Over the course of this year, you will spend many, many hours in our community meeting new people, and learning about yourself and the world around you. You will have many opportunities to become involved and engaged in the community and we hope that you take full advantage of those opportunities! You will experience a lot over the course of a year and it is what you do with that experience that matters the most.
By focusing on the total experience, we reinforce our commitment to community service and development. Through cultural and developmental programs coordinated by our staff, residents can participate in a wide variety of activities, including seminars, community outreach programs, social events, and service projects.
There are many staff members here to help you throughout the year. There are a number of professional staff members as well as Community Assistants (CAs) who live on the property and work closely with the residents. They are here to assist you with after-hours lockouts and to maintain the rules and regulations. Also, they help with communication between you and the professional staff, make sure there are activities and things to do, and help with ensuring the safety of the building.
Monday, Aug 27 Fall semester begins
Sunday-Saturday Nov 18-24 Thanksgiving recess
Friday, Dec 7 Last day of fall semester classes
Tuesday, Jan 22 Spring semester begins
Sunday-Saturday, March 17-23 Spring Recess
Friday, May 3 Last day of spring semester classes
For your comfort while socializing, or watching TV, the community has provided furniture in the building and patio area. This furniture is meant to stay in the designated areas so that all residents may enjoy its use. Please do not take the public area furniture into your apartment; there will be a moving charge for removing furniture from any public area. All missing furniture should be reported immediately to community personnel to assist in recovering the missing furniture.
The business center is located in Building 3 (1 Royce Circle) on the 4th floor and has computer terminals with internet access and printer capabilities. The center is open 24 hours a day, 7 days a week.You will need your apartment key fob to enter, but you will have access 24 hours a day, 7 days a week unless otherwise indicated by management.
You are responsible for providing your own paper for printing. You must also be familiar with the software as technical assistance is not always available. Eating and drinking is not permitted in the business center. Please report any problems to the office immediately.
The fitness studio is located in building 2 (9 Dog Lane) on the 1st floor. You will need your apartment key fob to enter and will have access 24 hours a day, 7 days a week unless otherwise indicated by management. No food is allowed in the fitness center. Please limit drinking to water only while in the fitness center. Proper athletic attire is required. Shirts and shoes must be worn at all times. Please report maintenance problems to community personnel immediately. Do not repair equipment yourself. Use equipment in the manner in which it was intended. Use of the fitness center is at your own risk. Anyone beginning an exercise program should consult a physician first.
You will not receive a bill or invoice for any rent or fee amount due. We do not provide payment slips, payment reminders, etc. It is your responsibility to make the payments by the assigned date on your lease agreement. You may pay online, deliver the payments to the office, or mail the payments.
Payments are due on the first day of the month. You may pay the rent at the office or take advantage of one of our online options, if offered.
You may pay your rent online by credit card or eCheck. You may pay your rent by check, money order, or cashier’s check.
eCheck payments will be deducted from a checking account. There are two options for eCheck: the first option is to make a one-time payment at an amount specified by you; the second option is to set up recurrent monthly payments (ACH Payments) that are automatically processed on the first business day of each month. There will be a fee associated with each transaction.
Credit card payments may be made on a one-time basis or set up recurrent monthly payments. This service may include a convenience fee for each transaction.
If your rent payment is received after the 10th of the month, you will be charged a $100 late fee, as stated in the lease agreement. A returned check fee, plus applicable late charges will be assessed on all checks returned by a bank for any reason. Returned checks must be redeemed by money order or cashier’s check within 48 hours of notification. Late charges will be charged from the first late day. After two returned checks, we will no longer accept checks for your rent payment or any other charges owed.
It is your responsibility to ensure that all rent payments and other charges are paid on a timely basis. All monies received from you will first be applied to any outstanding debts such as delinquent rent, late fees, NSFs, utilities, charges for damage repair, etc. Any remaining monies will then be applied to the current month’s rent. If any amounts are deducted to cover a balance, your current month’s rent will not be considered paid in full and late fees will be assessed.
Payments may be made after hours by dropping off your check, money order or cashier’s check in the night drop at the leasing office. Be sure to include your name and unit number on the check, money order or cashier’s check to ensure timely processing. If late charges are applicable, they will be assessed to your account and/or the payment returned. We have the right to refuse any payment that does not pay your balance in full.
Periodically, surveys are distributed to the residents in an effort to solicit feedback about your experience. Surveys provide you with an opportunity to assist us in providing the best experience possible.
Grills are not allowed on the rooftop terraces or in any apartment or common area, per the Fire Marshal. Any resident grills found will be confiscated immediately and the resident may be billed for damages and/or a lease infraction.
The community provides common grills, one located on the North Terrace and the other on the South Terrace. Both terraces are located on the second floor of Building 3 (1 Royce Circle). You must keep them clean, clean up after yourself and you may not move the grill from its location. Please use the provided extension cord to plug the electric grills into the appropriate outlets. You are not permitted to use the outlets outside the sliding glass doors, as those belong to the residents who live in those units. The Fire Marshal has allowed the community to provide electric grills only. Please note: they take a while to heat up and cook food, plan accordingly.
Do NOT prop open the lobby/stairwell doors at any time. Lobby/stairwell doors are monitored by video and the locking system monitors when doors are propped. Propped doors attract unwanted guests and pests so please make sure the door closes behind you. Thank you for helping keep our community safe!
The leasing office has luggage carts/hand-trucks/pushcarts available to you for use during business hours only. You will need to leave a photo ID with a staff member in the leasing office while you are using the cart. You will be responsible for any damages to the cart while you have it. There are also large luggage carts available in the mail rooms of each building. Please be sure to return it when you're finished using it so the next resident may use it.
The roof top patio is the place to go for great amenities. Most of the events and activities hosted by the community take place on the roof top patios, in the conference room, business center and office. All rules governing common area amenities will be enforced by management and are subject to periodic review and revision. The facilities available at the community are for the exclusive use of community residents. A resident must accompany all guests at all times. The roof top patios open at 9am and close at 9pm. Once the roof top patios have been closed, you are not allowed on the roof top unless the community is hosting an event. The patios are monitored using security cameras. You are not allowed to move the furniture from its location. Any damaged furniture will be charged to you accordingly. The maintenance and care of these facilities is every resident's responsibility, therefore, abuses may result in facilities closing. Please report all repair needs or problems to the leasing office.
Grills are provided on the patios. See "Grills" section for additional info.
The yoga studio is located in building 3 (1 Royce Circle) on the 2nd floor. It is open for scheduled yoga classes. No food is allowed in the yoga studio. Please limit drinking to water only while in the yoga studio. Proper athletic attire is required. Please report maintenance problems to community personnel immediately. Use of the yoga studio is at your own risk. Anyone beginning an exercise program should consult a physician first.
In order to comply with local fire codes (which are created ultimately for your own protection and safety), certain policies apply toward the condition of your unit. In addition, decorating guidelines have been established in order to prevent damage to the units.
The following must also be adhered to:
There is a plastic access panel in your apartment that is marked with a colored circle sticker. It is located in different areas in different apartments. DO NOT block this panel.
Residents are responsible for the condition of their apartment. Any repairs needed within units must be performed by authorized maintenance personnel. Residents will be charged for the repair of any damages upon vacating the apartment.
In order to reduce maintenance problems with dishwashers, the following guidelines should be used: scrub dishes first, especially if it will be a few days before you run the load. Prior to turning on the dishwasher, briefly turn on the garbage disposal to clear the drain. Be sure the product is advertised as an automatic dishwasher detergent, not one for hand-washing dishes. Once a month, pour a cup of distilled vinegar in the dishwasher and run it empty two times.
Each apartment is equipped with a food waste disposal in the kitchen sink. Please use common sense when operating this appliance. Care and Operating Instructions: do not insert hand into disposal. Turn on cold water full flow (water should remain on during complete disposal operation and for a sufficient time after grinding is completed to ensure all waste is flushed away). Turn the switch to the “On” position to start disposal. Feed the food waste into the disposal while it is running; do not dispose of huge quantities at once! Do not turn off the motor or water until grinding is complete. Do NOT put the following down the disposal as they will damage or clog it: shrimp skin, onion skin, rice, glass, silverware or hard objects. To keep your disposal blades sharp, occasionally put ice cubes down the disposal and turn it on. You may also put some lemon wedges down the disposal for a fresh scent. Please note that there will be a $25 maintenance fee for a disposal clog if objects are found in the disposal that are not meant for the drain.
All garbage must be properly bagged and placed directly into the containers provided in the trash rooms located on each floor of every building. The containers are provided for your convenience, however, do not place trash on the ground if the closest container is full. Take your trash to an empty container or wait until there is space in the given containers. Storing garbage in units, breezeways, or stairwell is not permitted. Failure to comply with this policy will result in a $50 charge per item if we must remove any discarded items or personal property at any time. The containers provided are for household trash only. No furniture, boxes, bedding, or construction debris is permitted to be disposed of in containers. The leasing office is not responsible for hauling away items such as discarded furniture. You should make proper arrangements to dispose of such things in advance. The community offers dumpsters during move in and move out for any bulky items. You will receive an email with information on where the dumpsters will be located.
Efficiency of your heater is dependent upon complete air circulation. It is important to keep all vents in every room open. In addition, please ensure that return air vents are left unobstructed. Be sure to occasionally dust the return air vent. Maintenance will be changing the filter on a regular basis, there is no need to do it yourself.
The thermostat in your apartment home controls your heat and air conditioning. In an effort to be energy conscious and keep your apartment comfortable through the cooler months, please use the following tips: turn your heat down to 65 degrees when you will be away from home for an extended period of time-NEVER turn your heat off, if your apartment is too warm, do not open your windows to cool your home-simple turn down the temperature setting on your thermostat. Set the thermostat in the "Auto" position at a temperature that is comfortable to you.
Located in each apartment is a gas furnace closet. You may NOT block the door to this closet at any time. The door to this closet must remain closed at all times. You are not allowed to store personal items in this closet per local and state fire ordinances and also due to the risk of damaging the equipment that powers your central air system.
There is a red "Gas Burner Emergency Switch" located in your apartment. This should remain in the ON position at all times unless directed otherwise.
It is the responsibility of residents to replace all standard light bulbs. Please submit a maintenance request if any florescent light bulbs need to be replaced in your apartment.
All maintenance concerns in your apartment or elsewhere on the community should be reported to the office during regular business hours or submitted using our on-line maintenance request form which can be found on our website. Please provide us with all the information pertaining to your maintenance request in order for us to most efficiently respond to your issue.
For emergency maintenance issues, our maintenance staff is on call. After regular business hours you should contact the community’s answering service by dialing the office number 860.756.0330 and following the prompts. Please use good judgment when deciding to contact staff after hours. Examples of maintenance emergencies include: flood, broken window in a first-floor apartment, front door lock malfunction, fire, any situation that may result in damages to the property, no heat outside when temperature is below 45 degrees, no air conditioning when the outside temperature is above 80 degrees, no water/ hot water, toilet not functioning when there is only one in the apartment, sewer backup, no electricity, refrigerator not working, broken pipes or flowing water in the apartment.
If there is a water leak or your toilet is overflowing, there are water shut offs behind the toilet and under the sink in the vanity. Turn the lever clockwise 1/4 of the way to shut the water off.
Upon submission of the request, the maintenance staff will undertake corrective measures as quickly as possible. You will be notified when the work has been completed or if more time is needed to correct the situation.
The smoke detectors in your units are very sensitive. When taking a shower, close the bathroom door to ensure the steam does not affect the detector. When cooking, be sure to use the fan above the stove. If your detector makes a chirping sound, it means the battery is low. Complete a work order as soon as possible to have the battery replaced. Any time a smoke detector sounds an alarm, you should respond to it as an emergency and proceed in a safe manner. Never disconnect the smoke detectors. Sometimes you may experience a “false alarm.” The smoke detectors may be set off by dust, an insect or just may need routine cleaning. Opening the front door and windows (to allow fresh air into the apartment) may stop the false alarm. Tampering with firing safety equipment is a violation of state and federal laws and will result in fines, eviction, and possible arrest.
Our maintenance team, along with the fire marshal, inspects the smoke and carbon monoxide detectors on a regular basis. The smoke detector is hard wired but should there be a power failure, it has battery back up. If you feel your smoke detector isn't working properly, please call the management office immediately.
Do not flush paper towels; they do not degrade. Never flush feminine hygiene products, regardless what the packaging states. If your toilet does overflow or clog up, turn off the water supply immediately. Residents are required to plunge their own toilet prior to calling in maintenance. Please note that a maintenance fee of $25 per occurrence for a toilet clog will be assessed. Residents will be responsible for any toilet damages/overflows that are the result of improperly disposed articles. Do NOT use chemicals to unclog drains, toilets, sinks, tubs, etc.
We respect your right to privacy. Without prior written consent, no one is given access to your unit. However, our staff may enter your unit as follows:
Except in cases of emergency and as required by law, we will provide you with reasonable written notice of our intent to enter and entry will be during normal business hours. You may be present; however, entry is not conditioned upon your presence. In case of emergency, we may enter the unit at any time without prior notice. In such situations, you do not have the right to refuse to open a door and you must allow access.
You and your roommates will be responsible for establishing service with the utility companies that are not included with your rent. You will be billed and must pay those utilities directly to the utility companies. You and your roommates are jointly liable for the payment of utilities not provided by us. You are required to place the utilities in your name within one business day of moving in or you will be in default in accordance with the terms of the lease agreement. The utilities must remain on, and in your name, until the end of the lease agreement. You will be responsible for penalties, processing fees and damages resulting from utilities being turned off prior to the end of the lease agreement.
Whenever you save energy, you not only save money, you also reduce the demand for such fossil fuels as coal, oil, and natural gas. Less burning of fossil fuels also means lower emissions of carbon dioxide (CO2), the primary contributor to global warming, and other pollutants. You do not have to do without to achieve these savings.
The average American produces about 40,000 pounds of CO2 emissions per year. Together, we use nearly a million dollars worth of energy every minute, night and day, every day of the year. By exercising even a few of the following steps, you can cut your annual emissions by thousands of pounds and your energy bills by a significant amount. These steps include:
Your electricity is not included in your rent so we hope these tips will help you save money and be more energy conscious.
The utility closets housing water heaters and HVAC equipment are not to be used for storage. You may not block the door at any time.
Your apartment is equipped with a washer and dryer. All appliances should only be used in the manner for which they were intended. No dying of fabric or other materials is ever permitted. In the event you should need instruction on how to use the machines, please submit a maintenance request. Avoid overloading the washing machine as this could cause major problems such as water overflow or leaks. Oversized items such as rugs, comforters, etc. can overload the machine. If you have oversized items, please use a laundromat. Please use proper laundry detergent for high efficiency machines and follow the directions on the product. Avoid overloading the dryer as this could cause fire or ventilation issues. Clean the trap after each use.
If your bathroom vanity has a double sink, you must be careful when opening the medicine cabinet. If you open it too far, the glass door will hit the faucet and break.
In some apartments, you must be cautious when opening the kitchen cabinets that are near the pendant lights. If you do not use caution, the cabinet door may swing open and hit the light fixture, causing it to break and you will be responsible for damages.
In some apartments, the kitchen faucet lever will not go straight back to the hot position without hitting the granite breakfast bar counter top. Pull the lever out to the right all the way to turn the water on then push the lever back to the hot position. The lever will then fit under the granite. Please be cautious of this so you do not chip your granite. Any repairs will be at your expense.
Clean up spills and burns on the bottom of your oven. Use a good oven cleaner at least every few months. Be sure to follow instructions on the can. Never use a sharp instrument to scrape grease from or clean the oven.
Clean the top of the range after each use to eliminate grease buildup and prevent acid from foods from damaging the finish. Do not use oven cleaner on burners or top of range, use glass cleaner. Be careful not to bang items such as pots and pans on the edges of the range because it is glass and will shatter.
Clean the vent filter over the range every month in hot, soapy water. Clean the range hood using soapy water or a glass cleaner. If your stove top is damaged beyond normal wear and tear (according to community standards), you will be charged for replacement.
Keep at the recommended setting, generally on "3." There is an ice maker in the freezer. Do not jam items up against the ice maker. The ice maker "arm" needs to be able to move up and down freely or it will damage the motor.
It is important that the window screens and blinds remain in good functional condition. They are not to be removed, tampered with, and/or detached in any manner. Some windows only open a certain distance for your safety. Do not think your window is broken because it does not open all the way. Some windows are equipped with window cranks. The crank must first be lifted up and then cranked open. If you do not lift up the crank first, it will hit the window sill and may damage it at your expense.
The community has a strong commitment to safety; to make it work, you must also have this commitment. We have adopted instructions and procedures to follow in emergency situations; please be aware of these and understand their importance.
We work closely with local police and fire departments and are constantly evaluated to ensure that we continue to provide the safest living environment possible. Please respect these regulations as you would any others. If you do not understand any of these regulations and suggestions, please ask a staff member for clarification. Please think safety at all times.
The community maintains live-in staff members, Community Assistants (CAs), to walk the community each night in order to deter any potential problems. They will also assist with after-hours lockout. These professionals are equipped with walkie-talkies and/or cellular phones for communication with the community’s personnel.
Residents should maintain an emergency supply kit in his/her unit consisting of a three-day supply of water, non-perishable food, closed toe shoes, a flashlight and fresh batteries, a battery operated radio, gloves and any medication that might be required by the resident. At the sign of an earthquake, residents should immediately seek cover and when safe, should evacuate the building.
Fire warning devices and safety equipment are to be used only in case of emergency. The sounding of a fire alarm should be taken seriously and residents should proceed according to the instruction posted in and about the community. The intentional sounding of an alarm outside of an emergency situation will be considered a criminal offense and the person or persons responsible will be treated accordingly.
Multiple outlet “octopus” plugs are not permitted. Surge protector power strips with circuit breakers are permitted. All extension cords must be of the grounded, three-prong type and be UL approved. Live holiday decorations such as trees/wreaths are prohibited. Hot plates, candles, incense, space heaters, cooking grills, lighter fluid, and other combustibles are prohibited due to the increased risk of fire hazard. For more information, please refer to the rules and regulations portion of your lease/license agreement.
If there is a fire or the alarm sounds, feel your door with the back of your hand before exiting. If it is cool, exit the unit, close the door, and proceed to evacuate the building. If the door is hot, don’t open it; fill any cracks with wet towels, signal from your unit by hanging a sheet out your window and wait to be rescued by the fire department. Remember: upon leaving your unit, close your door. If smoke is present in the breezeways, lie down and crawl to safety; fresh air will be near the floor.
After you have exited, please be sure to move away from the building in order to avoid falling debris and to give the fire department personnel room to operate. Notify a member of the community staff upon exiting the building. The fire department will give an “all clear” when it is safe to re-enter the building. Finally, for safety sake, always let your roommate know where you are, a practice commonly known as the buddy system.
In the event of fire, residents should proceed away from the community and meet on the Town Square, which is off Dog Lane/Storrs Road and directly in front of 1 Royce Circle (Building 3). You are required by law to evacuate the buildings when the alarm sounds. Failure to do so is not only dangerous and illegal, but it also may result in criminal prosecution and the initiation of eviction proceedings. Persons involved in tampering with smoke detectors, extinguishers, sprinklers, or any of the protective casings around the fire safety equipment will be subject to criminal prosecution. Upon your exit, please report any information that you know to the CA (e.g., the location of the fire) on duty.
A hurricane watch is issued when a storm threatens to hit the area within 24-36 hours. A hurricane warning is issued when a storm is expected to hit a specific area within 24 hours. In the situation that a hurricane warning is in effect, you should follow these steps:
Know the difference between a tornado watch and a tornado warning. A tornado watch simply means that conditions are favorable for the formation of a tornado. A tornado warning is issued when a tornado has actually been sighted or is indicated on radar.
In the situation that a tornado warning is in effect, you should open your unit windows approximately ½ inch. Doing this will relieve internal pressure and lessen the possibility of injury should a tornado strike. Go to your bathroom. The safest place for you to stay during the tornado warning is in your bathroom. We suggest you take a portable, battery operated radio with you to keep you updated on the current status of the tornado. Once the tornado warning has been lifted, the immediate danger is over and you may resume normal activity.
Winter storms in Connecticut can be particularly severe, you should begin making plans in late fall for the coming winter. We recommend having the following items on hand before the storm season arrives: battery operated radio and spare batteries, fully charged cellular phone, flashlights with spare batteries, snow and ice removal equipment, and a fully stocked first aid kit.
Personal safety measures are just as important to your well-being as those previously mentioned. Crimes, injuries, and personal assaults all occur outside of our control, but there are steps that may be taken to decrease your likelihood of being a victim.
Your apartment has an electronic lock and therefore it cannot be opened without a key. Do NOT deadbolt your door when you leave your apartment, even if it is just for a minute. Let the door close all the way behind you so that it locks.
Please be aware that The Oaks on the Square takes many precautions to maintain the safest living environment possible, but we are not liable for any losses or damages that may occur to your personal property.
The community takes many precautionary measures in attempting to aid the well-being of our residents. These include: strongly urging you to keep your apartment at all times and having an extensive preventive maintenance program designed to detect and cure any problem areas throughout the physical facility. We strongly recommend that you obtain personal property insurance for all of your valuables.
Thank you for taking time to read the community’s resident handbook. Please remember that you are an important part of our community and we hope you invest time and interest in keeping our community a great place to live!
You agree that we do not promise, warrant or guarantee the safety and security of you, your guests or your personal property against the criminal actions of other residents or third parties. Furthermore, we shall not be liable for any damage or injury to you, your guests or your personal property or to any person entering the Apartment or the Community, for injury to person or property arising from theft, vandalism or casualty occurring in the Apartment or the Community. You agree to indemnify and hold us harmless from all claims, costs, and expenses arising from injury to person or property to you or any of your guests regardless of the cause, unless the injury is due to our negligent or intentional conduct.
You have the responsibility to protect yourself and to maintain appropriate insurance to protect you and your belongings. It is a fact that no security system, including video cameras, controlled access gates, courtesy patrol services or electronic intrusion safety devices, can guarantee protection against crime. We do not monitor any security video cameras or other photographic surveillance that may be installed at the community. As to any and all security measures taken at the community, you may not rely for your personal safety upon any measures we may take to secure the building/s. Even elaborate security systems are subject to mechanical malfunctions, tampering, human error or personnel absenteeism, and can be defeated or avoided by clever criminals. Further, repairs to such devices cannot always be completed immediately. Therefore, you should always proceed on the assumption no security systems exist.
You acknowledge that you have read, understood and agree with the above notice. You have received no representations or warranties, either expressed or implied, as to the overall safety of the Apartment and Community and/or any security system at the Community. We have not in any way stated or implied to you that the security of person or property is provided, promised or guaranteed or that the Community was or will be free from crime.
For the purpose of this paragraph, Owner shall include EdR, its officers, agents and employees.
You are required to provide proof of general liability insurance to cover damages you are liable for under this Lease or otherwise to us. YOU WILL BE IN BREACH OF THIS LEASE AND NOT PERMITTED TO MOVE IN UNTIL YOU PROVIDE PROOF OF GENERAL LIABILITY INSURANCE. In addition, we recommend that you obtain property insurance to cover your property. Any property you keep or store at the Community is at your own risk. Each resident MUST show us proof of coverage with a minimum of $100,000 of liability coverage. EdR has partnered with Multifamily Insurance Partners to offer our residents insurance
Aiding and abetting means you personally are responsible if something is happening in your apartment that you know of, are present for, or assist in. This also applies anywhere on campus if you are present during a policy violation. You are equally as responsible for the violation if you fail to report the violation. One example of this may be a person living in your apartment that is not listed on the lease agreement. All roommates would be held responsible for this policy violation because they are aware of the violation and did nothing about it. Alcohol, drugs and parties that carry heavy penalties may have a great effect on roommates. If you know that a roommate has or uses drugs in your apartment, you may also be held responsible for those drug violations.
To avoid being in violation for aiding and abetting, you need to immediately report violations. Leave the apartment if needed and call the leasing office to make a staff member aware of the situation. If staff responds to a violation and you are in the apartment while it is occurring, your name and situation will be documented. This documentation will be used for a conduct meeting (see section on when policies are broken).
The decision to drink and how much is a personal one. Alcohol-related conduct which infringes upon the rights of others is not acceptable under any circumstance. The possession and/or consumption of alcoholic beverages in the apartments must comply with local, state, and federal laws and regulations. Alcohol is not permitted in common areas (e.g., rooftop patios, stairwell, hallways, parking lots, and community rooms). The possession of kegs, beer bongs, party balls, etc. is prohibited at any location on the premises.
No drugs, narcotics, controlled substances or drug paraphernalia may be possessed, used, sold or distributed at the community. Persons who violate this policy will be subject to disciplinary action and arrest, including immediate eviction. Possession of a medical marijuana card does not override the lease/license agreement provision prohibiting the use of marijuana on the premises.
The use and abuse of alcohol and illicit drugs impairs both and puts your health at risk. The sale, manufacture, distribution, possession or use of any controlled substance as defined in the Connecticut Health and Safety Code is illegal. Such laws are strictly enforced by the Mansfield Resident Troopers. Violators are subject to criminal prosecution. University students and employees are also subject to disciplinary action.
The illegal consumption, sale, or furnishing of alcoholic beverages on campus is restricted. The abuse of alcohol and illicit drugs is proscribed by federal, state, local and university regulations. All state laws regulating alcoholic beverages will be enforced, including the use of alcohol by minors. If you are under the age of 21, you may not possess or consume alcohol.
Common sources of alcohol (such as large volume containers, kegs, or party balls) are prohibited in all university housing and public areas. Providing alcohol to anyone under the legal drinking age is illegal and the university will hold residents responsible for their actions as well as the actions of those to whom you provided alcohol.
It is explicitly illegal to use, possess, manufacture, or sell drugs or other controlled substances in both public and private spaces. Residents using, possessing, or selling drugs will be subject to disciplinary and/or criminal actions, including immediate eviction. Substance abuse prevention and assistance programs are available for residents. Residents should contact the University of Connecticut for information about programs. Possession of a medical marijuana card does not override the license provision prohibiting the use of marijuana on the premises.
The threat of physical abuse of any community member or guest is forbidden. Threats of any kind, racial or sexual harassment, malicious pranks, or abusive name-calling, is not permitted.
Ball playing (including but not limited to baseball, football or soccer), skateboarding, inline skates, bicycle riding or use of any equipment with wheels are prohibited in the buildings/apartments. These activities have the potential to create excessive noise, cause damage, and may inflict physical injury.
BBQs and contained fires are NOT allowed. Gas or charcoal grills are not allowed on any patios under any circumstances. You may only use the electric grills management has provided in Building 3 on the North and South Terraces. The possession of any type of firework is not allowed on the property. This is pursuant to local and fire ordinances and violation of these ordinances will be subject to fines and/or penalties.
Bicycles/Scooters should be stored in designated or approved areas. There are bike racks located throughout the property grounds: behind 9 Dog Lane, in the Storrs Center garage, around the Town Square, and beginning Fall 2015 there will be bike racks along Wilbur Cross Way. We advise residents to provide their own vandal-proof bike lock and to always lock your frame and wheels to the racks. The Oaks on the Square is not responsible for lost or damaged bicycles/scooters. Following uniform fire code, bikes/scooters should be stored only in areas provided and not inside the building. Any bicycles/scooters parked and/or locked in any hallways, stairwell, apartments, or community building, may be removed upon sight and impounded. Bikes/scooters must be registered with the leasing office. There is no fee to register your bike/scooter; you will be provided with a sticker that must be displayed on your bike at all times. Scooters must be in good repair at all times. Any scooters leaking fluids will be removed promptly.
Subleasing is strictly prohibited
If a resident wishes to move to another apartment or add/remove an individual(s) to/from the lease, they must contact the leasing office who will assist them in completing the appropriate paperwork. All apartment changes must be approved in advance and a $200 transfer fee will be collected for any lease reassignments. Residents must also be in good standing with The Oaks, and have no balance on their resident account at the time of completing paperwork with the office, as well as at the time of reassignment.
There is a strict no lease break policy. If the original lease holder needs to get out of their lease, he/she must find a prospect and pay a $200 reassignment fee. Prospects must meet the same qualifications as the original lease holder. If the prospect meets the qualifications, the leasing office must collect an application fee, service fee and security deposit (if applicable) from the prospect, a lease termination form from the original lease holder, and a new lease with the appropriate terms from the prospect before the original lease holder is released.
If you are moving from one apartment to another at the start of a new lease term, you are responsible for contacting the leasing office to request an overlap during the renewal period in the fall. If an overlap can be accommodated, the leasing office will contact you with you a specific lease overlap date. You will be responsible for paying daily rent in your current apartment through that day, as well as rent in your new apartment starting the same day. Please keep in mind, if you split your rent with roommates and they move out at the end of the lease term (7/31), you are responsible for the entire unit's monthly prorated rent until you move into your new apartment.
If a resident is making any changes to their renewal lease, all requests must be made through the office and all paperwork must be completed no later than June 15th.
A Check-In/Check-Out Inventory & Condition Form will be provided by community staff on your move-in day. Please take time to read the comments concerning your unit. Please return this form to a staff member within 48 hours of move-in and notify them if you find additional issues or have a concern. Please make sure this form is an accurate listing of your apartment, as it will protect you from being charged for any damages which may have occurred before you moved into your apartment.
Prior to check-out at the end of the year, a letter will be sent to you notifying you of all the steps involved in checking out, including: having your apartment inspected, turning in your keys, and completing a Notice to Vacate form, which will include your forwarding address.
If you wish to renew your lease or vacate your apartment, you must do so by the renewal deadline. The renewal deadline will be announced via email, word-of-mouth, etc.
You are responsible for the rent for the full rental period, ending the last day of your lease, even if you choose to move out early.
Be sure your apartment is “white glove” clean when you move out. This includes cleaning of appliances. Otherwise you will be charged for each hour management needs to clean. You will also be charged for the following items: removal of trash, damage resulting from resident negligence, furnishing or fixtures damaged or missing from the apartment.
Contact Eversource at 1-800-286-2000 to have your electric bill transferred to The Oaks on the Square as of August 1st. If you transfer the electric before your lease ends, you will be billed or the fees may be taken out of your security deposit and you will be in violation of your lease.
Upon move out, your apartment will be inspected. After the deduction for damages and any outstanding balances due, the remainder of your security deposit will be forwarded to you. To enable us to return your deposit, a forwarding address must be given in writing to management. Deposit moneys will be refunded within 30 days of the day your lease ends. Checks will be made out to the person(s) whose names are on the lease at the time the apartment is vacated.
The resident agrees to not use his/her apartment for commercial purposes, nor will the resident participate in or encourage door-to-door solicitation in the community. The Internet connection provided as part of the lease agreement may not be used for any commercial or profit-making enterprise.
Belongings may not be stored in hallways, breezeways, or stairwells, or in such a way that common or public areas become unsightly, or so the entry/exit to the apartment is blocked. Residents are responsible for keeping common areas clean and picked up. Residents are strongly encouraged to work together to maintain a clean community living area. Concerns with neighbors should be addressed directly.
By signing your lease agreement, you agree to follow the policies in the lease agreement and this resident handbook. Any violation of the lease agreement or resident handbook policies will be handled through the conduct process. All members of the community have an obligation to uphold community standards, including your university’s student code of conduct, if applicable.
As in all living situations, we have a set of policies and guidelines for the community which must be adhered to. It is very important that you familiarize yourself with all rules and regulations and the material contained in this handbook and in your lease agreement. Since every resident will have received these rules, this is considered your “first warning.” Part of a CA's job involves making sure that the rules of the community are followed.
The community operates in an adult atmosphere, thus most residents will never find themselves involved with disciplinary action. The largest part of individuals who require disciplinary action simply need a verbal clarification or warning. For those persons whose behavior is such that it requires more attention, any or all of the following may occur: a private meeting with a staff member, a written warning (with copies to your file and guarantors of the lease agreement), restriction from areas or events, relocation within the community complex, referral to the manager and/or University official, contract probation, eviction, and/or criminal prosecution.
Residents are responsible for the condition of apartment, as well as appliances and will be billed for all repairs and/or replacement costs. Any and all repairs needed within apartments and other areas must be performed by authorized maintenance personnel. Residents will be charged for the repair of any damages for which they or their guests are responsible.
Residents are expected to act in a manner that will not disturb or infringe upon the privacy rights, health or safety of other persons. Understand that any activity that has a negative impact on the resident's roommate(s) or neighbor(s) will not be tolerated.
If an elevator malfunctions, press the alarm button and stay inside until help arrives. Do not attempt to pry open doors or climb out. Residents will be charged the cost to retrieve items dropped down shafts or repairs due to resident negligence or damage.
The burning of any materials, including incense, is prohibited. Residents shall not possess any explosive, fireworks, ammunition, gasoline, or other highly flammable material. Violation of this policy may result in criminal prosecution. See also Weapons Policy.
Each resident is required to follow all directives of community staff and act in an appropriate and civil manner. Failure to accurately identify oneself to staff or comply with staff requests and directives will result in disciplinary action.
If you are a student, please note that the financial aid office does not automatically disperse financial aid checks to the community. It is your responsibility, as the recipient, to use your financial aid to cover your educational and/or housing costs in a timely manner. If you have questions about your financial aid, please call the financial aid office.
Gambling is prohibited on the community, including all apartments, common areas and grounds.
We encourage you to invite guests to your apartment, but please keep in mind that your guests must abide by the community’s rules and regulations. You are directly responsible for communicating these policies to your guests. As the hosts, you are held accountable and responsible for the conduct of your guests at all times. Guests not complying with community policies will be asked to leave. Guests should in no way become a nuisance to neighbors/ roommate(s). Overnight guests are allowed. Overnight guests are defined as any person not on the lease agreement staying in the residence for more than six (6) hours in a day. Guests, which include other residents of the Community, may stay overnight in your Apartment for a total of 5 nights per month, but only 3 consecutive nights each month, and in no event more than 30 days during the Lease Terms (August 1st – July 31st). Allowing guests to live in your apartment past 30 days may result in the immediate cancellation of your lease agreement.
There are certain times of the year when a particular guest policy is in effect that will restrict the number of visitors allowed in your apartment. The leasing office will inform residents of when this policy will take effect and supply detailed information. You must follow the guidelines that are given to you by the leasing office.
Apartments must be kept clean and sanitary at all times, including proper disposal of empty food and beverage containers. Residents are prohibited from activities that violate any health code. Residents may not violate these regulations or interfere with the safe and clean environment of others.
Apartment inspections will occur for preventative maintenance and condition assessment. Residents will be notified in writing and in advance of these inspections. In the event that a resident has previously violated lease agreement policies regarding proper cleanliness, guest privileges or the pet policy, this document serves as notice for management to re-inspect the apartment as necessary to ensure there are no further violations. Management reserves the right to enter your apartment in the event of an emergency.
Each resident is issued an individual apartment access device (key fob). One mail key per resident will be issued. Residents may not duplicate, distribute or loan apartment or mailbox keys. Please note that duplicate keys cannot be given out to residents, guests, or guarantors due to security reasons. Improper handling of keys will result in replacement costs, paid by the resident. Residents shall not alter, replace, or add locks, bolts, or any other attachments, such as knockers and chains, upon any door. Upon completion or termination of the lease agreement, all keys must be returned to Management. Failure to return keys will result in replacement costs, paid by the resident.
In the event that you are locked out of your apartment during regular business hours, please go to the leasing office. A staff member will assist you, free of charge, upon presentation of your ID.
Lockout policy is in effect: If you are locked out of your apartment after hours, you must call the leasing office at 860.756.0330 and follow the prompts for after-hours lockout to reach a CA. You will be asked to leave a message. Please include your name, apartment number and a phone number you can be reached at. An on-call member of our staff will call you back and assist you. You will need to provide the staff member with a photo ID so he/she can verify you are a lease holder. You will be responsible for paying an after-hours lockout fee of $75, which will be due the following business day. Key replacement costs are $25 per key.
If you are locked out of your bedroom after hours, the on-call staff is NOT responsible for letting you in. You will have to call a locksmith. You are responsible for paying for a locksmith, paying for a duplicate key and please note that you will be responsible for any damages to the property caused by forced entry.
Threats, harassment and any other mistreatment of community staff are grounds for disciplinary action, which may include cancellation of the lease agreement and criminal prosecution.
Within a community environment, it is impossible to allow residents to have instruments or drums on the premises. Remember, your neighbors need to be able to sleep, study, and relax without the excessive noise these instruments create.
You have the right to expect that you will be able to sleep and enjoy day-to-day living without undue disturbance from noise. Keeping the volume on your stereo, computer and TV at a level that may only be heard in your apartment and lowering your voice when you are talking in the stairwells or hallways are two things you can do to maintain a quiet environment. Residents shall not make or permit any disturbing noises, including screaming or loud arguing, which in the sole discretion of the owner or his/her representative unreasonably interferes with the rights, comforts, and conveniences of other residents. The volume of noise that constitutes a violation of this rule shall be left to the sole discretion of the owner or his/her representative.
Residents are encouraged to speak with fellow residents about noise issues. If you do not get the desired results, take the concern to the management office. The community is committed to your well-being. We ask that all residents keep noise levels at a minimum 24 hours a day.
Any violation of the noise rules and other resident's rights of quiet enjoyment, including repeated minor violations of these rules, is a direct violation of the lease and can result in fines and/or eviction.
Should The Oaks incur any fines for violations related to, but not limited to, Ordinances to Prevent Neighborhood Nuisances, the expense shall be charged to the violating tenant(s) to reimburse The Oaks for fines paid.
If the community receives a returned check on your behalf, there will be a NSF/returned check fee of $30 charged to your account. After two returned checks, we no longer accept checks on your behalf. All future payments would have to be made by money order or cashier’s check. Additional fees may apply.
As a resident of The Oaks on the Square, if you are bringing a vehicle, is it mandatory that you register your vehicle with the leasing office. As of August 1, 2016 parking will be available for $62 per month in the Storrs Center Parking Lot or the Storrs Center Garage, or $75 per month for the private lot. If you would like to add parking to your lease, you will need to fill out a parking addendum, which you can obtain from the leasing office. Once parking has been added to your lease, it cannot be removed until the lease expires. Please note that parking is set up on a first come, first served basis.
You are not allowed to park your vehicle in any spots in the surrounding area other than the spots specifically reserved for residents.
If you park in one of the open lots and there is a snow storm on the way, you will be asked to temporarily move your car until the snow has been cleared from the lot.
The community is not responsible for any damage or loss to your motor vehicle or its contents. Vehicles that are deemed non-operational, unsightly, or without current registration will be towed at owner's expense. Vehicles improperly parked, parked on lawns, in fire lanes, in designated reserved areas, or obstructing a driveway, will be towed. Storage of boats, trailers and/or recreational vehicles is not permitted. Under no circumstances may motorcycles/scooters be parked in dwellings, on patios or sidewalks. Car washes, oil changes and mechanical work are not permitted on the premises. Don't forget to lock your doors and take your valuables with you, do not leave valuables visible.
The Oaks on the Square is a pet friendly community. Pets will only be accepted with the written permission of the leasing office. In the event a pet is accepted, the resident must adhere to the Pet Policy set forth by management. You may have 1 cat or dog per apartment, under 25 pounds. There is a $350 non refundable pet fee, as well as a fee of $25/month. You must register a dog with the Town of Mansfield and provide appropriate paperwork, including the pet addendum and a photo of your pet to the leasing office.
Pets are not allowed to defecate on common grounds. Should this occur, it is the resident's responsibility to remove and dispose of the defecation properly. Failure to do so will result in a fee. Pets may NOT relieve themselves on any UCONN property located near The Oaks on the Square. There are designated areas for dogs, with complimentary doggie stations, located behind the Storrs Center Parking Lot and the grassy patch behind the Storrs Center garage.
Residents may have an aquarium bound fish (up to 10-gallon capacity). Residents may not feed/shelter stray animals. Residents are obligated to inform management of any pet so appropriate action may be taken to remove and protect the animal. Failure to comply with this policy could result in a fine up to $300.00 and possible eviction from the community. Please note that caged animals are not allowed on the property.
See below for dog licensing information.
Dogs not registered prior to July 1 are considered late, and will be fined $1 per month per dog.
In the State of Connecticut it is the law to license your dog in the Town Clerk's office of the Town in which you reside as soon as the dog has reached the age of 6 months. To avoid any delays or inconvenience to you, and to avoid penalties and/or fines, please visit the Town Clerk’s office before June 30 of the current year, or mail your renewal. Bring along a current rabies certificate and, if the dog is spayed or neutered, a spay or neuter certificate. The cost of the license is $8.00 per dog if neutered or spayed, and $19.00 for an unneutered or unspayed dog. Licenses are renewed in Connecticut in June of each year. If you have not licensed your dog by June 30 of the current year there is a late penalty fee of $1.00 per month, per dog, in addition to the regular fees.
By law all cats must have current Rabies certificates, although they do not have to be licensed. Licenses may be renewed by mail or in person at the Town Clerk's office during business hours.
Instructions for Renewing Dog Licenses by Mail
Update information regarding your dog(s) on the lower portion of the renewal letter on the reverse side. Please include any changes in address or phone number. Attach a separate sheet of paper to license additional dogs, and include requested information.
Enclose the following:
A new rabies certificate, if the expiration date we have in our records has passed
A spaying or neutering certificate unless we already have the dog listed
Detach lower portion of the notice we mailed to you and return, with the check and any necessary certificates. Certificates will be returned to you.
If the dog is deceased or no longer in your possession, please write this on the form and return it to the address on the reverse side.
You give your permission to us to use any photograph or photographic image including video or video stills taken of you while you are in any Common Areas of the Community or at any Community sponsored events. You hereby grant us and any of our affiliates, successors or someone authorized by us, the irrevocable and unrestricted right and permission to copyright, in its own name or otherwise, the unlimited use of your image, without restriction as to changes or alterations, made through any medium, for any legal purpose whatsoever. You also consent to the use of any printed matter in conjunction therewith. You hereby waive any right that you may have to inspect or approve the finished product and the advertising copy or other matter that may be used in connection therewith or the use to which it may be applied. You hereby release, discharge, and agree to hold harmless us and any of our affiliates, successors or someone authorized by us, for all claims and demands arising out of or in connection with the use of the images taken of you, including without limitation any and all claims for libel, false light or invasion of privacy.
Physical, verbal and other abusive behavior and threats of physical abuse toward residents and/or staff are violations of policy and will not be tolerated. Such conduct may be grounds for immediate disciplinary action, removal from the community, and could include criminal prosecution. Examples of prohibited conduct include sexual and racial harassment, threats of violence, sexual assault, fighting, punching, slapping, kicking, scratching and pushing. Practical jokes, pranks or other disruptions are also prohibited in the community.
If a power outage occurs, the property is equipped with generators that will power life-safety equipment including emergency lighting, fire alarms, sprinkler pumps and elevator recalls. Remain calm and notify management. Keep a flashlight with fresh batteries in your apartment. Do not use elevators, if applicable. Turn off all electrical equipment when safe to do so (except fume hoods) to prevent damage when power returns. If you are in an unlighted area, proceed cautiously to an area that has emergency lights.
The use of candles or other flammables is strictly prohibited.
All posted signs and posters must be pre-approved by Management before they may be posted. Posters and signs may only be placed in designated areas. See the leasing office for details.
Smoking is strictly prohibited in all common areas such as hallways, stairwells, elevators, lobbies, trash rooms, rooftop terraces, and community rooms. Smoking is permitted in designated areas only. These designated areas are marked by ashtrays. If you have questions, please contact a staff member. Smoking is also prohibited in outdoor areas within 20 feet of doorways, windows and ground level air intake structures. The resident accepts responsibility for informing visitors or guests of the community’s no-smoking policy. Cigarette butts must be disposed of properly.
Balls, sports equipment and any other similar items may not be used in the interior areas of the community. No object may be thrown or dropped from a window or apartment/common area opening. Window screens must be left intact and must not be removed, loosened, or altered in any manner.
Willful destruction of the community by a resident or guest is a violation of policy and may result in disciplinary action, prosecution and immediate eviction.
Firearms, ammunition, fireworks, explosives, highly flammable materials, weapons, projectile devices, guns or knives, or any other weapon or material or instrument which poses a risk of damage or injury is strictly prohibited and a violation of the law. DEFINITIONS (in all cases include, but are not limited to, the following):
Window screens must be left in place at all times. Residents may not exit an apartment through the windows unless there is a fire. Hangings, partitions, or curtains of any type may not be used in a way that inhibits exit of an apartment and/or common area in the event of an emergency. Unauthorized entry into any portion of the community via window, roofs, ledges, and locked areas is prohibited.
The community provides janitorial service for the community buildings, building common areas, breezeways, and grounds. Residents are responsible for the cleaning and upkeep of their apartment. For your convenience, dumpsters are located throughout the community for trash disposal. Please use another dumpster on the community if the one nearest you is full. It is everyone’s responsibility to keep the community clean and free of trash and cigarette butts. Do not leave trash on the stairwell or in the hallways. If trash is found in inappropriate locations, your account may be charged trash removal fees.
Each apartment is assigned a mailbox. Mailboxes may be shared by multiple residents living in the same apartment. Mail is delivered daily except Sundays and holidays. Notification of USPS packages and special deliveries will be placed in the mailboxes.
Due to the key fob access of our property, delivery services will not be able to bring packages to your door. The community has a 24-hours package access area located in the 1st floor hallway of building 5 (12 Royce Circle) just beyond the office. You will received notification via email and/or text message when you have a package. Residents receiving packages too large for mailboxes should pick them up in the Leasing office. Management will sign for your delivery. We only accept packages for people listed on the lease. These packages may be picked up anytime during office hours; a photo ID is required to pick up packages. We reserve the right to refuse any package that is too large for our office or is considered suspicious or hazardous in any way. We are not responsible for loss or damage of any such property. We do not ship packages from the office. There is a UPS store in the building located in the Price Chopper parking lot.
One of the best parts about living with us is the social atmosphere. From the beginning of the year, we like to emphasize community spirit. The staff does the largest part to facilitate this for residents by sponsoring programs, including ice cream socials, pizza parties, movie nights, and much more. Residents who would like to volunteer to assist with functions should talk the leasing office staff.
All units have a data port in each bedroom. Our internet/cable provider is Elauwit Networks. If you have any problems with your cable or internet, contact Elauwit directly at 855.222.3871, firstname.lastname@example.org, twitter.com/elauwitsupport or text "helpme" to 24587.
There isn't a password for the wireless connection located within the buildings, however you will be prompted to register your device when you log in for the first time.
We do not provide a landline telephone. If you would like to have telephone in your apartment, you will need to contact a VOIP provider for service. You will be responsible for setting up an account with them directly and you will pay for the charges.
Please note: The Oaks is not responsible for any interruptions in internet and cable service.
Learning to live in a community environment requires maturity, an examination of values, and assessing how one’s behavior affects others. The specific rules and regulations that exist at the community are detailed in the rules and regulations section of your lease agreement and this handbook. Take time to review your lease agreement and familiarize yourself with the rules and regulations. You and your guests are responsible for following them. Failure to do so may result in disciplinary action including termination of residency.
The underlying assumption at the community is that residents have the capacity and desire to be self-directing and responsible members of their community. Your apartment is yours to use, but not to abuse. You have the freedom to make it work for you, coupled with the responsibility to keep it working for others.
Living with others requires maturity, patience, open communication, willingness to compromise, and respect for others. No matter how compatible roommates are, there is always the potential for conflict. Culture, cleanliness, sleeping patterns, habits, and hobbies are some examples of things that may be different among roommates. These differences may serve to be positive learning opportunities for people living together, or they may create a negative atmosphere within the apartment that may seem intolerable. You and the attitude that you take in communicating with your roommate will determine whether or not your situation will be positive or negative.
By choosing to live with us you agree to reside in a living and learning community. As members of this community, we all have certain rights as residents. Please recognize that other members of the community have the same rights and that one's rights stop where another's begins. For this reason, it is important to learn and compromise with others in order to maintain an environment in which all are respected and have the opportunity to grow and pursue their goals.
Community standards are established to assist in shaping our community. They protect our rights and assert the responsibilities we have to one another. As a member of our community, you agree to abide by local, state, and federal laws, as well as by these community standards which include the following statement:
I agree not to be or remain present during any violation of the Resident Handbook. My presence may infer that I condone, support or encourage a violation. I understand further that I am responsible for what behavior and activity occurs in my unit. I understand that if I anticipate or observe a violation of the Resident Handbook, I am expected to remove myself from the situation and am strongly encouraged to report the violation. I also understand that if I am aware of a violation and choose either to not report it or lie about it, I am passively participating in the violation and may be subject to conduct proceedings.
We reserve the right to relocate a resident on a temporary or permanent basis in the event of substantive conflict with other members of our community. If a resident is occupying a unit that has vacant bed spaces, it is expected that the room is ready for their arrival at any time. Intentionally interrupting and/or preventing another resident from moving into a unit will result in consequence, which may include relocation to a new unit.
Thank you for taking time to read the Resident Handbook. Please remember that you are an important part of our community and we hope you invest time and interest in making this community a great place to live.
Thank you for viewing the Oaks on the Square Resident Handbook. Please submit the acknowledgement by clicking the "Sign Handbook" link, and completing the online form and submitting your acknowledgement. Submitting the acknowledgment indicates you have read, understand, and agree to abide by all the policies, procedures and rules outlined in the Resident Handbook.