<p> CONDITIONS OF OCCUPANCY FOR RESIDENT DIRECTOR APARTMENTS</p><p>The following information is intended to provide the Department of Fraternity Life Resident Directors (RD) that live in the chapter houses with a clear understanding of the conditions and expectations associated with their occupancy.</p><p>Staff Apartment Information</p><p>1. Apartment Assignments: Prior to the start of employment, live-in staff will be assigned a campus residence. On the designated day, interviews will occur between representatives from the fraternities with RD vacancies and new RDs either in-person or via skype. Each party will provide feedback assessing fit and the Housing Coordinator will determine final matching. </p><p>2. Apartment Occupants:  Apartment occupancy is designed to accommodate the staff member. The Housing Director of the Department of Fraternity and Sorority Life must approve additional occupants prior to occupancy. Approval must also be gained by the Chapter House Corporation.  The staff member is responsible for his/her behavior, the behavior of other approved occupants, and guests of the apartment.  Living in a staff apartment is a requirement of the live-in staff position and is provided at the sole discretion of the employer. In the event that the supervisor makes a judgment that the staff member can no longer occupy a staff apartment the staff member’s employment may be terminated.  The staff apartment in some instances may serve as a secondary “office” (i.e., evening duty responsibilities and emergencies, meetings); therefore, all apartment occupants must conduct themselves in such a manner not to interfere with the staff member’s ability to perform their responsibilities.  Occupants who share the space but are not employed by DFSL/ UMD should not take on any of the RD responsibilities such as walking duty or covering a house for an RD who is away. As they are not employees, they do not enjoy the benefits of the university’s liability coverage.</p><p>3. Check-In/Check-Out Procedure: Prior to the first day of Resident Director training, the staff member must contact the Housing Director to arrange a date and time to check into the apartment. The Department of Fraternity and Sorority Life (DFSL) is responsible for preparing apartments for occupancy and has identified times and schedules for these to occur. On the scheduled check-in date, the staff member should report to the DFSL Office to receive the apartment keys unless an alternate arrangement has been made.</p><p>Prior to the final day of employment, a staff member may elect to have a preliminary tour of the apartment with the Housing Coordinator. The staff member may also choose to have the final checkout inspection occur before departure (if so, the apartment needs to be in checkout condition); otherwise, the final inspection will occur shortly after the check-out day. All personal property and belongings must be removed to allow for the inspection. On the check-out day, keys will be returned to the Housing Coordinator unless other arrangements have been made in advance. </p><p>Staff members will be billed for any non-normal damage to the apartment. In addition, staff members will be billed for any excessive cleaning that is required in order to return the apartment to the original check-in condition.</p><p>4. Dates of Occupancy: a. First Occupancy: It is expected that the apartment will be ready for occupancy by 8:00am, 48 hours prior to the start of training. In the event an apartment is unavailable for occupancy, as scheduled, the staff member will be assigned an alternate or temporary accommodation. 1 b. Break Occupancy: Staff members are permitted to reside in their apartment during Thanksgiving, semester and spring breaks. Staff who chose to remain during breaks may be expected to keep an eye on other unoccupied houses where staff is away in addition to being responsible for their own house. c. Final Date of Occupancy: In an effort to prepare apartments for the arrival of new staff, current staff members who plan not to return for the following year will be expected to arrange a move-out date with the Housing Coordinator at least one month prior to the end of the semester, unless otherwise approved by the Housing Director. An on-campus apartment will be provided throughout the term of employment. In addition, staff members who resign or are terminated prior to the conclusion of their employment period, will vacate their apartment within 48 hours of the effective date of separation, unless otherwise approved by the Director of DFSL. d. Staff who are transferred from one live-in staff position to another must coordinate their move with the Housing Coordinator. </p><p>5. Smoking: Smoking is prohibited in all areas of the Chapter House including live-in staff apartments.</p><p>6. Furnishings: Staff apartments will be provided unfurnished. </p><p>Staff is permitted to alter or add to the present fixtures of the apartment with prior approval from the Housing Coordinator. The addition of dishwashers, portable washer/dryers, etc. is prohibited. </p><p>7. Phone Service: As a condition of employment DFSL pays for the following telephone services for all Resident Directors:</p><p>Each RD receives, at the department’s expense, one telephone line along with the basic phone service that allows them to make on-campus calls. Voice mail and call forwarding are also provided in the basic service. RDs are responsible for purchasing a phone to connect to this line. RDs may contract separately with ACUS, the independent company awarded the campus contract for managing student off-campus phone service for off-campus and long distance calls or could acquire long distance service with other carries on their own. </p><p>8. Cable & Data Connection: Basic cable service and data connection access is provided free of charge in every chapter house and therefore, in each staff apartment. The use of the live-in staff data connections must be in compliance with the University’s acceptable use guidelines for technology.</p><p>9. Mail Service: Mail and packages can be sent to your chapter house. Your physical mailing address is [House Number] Fraternity Row, College Park, MD 20740.</p><p>10. Pre-Occupancy Cleaning and Maintenance: Each staff apartment will be thoroughly cleaned by your Housing Corps contracted cleaning company prior to the scheduled move-in date. Once occupied, staff members will assume full responsibility for the general cleaning/upkeep of the apartment environment. This may include scheduling with the housekeeper to have them come in to vacuum and clean the bathrooms which are services they perform in the rest of the house. </p><p>11. Regular Maintenance: As needed, apartment maintenance will be performed at no charge to the staff member. Work requests can be initiated by contacting the 4-work Facilities Center at 301-314-9675. Part of the University’s annual maintenance process involves a steam outage, which usually occurs immediately following spring semester closing. During this 10-day period each year, hot water is sometimes (rarely) not supplied to the staff apartments. Whenever possible, alternate locations for shower room facilities are made available. Live-in staff will be advised.</p><p>12. Preventive Maintenance: During the summer months, certain preventive maintenance tasks will be scheduled and completed in those staff apartments assigned to returning staff members. To plan for each summer’s preventive maintenance work, Residential Facilities develops a work schedule to complete tasks in apartments which would soon be vacated or which will remain occupied. This 2 schedule will identify when each apartment’s tasks will be completed. The preventive maintenance work will include:</p><p> inspection and repair/replacement of electrical and plumbing fixtures  inspection, adjustment and repair/replacement of fan coil units/ air conditioners and heaters</p><p>In most cases, Pest Control treatment will need to occur at the time the entire building is scheduled for treatment. If the apartment is occupied at this time, the occupant will be required, in preparation for the treatment, to remove all items from their bathroom cabinets. Once each apartment is scheduled, even if the staff member plans to be away from campus during the designated week, the staff member is expected to prepare his/her apartment to permit the complete pest control to occur. If you will be vacationing during the time period your apartment has been scheduled you will need to notify the Pest Control contractor in advance. </p><p>The remaining maintenance tasks will be completed, whenever possible, during the time when the apartment is scheduled to be unoccupied. In those instances when an apartment will be occupied on a continual basis throughout the summer, every effort will be made to complete the tasks at a time convenient to the staff member.</p><p>13. Security and Keys: As soon as possible, RDs are to submit their University ID numbers to the Housing Coordinator in order have their UID card coded for swipe entrance into all university owned chapter houses. During the check-in process, all apartment occupants are issued keys to the apartment. In the event the apartment key or UID card is lost, the occupant should immediately report the loss to the Housing Coordinator. At a charge to the staff member, Residential Facilities will arrange for a lock core change and key replacement.</p><p>Staff members are prohibited from placing security hardware on apartment doors and/or windows that would prevent emergency access during time when the apartment is not occupied.</p><p>14. Apartment Entry: At times, University/Department employees may be required to enter the apartment to perform routine maintenance or respond to an emergency. When entry is required for routine work, reasonable measures will be taken to notify the staff member in advance. Residential Facilities will attempt to contact the staff member personally about impending work. Staff is instructed to call and set up an appointment. When Residential Facilities enters a space they will leave a small form or note indicating that they were there, the work that was performed, and whether they need to return. In an emergency situation staff may enter without any advanced notice. If you would like to be present when staff performs work, Residential Facilities will attempt to arrange that with you.</p><p>Environmental Safety conducts inspection of the building fire alarm systems and often requires access to selected apartments. Access is required only to inspect pull stations (if present) or building fire system control or valve assemblies (that are located in a few apartments). Environmental Safety has agreed to provide Residential Facilities with at least one week’s advance notice. Residential Facilities will convey this schedule to those staff members affected by way of any or all of the following: telephone voice mail, written notice distributed in the campus mail, posted flyers in each building or on each staff member’s door.</p><p>15. Insurance and Liability: The Department and University cannot and will not assume any liability for damage to personal property resulting from fire, flood, theft, vandalism or other causes. For this reason, staff is encouraged to obtain coverage under an appropriate property insurance policy.</p><p>16. Pets: Staff is prohibited from keeping pets (except fish) of any type in chapter houses. In addition, pets belonging to the guests of staff members are also prohibited in the chapter houses, unless prior approval has been obtained from the Housing Coordinator.</p><p>3 17. Washers and Dryers: Washer and dryers are available in each chapter house for the mutual use of students and staff. In some houses some are coin-operated and some are free. Small apartment - style washer/dryer units are not permitted.</p><p>18. Parking: Staff members may be issued a parking permit for Lot 16, the lot closest to Fraternity Row. To facilitate mobility in the event of an emergency, an additional permit can be added, free of charge, to the lot closest to the RD’s academic building. Charges for the Lot 16 permit are determined by the Department of Campus Parking. For classification purposes, Resident Directors are first classified as full-time students before DFSL employees. Parking permits for additional apartment occupants may not necessarily be issued for the same lot or location as issued to the staff member.</p><p>19. University and Department of Fraternity and Sorority Life Rules and Regulations: The primary goal of the Department is to establish and maintain a preeminent Fraternity and Sorority community that lives by the values upon which they were founded. Live-in staff members and other apartment occupants, as occupants and representatives of the Department, are expected to act as positive role models and contribute to the accomplishment of the Department’s established goals. Further, live-in staff must comply with all relevant local, state and federal laws and rules and regulations of the University of Maryland.</p><p>Given the Department’s responsibility for the welfare of campus residents, use for staff apartments for purposes or activities which could disrupt, threaten or interfere with the health, safety or academic and social pursuits of house residents is prohibited. Examples of the types of activities of which staff are prohibited from using the apartment and/or surrounding public area or other apartment occupants for include but are not limited to: a. Conducting or operating a private business. b. Sales or solicitation. c. Housing for an extended period of time individuals other than the staff and approved apartment occupants. d. Providing medical/nursing care to an individual with a chronic mental or physical condition which presents a serious concern for public health. e. Performing a medical procedure which is generally performed within a hospital, clinic, or other medical facility. For example: childbirth.</p><p>20. Apartment Reassignments: DFSL reserves the right to move the staff member from the originally assigned apartment to another chapter house in accordance with transfer or reassignment of Department personnel, because of a maintenance/physical emergency, or for other justifiable reasons. In the instance such a move is necessary, DFSL will provide the occupant with as much advance notice as possible.</p><p>21. Rent and Utilities: Rent and utilities are included as part of the position’s compensation package. During the employment period, staff members will occupy their apartments at no charge. 22. Meals and Catering: An aspect of the live in RD position is managing an element of food service in the house. Caterers and food service providers understand this and provide a complimentary meal plan to live in staff. Any shared occupancy affiliate will need to purchase a meal plan through the Chapter contractor regardless of whether they will be eating all meals in the house. Kitchen use is only available to those live in staff or affiliates who have attended kitchen training. </p><p>23. Moving Assistance: Normally, each staff member must assume responsibility for moving their belongings into and out of the assigned apartment. However, if during the normal occupancy period the staff member is required to provide coverage for another chapter house, DFSL will assist the staff member, if requested, in moving to and from the new or permanent assignment. DFSL can:  provide a truck and driver for a period of time not to exceed four hours  supply, if available, packing boxes or cartons  help move packed boxes but will not pack belongins 4 The staff member who is moving is expected to be present at the time of the move.</p><p>24. Condition of Employment: The chapter house facilities are provided as a service and are unique to the University environment. The relationship between the University and resident that is described herein is an employment relationship and does not constitute a landlord/tenant relationship. Failure to abide by any of the conditions in this agreement may result in employment disciplinary action, but not limited to, termination of employment.</p><p>By signing below, I acknowledge that I understand and will abide by the above conditions of occupancy, concerning live-in Resident Director positions.</p><p>______Employee’s Signature Date Signed</p><p>______Employee’s Name (Print or Type)</p><p>______Shared Occupancy Affiliate’s Signature Date Signed</p><p>______Shared Occupancy Affiliate’s Signature</p><p>5</p>