Question 1

Room inspections

Accepted Answer

After your room and suite are inspected and your keys have been collected, the Facilities Supervisor will assess the condition of your room and suite to determine whether any damage charges should be placed on your Student Account. Any charges are recorded on the Damage Assessment Form.

Before assigning responsibility for damages, Graduate House will pay very close attention to the results of previous move-out inspections, as well as the resident’s own Schedule A/Room Inventory Form?.

As Graduate House receives no monies or subsidies (either direct or indirect) from the University of Toronto and 100% of its operating costs are paid for by residents’ occupancy fees, we have a dual obligation both to keep occupancy fee increases as low as possible, and to ensure that the actions of the individual or the few are not paid for by the many.

Residents are held responsible for any damage charges that result from their own actions (and those of their guests), or the actions of their suite (if it is not possible to establish individual responsibility) as provided for in the Occupancy Agreement.

Graduate House can provide a complete breakdown of any damage charges assessed and, wherever possible, any/all supporting invoices.

Question 2

Damages and deficiencies

Accepted Answer

The cost of all damages and/or deficiencies will be posted to your ACORN account. If the damage is in the common areas of your suite, the cost will be shared among the suitemates (unless one person comes forward and assumes full responsibility for the damage). You should check your ACORN account on-line in the weeks following your move. At times of year when there are large numbers of move-outs / move-ins (August, September, April, May), processing of move-out inspection forms and damage assessments can take up to 6 weeks.

Please be advised that any damage charges will be placed on your ACORN account shortly after notification is sent to you.

Damage charges for Non U of T students will be deducted from their damage deposit.

Damage charges represent the standard rate for a particular type of repair, based on charges to us by U of T Facilities & Services. Should the final cost be a different amount, we will contact you and adjust the charge.

Question 3

Appeals of damage charges

Accepted Answer

Residents have the right to appeal damage charges. Those wishing to do so must submit an appeal in writing, within 30 days of receiving notification of a damage charge.

Damage appeals should be submitted to the Manager of Finance, Operations and Administration, who completes appeal, including the review for completeness and documentation from the Facilities Supervisor.

Residents considering an appeal of damage charges should bear in mind that supporting documentation greatly increases the likelihood of a successful appeal. Appeals consisting of a simple denial of committing damage, without any supporting written documentation, are generally unsuccessful.

An appeal may be denied when there is insufficient documentation on the condition of the room; therefore, it is important to document the condition of your room and suite in two ways:

When you first move in, carefully review the condition of your suite and room, and submit a completed inventory form to the Graduate House Office within one week of your arrival. If you fail to submit your inventory form document within one week of moving in, all aspects of your suite and room are deemed to have been in good condition and good working order at the start of your occupancy.

When you are preparing to move out, arrange a Pre-Move-Out Inspection, during which a member of the Graduate House facilities staff will meet you in your suite to assess its condition and advise of any obvious deficiencies observed at that time. Documentation of your Pre-Move-Out Inspection is a helpful addition to your Schedule A document for establishing the condition of your room and suite, particularly the common areas which may continue to be used by non-departing suitemates after you move out.

You will be notified (by email) of the outcome of your appeal within 30 days after submission. If your appeal is successful, the notification will include details about the adjustment or reversal of damage charges applied to your student account (or, in the case of non-UofT summer residents, arrangements for a refund payment for adjusted or reversed charges).

Question 4

Booking an optional pre-move out inspection

Accepted Answer

In addition to submitting an Official Notice Form, you may wish to schedule a pre-move out Inspection. The pre-move out Inspection is entirely voluntary. Its purpose is to identify any obvious damages as well as to advise the resident about how to avoid extra cleaning charges.

Booking a pre-move-out inspection is easily done by sending an email request to maintenance.gradhouse@utoronto.ca. Once you have scheduled an inspection, you will be sent a confirmation e-mail with the date/time and helpful information as to how to prepare. If you and your suitemates are moving out around the same time, we would appreciate it if you could co-ordinate your schedules. This optional inspection occurs during regular business hours and if the resident attends.

The Pre-Move-Out Inspection is entirely voluntary. Its purpose is to identify any obvious damages as well as to give the resident a heads-up as to how to best prepare for move out and avoid extra cleaning charges, etc. It is necessary for you to be present for this inspection. If you are unable to be present, it will not happen.

The inspecting Graduate House Representative will attempt to answer any questions that you may have. However, please be advised that we do not give estimates as to the possible cost of repairs—costs are determined by the contractors and repair staff who actually do the work.

Once the inspection is over, you will be asked to sign the Pre-Move-Out Inspection Form. Please note that by signing this form you are not accepting responsibility for any damages; you are merely acknowledging that the Graduate House representative pointed them out to you. A copy of this form is available upon request.

The Pre-Move-Out Inspection is not the final word on damages. Residents can still be held responsible for any damage caused after the inspection was conducted, as well as for damage that was not visible during the inspection, or that was deliberately disguised or hidden.

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