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Residential Damage Billing & Appeals

At the end of each year, staff members from the Office of Residential Life and Department of Facilities Management inspect all living spaces to assess the condition of each space.  During this assessment we determine if there is any vandalism or damage beyond normal wear and tear that was not present prior to when students occupied the room, space, floor, or building.  The University's annual operational budget covers costs associated with normal wear and tear.  Damage billing charges are applied to student accounts when damage or vandalism that is deemed intentional, unintentional, or excessive is discovered in a student’s room, building, floor, quad, or apartment/suite.

Damage Billing Charges are applied to student accounts throughout the academic year and at the end of the year during the residential closing process.  The University expects students to maintain and leave their assigned living space in the same condition it was when they first occupied the space.  At the beginning of each year, Residential Life and Facilities Management staff inspect each living space and record the condition of these spaces.  

The following is a list of examples of common incidents that often result in a Damage Billing Charges being applied to a student account:

  • Stained or ripped carpet
  • Broken windows
  • Left personal trash or belongings
  • Holes in the walls
  • Scratches, marks, and peeled paint on walls and ceilings
  • Graffiti
  • Damaged or ripped curtains
  • Unclean/unsanitary apartment, bedroom, floor, or suite
  • Missing furniture and appliances
  • Replacement of towel rods or brackets
  • Disassembled furniture
  • Unauthorized alterations to a bedroom, apartment, suite, or floor
  • Lost or incorrect key returned
  • Repair or replacement of University furniture or appliances
  • Missing or damaged window screens

As stated in the University of Hartford Student Handbook “The Source” (Student and Housing Agreement: “The student is liable for any damage to University property and agrees to pay for the restoration of the property to its original condition, “act of God” or reasonable wear and tear excepted.  Liability for any damage to the apartment or to the public area within any one of the residential units beyond reasonable wear and tear will be assigned to students of the particular apartment, suite, or room whenever the damage cannot be assigned as the responsibility of identified persons. Property belonging to the University must not be moved or taken from areas designated for its specific use. Students are encouraged to have Hawk Pride in their residential communities and help reduce damage by reporting issues and keeping their space clean.”

Damage bills from the spring 2015 closing process will be applied to student accounts no later than June 15, 2015.  Once a charge has been assessed to your account you will receive an electronic invoice in your University of Hartford email inbox notifying you that you have been assessed a damage charge.  This invoice will contain specific information about the amount of the charge and further details behind the damage assessment.  Students will also receive an automated notice that a charge has been applied to their account from the Banner system.  

Students who feel a damage charge is unjustified or who have evidence that they did not cause the damage are able to submit an online appeal through the damage appeal request form for your specific residential area.  Appeals are only accepted through this form and will be reviewed in the order in which they are received.  We will not accept appeals over the phone, by email, or in person.  The student is also the only individual who is able to submit an appeal.  Typically, it can take 10 – 15 business days for a decision to be made regarding an appeal.  Once a decision has been made, students will be notified through their University of Hartford email account.  The decisions of each RD or Damage Billing Coordinator are final.

Due to the change in our closing process, all students will be able to submit a damage appeal as long as they completed the checkout process.  Students who failed to check-out with one of our staff members are not eligible to appeal any damage charges that have been assessed. 

The damage appeal deadline is 11:59 p.m. on June 30, 2015.  The Office of Residential Life will not accept or consider any damage appeals after this date.  We encourage all students to check their University of Hartford email throughout the summer.  Failing to check your email will not be accepted as a reason to grant an appeal.

Dates are subject to change on or by May, 2015.