Memorandum                                                                             21 June 2000
Number 47                                                                                                                                                                                    

1. PURPOSE:

This document provides college policies and procedures related to the assignment and occupancy of quarters available at The Citadel.

2. GENERAL:

Limited campus quarters are available at The Citadel for assignment to faculty and staff members who have an operational requirement to reside on campus. An operational requirement is defined as being accessible to Citadel students in a faculty, staff or coaching role, mainly after normal working hours or being available to respond to emergency campus work requirements. The criteria for assignment, rental and utility fees, and policies and procedures related to housing are outlined in this memorandum.

3. RESPONSIBILITIES:

A. The Vice President for Academic Affairs has oversight responsibility for all activities related to the administration of faculty and staff housing on campus. He will render final approval on policies and procedures related to the administration of faculty and staff quarters; make decisions on requests for exceptions to policy and appeals to decisions made by the Vice President for Facilities and Engineering; and direct other housing actions deemed necessary in the interest of The Citadel.

B. The Vice President for Facilities and Engineering has overall responsibility for the operation, maintenance and day-to-day administration of faculty and staff quarters. He will coordinate the activities of the Director of Physical Plant and other campus organizations; make recommendations on policy, procedures, and other matters to the Vice President for Academic Affairs; and render decisions on matters of safety, care and maintenance of housing units, housing assignments, and other matters as outlined in this document.

C. The Director of Physical Plant is responsible for managing and making recommendations on the assignment of faculty and staff quarters; publishing and maintaining necessary documents related to the assignment and termination of quarters; maintaining liaison with the Campus Affairs Committee; and the operations, maintenance, repair and accountability of faculty and staff quarters as outlined in this document.

D. The Human Resources Office is responsible for providing and managing the housing seniority list.

E. The Campus Affairs Committee is responsible for representing the interests of quarters occupants and making recommendations on the administration of faculty and staff quarters as outlined in this document.

F. Faculty and Staff Quarters Occupants are responsible for exercising reasonable care in the maintenance and upkeep of their assigned quarters and complying with procedures outlined in this document.

4. DEFINITIONS:

For the purpose of this memorandum, the following definitions apply:

A. Faculty. All tenure and tenure-track members.

B. Staff. A member of the unclassified staff, or any classified staff member in Band 4 or higher, hereafter referred to as the professional staff.

C. Faculty and Staff Quarters.  Faculty and staff quarters are listed in Annex A.

D. Dependents.  The term "dependents" includes any or all of the following persons who live with the faculty or staff member for more than half of the calendar year: Members of the immediate family as defined by South Carolina Office of Human Resources include a spouse and/or children, mother, father, a spouse's mother and father, a legal guardian, a spouse's legal guardian, and grandchildren if the grandchild resides with the employee and the employee is the primary caretaker of the grandchild.

E. Length of Service.  Length of service is defined as the total time an individual has been employed at The Citadel as a member of the faculty or professional staff, including that time in an authorized leave of absence status. Length of service will also include that time granted to faculty when initially employed by The Citadel. In the area of constructive credit for seniority, an absence must be approved in advance by the college for the benefit of the college as approved by the Vice President for Academic Affairs. Length of service may be actual or constructive. Members of the faculty and professional staff who hold terminal degrees will be given three years constructive length of service credit when placed on the Quarters Seniority List.

F. Designated Position/Activity Quarters.  Designated position quarters are reserved for specified college positions.  The following quarters are designated position quarters:

5. ELIGIBILITY:

A. Members of the faculty are eligible for assignment according to the process defined in Section 8.

B. Members of the professional staff who have dependents as defined in paragraph 4d residing with them; who have an operational requirement to live on campus; or who have a compassionate reason to live on campus and are granted an exception to policy are eligible for assignment to quarters. Legal documentation must be submitted to justify assignment based upon paragraph 4d. A requirement to live on campus is determined by direct contact with students or job essentialness, which by virtue of duties, requires the professional staff member to be present on campus after normal duty hours

C. Members of the faculty and professional staff who lose all dependents as defined in paragraph 4d and who are residing in a four-bedroom unit will be required to relocate to the next available unit in the same area (refer to the coded map) with fewer than four bedrooms.

D. Temporary special contract members of the faculty and staff, adjunct faculty members, or temporary members of the professional staff who otherwise qualify may be allowed temporary assignment to quarters depending on their availability at the time of employment. No other eligible persons must be willing to accept assignment to a vacant housing unit to meet this criteria. Individuals in this category may request assignment to available quarters when their availability is announced.

E. Upon occupying quarters, residents must reside in that set of quarters for a minimum of two years before occupying another Citadel housing unit, unless they are willing to absorb the cost of renovating the unit being vacated or the unit for which they are applying which ever is less.

F. The Vice President for Academic Affairs may exercise his prerogative to assign faculty and staff quarters to any member of the faculty or staff when he determines the assignment to be in the best interest of The Citadel.

6. QUARTERS SENIORITY LIST:

A Quarters Seniority List will be developed, maintained and published periodically by the Director of Human Resources. Since the list is not a rank precedence list, it will be used only to determine assignments to faculty and staff quarters. Placement on the list will be in accordance with the following criteria:

A. Length of Service. See Definitions E, Section 5.

B. For eligible members of the faculty and professional staff subsequently employed by The Citadel

(1) The effective date on the Quarters Seniority List will be 1 July if employed between 1 May and 31 August, plus any constructive length of service credit.

(2) The effective date on the Quarters Seniority List will be 1 January if employed between 1 September and 30 April, plus any constructive length of service credit.

C. Seniority among members of the faculty and professional staff whose periods of actual and constructive length of service are equal will be established by (1) academic rank and (2) seniority of degree.  If the degree is the same, the faculty or professional staff member who has held the degree longest will be given preference for assignment to quarters.

D. An eligible member of the faculty and professional staff will be allowed to relinquish occupancy of faculty and staff quarters and resides off-campus one time without loss of position on the Quarters Seniority List.  However, if the member relinquishes assignment to on-campus quarters a second time to reside off-campus, the member will lose all seniority.  Should the member reapply for on-campus faculty and staff quarters, seniority will be determined as a newly employed member of the faculty and professional staff, except that constructive length of service will be allowed for holders of terminal degrees.

7. BASIS FOR ASSIGNMENT AND TERMINATION:

A. Priority of assignment to faculty and staff quarters will be based on the total number of points earned according to the Priority Matrix. The Vice President for Academic Affairs may directly assign a set of faculty and staff quarters to any member of the faculty and staff when he determines it to be in the best interest of The Citadel.

B. The Vice President for Facilities and Engineering may terminate an individual's assignment for gross disruptions or dangerous/negligent behavior. In cases involving faculty members, the Vice President for Facilities and Engineering will consult with the Vice President for Academic Affairs prior to taking any action. Appeals to any decisions rendered by the Vice President for Facilities and Engineering will be submitted in writing to the Vice President for Academic Affairs. The foundation for the recommendation will be based upon South Carolina Landlord/Tenant Law where "every duty imposes an obligation of good faith in its performance and enforcement." Reasons for termination may be based upon dependent behavior, abuse/neglect of the unit or yard, failure to control pets or domestic disputes.

C. Complaints, appeals or inquiries concerning housing matters may be made to the Campus Affairs Committee. Subsequent to their review, the Campus Affairs Committee will forward all valid appeals to the Director of Physical Plant for his/her implementation or forward the appeal to the next higher review authority, the Vice President for Facilities and Engineering. If the individual(s) still is not satisfied, they may request that the Vice President for Academic Affairs review and comment on the specific issue. The Vice President for Academic Affairs is the final appeal level for all housing matters.

D. Full-time deans and academic department heads with dependents may be assigned two or three-bedroom family housing units with priority given to the assignment of a three-bedroom unit.  Full-time deans and academic department heads without dependents may be given priority assignment to two-bedroom family housing units.

E. Only members of the faculty who hold endowed chair professorships on a temporary or visiting basis may be given priority assignment to a two-bedroom unit. 

F. In instances of the death of a member of the faculty or professional staff occupying family quarters, dependents will be authorized to occupy the quarters for a duration determined by the Vice President for Facilities and Engineering.

G. Personnel who retire or resign will vacate their assigned quarters not later than thirty (30) days after their date of retirement or resignation.  Personnel who are terminated as a punitive measure or resign in lieu of punitive action will vacate their assigned unit within seven (7) days following their termination or date of resignation. If there is a reduction in force, the resident will vacate their assigned quarters within 30 days. Requests for extensions will be processed through the Director of Physical Plant and approved by the Vice President for Facilities and Engineering. 

H. A faculty or professional staff member assigned to faculty and staff quarters will take up full-time residency within fifteen (15) days of being notified that the unit is ready for occupancy. Otherwise, the quarters will be declared available for reassignment. However, the faculty or professional staff member concerned may start paying a monthly quarters' rental fee fifteen (15) days after notification as if the quarters were occupied.

I. Notice of an impending vacancy will be reported to the Director of Physical Plant as soon as possible to facilitate planning for subsequent assignment of the quarters. Minimum notice will be 30 days prior to vacancy.

J. Faculty or professional staff members who are offered quarters may decline assignment without prejudicing their right to apply for the next vacancy of faculty and staff quarters.

K. In the event a temporary assignment is made to faculty and staff quarters, the temporary nature of the assignment will be stated and acknowledged in writing, by the occupant, the Vice President for Academic Affairs and the Vice President for Facilities and Engineering.

8. PROCESS FOR ASSIGNMENT OF HOUSING UNITS:

The principle reason for providing on-campus housing to Citadel employees is to promote and enhance academic, administrative and facility support to cadets and Citadel faculty and staff. In an effort to develop an equitable housing policy for all Citadel employees, it has been determined that campus housing shall be divided into two distinct housing areas (excluding designated quarters) Senior grade and Junior grade. Each of the areas is coded on the attached campus map.

Housing coded with hatching will be available to the senior administrative staff, deans, full professors, associate professors, administrative department and activity directors, and the head coaches of the three major sports. Also included are the Assistant Athletic Director, assistant head coaches of the three major sports and staff personnel Band 6 and above.

Housing coded in solid black will be available to the above plus assistant professors, all other athletic coaches, and staff personnel Band 4 and above.

Housing coded in dark hatching is assigned housing.

The priority for housing assignment to a specific unit within each of these areas will be based upon the constructive length of service (seniority), the faculty and staff member's number of dependents, and whether the member is or is not currently residing in campus housing. To fulfill our primary objective, enhance our support of cadets and Citadel faculty and staff members, it is important to insure we provide housing to as many of our critical personnel as possible. The following matrix will be used to determine the priorities for housing assignments. The employee with the highest number will be offered the available unit.

On-Campus Priority Matrix

Years	0-2	3-5	6-8	9-11	12-14	15-17	18-20	Etc.
Dependents
0	1	2	3	4	5	6	7	...
1	2	3	4	5	6	7	8	...
2	3	4	5	6	7	8	9	...
3	4	5	6	7	8	9	10	...
4	5	6	7	8	9	10	11	...

9. ADVERTISEMENT AND APPLICATION PROCESS

Available housing units will be advertised in the campus Daily Bulletin. Applications for these units may be obtained in the office of the Business Manager in the Physical Plant. Eligible applicants may complete an application for each advertised unit. The Business Manager will prepare a score sheet using the Priority Matrix to determine the points earned by each applicant. The score sheet, along with a recommendation for the applicant with the highest earned total, will be forwarded to the Vice President for Facilities and Engineering for award. Written notice of award will be sent to the successful applicant who must accept or reject the assignment in writing. If the successful applicant turns down the assignment, the next eligible applicant will be awarded the unit. If no other eligible applicants have applied, the unit will be re-advertised for assignment.

Requests for a waiver to these policies must be in writing. Waivers will be submitted through the employee's departmental Vice President, the Campus Affairs Committee, the Vice President for Facilities and Engineering, & Vice President for Academic Affairs for consideration. Waivers will be obtained prior to submission of application.

10. SUBLEASING AND HOUSE SITTING:

An occupant of faculty and staff quarters who is granted an leave of absence may arrange to have his or her assigned quarters occupied by a member of their immediate family or by an eligible member of the faculty, staff, or athletic department.  The amount charged to the temporary tenant cannot exceed the amount of the occupant's rental payment. All sublease agreements must be submitted to the Director of Physical Plant for final approval by the Vice President for Facilities and Engineering. The sublease must be submitted for approval a minimum of 14 days prior to occupancy by the subleasee. The sublease agreement will not extend beyond the period of authorized leave. The general rule is that a sublease will be granted for a maximum of one year and may or may not be extended, depending upon housing requirements at the time of the request to extend the sublease. The Citadel employee who has initially signed for the quarters will be held accountable for the quarters and the lessee's actions and conduct.

Prior to a resident departing the campus for a period of time exceeding ten (10) days, arrangements must be made with a neighbor, friend or Public Safety to periodically check on the quarters to ensure the integrity of the unit. Failure of the occupant to have their unit checked on a regular basis, a minimum of every 10 days, may result in the occupant being financially responsible for damage that may occur to the building during his/her absence. The Director of Physical Plant prior to the member departing must review any arrangements for the "house-sitting" of a unit. House-sitting should generally be limited to a period of time less than three months. All resident/temporary tenant responsibilities as outlined in paragraph 9 for sublease agreements apply to residents and house sitters. The individual(s) residing in the quarters during the resident's absence will be responsible for ensuring the quarters and grounds are maintained in a good state of cleanliness, maintenance and repair. Cadets may "house-sit," but only for a period of less than thirty (30) days.

11. LATERAL MOVES:

A lateral move is defined as a move from one unit of faculty and staff quarters to another having the same number of bedrooms within the same grade.  The six categories of faculty and staff quarters are listed in Annex A.  As a general rule, lateral moves between units of faculty and staff quarters are not authorized, except as specified below:

A. Deans and academic department heads may move to a stucco unit if initially assigned to a two or three bedroom apartment or duplex unit.

B. Upon review by the Campus Affairs Committee and approval by the Vice President for Facilities and Engineering, a member of the faculty and professional staff may be permitted to make a lateral move for compassionate reasons, depending upon housing requirements and their availability at the time of the request.

C. A member of the faculty and professional staff may be allowed to make a lateral move. They may accept the new quarters in their existing condition (i.e. no painting or refurbishing by the college); or they may agree to pay for the painting and restoration of the quarters that they are vacating or they can agree to pay for painting and modifications to the quarters for which they are applying which ever is less. This includes moves under subparagraphs A. and B. above.

12. OCCUPANT RESPONSIBILITIES:

A. Occupants of faculty and staff quarters assume full responsibility for their assigned quarters and the maintenance of associated lawns and shrubs.  Generally, occupants of faculty and staff quarters are good tenants who exhibit a sense of pride in the care and maintenance of their assigned quarters; however, there are unfortunate instances when this is not the case.  Accordingly, members of the faculty and professional staff who are assigned quarters will be required to sign a formal occupant agreement accepting responsibility for their assigned quarters and acknowledging the policies and procedures outlined herein. This includes agreeing to pay the costs of damages resulting from negligence or abuse and the cost of maintaining lawns and plants in an acceptable manner.  Annex B is a copy of that agreement which must be signed by each faculty or staff member before receiving a housing unit from the Director of the Physical Plant.

B. Occupants are required to read, maintain and comply with the current Policies and Procedures for Faculty and Staff Quarters. Copies are available on the Citadel WEB site or from the Business Manager in the Physical Plant.

C. Quarters' occupants are required to obtain personal liability insurance with a limit of no less than $100,000. They are encouraged to obtain personal insurance for their household belongings. New residents will be required to provide proof of insurance prior to the execution of the Occupant Agreement. Current residents will be required to provide proof of insurance by 1 July 1999. Proof of renewal will be required on the anniversary of the policy. Failure to obtain, maintain and provide proof of liability insurance may result in the termination of housing.

D. Quarters' occupants are required to complete and sign, prior to establishing residence, the Occupant Agreement, Annex B and the Quarters Checklist, Annex H.

13. FACULTY AND STAFF HOUSING RENTAL AND UTILITY RATES:

A. Rental and utility rates for faculty and staff quarters are established to cover all annual operating costs.  Charges for rental and utility rates are listed in Annex E, Faculty and Staff Housing Rental and Utility Rates.

B. Rental rates and utility charges will be reviewed periodically by the Vice President for Facilities and Engineering with appropriate recommendations made to the Vice President for Academic Affairs for approval prior to implementation. The Campus Affairs Committee will be notified of any change prior to implementation.

14. CAMPUS AFFAIRS COMMITTEE:

A Campus Affairs Committee is appointed by the Committee on Committees and approved by the Vice President for Academic Affairs. The Committee meets periodically throughout the year to review policies and procedures related to faculty and staff quarters, to review actions referred by the Vice President for Facilities and Engineering or the Vice President for Academic Affairs, and to consider actions on matters deemed appropriate by the committee chairman.  Comments and/or recommendations by the Committee are referred to the Vice President for Academic Affairs through the Vice President for Facilities and Engineering.

15. ADMINISTRATION AND OFFICE OF RECORD FOR FACULTY AND STAFF QUARTERS:

Under supervision of the Vice President for Facilities and Engineering, the Physical Plant Office is designated as the office of record for all matters pertaining to the assignments of faculty and staff quarters.  The Director of Physical Plant will

A. Maintain a current record of quarters assignments.

B. Maintain a file of the current Quarters Seniority List, as provided by the Director of Human Resources, readily available for review by interested members of the faculty and staff.

C. Publish announcements in The Citadel Daily Bulletin when quarters become available for assignment.

D. Upon approval of the Vice President for Facilities and Engineering and the Vice President for Academic Affairs, inform those who have been assigned faculty and staff quarters and publish appropriate announcements in The Citadel Daily Bulletin.

16. RESCISSION:

Memorandum #3 dated 31 July 1992 is hereby rescinded. 

FOR THE PRESIDENT:

OFFICIAL: CHARLES B. REGER

Colonel, USAF, Retired

Executive Assistant to President

DISTRIBUTION:  B

Annex A - Listing of Faculty and Staff Quarters

Annex B - Occupant Agreement

Annex C - Standing Operating Procedures for Faculty and Staff Quarters

Annex D - Service Charges

Annex F - Regulations for The Citadel Apartment Building

Annex G - Renovations

Annex H - Quarters Inspection Check List

Annex I - Security Deposits

Map 1 - Campus Map

Category 1 - 4 Bedrooms - Stucco Townhouses/Duplexes

Hammond Avenue (Hatched) 7

Richardson Avenue (Hatched) 205, 208, 209, 212, 213, 216

Mims Avenue (Hatched) 301, 304, 305, 308

Register Road (Hatched) 101, 104, 105, 108, 109, 112, 113, 116

Category II - 3 Bedrooms Stucco Townhouses/Duplexes/Houses

Hammond Avenue (Hatched) 6

Richardson Avenue (Hatched) 206, 207, 210, 211, 214, 215

Mims Avenue (Hatched) 302, 303, 306, 307

Register Road (Hatched) 102, 103, 106, 107, 110, 111, 114, 115

Wilson Avenue (Dunneman Duplex) (Hatched) Any four (4) of the 10.

Wilson Avenue (Dunneman Duplex) (Solid Black) Any six (6) of the 10.

Dunneman Avenue (Solid Black) 175

Haygood Ave. 77

Category III - 3 Bedroom Apartments (Solid Black)

Wilson Avenue (Dunneman Apartment Building) NE-1, 2, 3, 4; NW-1, 2, 3, 4

Hagood Avenue 71, 75, 79, 81, 83, 85, 89, 91, 93, 95

Category IV - 2 Bedroom Apartments (Solid Black)

Wilson Avenue (Dunneman Apartment Building) SE-1, 2, 3, 4; SW-1, 2, 3, 4

Hagood Avenue 73-A, B, C, D; 87-A, B

Category V - Single Quarters (Solid Black)

Mims Avenue 309-A, B, C, D

Category VI - Maintenance Quarters (Reserved)

Wilson Avenue 512, 513, 514, 515, 516, 517, 518, 519

Other Quarters - Athletic Dept. (Reserved)

Dunneman Avenue 59, 183-A, B

Assigned Quarters - (Reserved)

Hammond Ave. 1, 2, 3, 4, 5

Register Rd 102

Hatched = Senior Staff/faculty        

Solid = Junior Staff/faculty              

Dark Hatched = Assigned            

Annex A

With the understanding that faculty and staff quarters are provided in the interest of The Citadel, I agree to abide by the effective policies and regulations of The Citadel with respect to the assignment and occupancy of faculty and staff quarters as outlined in the Housing Policies and Procedures Manual. In addition, I agree to make requests for routine maintenance and repair work required to maintain the service life of the property and to exercise due care in the protection and maintenance of the premises. Because the maintenance of faculty and staff quarters is an obligation as well as an expense shared by all occupants, I agree to accept responsibility for damage to property under my care which may occur as a result of my negligence. I agree to obtain and maintain personal liability insurance coverage with a limit no less than $100,000. Further, I agree to maintain the building and grounds in a neat, clean, sanitary manner and to exercise appropriate caution with regard to hazardous or flammable materials. I agree not to erect or store any fences, structures or equipment unless approved in writing by the Vice President for Facilities and Engineering. If approved, I agree to remove these items upon vacating the premises and restoring lawn area to its original condition. I will not utilize the quarters provided to operate a business and will not allow occupancy of the quarters to anyone who is not approved by The Citadel. I have read Standard Operating Procedures for Faculty and Staff Quarters and will comply/abide with the procedures outlined. I have inspected and accept the quarters with the following exceptions:

____________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________

Signature___________________________________________________________

Name________________________________________________________________

Social Security Number_____________________________________________

Quarters___________________ Date________________

ANNEX B

1.  ASSIGNMENT AND TERMINATION:

A. Occupants of newly assigned quarters must first draw keys from the Physical Plant and sign a receipt for them. Applications for gas and electric service must be obtained through SCE&G to start the service. Any maintenance or repair work believed necessary by the occupant will be submitted to the Director of Physical Plant by memorandum within three days of occupancy. In most cases, repairs will be accomplished before occupancy. If interior painting and/or floor refinishing is required, it will be completed before the occupant is permitted to move into quarters, except when the quarters are accepted in an "as is" condition. Rent for quarters is automatically deducted from employee paychecks. The rate will be one half of the monthly rent, including utilities if applicable, from each bimonthly check.

B. Quarters' occupants are expected to take proper care of their assigned quarters, including the shrubs and lawn. Lawn maintenance for multiple unit quarters buildings is the shared responsibility of the building occupants. Occupants will be held responsible for any abuse or damage thereto.  Vegetable gardens and tree or shrub planting will be permitted only with the concurrence and approval of the Director of the Physical Plant. Fences, storage buildings, and other structures will only be allowed if approved by the Vice President for Facilities and Engineering. Written requests will be submitted through the Director of Physical Plant and/or Resident Architect/Engineer to the Vice President for Facilities and Engineering. Occupants are responsible for the removal of any such structures upon termination of their quarters' assignment.

C. When a move is made within campus quarters, rent terminates on the old quarters concurrent with the rent starting on new quarters.  A charge of $15.00 per day will be made for each calendar day the occupant retains the old quarters after the seventh day of acceptance of the new quarters and the issuance of keys.

D. To be relieved from assignment to quarters, occupants will thoroughly clean the quarters, ensure the lawn and shrubs are trimmed and cut, return premise to its original condition, and remove all trash from the grounds. Additionally,

(1) Floors, woodwork and walls will be cleaned of marks.

(2) Picture hooks and nails will be removed from walls.

(3) Strippable type wallpaper on walls, shelves and drawers will be removed prior to clearance of quarters.

(4) All trash, shelf papers, and foreign material will be removed from the cabinets and closets and deposited in trash containers for pickup.

(5) All incandescent and fluorescent light fixtures will be complete with workable light bulbs or tubes.

(6) All windows in which air conditioners were removed will be sealed and protected against the weather prior to clearance. The Physical Plant will assist, if notified, on a reimbursable basis.

(7) Vegetable gardens will be cleared of vegetation and the area reseeded.

               A.   Occupant owned appliances and window air conditioners must be removed prior                  to clearance of quarters.

               B.   All window treatments (blinds, curtains, drapes, valances, etc.) including                  brackets and holders must be removed prior to clearance of quarters.

E. When terminating quarters' occupancy, an occupant will arrange with the Director of the Physical Plant to inspect the quarters and turn in all keys.  All discrepancies concerning cleanliness or damages will be corrected before acceptance by the Director of Physical Plant. Upon completion of clearance actions, the Director of the Physical Plant or its representative will determine that the quarters have been cleared. Rent will terminate when the unit has been cleared. A pro-rata charge based upon the monthly rent will be made for each calendar day the occupant retains the quarters after the first of the month. Occupants are responsible for coordinating the termination of utility service.

F. Any discrepancies, as identified in Section D, not rectified properly by the departing occupant will be fixed by Physical Plant or their contractors with the cost for this service subtracted from the Security deposit and or charged to the occupant. Personal property such as window treatments, appliances and window air conditioners transferred to the next occupant must be done so in writing with written approval of the Director of the Physical Plant prior to clearance from quarters. These items cannot be abandon in the unit.

2. WORK ORDERS--ROUTINE AND EMERGENCY:

A. Routine maintenance and repair needs should be requested by quarters' occupants via E-mail, Physical Plant WEB page or written memorandum addressed to PPlt or by personal visit to the Physical Plant Office. Work orders will be specific and limited to the work described.  Workmen will not perform additional work requested by occupants unless it has been previously requested by Work Order and approved. Occupants will be given advance notice when the work will be performed and told what preparations should be made.

B. In case of emergencies, telephone requests and personal visits to request work will be accepted. Such emergencies include electrical short circuits, flooding from burst pipes, stopped-up toilets and drains when no other facilities are available, or when additional damage will result if immediate repairs are not made. The Work Order Clerk may be reached at 953-5093 during the hours Monday-Friday 0800-1630. The telephone number for emergencies after normal work hours is 953-6857.  After normal duty hours, call-outs for non-emergency work will be charged to the occupant. If the request is routine in nature a charge will be assessed for the service even if no work is performed.

3. APPLIANCES, ALTERATIONS AND IMPROVEMENTS:

A. responsibility. The Physical Plant will not be required to perform work associated with such items. The Physical Plant will render advice on the purchase of installed household appliances if requested. Appliances requiring a 220-volt service and/or plumbing connections should not be purchased before consulting with the Physical Plant as to the feasibility of providing such connections at the location desired. The Physical Plant does not provide delivery service for appliances such as ranges, refrigerators, freezers, window air conditioners, and television sets. Proper disposal of appliances is the occupant's responsibility.

B. Charges for service.  Charges for certain services performed in faculty and staff quarters are provided in Annex D.

C. Alterations/nonstructural alterations or additions to quarters will not be made by the occupant without prior written approval of the Director of the Physical Plant. If any such alterations or additions are attached to the quarters, they will become a permanent part thereof not to be removed by the occupant upon departure.

D. Priority for interior painting and/or floor refinishing will be given to vacant quarters.  If an occupant desires to paint his quarters under a "self-help" project and selects colors other than Citadel standard colors, the Director of Physical Plant first must approve it. If the occupant selects colors other than Citadel standard colors the occupants will be charged for the restoration of any painted surface to Citadel standard colors. Physical Plant will provide brushes, rags, paint materials and equipment for self-help paint projects.

E. Kitchen ranges.  Upon request, a gas range will be connected to the supply line if the quarters are served by gas or an electric range will be connected if sufficient electrical capacity is available.  See Annex D for charges.

F. Automatic Clothes Washers.  When requested and when practical, hot and cold water lines with faucets and a drain line will be installed.  It is recommended that faucets be turned off when the washer is not in use.  The Director of Physical Plant will not honor requests to connect an automatic washer unless an occupant agrees to pay a specified charge for the service. 

G. Electric Clothes Dryers.  When requested and when practical, wall, window pane, or floor vents will be furnished and installed at the occupant's expense.  The flexible hose and clamps and the electric service cord from the dryer to the electric outlet are part of the dryer and will not be provided.  If the plug on the end of the electric service cord does not fit the wall outlet, the outlet will be changed upon request and charged to the occupant. See Annex D for charges. 

H. IceMaker in Refrigerator.  Upon request and when practical, the water line to the icemaker will be installed at the occupants expense.  The maintenance or repair of an icemaker is the occupant's responsibility since it is part of the refrigerator.  Icemaker lines cannot be installed in the second floor apartments of faculty quarters on Hagood and Congress Streets and the second, third, and fourth floor apartments of the Dunneman Apartment Building. See Annex D for charges.

I. Window Air Conditioners.  Upon request, given the voltage, BTUs and location, window air conditioners will be installed if there is sufficient electrical capacity available.  In faculty quarters on Hagood and Congress Streets, window air conditioners will be installed only in kitchen windows and in the fixed pane glass of rear bedroom windows. They will not be installed in the windows facing Dunneman Avenue of the Dunneman Apartment Building.  See Annex D for installation charges. Damages resulting from leaking air conditioners installed by parties other than the Physical Plant will be repaired at the expense of the occupant. Maintenance of these units is the owner's responsibility. Disposal of units must be in accordance with current solid waste regulations.

J. Dishwashers.  Upon request, the faucet connection, which is part of the portable dishwasher, will be installed.  If necessary, the faucet will be changed by Physical Plant to accommodate this connection. Under the counter dishwashers may be installed by a competent contractor or the Physical Plant. This quarters alteration is considered a permanent improvement and may not be removed without a replacement dishwasher installed or the restoration of the cabinets at the occupants expense.

K. Television/dish antennas and Cable TV.  Individual antennas and cable may be installed for the occupant at his own expense, provided a reputable service company installs them. All antenna and cable installations must be coordinated through the Physical Plant prior to installation. The occupant will be held liable for any damages to the building as a result of the installation.

L. Light Bulbs.  Incandescent and fluorescent light bulbs will not be furnished or installed by the Physical Plant.

M. Tools.   Generally, no tools will be provided except to support self-help efforts.

N. Rugs and Doors.  Upon request, doors will be trimmed to accommodate the thickness of rugs and pads.  See Annex D for charges. 

4. SELF HELP PROGRAM:

A. The "self-help" program allows for the voluntary participation of occupants in the maintenance and improvement of Citadel facilities. It is intended to minimize cost expenditures, enhance environmental and energy saving efforts, expedite accomplishment of maintenance and improvements and promote "a pride in ownership" attitude among occupants. Examples of "self-help" efforts normally performed include changing faucet washers, replacing broken windows, replacing furnace filters, unplugging clogged drains, grounds beautification, painting, and other facility enhancement projects. Physical Plant will provide up to $50 worth of materials (excluding plants and shrubs) per work order as funding permits.

B. Before undertaking a "self-help" improvement project, the occupant will submit details of the project for approval on a work request to the Director of Physical Plant. Requirements for material will be included. Materials will be provided only if they are available and support maintenance efforts. Materials for cosmetic changes to quarters will be an occupant's responsibility and must be approved as noted above for "self-help" improvements. If occupant provided, the material will be of high quality and suitable for the accomplishment of the specific task.

C. When Citadel property or material is provided, inventory records and controls will be established and maintained to facilitate proper accountability of supplies and materials, and of borrowed tools and equipment. A record of items on loan will be kept by housing unit number and occupant name. All loaned items must be returned in a clean and operable condition. A reasonable time limit for the return of borrowed items will be established to ensure that they are readily available for all occupants.

D. Following is a list of replacement items, which may be provided by The Citadel under the "self-help" program as funds permit. The list is not intended to be all-inclusive.

E. Coordination. To obtain materials, tools for loan, guidance, and project approval, occupants will submit a work request describing their needs and identifying the request as a "self-help" initiative. Upon approval, the request will be routed to the appropriate Physical Plant shop that will coordinate with the requestor to provide guidance and coordinate the pick up of the materials and other needed items.

F. Accountability. A system of accountability will be established which will ensure the proper utilization of funds, provide an audit trail, and ensure the intended use of material. The Physical Plant Work Order will be used for this purpose, just as it is for regular maintenance work in quarters. Self-help materials will be provided for the express purpose of maintaining, repairing, or improving Citadel-owned facilities and equipment. Replacement maintenance items will be on a direct exchange basis; i.e., a new clothesline will be provided for a worn-out clothesline, or a new furnace filter will be provided in exchange for an unserviceable furnace filter.

G. Prohibitions. Work requiring the skill of an artisan or craftsman will be carefully assessed prior to approval. Work which may present a danger to the occupants or may result in an unsafe condition or damage to housing facilities will not be approved.

Specific restrictions under the "self-help" program:

(1) The square footage of the living area in quarters must not be altered.

(2) Work on utility distribution systems is not allowed.

(3) Ladders and chain saws will not be issued.

(4) Work on the structural components of a facility, to include roofs, foundations and walls will not be approved.

5. PEST CONTROL:

As a supplement to occupants' spraying to control pests, monthly pest control service is provided to each quarters by contract.  Housing facilities are divided into four groups for managing pest control services, with each group receiving service on a particular day of the month.  The schedule is provided to each occupant upon assignment of quarters.  If a different service schedule is required, a written agreement must be on file in the Physical Plant Office indicating the procedure preferred in rendering this service.  Four options are provided. Animals must be secured when pest control service is rendered.

6. INSPECTION:

The Director of Physical Plant or his designated representative, along with the Safety and Risk Management Officer, have the authority to enter campus housing for purposes of conducting maintenance, health and safety inspections during normal working hours. This inspection shall not occur without a minimum of 24-hour previous notice. Additionally, scheduled quarters inspection will be performed in each unit on an annual basis. A staff representative of the Physical Plant, the Safety and Risk officer and a member of the Campus Affairs Committee will do the inspection. In the event the quarters' occupant or his/her representative cannot be present, a Public Safety Officer will accompany the other representatives. The inspection will be scheduled with the occupant to occur during normal business hours Monday through Friday. The purpose of the inspection will be to identify maintenance problems, safety concerns, quarters condition and facility needs. Unacceptable conditions within quarters that are the responsibility of the occupant must be corrected in a time frame determine appropriate at the time of inspection. Failure to make acceptable corrections will result in corrections to be effected by the Physical Plant and/or its contractors and the occupant held financially responsible. In severe cases, the occupant may be required to relinquish quarters. The Director of Physical Plant or his representative will make periodic inspections of yards. Reminders will be sent to occupants when yards need mowing, trimming, watering or cleaning. Failure to take action required by these reminders will result in Physical Plant performing the required work and charging the tenant for the cost of services performed.

7. FIRE REPORTING:

In the event of fire, evacuate the area immediately and call the City Fire Department at 911. Give the 911 operator your address at The Citadel. Then, notify the Public Safety Office/Campus Police at Lesesne Gate (953-5114) who will notify The Citadel Fire Marshall.  For further information, consult The Citadel Safety and Emergency Procedures Program.

8. SECURITY MATTERS AND QUARTERS PARKING:

Policies related to security and the Director of Public Safety/ Campus Police will address the parking of motor vehicles, campers, boats and trailers. 

9. HOUSEHOLD PETS:

Existing campus regulations pertaining to animals will be observed.

HOUSEHOLD WASTE:

Residents are responsible for the proper disposal of household waste. Individual trash cans or common use dumpsters are provided for this service. Particular attention is necessary with regard to the proper disposal of cooking oils, grease, feminine hygiene products and disposable diapers. These items shall not be disposed of by dumping them into sinks and bathroom fixtures. Service calls and repairs resulting from improper disposal practices will be charged to the occupant.

Recycling of solid waste is important to our environment. A Recycling container for paper, plastic, glass and aluminum cans is located at the Central Boiler Plant on campus. Residents are encouraged to utilize this container.

11. CENTRAL HEATING AND AIR CONDITIONING:

Most quarters units have individual central heating units. Central heating and air conditioning system filters must be replaced on a regular basis. It is recommended they be changed every six to eight weeks. The Physical Plant will perform semiannual service calls for the purpose of maintaining the units and will replace filters at that time. Residents are required to change the filters between Physical Plant service calls. Residents unable to change their filters may request this service, and they will be charged for the labor. Filters are available by contacting the Physical Plant. Equipment failures resulting from inadequate filter changes will be repaired and the costs charged to the occupant.

ANNEX C

ANNEX D

Rent Schedule

ANNEX E

IN AN EFFORT TO ENABLE FAMILIES TO LIVE IN CLOSE QUARTERS HARMONIOUSLY, THE FOLLOWING REGULATIONS WILL BE OBSERVED:

1. For security purposes, the front door of The Citadel apartment building will be locked at all times, except when occupants of the building or other authorized persons are entering or leaving by this door. The door will not be left unattended while in an unlocked state. Those unlocking the door are responsible for locking or securing it immediately after use.

2. Keys to the apartment house will not be issued to any non-resident without written authority from the Director of Physical Plant.

3. Stairwells, halls and foyers are not storage areas and will not be utilized for storage of any type. Additionally, these areas will not be used as workshops. Every resident is responsible for the creation of a neat and pleasant appearance in the hall area immediately outside his or her apartment. This pertains especially to all portions of the building readily visible to visitors. Fire, insurance and safety regulations prohibit the blockage, restriction or storage of materials in any hallway, stairwell or exit.

4. Children will not be permitted to play in elevators, stairwells, or hallways.

5. Campus regulations pertaining to pets will be observed. No unattended or loose animals will be permitted. Pets will not be allowed to roam free in the apartment building and will be taken away from living and playing areas for waste elimination. Occupants are responsible for the cleanup of pet waste.

6. All occupants must consider the elimination of excessive noise of prime importance. Occupants with children must pay particular attention to activities that create noise. Sound can be transmitted or amplified through walls, floors and ceilings. In such cases, occupants must consider suitable floor coverings or carpeting as a preventive measure.

7. Occupants are responsible for the removal of trash and household wastes from apartment facilities and depositing it in dumpsters that are conveniently located nearby. Trash will be secured in plastic or paper containers when deposited outdoors to prevent it from being dispersed by the wind.

8. The roadway and the area of the parking lot adjacent to the apartment building is designated as a loading zone. Parking will be limited to providing access for maintenance vehicles and for loading/unloading occupant vehicles. OVERNIGHT PARKING IS NOT PERMITTED.

9. Occupants and their guests are requested to observe the above regulations. Compliance is necessary for the health, safety and comfort of all building occupants.

ANNEX F

Campus Housing renovations are intended to improve the physical conditions of those facilities and update the housing units to more modern standards. As funds are available within the Citadel's Faculty and Staff Quarters accounts, renovation work will be accomplished to the extent possible. Renovations that are requested and paid for by the occupant are not reimbursable to the occupant. The Citadel Physical Plant is responsible for the accomplishment and oversight of all renovations to the campus housing units. Occupants are not allowed to make any physical changes without written consent of the Director of the Physical Plant. Typically, work accomplished as renovations include central air conditioning; insulation; thermal window replacement; dishwasher, garbage disposal, kitchen cabinet installation; and porch enclosures. Structural changes to the quarters are not allowed. Renovations are not intended to reflect personal desires but to bring the quarters into a more desirable condition for a wide range of occupants. Renovations are not to be confused with maintenance and repair. Maintenance and repair are accomplished with funds available within the Faculty and Staff Quarter's account and do not involved an occupant's expenditure of resources.

The Citadel's fund source for renovation work is generated and sustained by increasing monthly rents for the units renovated. The rent increase is based upon amortizing the cost of the work over an established life expectancy. The rent increases are permanent to allow for recoupment of the costs associated with investment, maintenance, replacement and renewal. Rent increases will not necessarily be the same by unit or by the year of installation. Each unit is unique and the increase will be established based upon the actual costs to complete the renovation. Examples of the life expectancy for typical renovations are as follows:

Housing occupant will be given the opportunity to make some decisions on renovations when possible. Due to the transient nature of many of our campus housing occupants, selections on patterns, colors, equipment and locations must be made to allow for a wide range of acceptance. If special considerations are requested and the occupant agrees to pay for restoration to the accepted standard, then personalized changes may be granted. An example of this might be the selection of a floor covering for the kitchen that is not on our standard list of colors and materials. If the occupant agrees to pay for the desired covering and installation and further agrees to pay for the removal of that covering upon departure, then the request may be approved. However, changes will not be allowed when a structural change to the unit is involved.

Any conditions not covered by this outline must be addressed in writing to the Director of the Physical Plant for consideration. Self-help is addressed under a separate heading within the Housing Policies Procedures Manual.

Annex G

ANNEX H

Prior to occupancy of Citadel Quarters, a security deposit (check or cash) equal to one months rent for the unit must be deposited with the Treasurer. These funds will be held until termination of tenancy as security for full and faithful performance by the Tenant of all terms and agreements of the Citadel Housing Policy. The last month rent shall not be deducted from these funds. These funds will be returned to the tenant within 30 days of the termination of tenancy. Deductions for cleanup, damages or repairs if any, will be subtracted from the deposit and an itemized written notice will be provided to the occupant.

Tenants moving from one set of quarters to another on the campus will be required to deposit with the Treasurer the sum equal to one month rent of the new unit being occupied. Security deposit funds already held by the Treasurer may be applied to the new security deposit, less any cleanup or repairs of the unit they are vacating. In those situations where the difference is a credit, the difference will be refunded to the tenant less any cleanup, repairs, or outstanding debts.

Annex I