Leasing for 2018-2019
Leasing for the 2018-2019 Academic Year
Thank you for your interest in leasing with South Campus Commons for the 2018-2019 Academic Year! Please click the link below to visit the 18-19 Leasing Guide on the University of Maryland’s Housing and Resident Life webpage for South Campus Commons and The Courtyards for detailed information about the leasing process and timeline.Apply Now
The Application Process
Application & Roommate Matching Form – Submitting an online Application does not obligate you to lease with us, but completion of the form is required for you to have the opportunity to lease at the Courtyards. No further paperwork or payments will be required of you until you decide to sign a lease. Please read below information on the payments and paperwork required at the time of your lease signing.
Getting Ready For The Leasing Process
You should take the time to look over the following items so you can be prepared for the leasing process. If you do not have all of the required payments and paperwork on the leasing date you are issued, you will NOT be able to lease and may lose your space to the next waitlist applicant.
Lease Reservation and Application Fees – Your application fee ($30) and lease reservation fee ($300) will be due at your leasing appointment, when you sign your lease. Please be sure to have two separate checks or money orders, made out to The Courtyards, ready for your leasing appointment.
Re-Leasing vs. Subletting
On occasion, students inquire about the difference between “Subletting” and “Re-Leasing” their apartment. We hope this section will aid in differentiating between the two terms and clarify why we only allow re-leasing at The Courtyards.
Subletting means that a resident is allowing someone to use their apartment for a period of time in return for payment. When subletting, the resident is still financially responsible for the apartment and any damages that might occur, even though they are allowing someone else to rent from them. Please review the section on “Illegal Subleasing” for more information on this.
Re-Leasing is the official process of transferring financial responsibility for a Courtyards lease to another eligible student prior to the lease end date of July 30, 2017. Any students who study abroad, withdraw from the University, or need to leave due to financial constraints, must use this process. Once a resident re-leases their apartment, their individual lease is formally ended, which means they will no longer have access to the space and community services and they are released from their financial obligation.
This formal process, which is completed through the Management Office, is necessary in order to protect the original leaseholder, the incoming resident, and the community. Therefore, the process outlined below must be followed for a re-lease to occur. Re-Leasing appointments are available only between the 4th and 20th of each month. A re-leasing freeze is imposed only in February, March, and August of each year. Failure to complete an appointment by the 20th of the month will result in a resident’s retention of financial responsibility for the following month. Please click here to submit a Re-Leasing Request or New Resident Application.
The following information is designed to help you navigate the re-leasing process, through which a current lease may be ended early by transferring it to another eligible student. Please review this information carefully, as the current resident maintains financial eligibility and access to the apartment until the re-lease process has been completed in its entirety. We recommend submitting the Re-Leasing Request about 2 – 3 weeks before the desired transfer date.
Step 1: The current resident must find a re-lessor (a student who is interested in taking over the lease). It is the current resident’s exclusive responsibility to find a re-lessor.
Step 2: The re-lessor must complete a Courtyards Leasing Application.
Step 3: The current resident must submit a Re-Leasing Request. If the re-leasing request is approved, the current resident will be prompted to schedule a re-leasing appointment.
Step 4: The current resident and re-lessor attend the re-leasing appointment to complete the re-leasing paperwork and submit necessary payments.
Online Re-Leasing Board
Prospective residents may also submit an application prior to having secured a current resident interested in re-leasing. Once approved as eligible, the prospective resident may opt to be added to the waitlist. This permits Courtyards to provide name and email address to current residents interested in re-leasing their space.
Currently, any full-time undergraduate student at The University of Maryland who is in good financial, judicial, and academic standing with the University is eligible. A Re-lessors eligibility will be determined once the application has been completed. For more specific questions about renewal eligibility, please email Kelly Ridings, Manager for Public Housing Partnerships with the Department of Resident Life at firstname.lastname@example.org.
A re-leasing request and new resident application may be submitted at any time, but re-leasing appointments are only available between the 4th and 20th of each month (except August, February, and March). Failure to complete the appointment by the 20th of the month will result in the current resident maintaining lease responsibility for the following month.
Your $100 lease transfer fee. This must be paid in certified funds*. Personal checks and cash are NOT accepted.
The remaining portion of your financial responsibility through your new lease end date. This must be paid in certified funds*. Personal checks and cash are NOT accepted.
Monthly rent installments are due on the first of each month. The person in possession of the lease on the 1st of the month is responsible for the rental installment. Installments are not prorated and South Campus Commons will not issue refunds for installments owed prior to the lease transfer. Any exchange of money relating to partial rent payments or personal refunds is solely between the leaseholder and the re-lessor.
*Certified checks are available from a teller at your financial institution in the form of a cashier’s check. Money orders are available at several local convenience stores, The United States Post Office, and other retail locations.
$30 application fee. Check or money order made payable to The Courtyards.
$300 lease reservation fee. Check or money order made payable to The Courtyards.
Social Security Number. While your card is not required, you must be able to provide your Social Security Number.
Move Out and Move In
On the current resident’s Re-Leasing Request, the re-lessor’s desired move-in date must be selected. The current resident’s move out will be at least three (3) business days prior to the new resident’s move-in date. All belongings must be removed from the apartment, even if the current resident is studying abroad and plans to return to the apartment, or to The Courtyards community in the future. If the re-lease occurs prior to the lease renewal period, the outgoing resident will also give up their right to renew their lease for the re-leased space.
Illegally sub-leasing a Courtyards apartment to an unapproved individual is strictly prohibited. If an apartment is found to be illegally sublet, the leaseholder and the illegal sub-lessor may be referred to the University of Maryland judicial process according to the Rights and Responsibilities handbook, Section B, 26. The illegal sub-lessor will be required to move out of the apartment immediately. A lease must be signed at the management office and official check in completed before a resident may reside at The Courtyards.
Failure to check in through the Landlord is subject to a $200 administrative charge. Failure to check in or out at a designated location is also subject to a $100 improper check in/out fee. Furthermore, current residents who do not properly check their keys into a Courtyards staff member at the After Hours Desk or Management Office are subject to $150 core replacement fees for the front and bedroom door. Only legal leaseholders will be permitted to sign out the replacement keys in such circumstances.
To avoid incurring these charges and judicial sanctions, and to preserve the security of our community, it is imperative that all residents use the re-leasing process outlined here.
Management of Sensitive Information
The Courtyard’s Lease requires that the person signing the lease supply their Social Security Number on the front page of the lease. We understand that this maybe uncomfortable for some people, unfortunately it is necessary to sign a lease with The Courtyards.
This is necessary in order to verify the identity of an individual; the Courtyards must collect Social Security Numbers which are the only precise identifier of an individual. No other information –be it full name, address, birthday, etc.—is as accurate at identifying an individual as a Social Security number. This precision is vital when reporting derelict accounts to our collections agency which then uses the Social Security Number to report the non-payment to a credit scoring agency.
The Courtyard’s ability to ensure consistent payment is dependent upon our ability to have credible outside enforcement. In addition to providing financial assurance to our organization, a Social Security Number provides financial security to the residents and their guarantors. Given that the Courtyards experience a high rate of resident turnover, we often have many residents with a similar name. Since the Social Security Number is the most unique identifier of an individual, it ensures that the account being sent to collections matches the person who owes the funds.
Professional staff members who must pass a background check prior to employment are the only staff that have access to leases. In addition, all files are handled with precise security measures in order to secure the leases and social security numbers.
After a resident has moved out, their lease has ended and is cleared of any balance the Social Security Number on the resident’s Lease is blacked out. If the past resident owes the Courtyards funds, their file continues to be securely held in the office. Once their balance is paid off, the Social Security Numbers on the lease are blacked out. If the balance remains unpaid, the Social Security Numbers on the resident’s lease is blacked out after the account is sent to our collection agency.
Annually, past resident files are digitally archived by an outside contractor, saved to DVD, and the hardcopies are destroyed. Archiving is completed for a full lease year. A lease year is only archived once we ensure that all accounts are either settled or in collections and all Social Security Numbers are blacked out. Social Security Numbers are never stored or transmitted electronically.
The Courtyards requires all residents invest in Renters insurance. The Courtyards does not carry insurance on tenant’s personal possessions. Renter’s insurance can provide protection for accidental damage, theft, fire, water, and more. Please note, tenant will be held liable for any damages he/she may cause to a unit. Damage caused to a unit by a tenant will be charged directly to the resident found responsible or split among the residents of the apartment if a responsible party cannot be determined, regardless of acquisition of insurance.
Many tenants rely on parents’ homeowners insurance policies for protection while residing at the Courtyards. Be sure to check your policy first as many will only provide partial coverage for personal property of the tenant, and do not cover liability. Renters insurance covers personal property as well as damage to the property for which a tenant may be liable. Renters insurance policies also tend to carry lower premiums.
Renter’s insurance rates vary from state to state. The cost also depends on the insurance company and the coverage level selected. According to Independent Insurance Agents & Brokers of America (IIAB), the coverage cost for renters insurance is about $12 per month for $30,000 worth of property coverage and $100,000 of liability coverage.
You may benefit from speaking with an agent when selecting a policy, as some features of our property could lower rates. Agents may also recommend other protective measures for your apartment that will lower the rates and further your protection. Some policies also cover listed property outside the apartment.
Click here for an informational pamphlet on renters insurance. The Courtyards does not specifically endorse the company in the provided pamphlet. We provide this for informational purposes only to aid in your insurance-provider research. Additional companies who offer renters insurance are:
Related article: “College Students Should Hit the Books on Insurance”