Management of Residences Occupied by Non-Employees

Any exceptions must be approved in writing by the Vice President, Chief Financial Officer, and Comptroller, or delegate.

Lease Agreements and Responsibility

All system- or university-owned residences occupied by non-employees must have annual written lease agreements using a form approved by the Office of University Counsel. The campus unit managing the residence secures these agreements and ensures their compliance.

Maintenance and Repair

The university unit managing the residence is responsible for major maintenance and repair costs. Damage caused by tenant is the tenant's responsibility. The system or university must give written permission by an authorized agent before a tenant can make repairs and improvements.

Rent

Rent paid by non-employees is equal to the fair market value determined by the University Office of Capital Programs, Real Estate and Utility Services. The university unit managing the residence must evaluate the amount of the rent at least every three years. The university unit responsible for managing these residences advertises and uses a standard university application form to fill vacancies. The managing university unit must approve in writing any subleases.

Security Deposits

All rental properties require a security deposit of at least one month's rent. A security deposit is a personal expense and must be paid by the employee, using non-system funds.

Site Visits

The university unit managing the property must conduct a site visit at least once a year to determine the condition of the property. The unit keeps a written record of the visits and records the findings.

Utilities

All tenants occupying system or university housing pay their own utility costs. Tenants also pay a surcharge developed by the managing unit if a septic system or well is involved. Residences should be individually metered if economically feasible.