Facilities and Information Centers

Bed Bugs and Pests
Check-In
Check-Out
Damage Charges
Information Postings
Keys and Locks
Mailbox Assignment
Maintenance Requests
Trash and Recycling
Wall Hangings, Wall Care, and Decorations

Bed Bugs and Pests

Residents who suspect they have bed bugs or any other pests should immediately report the issue to Facilities by creating an AiM ticket. After creating this ticket, residents should notify their Residential Services Manager for additional support. The RSM and Exterminator will notify the resident of the next steps in treatment if a bed bug is found in the resident's room or if the room needs to be further treated for a pest.

Residents are expected to comply with the instructions of the Exterminator and University Personnel when it comes to the room inspection and any possible treatment that results from that inspection. Back to top

Check-In

Buildings with traditional brass keys:
Room and mailbox keys will be issued to you when you move in at the beginning of occupancy. The acceptance of keys or a key card for room access constitutes a "move in" and should always accompany an official check-in to the residential occupancy system at either an Information Center or other check-in location. The acceptance of keys constitutes taking occupancy, even if the resident does not stay in the room or place belongings there. Residents who place belongings and/or stay in a room without picking up keys are also considered to have taken occupancy of that room.

Buildings with electronic keys:
Either a card key will be issued to you or access to your room will be placed on your PennCard when you move in at the beginning of occupancy. The acceptance of key cards or the granting of electronic room access constitutes a "move in" and should always accompany and official check-in to the residential occupancy system at either an Information Center or other check-in location. The acceptance of a key card or room access constitutes taking occupancy, even if the resident does not stay in the room or place belongings there. Residents who place belongings and/or stay in a room without checking in are also considered to have taken occupancy of that room. Back to top


Check-Out

Buildings with traditional brass keys:
When moving out, residents must return all residential keys and check out at the Information Center. The move out is not complete if keys are not returned. Residents who do not turn in their keys or who do not move out of their space by their deadline will be charged a late move-out fee plus room rent charges, until their move-out can be verified by a Residential Services employee. Please see the Residential Services website for the late move-out fee cost.

Buildings with electronic keys:
When moving out, residents must check out at the Information Center. If the resident has a key card that isn't their PennCard, this key card just be turned in at check-out. Residents who do not check out or who do not move out of their space by the deadline will be charged a late move-out fee plus room rent charges, until their move-out can be verified by a Residential Services employee. Please see the Residential Services webpage for the late move-out fee cost. Back to top

Damage Charges

The most common time for residents to be assessed fines for damages is after their move-out, but fines for damages, cleaning, or vandalism can be assessed at any time.

Here are the most common (but not exclusive) reasons for damage fines:
  • Wall Damage: Room or apartment walls will not hold heavy objects and residents will be charged for damage to their walls beyond normal wear and tear. See "Room Decoration" for more details on other situations that could result in damage fines.
  • Wall Painting: Residents may not paint walls or any part of their living area of furnishings. All painting must be done by Facilities Services. Failure to comply will result in financial penalties, including union grievances.
  • Cleanliness: Residents are expected to maintain a reasonable level of cleanliness in their room(s) throughout their occupancy. In the event that health and safety standards are not maintained, the University will intervene. Residential Services will conduct periodic inspections for health and safety conditions. Possible actions can include apartment/room cleaning at the resident's expense, disciplinary warning, reassignment, and/or eviction.
  • Post-Move-Out Cleaning: When on roommate moves out, those remaining are each equally responsible for cleaning the apartment/room before the move out. In the event of a room change, if an apartment/room is found to not be in acceptable condition for a new resident, cleaning service will be provided and each resident charged. Residents will be billed for trash that is excessive or disposed of improperly. Residents will also be charged for excessively dirty floors, furniture, and surfaces, and any cleaning expenses that result.

Below is a list of many of the common charges for damages post-move-out:

Item Cost
Clean Kitchen $50.00
Clean Floors $30/per space
Clean Refrigerator $50.00
Clean Bathroom $50.00
Replace Exterior Door $350.00
Repair Interior Door $150.00
Install New Interior Lockset $90.00
Remove Trash (judged by how many kitchen-sized bags will be
needed to remove the trash from the room)
$10/per estimated
bag
Remove Small Item $25.00
Remove Large Item $50.00
Relocate Common Area Furniture - Large $100.00
Relocate Common Area Furniture - Small $50.00
Wall Damage Increments of $50.00, depending
on the severity of the damage
Missing Window Coverings $125.00
Missing Furniture: Smoke Detector $125.00
Replace Carpet $560.00
Missing Furniture: Per Piece up to $1500
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Information Postings

Residents or University-Affiliated groups seeking to post information in the College Houses should visit https://www.collegehouses.upenn.edu/resources/posters for details on posting procedures.  Residents or University-Affiliated groups seeking to post information in Sansom Place are encouraged to contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it for details on posting procedures.  Back to top

Keys and Locks

Lost Keys
Residents MUST report lost keys to their Information Center.

To minimize potential security risks, the lock core on the room door will be changed and new keys will be issued. Residents requiring a core change will be assessed a fee to help recover the cost of this change. A $200 fee will be assessed for the changing of a core.

If a brass mailbox key or Quad exterior and bathroom key is lost, the core will not be changed but residents will be charged for replacement of the lost key. This cost is $30. Lost lounge and other common keys are handled on a case by case basis in consultation with the House Dean or Sansom Manager.

Stolen keys are considered lost keys and are subject to the costs and policy as above.

In buildings with electronic key card access, no additional fee (other than those assessed by the PennCard Center) will be imposed for residents who lose a PennCard. Residents who lose a non-PennCard key will be assessed a $25 charge for replacement of that key card.

Lock Outs
Lock out keys and loaner cards are available at each Information Center. To obtain a spare key or loaner card, your identity and room assignment will be verified by the Information Center staff.

You'll be allowed to sign out the key or card for 1 hour. Lock out keys or cards will be provided at no charge for the first ten (10) requests. However, failure to return the lock out key or card within the hour will result in a fine of $25. Residents may be asked to verify that they are in the possession of their original room key by presenting it when they return the lock out key.

When a resident exceeds ten (10) requests per semester, each new lock-out request will incur a $35 fee per each subsequent incident.

Failure to return a brass lock out key within 48-hours will result in an automatic core change. Any key card is deemed lost when not returned within 48-hours and will result in a lost card fee.

All aforementioned fees can be found on the Residential Services website. Back to top

Mailbox Assignment

Mailboxes are assigned to residents with their room assignment. Mailboxes are linked to the room and not the person, and a room change will necessitate a mailbox change. Residential Services reserves the right to change mailbox numbers in the event of a distinct operational need. Back to top

Maintenance Requests

All non-emergency maintenance requests should be made via Facilities AiM website. AiM can be accessed through http://www.collegehouses.upenn.edu/request. Residents should seek out their Residential Services Manager for assistance in following up on any work orders.

Emergency maintenance requests (issues that could lead to damage to property or injury to people, or issues that make a living space uninhabitable) should be made by calling Facilities directly. Residents can call 215-898-7208 to get a hold of an operator in Facilities's Work Control or Operations Control Center. Residents should seek assistance from the Information Center (front desk) after calling facilities. Back to top

Trash and Recycling

Each residence is equipped with trash rooms and recycling areas. Residents are responsible for learning the designated locations to dispose of trash and recycling and for properly using these locations.

Most buildings have trash chutes for trash disposal. Large or bulky items should NOT be disposed of in trash chutes as they are likely to clog the chute. Trash should be bagged, and any item placed in the trash chute should be small enough to pass through the chute to the building compactor below.

Medical supplies such as lancets, needles, and so on should be placed in well-sealed rigid containers. Contaminated waste, such as insulin pump tubing, should be double bagged and sealed. Both of the above can go in regular trash if properly contained.

Residents should refrain from leaving bagged trash or recycling outside of their rooms/apartments.

Residents who fail to properly dispose of trash and recycling will be subject to fines and other University sanctions. Back to top

Wall Hangings, Wall Care, and Decorations

Wall hangings, posters, etc. must not cause damage to University furniture or walls. Sticky tack or similar putty type adhesives are the only recommended product for handing decorations in student rooms. Scotch, masking, duct, adhesive, and electrical tapes, hooks, nails, map tacks, push pins, brads, blue or other similar items are not to be used for hanging room decorations. Similarly, the hanging of mirrors and hooks, whether adhesive or hung with screws, nails, etc., can be considered as an act of wall damage. Any wall damage will be charged to the residents of the room/apartment. Also see "Damage Charges."

In addition, decorations or other student items should not cause any interference with the fire alarm or suppression systems within student rooms, apartments, or common areas. This includes hanging items from sprinkler pipes, covering smoke detectors with decorations or any other materials, and other forms of decoration that would make egress difficult in the case of an emergency evacuation.  Back to top