Completing A Work Order

A work order is a formal written request for a maintenance technician to repair a problem in your apartment. By submitting a work order, you are giving Courtyards Maintenance staff and/or a Courtyards appointed contractors like those hired at https://www.pestcontrolexperts.com/local/nebraska/.

To submit a work order, log in to your Resident Portal. This is the system used to inform Courtyards staff of anything needing to be fixed. Our staff proudly strives to address concerns as quickly as possible, however please remember that it may take approximately 48 hours for your work order to be completed.

When completing a maintenance ticket, please be as detailed as possible. For example, “Dryer is not heating” is much more informative than “Dryer broken”. This kind of specific information will help the maintenance technician to diagnose the problem and complete your repair in a timely fashion. If a repair is not complete within two business days, log on to the Resident Portal to see an update.  There will be notes in the work order record showing additional information. If the information does not answer your questions, please call the management office to speak with the maintenance department. Please do not file multiple maintenance tickets for the same repair.

Preventive Maintenance

Occasionally, a preventive maintenance technician will post a notice to enter the residents’ apartments in order to perform preventive maintenance on the apartment systems. Their checklist includes tasks such as: changing the air filter in the HVAC system, checking the water temperatures of the bathtubs, checking air flow temperatures from vents, checking the plumbing for leaks, and cleaning the HVAC coil. When this notice is received, residents must make sure that all required areas are accessible for the technician.

The Courtyards also provides a preventive maintenance pest control program. Each apartment will receive preventive pest control services twice a year. It is very important that the apartment be clean at the time of this service. Residents should plan to clean the apartment when they receive the notice of entry. The treatment consists of fast-drying gel bait; no sprays will be used for the preventive treatment.

Appliance Operation & Care

Damage Charges/Appeals

Damage charges may be appealed by the resident under the following circumstances:

• The charge was applied in error
• The Resident has additional information / documentation regarding responsible party
• A resident is taking responsibility for charges applied to another account
  • • Responsible party must select “Claim Charge Responsibility” below.

*Appeals will not be accepted from guarantors or any other party on behalf of the resident. Each resident must appeal his/her own damage. Appeals will not be accepted from an individual on behalf of all residents in an apartment.

*Be sure to have all information and documentation completely assembled prior to submission. Multiple appeals will not be accepted for the same charge.

Click on the “Appeal” button to submit the charge appeal form. All fields must be completed. Please be as detailed as possible to aid our staff in accurately investigating your concerns. Where possible, please include dates, times, work order numbers, or any other documentation available. You must describe the specific damage(s)/charge(s) you are appealing and your justification of why you are not responsible for them. We urge all residents to reference their lease prior to submitting an appeal.

If a resident wishes to claim responsibility for charges assessed to another account, please click on the “Claim Charge Responsibility” button below. It is also highly recommended that the individual whose account was charged also submit an appeal and indicate who is taking responsibility for the charges.

An email will be sent within 48 business hours to confirm the appeal has been received. The resident will be contacted once a decision has been reached. The process can range from 7 to 30 days depending on current volume and the complexity of the appeal investigation. During this time, any documentation on file will be referenced in conjunction with resident-submitted documentation.

Please note: submission of an appeal does not negate the resident’s responsibility to pay. Should the resident be found not responsible for the charge, a credit will be issued, and a refund mailed (for past residents). Accounts not paid in accordance to the lease and its deadlines are subject to submission to collection agency and credit reporting. The accounting and appeals processes are independent. Payment of your charge does not influence the outcome of an appeal in any way.

Claim Charge Responsibility

Appeal

Room Condition Report

For your protection, upon move-in, you are encouraged to assess the condition of your bedroom and common area of your apartment, and then to complete a Room Condition Report (RCR), online, documenting the condition of your space at the time of move-in.   This documentation is considered when assessing the condition of the apartment at move out. The Courtyards does not wish to charge residents for damages they did not cause. Upon move-out, an inspection of your apartment is completed comparing the condition at move-in with the condition at move-out to determine damage charges.  If you do not complete and submit an RCR, your room and apartment will be inspected with the assumption that all items and furniture were in satisfactory condition with no damage at your move-in. Please log on to your Resident Portal to complete your RCR within seven (7) business days of your scheduled move-in date.  To complete the form:

• Assess the condition of your unit overall including, but not limited to, walls, carpet/flooring, furniture, appliances and bathroom fixtures.
• Select the appropriate condition box and add descriptions of any damage that exist in your unit.  Be as specific as possible using numbers, dimensions and descriptions.  For example, if your kitchen counter has ‘The Courtyards’ written in the laminate, you might write 2 inch The Courtyards written near sink in the move-in column in the kitchen section next to “counter”.
• Submit the completed RCR and print or e-mail yourself a copy for your records.

If you have any questions about how to complete the form, please contact your Resident Assistant or the Courtyards office for assistance.

You may also make inspections via the PB Inspector app.

Bed Bugs

The SmartBurner

Every apartment will now have SmartBurner technology installed on the cooktop instead of the traditional electric coils. This equipment is designed to protect you and our community from accidental cooking fires in the kitchen.

The SmartBurner cooking surface temperature is kept below the flash point of most cooking oils and common combustible household items without sacrificing sufficient cooking temperatures. The large cooking surface retains heat more efficiently than a coil element and distributes heat more evenly. You use less energy and get more balanced cooking performance. You can even turn your burner off a few minutes before you finish cooking and the residual heat will complete the job.

Below is some important information that you will need to know for proper use and care that differs from traditional electric stove tops.