Check-In/Check-Out

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Check-In

Keys Expand answer

Non-Nursing Students

Tenants arriving between the hours of 8:00 a.m. and 4:00 p.m. (Monday through Friday) may pick up their keys at the Housing Office. Tenants arriving on weekends, holidays or after 4:00 p.m. on a regular work day (Monday through Friday) may pick-up their keys at the Information Desk in the Hospital Main Lobby on the effective date of the lease.

Nursing Students

Keys will be available after 2:00 p.m. in the Housing Office on the move-in day established by the University. Nursing Students arriving over weekend or after 4:00 p.m. on the move-in day established by the University, may pick-up their keys at the Information Desk in the Hospital Main Lobby.

Occupancy/Vacate Inspection Report Expand answer

Provided with your keys will be a multi-part inspection form to be fill out by the arriving tenant. This form is utilized to record the apartment’s condition upon your arrival. This form must be returned to the Housing Office within 48 hours of arrival.

Failure to return this form to the Housing Office will indicate that the apartment was in excellent condition and without any defects.

Parking Expand answer

Only those vehicles with valid Housing parking permits shall be permitted to park in University Manor East and West parking lots. All tenants must register their vehicles with the Department of Housing Services prior to or upon their arrival. Any inquiries regarding University Manor parking rules, regulations, or registration procedures should be directed to the Department of Housing Services at 717-531-8210.

University Manor East (UME)

  • Parking pass color – Maroon.
  • One numbered spaces is provided for each UME apartment and may only be utilized by the tenants assigned to that apartment or their guests.
  • Numerous un-numbered parking spaces are provided in UME parking lots 3, 7, 9, 10, and 11 and may be utilized by UME tenants for the parking of a second vehicle.
  • Guest parking guidance can be found in Housing Rules and Regulations.

University Manor West (UMW)

  • Parking pass color – Yellow
  • All UMW parking spaces are un-numbered and are reserved for tenants living in the UMW student housing complex.
  • Vehicles that belong to guests of UMW tenants must be registered with the Housing Office.
  • Guest parking guidance can be found in Housing Rules and Regulations.

Parking fines

Parking fines double with each subsequent infraction. Parking tickets are issued by the Medical Center Security Department for the following reasons:

  • Absence of Housing parking pass displayed on vehicle;
  • Parking in a numbered space that is assigned to another apartment other than your own;
  • Parking in a No Parking area designated by a RED painted curb or a No Parking sign;
  • Driving within the UME or UMW Student Housing complexes, or parking on the grass;
  • Blocking access to a fire hydrant;
  • Blocking access to sidewalks; and,
  • Parking a vehicle with a Housing parking pass in non-housing controlled parking lot.

Parking permits issued by the Housing Department authorize parking in UME and UMW parking lots respectively. They do not authorize the vehicle to be parked in other parking lots on campus including the parking garages.

Rent Payments Expand answer

Rental payments are due the first day of each month, with a grace period until the 10th, except for nursing students who pay at the beginning of each semester for the entire semester. There is a $2.00 late fee for each day the rent is late after the 10th of the month.

The rental rates for the University Manor apartments are subject to change; however, the rates have been substantially lower than the surrounding apartment complexes when considerations of all utility expenses are factored into the rate.

Check-out

Intent to Vacate Expand answer

All Tenants (except Nursing and Short Term Students) MUST provide a 60 day advanced notice of their intent to vacate an University Manor Apartment. Upon this notification the Housing Office will schedule a vacate inspection of the apartment. The apartment must be clean and all personnel items must be removed prior to the inspection. Immediately following the inspection the Tenant MUST return their apartment keys, mail box key, and parking sticker to the Housing Office. If the Office is not open, keys and parking sticker should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.

You can find the Intent to Vacate Form here.

Post Graduate Housing

  • A Notice of Intent to Vacate Form must be submitted in writing to the Housing Office 60 days prior to the day the tenant wishes to terminate their lease.
  • Tenants who choose to vacate their apartment prior to the end of this 60 day period will be required to pay rent for the apartment up until the end of the 60 day period.

Under Graduate Housing and Short Term

  • Notice of Intent to Vacate Form is not required because all undergraduate and short term leases contain a fixed termination date.
Keys Expand answer

Tenants MUST return their apartment keys and mail box key to the Housing Office immediately following their inspection. If the office is not open, keys should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.

Failure to return key(s) will result in a $70 (apartment entry door), $15 (each bedroom door), and a $15 (mail box key) replacement fee that will be billed to the tenant.

Parking Stickers Expand answer

Tenants MUST return their parking sticker to the Housing Office immediately following their inspection. If the office is not open the parking sticker should be placed in an envelope and left in the gray drop-box located just outside the entrance to the Housing Office.

Failure to return a parking sticker will result in a $25 fee that will be billed to the vacating tenant for each sticker that was issued.

Apartment Cleaning/Condition Expand answer

Please check our cleaning guide.

There must be no damage to the apartment or appliances beyond normal wear and tear.

The entire apartment, including range, exhaust fan, refrigerator, bathrooms, closets, cabinets, etc. must be clean.  The refrigerator must be cleaned.  The wall-to-wall carpeting must be cleaned, vacuumed, and shampooed whenever warranted.  Cleaning charges and/or damage charges may be assessed.

There must be no stickers, scratches, or holes in or on walls or ceilings.

There must be no indentations or scratches in wood or resilient flooring, counter tops, furniture, doors, or appliances.

All debris, rubbish, and discards must be placed in proper rubbish containers.

All personal property must be removed from the apartment.  Any property not removed shall be considered abandoned, or if of value, a general gift to University, and the Housing Department may dispose of the same in any manner, which it so chooses.

Change of Address Expand answer

“Change of Address” forms may be picked up at the Housing Office, located in University Manor West, or requested from the Hershey Post Office (717-533-3356).

Please note that it is the tenant’s responsibility to ensure that the Post Office has their proper mailing address upon moving to and/or from University Manor. Housing staff will not assume the responsibility of forwarding your mail to you and all mail not forwarded will be returned to sender.

Apartment Inspection Expand answer

Medical Students, Graduate Students, Residents, Post-Doctoral Fellows:

After the filing of a Notice of Intent to Vacate Form with the Housing Office, or in the event that the tenant is moving from one University Manor apartment to another, the Housing staff will schedule the necessary inspection.

A vacate inspection will be scheduled for the day the tenant intends to vacate the premises. This is done because the apartment must be empty of the tenant’s personal property

Rent will be collected through the day of the inspection. Tenants do not need to be present at the inspection. A copy of the inspection results will be made available when requested.

Cleaning/damage charges

  • Shared apartments
    • If all tenants are vacating, each tenant will be responsible for cleaning and damage charges that originate in their assigned bedroom. Common area charges will be split between each tenant. These charges will be deducted from each tenant’s security deposit. The remaining balance will then be refunded to each tenant.
    • If only one tenant is vacating, the vacating tenant will be responsible for all charges originating from their assigned bedroom. Common area charges will be split between each tenant. The vacating tenant will have any charges deducted from their security deposit prior to refund. The remaining tenant will be invoiced for their share of the charges.
  • Whole apartments
    • All charges will be deducted from the security deposit and the remaining balance will then be refunded.
    • Remember: Cleaning supplies, with the exception of vacuum cleaners, are not made available to tenants by the housing office. Tenants are responsible for providing their own cleaning supplies.

Nursing Students, Nursing Externs, Short-Term Students, Summer Programs, Interns:

Nursing leases automatically terminate at the end of the semester, no Notice of Intent to Vacate Form is necessary.

The vacate inspection will be scheduled by the Housing Office staff. The apartment must be empty of the tenant’s personal property.

A copy of the inspection results will be made available when requested.

Cleaning/damage charges

  • If all tenants are vacating, each tenant will be responsible for cleaning and damage charges that originate in their assigned bedroom. Common area charges will be split between each tenant. These charges will be deducted from each tenant’s security deposit. The remaining balance will then be refunded to each tenant.
  • If only one tenant is vacating, the vacating tenant will be responsible for all charges originating from their assigned bedroom. Common area charges will be split between each tenant. The vacating tenant will have any charges deducted from their security deposit prior to refund. The remaining tenant will be invoiced for their share of the charges.
  • Remember: Cleaning supplies, with the exception of vacuum cleaners, are not made available to tenants by the housing office. Tenants are responsible for providing their own cleaning supplies.
Security Deposit Refund Expand answer

The Housing Office will return any balance of the security deposit to the tenant, following any deductions for any outstanding charges, within thirty (30) days of the termination of the Lease Agreement, provided the tenant leaves a valid forwarding address with the Housing Office.