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Damage Billing and Appeals

The University of Hartford incorporates into its yearly operational budget, the costs associated with residential repairs and upkeep for 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, residence hall, floor, quad, or apartment/suite.

Damage billing charges are applied to student accounts throughout the academic year and at the end of the year residential closing process. It is the expectation of the University of Hartford that students will maintain their assigned living space(s) in the same condition they were when the student first occupied the space at the beginning of the academic year or semester they moved in. At the beginning of each year, and as students checkout of their housing assignment, both Residential Life and Facilities Management staff inspect each living space. Students are encouraged to inspect the space themselves and are given the opportunity to record the condition of their living spaces within the first few days of moving into a housing assignment. If a student fails to submit this information by the deadline given it is the University's expectation that the space is in the condition we have on record.  If damages are discovered that were not present when the student moved in or that are beyond normal wear and tear then the student(s) will be billed the cost to either repair or replace the damaged item(s).  

The following are examples of common incidents that often result in a damage billing charges being applied to a student account:

  • Stained or ripped carpet
  • Broken windows
  • Personal trash or belongings left in room or dorm
  • Holes in the walls
  • Scratches, marks, and peeled paint on walls and ceilings
  • Graffiti
  • Damaged or ripped curtains
  • Unclean 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
  • Repair or replacement of University furniture or appliances
  • Missing or damaged window screens

As stated in the student handbook, The Source, and the 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, (with "act of God", or reasonable wear and tear expected.) 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."

When a damage charge is applied to a specific student, apartment, suite, floor, quad, or building, the Office of Residential Life will notify each student being billed for these charges.  This notice will come in the form of a billing invoice that will be sent directly to a student’s University of Hartford email account.  The charge will also be posted on the students account and students will receive an automated notice.

Students who feel a damage charge is unjustified, or who have evidence that they did not cause the damage, are able to submit an appeal online.  Students who wish to appeal must do so within 10 academic/business days (Monday through Friday) from the date the billing invoice was sent to their University of Hartford email account.  Any appeals received after this deadline will not be eligible for consideration and will be denied.   Remember it is the expectation of the University of Hartford that students will check their email account regularly and that your university email serves as an official means of communication.  Failure to submit an appeal within the appeal deadline because you did not, or do not check your email regularly will not be accepted.

All appeals are reviewed in the order in which they are received, and typically, it can take 10-15 business days for a decision to be made and communicated regarding a damage appeal.  In order to streamline the damage appeals process to better serve our students, appeals can ONLY be submitted by an individual student using the online damage appeal form for your residential area.  Appeals can only be submitted by the student being billed and no one else.  Appeals WILL NOT be accepted by email or over the phone. 

Damage Billing Appeals Request Form