Northern Management Training Manuals

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Community & Technical College Housing

The common areas of the apartment are the rooms that are available for use for all the residents assigned to that particular apartment. This includes the entry area, living room, dining room, kitchen, hallway, vanity area, bathroom, shower room, etc. Residents who share an apartment will all be jointly and equally liable for damage and/or cleaning charges that are assessed for the common area. Following are some helpful hints for resolving damage problems when an apartment is shared by multiple residents, and some specific policies that pertain to Northern Management’s Community & Technical College housing settings.

Roommate Damages Apartment
New Roommates
Moving into a Unit That is Occupied
Bedroom Assignments
Bedroom Transfers
Assessment of Damage when the Entire Unit is not Vacated
Assessment Upon Move-Out
Lease Term
Terminating a Lease Prior to Moving In

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ROOMMATE DAMAGES APARTMENT: This must be reported to the Resident Manager immediately. Items that are not reported immediately make proper follow-up difficult. The Resident Manager will fill out a report (Incident Report) and assess a dollar value for the damage to the responsible people. (Note: The resident(s) will be held liable for the actions of their guests. Management will not involve a third party.) The Incident Report will document the matter and will be placed in the resident's file. The resident(s) responsible will be required to pay the balance due immediately. The payment should be made payable to the "Apartment Complex Name" and given to the Resident Manager. The resident is not allowed to perform any repairs.

NEW ROOMMATES: As much advance notice as possible is given to an apartment when a new roommate is going to be moving in. In some situations there will be limited notice. The Resident Manager will conduct a pre-move-in inspection of your apartment approximately 5 days ahead of time. The Resident Manager will point out the areas that must be cleaned or attended to a minimum of 24 hours prior to the new resident moving in. If the residents fail to take care of these items, they will be required to pay management for having the cleaning done.

MOVING INTO A UNIT THAT IS OCCUPIED: If a resident is moving into an occupied unit, he/she should follow the same procedures noted in the move-in section. If the unit is not in a clean state of condition, the resident should talk to the Resident Manager and have them take the appropriate actions before moving any items into the unit.

BEDROOM ASSIGNMENTS: In Community & Technical College Housing, residents are assigned a bedroom. A resident may not switch to a different bedroom without management’s written consent (new paperwork must be completed). View the labeled bedrooms in your apartment. The basic labeling starts with the first bedroom as “A” and so on down the hall. When a resident is in a shared unit (example: D & E), “E” is always near the window. Management reserves the right to transfer a resident to another bedroom/apartment.

BEDROOM TRANSFERS: Every effort possible is made to try and obtain compatible roommates before a resident is assigned a room. However, occasionally there are incompatible roommate situations. All residents should try very hard to resolve their differences before a roommate change is requested. Under NO circumstances should a resident transfer to a different bedroom or apartment without completing the following procedure. If a resident wishes to move to another unit for any reason, they must fill out a Request to Transfer form and submit a payment of $50 (this form will not be processed without the payment). If the resident’s request is rejected, they will receive a full refund. If the transfer is approved, the Resident Manager will fill out the transfer documents. The resident will be required to have all rent payments, fees and damage charges paid at that time. Note that this process can take from one to two weeks to complete.

Once the resident moves out of the apartment, a Move-Out Condition Statement will be completed and the resident will be assessed for all of the cleaning/damage in their bedroom, along with a portion of the common area assessment. The common area assessment will be done as if all the items were removed from the apartment, with whatever is clean being marked as clean and whatever is not clean being billed. You will be responsible for a portion of that charge. You should get your roommates together and thoroughly clean your apartment before the transfer. All charges are payable immediately upon assessment and move-out. The resident should then follow the appropriate move-in procedures for the apartment/bedroom to which they are transferring.

ASSESSMENT OF DAMAGE WHEN THE ENTIRE UNIT IS NOT VACATED: When a resident moves out at a different time than their roommates, note the following: The unit will be assessed for all the damage and cleaning that is needed at the time of move out and/or the time that the lease has expired. (Note: You are responsible for the apartment even if you vacate before the expiration of the lease.) The unit will be thoroughly inspected; all items that are not cleaned and all damage will be listed. The unit is inspected as it stands, as if all personal belongings are removed. The resident vacating will be responsible for an equal portion of the charges. It is a good idea to get your roommates together before you vacate and thoroughly clean your apartment.

ASSESSMENT UPON MOVE-OUT: The apartment will be inspected in two areas. The common areas: This will be divided equally among the residents in the unit. The bedroom area: You are solely responsible for the condition of the bedroom. The bedroom door is included in the bedroom area.

LEASE TERM: The resident’s lease expires at 12:00 Noon on the lease ending date. Management will attempt contact to inquire if you are interested in signing a new lease. If a new lease is not signed, the proper notice would need to be submitted to be released from the original lease conditions. There is a processing fee each time a new lease is signed.

TERMINATING A LEASE PRIOR TO MOVING IN: The reservation deposit will only be refunded if a written cancellation notice is received in the office of Northern Management and postmarked TWO FULL MONTHS prior to the beginning of the lease; otherwise, the resident will be responsible for the lease.

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