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After residents move out, RHD's will do a full assessment of each room/suite/apartment. A report summarizing the original condition of each space will be available for comparison to end of year assessments. The RHD will conduct detailed inspections of each space and then compare their findings against the original Vector Report. This comparison will help determine if damage billing and/or a work order request is necessary. Damage billing will be necessary for items which are not the result of normal usage. Damage, repair or replacement of university property that has necessitated by deliberate acts of destruction, negligence or theft will result in damage charges. 

Repair and replacement of items resulting from normal use will not be included in damage assessments. "Normal use” or "wear and tear” items include: chipped veneer on furniture, small hole in window screens, scuff marks or pinholes on wall surfaces, small tears, small stains or soil marks on carpet. These items are the result of "normal usage” and will be addressed through a Preventative Maintenance Program by the Maintenance and Custodial staff during summer months. 

When doing room/suite/apartment assessments, be specific when determining if a work request is required. Itemized assessment checklists are distributed to RHD’s to assist in the assessment process. The checklists are specific to the room type (Suite, Corridor, Schomburg, West and Chapin). Each room type is distinctly different with items that are specific to those spaces. The RHD’s use the assessment list to ensure each item is accounted for and in good condition. The following is an example of items found on an assessment checklist for a Suite Style space: 

Bed Frame 
Bookshelf (desk attachment) 
Desk Light (desk attachment) 
Pedestal (night stand) 
Chair (desk) 
Closet w/ Door 
Towel Bar/Hook 
Overhead Lighting (bedroom) 
Personal Heating/Air 
Conditioning Units 

Living Room 
Love Seat or Lounge Chairs 
Coffee Table 
Blinds/ Curtains 
Floor Lamp (living room) 
Overhead Lighting (common 
Bike Rack 
Personal Heating/Air 
Conditioning Units 

Bathroom Sink 
Shower Head 
Shower Curtain 
Bathroom Vanity 
Bathroom Mirror 
Overhead Lighting 
Towel Bar/ Hook 
Toilet Paper Dispenser 
Soap Dish 

Ethernet Jack 
Phone Jack 
Window Screen 
Fire Extinguisher 
Garbage Pail 
Wall Condition 
Floor/Carpet Condition

In situations where the condition of a room is exceptionally poor, and/or has sustained substantial damage, video cameras will be utilized to chronicle the condition of the space for use in damage billing.

Quad Offices, with the help of Central Office support staff as needed, will enter data into the RMS database and the INFOR work order system for all damage assessments. In the event that damage or a need for cleaning in a room, suite or apartment cannot be attributed to one responsible individual, the damage charges will be divided equally among all room, suite or apartment residents.

Facility Managers will complete assessments of all common areas (main lounges, common bathrooms, elevators, recreation rooms, study lounges, basement kitchens, lobby, and hallways).


Damage billing will be posted to a resident’s university account and full payment is due within 30 days of the receipt. Residents can pay for damage billing through their SOLAR system account or by mail. If a resident feels that the damage charge is in error, he/she may submit an appeal via email, requesting a review of the charges. All appeals should be presented to the Quad Office Service Manager. The QOSM and the area Facility Manager will work together to review appeals and will determine the validity of each charge. A response will then be sent to the resident.

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