Dollars and Sense? Making Sense out of Damage Billing Policies on College Campuses

Damage Deposits vs. End of Year Billing

Most colleges require the payment of a damage deposit, which is held aside to cover the cost of damages that are assessed when a student moves out of the residence halls. If a damage deposit is required, then the cost for any outstanding damages is deducted from the deposit amount, and remaining funds are typically refunded at the time of check-out from the residence halls.

If a damage deposit is not required, then damage charges are assessed to your student's bill, at the time of their check-out from the residence halls.

As damage billing procedures vary from institution to institution, you should familiarize yourself with the damage billing policies of your specific college/university.

Types of Damage Billing

Residence hall damages are divided into two main categories:

Room Damages are damages that occur with a student's individual living space. A torn mattress, broken window blinds, tape marks or holes in walls and a missing room key are just a few examples of room damages.

Public Area or Common Area Damages are damages that occur outside of an individual student's room or living space. These are damages such as tears or rips in lounge furniture upholstery, costs for excessive cleaning in hallway areas, or charges to re-paint hallway walls to cover graffiti, to name a few. When damages occur to common areas of the residence hall, and it is not possible to determine who should be billed, the cost for repairs/replacement are divided amongst all the residents in a particular living area. As an example, if a chair in your students common floor lounge is destroyed and must be replaced, and 40 students live on your student's floor, then the cost of the chair would be divided by 40 and posted to your student's account. These damage amounts are tracked and accumulated throughout the year, and billed at the end of a semester or year as common or public area damage.

NOTE: Common area damage billing is in many instances frustrating for students who did not actually participate in the damage, and their parents. Residence halls are strongly based in concepts of community living. When one member of the community cannot be held responsible, then all members of the community are held responsible.

NOTE: Colleges have different notification methods for students and parents when public area damage occurs. It is not typical for parents to be notified, although this might occur if common area damage billing amounts are excessive. It is very typical for students to be informed of common area damages by either their Resident Assistant or full-time staff who work in the residence halls as the damage charges are assessed.

Damage Billing Paperwork

• The Room Condition Report Form is used to evaluate the condition of a student room prior to their moving into the room. Upon check-in, your student should carefully review the Room Condition Report form, and add any damages that they find that are not noted on the form. Your student will be asked to sign and return this form. Upon check-out, the condition of the room will again be assessed, and your student will be held responsible for any changes in the overall room condition, and billed accordingly.
  
• The Check-In/Out Form is another standard form that is used to note the official date of check-in to the residence hall, and to record that keys, access or guest cards have been issued to the student. When a student moves out it is very important that they hand in their room keys, and sign the check out portion of this form. These forms are used to resolve questions as to when students occupied the residence halls.

Avoiding Damage Billing Problems

• Have your student review the condition of their room at move-in to avoid being billed for damages that they did not do to the room.
• Have your student understand and follow check-in and out procedures.
• Have your student thoroughly clean and remove trash from their room when they move-out.
• Have your student check-out properly through signing their room condition report form and any check-in/out forms at the time of move-out.
• Have your student remove all personal room furniture and belongings when they move-out.
• Have your student report individuals who damage common areas of the residence halls to their Resident Assistant.