RESIDENT HANDBOOK 2021-2022 - University Downtown 9 Madbury Road 8 Jenkins Court 603-868-9898
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RESIDENT
HANDBOOK
2021-2022
University Downtown
9 Madbury Road
8 Jenkins Court
603-868-9898
1Blank
2Welcome Students and Parents!
Thank you for choosing University Downtown as your home away from
home.
8 Jenkins Court and 9 Madbury Road apartments provide our tenants
with a great opportunity to get the most out of their college experience.
We hope you will find this handbook helpful as you begin to make
preparations for moving into your new apartment as well as settle in to
your new life here.
Please read through the information included as it will guide you through
the move-in process, give a brief overview of what is expected, and help
make your transition as easy and smooth as possible.
I look forward to a great school year!
Best Regards,
Liz Comeau
Liz Comeau, General Manager
University Downtown
603-868-9898
3Prior to Move In
Rent
• Due on the first of each month starting May 1st.
• Payments begin on May 1 and end on April 1
• Your first month’s rent must be paid in order for keys to be issued to you.
• Rent may be paid online when you receive your email statement, or by
check or MO made out to University Downtown. NO CASH will ever be
accepted for any reason.
• Money orders are available at the Durham Post Office which is a short
walk from UD.
• Financial Aid: University Downtown has no affiliation with any financial
aid programs or the University. However, we do offer some relief for
those relying on financial aid for rental expenses. Here is how it works:
• By May 1: Pay the first month of rent by check or online (we will
send you an invoice)
• Before May 15, show proof of financial aid to the General Manager,
which includes:
o Funding Source
o Amount/Timing of funding
o Use this form online: Financial Aid Payments | University
Downtown
• Future rental payments can then be scheduled for when funding is
disbursed to students in October and February.
• Please consult with the General Manager to get the details on
this concession.
Please Note: Due to existing tenants in the building, the apartments are unavailable
to move into until June 1st. We are not able to show any unit prior to move in. Please
refer to floor plans for space allowances etc. Please respect the space and privacy
of our tenants; we will extend this same courtesy to you next year. Additionally, you
are not able to store any items in your new unit prior to move in. With all of our crews
coming in to paint, clean, and ensure your unit is as brand new as possible for you,
we are not able to take on the liability of any of your belongings being ruined or
damaged in anyway
4Move-in Day and Beyond
Tenant Keys
• The key-code granting access to the apartment will be e-mailed to you on May 31st.
• Keys for each bedroom will be left in your unit and available on June 1st.
You will be issued the following:
• Apartment Entry Door Code: Each apartment entry door is opened by typing a code
into the key pad (no keys necessary). Each apartment will be issued its own individual code.
Please do not share this code with anyone else as this will provide access to your
apartment. A $25 management fee will be assessed for changing code due to tenants
sharing the code with guests.
• Bedroom Door Key: Each bedroom has an individual dead bolt and corresponding key.
Your key will be provided in an envelope in common area of apartment. If lost, a
replacement will be provided for a fee of $10. DO NOT SWAP ROOMS/KEYS WITH
ROOMMATES WITHOUT NOTIFYING OFFICE.
• Mailbox Key: Each unit is issued a locked mailbox (shared by all roommates in one
apartment) located on the first floor of the building. Each resident of the unit will be issued a
key to access the mailbox. If lost, replacement keys are available for $10.
• Trash Room key pad code:
• Jenkins Key Pad Code: 9876. Trash room is located in the back of the building.
• Madbury Key Pad Code: 98761 Trash room is near the exterior office entrance.
• Laundry – Facilities are located on the 4th floor of each building. Wash loads are $1 and
dryers are 50 cents per cycle. No quarters! Use bills to load up your laundry card in the
laundry card machine. Cards are $3 a piece to start and then you just load them up as
needed.
• MISC NOTE: No items (including welcome mats and holiday decorations) may be placed on
the floor of the hallway for storage or other purposes. You may decorate your door though.
5Move In Day - Parking/Unloading
Due to the central location of the apartments, parking can be challenging, especially during move-
in day. To avoid the rush you may move in on an alternate day anytime after June 1 and the
beginning of August classes (mid-week is always slower).
Parking/unloading may become increasingly congested the closer it gets to the start of the school
year as most students in the building and others living in downtown tend to move in during that
time frame.
MADBURY ROAD:
• Madbury Road has (limited) metered spots directly in front of the building.
• The front door will allow you access to Stairway 1, and access to the elevator
• The side door will allow you access to Stairway 2, and equal access to the elevator.
JENKINS COURT:
• The front door has access to Stairway 1 and the elevator.
• The back door located off "Tedeschi Parking Lot" has access to Stairway 2.
Please make note of the town signs as parking limits range from 15 minutes to 1 hour depending
on the space. For longer term parking there is a lot located on Pettee Brook, which has metered
spots up to 12hrs.
6Condition of Apartment:
We have taken the final week of May to paint/clean/disinfect/repair to ensure
to the best of our ability that all apartments are in good condition.
There may be times when we were unable to repair some items in your
apartment in time for move in. In that case, we will leave you a report showing
items we are aware of and will repair within 30 days. If there is damage that is
not repairable we also record that so you will not be held responsible at the
end of the lease.
TENANT shall also inspect the apartment at the beginning of the lease. Any
items not showing on OUR report shall be reported in writing with pictures by
tenant and emailed to management@universitydowntown.com no later than
5 days after move-in.
Tenant agrees that failure to provide a Move-in inspection email within 5 days
of taking possession of the Premises shall mean that the Tenant has
inspected the Premises and agrees that the premises is accepted without any
defects. All damage beyond reasonable wear and tear shall be noted in
writing by Landlord during the lease (if applicable) and after the end of
the lease term and the Tenant shall be responsible for the costs of repair or
replacement of such damage.
ENTRY INTO APARTMENT THROUGHOUT THE YEAR:
Inspections of the apartment will be made periodically throughout the year, not
just by management but by the fire department, sprinkler companies and any
other regulatory agencies or companies that are required to inspect housing
for safety. Our policy is to give 24 hours notice if entry to your apartment is
needed, but under certain circumstances, that may not be possible, i.e.
emergencies, reports of unsafe or destructive activities, and any other urgent
matters that arise unexpectedly. We will always knock and wait for response
before entering.
7Mailing Address
*You share a mailbox with your roommates, unless you are in a studio.
In order to receive mail at your apartment, it should be addressed
as follows to ensure delivery.
If you live at Jenkins Court
Student Name
8 Jenkins Court, Apt #________
Durham, NH 03824
If you live at Madbury Road
Student Name
9 Madbury Road Apt #________
Durham, NH 03824
It is very important to give your apartment number to anyone sending you
mail, especially for packages, book deliveries, etc.
Packages are generally left in the hall next to the mailboxes. Be sure to
track your deliveries and pick up your packages as soon as possible after
delivery.
8IMPORTANT CONTACTS / PHONE NUMBERS
University Downtown Office:
Phone: 603-868-9898 (no texting)
Text: 603-945-0795 (Not for Maintenance Requests or emergencies)
Email: management@universitydowntown.com
Maintenance Request Form: universitydowntown.com/residents/
After Hours Emergency 207-608-6511*
*Only call this number if:
o the office is closed and you need immediate assistance. (like “no heat” or “gushing
water leak” etc).
o you are locked out - the fee is $100 to come out after hours
If you have lost your key there will also be a $10 replacement fee.
• Non-emergency maintenance requests are submitted on our web site
universitydowntown.com/residents/
Trash Can Willy’s: 603-490-2177 – recommended trash company for large item disposal
Communications from University Downtown:
As a resident, you consent to opt in and receive electronically all communications, agreements,
documents, announcements, newsletters, violation notices and disclosures (collectively,
"Communications") that we, University Downtown, provide to you in connection with any student
apartment rental account. All Communications that we provide to you electronically will be
provided either directly to any email address provided by you and/or your co-signer (or any email
address you provide to us later); directly by text or SMS to any mobile number provided by you (or
any mobile number you provide to us later) or directly to any voicemail system associated with the
phone numbers you provided to us. It is your responsibility to keep your email address and phone
numbers up to date so that we can continue to communicate with you electronically.
9Maintenance
We conduct routine unit maintenance multiple times a year. Typically, our maintenance schedule
includes winter and spring break. During this time smoke detectors are tested, air conditioning
filters are cleaned or replaced, shower drains are clean, etc. If you have a maintenance item which
you would like addressed, submit a request through the ‘Maintenance Request’ page on our
website https://universitydowntown.com/residents. For after hours emergencies, refer to
Contacts page.
Trash Disposal
The trash room is outfitted with dumpsters where you should throw your trash.
• Do not allow trash or rotting food to accumulate in apartment.
o This attracts pests and smells up the building and you may be fined.
• Once a bag is full, tie it up tight and bring it to the trash room within 24 hours.
• Be sure the bag is not leaking before transporting it to the trash room. If it is, double bag it.
• All trash (other than cardboard) MUST fit inside a CLOSED bag and be placed inside a
dumpster.
• All cardboard must be broken down flat. Empty boxes take up extra space in the
dumpster. It is preferred that you recycle all cardboard using the info below.
• At this time there is no in-house recycling program available. If you feel the need to handle
recycling on your own, you may call the town sanitation dept at 603-868-5578 to get
instructions.
o There is a town-owned cardboard recycling dumpster in the Jenkins Court town
parking lot (between our Jenkins building and Sammy’s Convenience) if you prefer to
recycle your cardboard.
Oversized items are not allowed to be discarded in the trash room.
As noted in the fee schedule found on page nine, a $300 fine will be assessed for any oversized
item discarded in the trash room. We do use video surveillance to determine who threw something
away like this. If we cannot determine who the individuals were in the video, then all roommates in
the apartment will split the fee.
Trash Room key pad code:
• The Jenkins trash room is located in the back of the building, the code is 9876.
• The Madbury trash room in on the side of the building, near the office entrance, the code is
98761
Call Trash Can Willy’s 603-490-2177 to get rid of furniture and large items.
10University Downtown Fee Schedule
Below are several items which have been assigned a predetermined fee due to the additional time
and attention required of our management staff to complete.
DESCRIPTION FEE NOTES
Sublet/Replacement Fee $200.00 $500 fine for not complying with process
Room Swap Fee $50.00 Each tenant pays $50.00
Mailbox key replacement $10.00
Bedroom key replacement $10.00
Entry door code change $25.00 Per request
Lock out service $100.00 After hours “lost key”
Oversized trash item $300.00 Left in trash room or anywhere outside
your apt or left inside apartment at move-
out
Trash room violations $50.00 Any violation of trash room rules
In-House Maintenance $40.00 + For in-house cleaning / repairs due to
hourly rate materials reckless action or inaction of tenant and/or
guest.
Vendor repairs Invoice + For repairs requiring outside vendor due to
$50 reckless action/inaction of tenant and/or
admin guest
11Behavior Guidelines
NO LOUD VOICES/ACTIVITY IN COMMON AREAS/HALLWAYS
NO SMOKING OF ANY KIND ALLOWED IN BUILDING
NO UNDERAGE DRINKING / NO ILLEGAL DRUGS ONSITE
NO DRUNKEN/RECKLESS BEHAVIOR IN OR AROUND BUILDING
DO NOT LEAVE PERSONAL ITEMS OR LITTER IN HALLS/STAIRS
MAINTAIN A CLEAN APT. FILTH ATTRACTS ROACHES/RODENTS.
NO LIQUOR BOTTLES LINED UP ON TOP OF CABINETS
NOTIFY OFFICE IMMEDIATELY IF YOU SEE DAMAGE AT MOVE-IN
NOTIFY THE OFFICE BEFORE ROOMMATES SWITCH ROOMS
NOTIFY THE OFFICE BEFORE ARRANGING A SUBLET.
NO LOUD PARTIES / MUSIC / ACTIVITY
DO NOT RUN AC OR HEAT WITH WINDOWS OPEN.
FOLLOW THE RULES REGARDING VISITORS TO YOUR APT:
• The number of total people allowed to gather in any apartment at any given time correlates
to the number of roommates in that apartment. For example, a 4 person unit is allowed up to
an 8 person gathering which means that if all 4 roommates are present, then 4 more people
can come in and hang out. A 5 person unit is allowed up to a 10 person gathering. A 2
person unit is allowed up to 4 people to gather at any given time, etc.
• Tenants are responsible for the acts and behaviors of their guests. The easiest, most
effective way to ensure guests do not cause damage or disturb other tenants is to keep
numbers at a manageable size, and most importantly to walk all of your guests in and out of
the building.
There are many more rules and regulations as part of your lease. Please be sure to be
completely familiar with the rules and regulations as we will hold students accountable for
following them even if they have not read the document. See the next page to
understand some of the consequences for breaking certain rules.
12University Downtown Fine Schedule
Below is a schedule of fines as spelled out in your lease. It is our hope that by clearly outlining the
consequences, it will encourage all to act in a respectful manner. As a part of our duty as a
responsible landlord, we utilize an after-hours monitoring service, and have also invested in
security cameras to monitor all common areas and the exterior of the building.
OFFENSE 1st Offense 2nd Offense 3rd Offense
Over Occupancy $100.00 $200.00 Eviction
Noise Violation $100.00 $200.00 Eviction
Evidence of Smoking $100.00 $200.00 Eviction
Excessive dirt/property abuse $100.00 $200.00 Eviction
Common Area Disrespect $100.00 $200.00 Eviction
Police Response $100.00 $200.00 Eviction
Tamper with smoke detector $100.00 $200.00 Eviction
False Fire Alarm Activation $500.00* Eviction N/A
Unauthorized sublet $500.00 Eviction
* plus any fines imposed by Town of Durham
Damage to Any Part of the Buildings: Damage of any kind to the building is billed as a
reimbursable expense. Responsible tenant or unit will be billed for time and materials to repair any damage.
If you ever need to sublet your apartment there is a simple, but specific
process. Do not sublet without speaking to management first!
Thank you for choosing UD and welcome! We
are here to answer your questions and make
sure your stay here is stellar!
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