Residential Life Tenant Responsibilities "A to Z"

Appliance Restrictions

Appliances:  Air conditioners are prohibited as well as appliances with open electrical coils and electric grills. All small electrical appliances must be UL approved and subject to the electrical capacity of the room.

Cooking: Cooking is prohibited in bedrooms and other residence hall space. Some residence halls provide kitchenettes for snack preparation only. Only microwave ovens with a capacity of 1.5 cubic feet or less and 500 watts or less are allowed in residence halls.

Refrigerators: Only refrigerators with a capacity of 5 cubic feet or less that are in compliance with campus health and safety standards and applicable electrical codes are allowed in residence halls.

Checking Out

If students are checking out of their apartment/suite prior to the end of the academic year, they must first get approval from the Resident Dean. Students must then make a checkout appointment with their RA, using their initial Inspection form. All of their belongings must be out of their space before the RA can check them out. Students are financially responsible for damages and missing items as well as cleanliness. Students must then return their key to their RA upon checkout and retain their copy of the Inspection form for their records. Failure to complete proper checkout procedures will result in a $45 fee for improper checkout. Failure to return their keys will result in fees assessed for a lock change and key replacement. Please refer to the housing contract for more information.

Residents must vacate their apartment/suite within 24 hours of their last final Spring Quarter, but no later than the time and date specified in the housing contract and reiterated in the closing memo from the Residential Life Office. Residents staying after this time will be billed at a rate of $25 per half-hour until they are officially checked out. Once students have completed their check out requirements and have returned their keys, they are no longer permitted in the building. Students found in the buildings after they have completed their check out requirements will be billed at the rate of $25 per half hour from the time they returned their keys to the time they are discovered and will face disciplinary action.

Apartment residents will be asked to complete a Shared Responsibility From, which indicates who will be responsible for cleaning different areas of the apartment. This is extremely important, as this will assist the Residential Life Office in assessing charges to the appropriate resident(s).

Cleaning and Custodial Services

Should an area of the residential facility serviced by Custodial Services need attention, please call (858)534-2600 to report the concern. After hour EMERGENCY-ONLY clean-ups should be called in as an emergency to (858) 534-2600. These situations would include: blood, vomit or other bodily fluids, broken glass, or any other items that have the potential to cause further harm.

Apartments:  Students and their apartment-mates are solely responsible for the standard of cleanliness maintained in their apartment. Many students have found it useful to establish a rotating schedule for cleaning the common areas of the apartment. Should issues arise due to cleaning and shared responsibility, students should contact their RA. They will be able to assist in mediating and developing reasonable expectations for their apartment-mates.

Residence Halls:  Custodians will clean bathrooms and common areas of suites. Students will be responsible for maintaining the cleanliness of their room and general cleanliness of the common area within the suite. Students will be responsible for the disposal of all trash and recycling; trash disposal areas are located on each floor.

Damages and Excessive Cleaning 

Students are financially responsible for damages (other than normal wear and tear) to their apartment/suite and its furnishings. When a damage report is received, the apartment manager will make an assessment of the damages and repair costs. The Residential Life Office will make every attempt to identify the individual(s) responsible for the damage and will bill the person(s) directly.

All bills have a seven-day grace period. If the responsible individual(s) cannot be identified, then a letter will be sent to all roommates or suitemates informing them of the situation. It is expected that they will have a discussion (with the help of the RA, if preferred or necessary) to determine who is responsible for the damage. They may discuss the damage and potential bill with the Resident Dean. If, after all of the above, the person(s) responsible is not identified, then all members of the group will be billed.

When students check out of their apartment/suite, it should be in the same condition as when they moved in. This guideline applies to cleanliness as well as to damage. If their apartment/suite requires excessive cleaning after they check out, they will be charged a cleaning fee. There will not be a charge for normal wear of the apartment/suite. There will, however, be a charge for intentional damage such as damage from bottle caps, improperly patched holes, etc. Students are not to patch walls or holes themselves. There will be a charge for repair and painting. Students should be aware that residents who are responsible for excessive damages and/or cleaning might find their housing contracts terminated and/or face other disciplinary action.

Guests 

Students may have short-term guests stay with them in their apartment/suite (limited to 3 nights). Be sure to consult with apartment/suite mates and remain sensitive to their feelings and concerns. If any roommates, apartment-mates, or suitemates do not agree for any reason to having guest(s) stay, they will be not be allowed to visit. Students should also notify their RA and the Residential Life Office that they have a guest. Please make sure that guests are aware of University and Warren Residential policies. Guests are not allowed to sleep in any public lounge in the Warren Residential Life Complex. Remember that students will be held financially responsible for damages caused by their guest, and students are subject to disciplinary action if their guest violates University or residential rules and regulations. The behavior of your guest may cause judicial review for students or visitors, regardless of the degree of your familiarity and may result in further disciplinary action.

Household Hints

Furniture:  Please treat the furniture with respect. Do not leave it outside, or use it in any way other than its intended use. A minimum fee of $50 will be charged for furniture left outside. If furniture is damaged or destroyed, students will be billed for repairs or replacement.

Garbage Disposal:  It is essential that the disposal be used wisely. There are certain items that should NEVER be put down the disposal: seeds, bones, rice, hard-leafed fruits or vegetable such as artichokes, celery, etc. The disposal is for soft garbage only. Remember to run cold water at high pressure every time the disposal is running.

Stove:  Stoves should be cleaned with warm soap and water after every use. The oven should be cleaned weekly with a commercial cleaner so that the spilled food does not become baked on. The ovens in the apartments are not self-cleaning. Top burners and the crumb tray should be cleaned weekly. Lining the drip pans and the oven floor with aluminum foil will preclude the necessity of heavy cleaning. Broil with the oven door slightly open to prevent burning.

Trash:  Accumulated trash and newspapers are both health and fire hazards. Please remove them from the apartment/suite in a timely manner. Trash and recyclables must be placed in the proper designated bins in the complex. A fee of $25 per bag will be charged for trash left in undesignated areas.

Toilets:  Do not flush tampons or sanitary napkins down the toilet. It will become clogged, and students will be billed for the repair.

Housing Contract

The housing contract is a legally binding document to which they are obligated for the full academic year. Students are to read it carefully, and bring any questions they might have to the Housing Office or Residential Life Office. Please note that it may be terminated only at the discretion of the University. Should students wish to be released from their housing contract, they must see the Resident Dean and provide supporting evidence or reasons for requesting to be released. The contract provides for release upon termination of student status or evidence of marriage. Other reasons, including unanticipated financial or medical problems, will be considered on an individual basis. Students must be enrolled as a full-time student for the duration of their housing contract, unless the Resident Dean gives prior approval. The University may cancel their contract if students fail to make their housing payment on time, or if they violate University rules and regulations, The University reserves the right to cancel their contract for no reason at any time. It is important that housing payments are made on time. Late fees are assessed seven business days after payment is due. Students may pay in person at the Housing Cashier’s Office, or send their payment through the mail. For questions about deadlines, important dates, payment plans, and contract releases, students should consult their copy of the housing contract or the Housing Office.

Housing Vacancies

Should a situation arise in which there is a space with a vacancy in apartments or suites, students may be offered the option to purchase a super single (based on availability), or to move to another space within the complex. Residents will not be permitted to keep a double room as a single with no additional charge. Vacancies within the complex will be consolidated at the discretion of the Residential Life Office. Reasonable attempts will be made to give students adequate notice.

Due to the increased number of new students, the University has had to triple students in spaces that have been traditionally assigned as doubles. Furniture has been added to these spaces to accommodate the extra students. Every effort will be made to de-triple these spaces, as other vacancies become available in the complex. If students wish to remain in these spaces, they will need to sign a contract and meet with the Resident Dean of that area. For more information, please contact the Residential Life Office.

Inspections

Routine health, safety, and maintenance inspections will be made on a quarterly basis by the Residential Life staff, and yearly by the Environmental Health and Safety department. At least twenty-four hours notice will be given to students prior to all inspections. Apartments/suites also might be inspected if a health or safety emergency exists as determined by the Resident Dean and/or other authorities.

If conditions are found to exist in a student’s apartment/suite that require immediate correction, the inspector will leave a written notification of the conditions requiring immediate attention and a specific time for re-inspection of the apartment/suite. If the condition has not been corrected at the time of re-inspection, fines and disciplinary actions will be imposed. The most common areas requiring attention are the kitchen (stove and refrigerator) and toilet. If students clean these areas on a regular basis, they should have no trouble maintaining an acceptable level of cleanliness. NOTE: These inspections are not intended as searches. However, if prohibited items or conduct code violations are seen in a student’s apartment/suite, appropriate action will be taken.

Insurance  

The University is not responsible for loss or damage to personal property in the residential halls or apartments due to fire, theft, water, or other causes. Residents are urged to provide their own personal insurance. Students should consult their parents to see if they are covered under their homeowner’s policy. If not, obtain additional coverage. Check at the Residential Life Office for more information or consult the yellow pages. The best insurance against theft is to ALWAYS KEEP YOUR APARTMENT/SUITE/ROOM LOCKED AND CARRY YOUR KEY.  Report thefts and other crimes to the Campus Police at (858) 534-HELP (4357).  A police report is usually required to make an insurance claim.

Keys

You will be issued one key to your apartment or your suite and a key to your room if you are in the residence halls when you check in.  For your own convenience and security, always lock your door and carry your key(s) with you.  Lock changes are automatically initiated when keys are reported lost or stolen.  New keys may be picked up at the Residential Life Office.  If you lock yourself out of your apartment, room, or suite, you may borrow a courtesy key from the Residential Life Office.

If you lose your apartment/suite key, you will be charged $106 to cover the cost of changing the lock. You are not allowed to have keys duplicated off campus, nor should you give your keys to non-residents.  Students who are found to have done so will not only be charged the $106 for lock replacement, but will also be subject to disciplinary action. Please note: the costs associated with the labor and replacement of their may increase throughout the course of the year, with a significant increase towards the end of May.

Lost and Found

Items lost in the residential complex should be turned in to the Residential Life Office or the UC San Diego Police Department.

Lockouts

Residents who lock themselves out of their rooms may check out a key from the Residential Life Office during regular business hours. A photo ID or other verifying information will be required prior to a key being released. After hours, the duty RA and the Residential Security Officers (RSOs) can assist with lockouts. There is a $1 lock out fee that will be assessed when a student is let back into their room.

Maintenance

If there is a need to have maintenance work done, light bulbs changed, or if there is a maintenance emergency, call the maintenance request line at (858) 534-2600. There will be someone available 24 hours a day to answer the maintenance request line. Regular maintenance (such as light bulb replacements) will be done during the day, but emergencies will be handled as soon as possible. Emergencies include electrical problems, outages, broken pipes, toilet overflows, broken refrigerators, fires, floods, etc.

Move-in/Move-out Inspection Check List

When students check into their apartment or suite, they are required to fill out and sign the Move-in/Move-out Inspection Checklist. They should carefully note any missing or defective furnishings and any existing damage to the apartment/suite. It is imperative that the form be completed promptly and accurately, as they will be held financially responsible for any discrepancies between what is marked on the form and the condition of their apartment/suite when they check out.

New Construction, Renovations and On-going General Repair Work

The University, as well as the Department of Housing and Dining Services, have on-going programs related to the construction of new buildings, renovations to existing buildings, occupants residing in on-campus housing. The campus is making efforts to reduce these disruptions due to new construction, renovations, or routine maintenance. However, residents should be aware that it is impossible to completely eliminate these types of activities and still meet the operational demands of the University.

During finals week of each quarter, Housing and Dining Services makes every effort to minimize these interruptions. This is done by voluntarily limiting work to only that which is specifically requested by residents or work that must be performed to ensure that we are able to operate our buildings safely and provide our required services. Concerns or problems should be directed to the Residence Life Office.

Painting of Rooms

If a student’ s bedroom or other areas in their apartment/suite need to be painted, they should submit a maintenance request by calling Housing and Maintenance at (858) 534-2600. The appropriate area manager will assess the condition of their room and will arrange for a painting crew, if necessary. Students are not allowed to do any painting themselves and they will be charged a minimum of $25 and the appropriate repainting charges if they do so.

Packages

Due to the limitations of the Residential Life Office’s staff and physical space, the Residential Life Office is not able to accept large volumes of packages for overnight or same-day delivery. This is especially true with the high volume of general mail received during the first three weeks of each quarter. Accordingly, the Residential Life Office reserves the right to refuse or accept delivery of packages if more than 10 packages are received in the same day from a single vendor or single common carrier. Refused packages may be delivered to the UC San Diego mail room. Please also note, that Warren Residential Life will not start receiving packages until the first day of class instruction during fall quarter.

Parking

The closest parking for residents and visitors is available in lot 504. Students must buy a parking permit or use a metered space if they wish to park on campus. Parking is extremely limited. If students park in a space for which their parking permit is not valid, they will receive a ticket. Parking Services and the Campus Police share responsibility for enforcement of campus parking regulations. For further information, call the Parking Services Office at (858) 534-4223.

Phone Service

Telephone service can be activated by SBC Telephone Company.Students should provide them with their apartment/suite number, and which jack number they want activated. (In the apartments, jack #1 is in Bedroom 1, #2 is in Bedroom 2, and #3 is in the living room.) The following information is also needed when calling to order service:

1. Student’s apartment or room number
2. Student’s jack number
3. Student’s social security number
4. Student’s UC San Diego mailing address
5. Student’s parent or guardian’s telephone number

PLEASE NOTE: students are advised to wait until their arrival to order phone service. SBC can be reached at (800)-310-2355.

Public Information

Telephone numbers and P.O. Box numbers of residents are given out to the public unless the student specifically request that this information be kept confidential. Make requests to the Residential Life Office. Names and room or apartment numbers will not be released.

Room Assignments and Room Changes

New students first room assignment are made by the Residential Life Office on the basis of information provided when they returned their housing contract and confirmation payment to the Office of Housing Administration. During the succeeding years at the University, students will have the opportunity to select their own room and roommate through the annual Spring Room Selection.

Room changes are permitted after the first two weeks of each quarter. However, changing rooms should be seen as the last alternative when disagreements or differences in life-styles or values arise between roommates. Most differences can be worked out if roommates communicate openly with each other. Resident advisors have been trained in mediation and will be happy to help students work out their differences. The Resident Deans are available to help resolve roommate issues.

If all efforts to resolve difficulties between roommates are unsuccessful, the students wishing to change rooms should follow the procedures outlined below:

1. Discuss the room change with the RA.
2. Obtain approval from one of the Assistant Resident Deans. Assistant Resident Deans will not grant approval without prior RA/resident mediation or discussions.
3. Have the administrative assistant complete a room change request form.
4. Move all items out of the old room and return it to its original condition. Have the RA check the room and sign the inventory form. Return the old room key. Bills accumulated, as a result of common area damages must be settled before room changes are allowed.
5. Pick up your new key and new Inspection Checklist.
6. Complete the new Damage/Maintenance Tracking form and return it to the Residential Life Office within twenty-four hours after the move has been completed.

There will a $45 penalty assessed to any student who changes rooms without following these procedures. Additionally, the University has the right to require you to return to your original assignment or to cancel your housing contract.

Sick Trays

If students are on a meal plan, but are too ill to go to the dining facility to eat, they can have someone bring them a Get-Well Tray. Contact the Residential Life Office for a Get-Well Tray permit. Students are asked to send the person who will be getting their tray to the office with their meal card and some form of photo identification. If students are picking up a Get-Well Tray, present the sick person’s meal card and the Get-Well Tray permit to the dining facility lobby checker when they arrive. The checker will refer them to a supervisor who will assist them Get-Well Tray permits may be used only in a dining facility and not in snack bars. For more information on Get-Well Trays, contact the Residential Life Office.

Storage

Storage space is not available on campus during the academic year. There is a program for summer storage. Information regarding this program can be obtained through the Graduate Housing Office located directly across from the Residential Life Office. In addition, the Residential Life Office has a list of local storage companies that give discounts to students.