and time of the drill should be recorded for

entry in a fire/safety file. This information should be forwarded to the Facility

Corporation.

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APPENDIX A: SAMPLE INDIVIDUAL TENANT CONTRACT Make copies for:

Student Parent

Chapter Landlord

This Agreement, by and between the undersigned ____________________________ (Student herein), and his/her co-signing parent or guardian, hereby agree to rent from the ___(chapter name)___ of the ___(fraternity/sorority name)___ (Chapter herein), at Rutgers University, living space in the premises located at the commonly known address of ______(street name, address)______ in _____(city and state or province)_____ (the Chapter House or House herein), for the period beginning ___(date)___, and ending ___(date)___, all in accordance with the below provisions. Student agrees and understands that the (legal name of house corporation, landlord, or building owner) (landlord herein), is the landlord to which the Chapter has contractual responsibilities and to which the Chapter has assigned its rights in this agreement. 1. Student agrees to accept any room assigned to him at the Chapter House. Student further agrees to maintain

his/her assigned room and its contents, as well as the entire Chapter House, in good condition and in strict accordance with the House Rules of the Chapter. In addition, Student agrees to abide by and obey any and all Federal, State and local laws, as well as the Chapter’s by-laws and the University Standards and Policies. Student hereby agrees that the House Rules may be amended from time to time at the sole discretion of the Chapter officers, or any other controlling governing body of the Chapter, or the landlord. A copy of the current House Rules are attached hereto and made a part hereof. Student shall not use, permit, assist in, or condone the use of, the Chapter House for any unlawful or improper purpose or commit any unlawful or improper activity therein. Student agrees to report any unlawful or improper activity immediately to the Chapter officers or landlord.

2. Chapter agrees to furnish a room and the necessary facilities to Student. Any grievances regarding the operation

or maintenance of said Chapter House shall be made in writing to the chapter president or the House Manager or landlord.

3. Student agrees to pay a total “annual” rental rate, for living space only, of $__________________, payable in

installments to the Chapter in the following manner: _________________________________________________________________________________________ Any rent payment made more than 5 days after its due date must include a $25.00 late charge. 4. It is hereby understood that no student will be granted living space in the Chapter House who has not executed a

room contract for the period. No new contract will be accepted from a student whose account is delinquent with the Chapter.

5. Upon signing this contract, Student shall pay the chapter the sum of $__________________ as a security

deposit which shall be returned to the student within 45 days of the end of the period of this contract (even if the room is vacated prior to the last day of the period of this contract) after deducting any amounts due from Student under this contract including but not limited to cost of repairs, rent and late fees. Student is responsible for the condition of the space assigned to him and the common space in the House. If the individual(s) perpetrating damage to any common area of the House cannot be identified, the necessary monies to repair such damage will be taken equally from the deposits of all the tenants and out-of-house members’ deposits (if out-of-house members were required to pay a deposit). If funds are extracted from Student’s deposit during the contract period, to address any of the above items, Student must replenish the deposit within seven (7) days. This security deposit may remain with the Chapter for consecutive room contract periods; however, Student must pay any deficiency in any existing security deposit before he/she will be allowed to enter into a new room contract.

6. The undersigned Student is and will be held responsible for all damage he/she and/or his/her guest(s) causes,

either accidentally or willfully, to the Chapter House or its contents. No alterations shall be made to any part of the Chapter House or its contents without the specific written permission of the landlord or its representatives.

7. Utilities (electric, gas, and water) shall be provided at no additional charge, however, see the House Rules for

any restrictions or extra charges regarding personal appliances. 8. In the event the proper local authorities render the Chapter House uninhabitable due to fire, explosion, or other

catastrophe, this contract shall be considered null and void. However, should such uninhabitability be caused by Student’s neglect or mistreatment, he/she shall remain responsible for his/her obligations described herein.

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9. If during the period of this contract Student, for any reason, ceases to be a student member or pledge of the

Chapter, or if Student violates or does not comply with any provision of this contract or the House Rules or By-Laws of the Chapter, he/she shall be subject to removal from the Chapter House, and hereby waives any and all rights to due process and to proper notice of eviction procedures, and shall move out of the Chapter House immediately upon notice to do so.

10. Student agrees, if he/she moves out of the Chapter House for any reason, whether on his/her own account or at

the request of the Chapter, before the end of the school year, he/she will pay the full amount of this Contract, including but not limited to rent and meal plan fees, for the remainder of the contract period.

11. Access to the roof shall be limited only to qualified personnel performing maintenance and/or repair work.

Student agrees and understands that should he/she go on to the roof, he/she does so at his/her own risk and herein holds the Chapter and House Corporation harmless of any liability associated such an ill-advised act.

12. Student hereby purchases the full meal plan as offered by the chapter. The total meal plan rate for the rental

period is $_____________ and shall be payable in the following manner: __________________________________________________________________________________________________________________________________________________________________________________

13. Student agrees that the Chapter and landlord assume no responsibility whatsoever for the personal property of

Student. All personal property of Student located on the premises shall at all times be there at Student’s sole risk, and the Chapter and landlord shall not be liable for any loss or damage thereto or for any theft thereof. Student should ascertain whether or not his/her personal property is covered under his/her parent or guardian’s homeowner’s policy. If not, it is recommended he/she obtain his/her own “renter’s policy”.

14. Student and all parties claiming under Student hereby fully, finally, totally and completely release and discharge

the Chapter, landlord, and (the international/national sorority/fraternity) and their respective members, pledges, employees, agents, servants, officers, directors, representatives, other chapters, and any other entity whose liability is derivative by or through said released parties from all past, present and future claims, causes of action and liabilities of any nature whatsoever, regardless of the cause of the damage or loss, and including, but not limited to, claims and losses covered by insurance, claims for property damage, expensed, reimbursements, repairs and maintenance, claims and damage for personal injury, claims and damages for premises liability, claims and damage for torts of any nature, and claims for compensatory damages, consequential damages or punitive/exemplary damages. Student and all parties claiming under Student covenant not to sue Chapter, landlord, (the international/national sorority/fraternity) , or their respective members, pledges, employees, agents, servants, officers, directors, representatives, and other chapters.

15. Student shall pay the cost of any reasonable expenses incurred in collecting any delinquent monies owed by him

to the Chapter. In the event it shall become necessary for the Fraternity/Sorority to commence legal action to enforce this Agreement, Student agrees to pay to the Chapter on demand any and all reasonable attorney’s fees and costs in connection therewith.

16. Chapter and landlord will decide together on what dates the Chapter House will be closed during the contract

period. Student shall be given at least a two week notice of any closure dates. 17. The undersigned Parent or Guardian hereby binds themselves to be responsible for all provisions of this

Contract, including but not limited to all financial obligations described herein. 18. The Chapter’s rights contained herein are assignable to the landlord should the landlord demand or be willing to

accept such assignment, and Student hereby agrees to any such assignment. 19. The conditions and covenants of this agreement extend and are binding upon the heirs, executors,

administrators, representatives, agents, and successors to all parties, unless and until otherwise revised or terminated. If for any reason any clause or paragraph herein is deemed unenforceable, in whole or in part, all parties agree that the remaining enforceable portion of the clause or lease, as the case may be, shall be binding and remain fully enforceable.

20. The Student agrees and understands that a property management firm may be used, to act on Chapter and/or

landlord’s behalf, to conduct duties delegated to it by Chapter and landlord which shall include but not be limited to bill and collect rent, manage security / damage deposits, check Student in and out of room and thereby conduct inspections of Student’s assigned room and common areas of the House. If a management company is

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used, Student agrees to cooperate with the management company as it fulfills its duties in representing the Chapter and/or landlord.

21. Student (and his/her undersigned PARENT or GUARDIAN, if he/she is a minor) expressly agrees that at the

request of the Chapter, Rutgers, the State University of New Jersey, may encumber (hold) the records of Student for failure to pay, when due, all room rental, food charges, and dues that apply uniformly to all members of the chapter. Student (and his/her undersigned PARENT or GUARDIAN if he/she is a minor) expressly authorizes the University to make such encumbrances with the knowledge that such encumbrances may deny Student access to his/her transcript of academic records and preclude him/her from continued enrollment in the University. This Agreement and Authorization shall not apply to any obligations which may be incurred by Student after he/she ceases to be a student at Rutgers University.

Tenant Lease Accepted By Student and Parent or Guardian:

Student’s signature: ___________________________________________________ Date__________________

Student’s name printed: ________________________________________________

Social Security Number_________________________________________________

Telephone Number ______________________ Email ________________________

Parent or Guardian signature:____________________________________________ Date__________________

Parent or Guardian’s name printed: _______________________________________

Social Security Number_________________________________________________

Address_____________________________________________________________

City/State/Zip_________________________________________________________

Business phone______________________Home phone ______________________

Tenant Lease Accepted By Chapter:

Chapter President’s signature____________________________________________ Date___________________

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APPENDIX B: SAMPLE Facility Room Condition Report Chapter ___________________ Room #__________ Date: ________________________________________ Name: ________________________________________Roommate(s):________________________________________________ I understand that this form reflects the condition of the room that I have rented from the _ _(fraternity/sorority name or landlord)__ and that I am to return the room in good condition at the conclusion of my contract/lease. I further understand that I am obligated to schedule a time to check out of my room with the House Manager or his/her designee or risk being fined. Finally, I agree that if damage occurs to the room, the cost of repairs will be charged to my damage deposit. Examples of damage that will result in charges include but are not limited to: damage to or missing furniture; damage to or holes in doors; litter, trash, items left in drawers, holes in woodwork or ceilings; stains on carpet, etc.

ROOM CONDITION

Check Point Check-in Check-out

Walls Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Blinds/Window Treatments

Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Windows Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Carpet Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Furniture Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Bed (frame & mattress)


Desk Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Chair Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Dresser (if applicable)


Woodwork Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Drawers Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Closet Good Fair Poor Missing N/A Comments: Good Fair Poor Missing N/A Comments:

Miscellaneous (please specify)


Additional Comments: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ I have read and accepted the assessment of the room condition report at the time of check-in. Signature of Resident: ______________________________ Date: _____________

Signature of House Manager or designee: ___________________________________ Date: ___________

I accept the assessment of the room condition report at the time of checkout. Checkout Date: ____/____/_______ Signature of Resident: ________________________________________________

Signature of House Manager or designee: ________________________________________________

Signature of House Director or alumni (indicate which): ________________________________________ Date: _______________

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