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Move-In Information | September 1, 2023

The start of a new school year is just around the corner, as is the start of your stay in John Orr Tower or An Clachan. Please read carefully through the information below before you arrive for your move-in day.

Table of Contents:

  1. Key Pick Up: Date & Time
  2. Transfers
  3. Rent Payments
  4. Your Lease & Tenant Handbook
  5. Parking
  6. Your Unit: Frequently Asked Questions
    • Unit Preparation
    • Unit Condition Report (UCR)
    • Utilities Kingston
    • Additional Appliance Request Form
    • Internet Service Providers
    • Laundry Rooms
    • Pets
    • Garbage & Recycling
    • Parcels & Packages
    • Non-Smoking Reminder
    • Monthly E-News
  7. Unit Alternations (Paint, wallpaper, bidet, bedroom door locks)
  8. Maintenance Requests
  9. Community Relations and Behavioral Expectations
  10. Move In Map of An Clachan

September 1st Key Pick-up:

Date & Time:

  • Keys are available for pickup between 3:00PM and 5:00PM on September 1st 
  • Keys will not be issued early. We will not make any exceptions.

Location: 

  • Community Housing office: 169 University Ave.
  • In past years the line-up has extended down University Ave. Please be prepared to wait outside, rain or shine!

Arriving after 5:00PM?

  • Keys will be available during regular office hours – 9AM-4PM, Monday to Friday thereafter. 
  • The Office is closed on weekends.
  • Please email community.housing@queensu.ca if you know you will be arriving on September 2nd or later. 

Please note:

  • All the key sets for the unit will be issued to the first tenant who comes into the office. Only one tenant from the unit is required to be present.
  • Photo ID will be required to receive the keys.

Consider Moving In Late:

September 1st is a busy move-in period for most downtown areas of Kingston.

There are a number of apartments with new tenants moving in this September. To avoid long waits and line-ups, where possible you might consider postponing your move-in by a day or two to avoid the move-in day rush. If you will be arriving AFTER September 1, please email us at community.housing@queensu.ca with the subject line “Late Arrival – Unit Number” where Unit Number is your apartment address (eg Late Arrival – 03-106). In the body of your email please be sure to include your full name and planned arrival date.

Directions
For directions to John Orr Tower from our Community Housing Office and the John Orr Tower building layout.

For directions to An Clachan Building 5 from our Community Housing Office and the An Clachan Building Layout

Transfers (Current Tenants)

A small number of transfers are completed each year, most due to unit occupancy limits.

EARLY TRANSFERS: Please refer to your email instructions if you are transferring early in July or August.

Information for those transferring for September 1st are below:

Date & Time:

  • NEW UNIT: Keys are available for pickup between 3:00PM and 4:00PM on Thursday August 31st
  • OLD UNIT: Keys for your old unit are due back at the office by 9:00AM on Friday September 1st

Location: 

Rent Payments

Rent for September is due September 1st.

We recommend signing up for Pre-Authorized Debit (PAD) no later than August 15th (automatically deducts rent on the first of each month). 

If you are not registering for PAD, please send a series of post-dated rent cheques in advance (for the full term of your tenancy) by courier or come into our office no later than 4PM on Friday September 1st to make the payment in person.

Payments received after this time will be considered late. You may be issued an “N4 – Notice to End a Tenancy Early for Nonpayment of Rent” as permitted by the Residential Tenancies Act in regards to late rent.  Most importantly, poor rent payment history will prevent tenants from being able to rent a Queen’s owned property in the future. 

Our office only accepts debit or cash payments. We do not accept credit cards or e-transfers.

Your Lease & Tenant Handbook

Have you read through your Lease and Tenant Handbook yet?  These important documents make up your contract with Community Housing (Landlord). You are obligated to know your responsibilities. You can find your signed copy of your Lease in your email. 

Parking

Queen’s Parking monitors all Community Housing parking lots and tickets are issued by their dept.

John Orr Tower:

  • There is limited parking available for Tenants and parking is not guaranteed year-to-year.  
  • Tenants must register their vehicle with Community Housing to receive a parking hang tag which permits the tenant to park in any of the John Orr Tower parking spaces except those designated as Service Vehicle Parking. There is no guarantee that parking will be available due to the limited spaces.
  • There is no Visitors Parking.
  • At this time, Community Housing is not charging an additional parking fee for these spaces, however, parking fees may be subject to change at a later date. Unregistered vehicles parked in tenant parking areas are subject to municipal tickets and towing at the owner’s risk and expense.

An Clachan:

  • There is limited parking available for Tenants. Tenants must register their vehicle with Community Housing to receive a parking hang tag which permits the tenant to park in any of the An Clachan parking spaces except those designated as Visitor Parking, Reserved Parking or Service Vehicle Parking.
  • At this time, Community Housing is not charging an additional parking fee for these spaces, however, parking fees may be subject to change at a later date. Unregistered vehicles parked in tenant parking areas are subject to municipal tickets and towing at the owner’s risk and expense.
  • We have a limited number of reserved parking spaces with electrical receptacles.  These spaces are reserved 24 hours a day, 7 days a week. There is a non-refundable annual fee for the use of these reserved parking spaces.  If you are interested in a reserved parking space please complete and submit a Request for Reserved Parking Form. Unauthorized use of the reserved parking spaces will result in the unauthorized vehicle being towed at the owner’s risk and expense.
  • Note 1: The parking lot near building 5 is reserved for Maintenance Service Vehicles ONLY.
  • Visitor Parking: Limited visitor parking is available at An Clachan: 6 spaces at the south end across from 17 Van Order Drive – Building #6-12 entrance – corner of Sir John A. and Norman Rogers; and 4 spaces across from 47 Van order Drive – Building #1 and 2 – north of the entrance off MacPherson Avenue.  Any vehicles without permits parking in areas not signed for visitors will be ticketed and/or towed.

Parking Permit Registration

To receive a parking permit for ANY location you will need to bring:

  1. proof of vehicle registration in your own name or a parent with the same last name

  • There is limited parking spaces available for Tenants.
  • Parking privileges apply only to the tenant issued the parking permit hang tag and in the appropriate tenant designated parking area.
  • Parking Permits will not be issued to anyone other than registered tenants/occupants, and to the individual receiving the permit. You cannot have a friend or another tenant pick up a permit on your behalf.
  • There is no visitors parking in the University District. You will need to find street parking through the City.
  • All vehicles registered with Community Housing must display a valid parking permit hang tag in the vehicle window at all times.
  • Where this privilege is granted, it is not transferable to another vehicle, person and/or property group eg., An Clachan, John Orr Tower. Tenant designated parking lots and driveways are monitored weekdays, Monday to Friday from 7 am to 5 pm by Queen’s Parking Services.
  • Unregistered vehicles parked in tenant parking areas are subject to municipal tickets and towing of said vehicle at the owner’s risk and expense.
  • At this time, Community Housing is not charging an additional parking fee to tenants.  Parking fees may be subject to change at a later date.

How to get a Parking Permit from Community Housing: 

  • Parking Permits will be available at the Main Office beginning Thursday September 7th during regular business hours (9AM-4PM).
  • Failure to obtain a Parking Permit by Monday, September 18th will result in Parking Services issuing your vehicle a ticket.
  • Tenants will need to provide Community Housing with proof of original vehicle registration in their own name or a parent with the same last name.
  • Parking privileges apply only to the person issued the tenant parking permit hang tag and in the appropriate tenant designated parking areas for this property group.
  • All vehicles registered with Community Housing and must display a valid parking permit hang tag in the vehicle window at all times.
  • Tenant designated parking lots and driveways are monitored weekdays, Monday to Friday from 7 am to 5 pm by Queen’s Parking Services.

Your Unit | Frequently Asked Questions

Your Unit FAQ

Unit Preparation:
Although every effort is made to provide a clean unit for your move-in, occasionally there may be a problem.
If you have concerns about the cleanliness of the apartment upon your arrival, please mail us at: community.housing@queensu.ca and we will work with you to address the issue.

Unit Condition Report (UCR):
Please be reminded that we require return of the unit condition report within seven days of your tenancy start date.
The deadline to return the UCR would be September 8th.

Instructions for completing the UCR are on the reverse side of the form.

Please read carefully and be sure to document the condition of the unit in detail. Work orders for maintenance can be submitted on-line. Please note, with the high volume of work orders in May and September, staff will prioritize the requests and attend to them as soon as possible.
Please be reminded that alterations (including painting, bedroom door locks, affixing shelves to walls, etc) are prohibited and will be considered damage. Only free standing shelving units are permitted.


Utilities
Utilities (heat, water, electricity) are included for all units at An Clachan and John Orr Tower.

Additional Appliances + Air Conditioning Units
You are required to request permission for extra appliances (i.e. mini-fridge, chest freezer, air conditioner).
Find the Additional Appliance Request Form here: Tenant Forms – Community Housing (queensu.ca)

Internet
You can find a list of local internet providers here: Kingston Internet Service Providers – Community Housing (queensu.ca)

Pets
Pets are permitted.
We ask that you be respectful of others by using muzzles, leashes, etc. as appropriate and of course, cleaning up after your pet!

Laundry Rooms

Laundry Rooms – Community Housing

There are Laundry Rooms located in the following buildings:

An Clachan:
– Building 1
– Building 5
– Building 8
– Building 11
– Building 14
– Building 17

John Orr Tower:
– Main floor

Please visit Coinamatic for Service Requests or for Refund Requests.

All tenants are required to download the Coinamatic CP mobile app from Apple Store or Google Play to pay for their washing and drying.

For those without a smartphone, you will be able to purchase a new laundry card directly from a Card Reload Kiosk – located at Victoria Hall.
Parcels and Packages

Please do not have any packages/mail sent to your new address until you are in possession of the unit as it is likely to be returned to sender by the current tenant.

To avoid theft, we recommend you sign up for: FlexDelivery: pickup at the post office | Canada Post
Garbage & Recycling

It is your responsibility to bring your garbage and recycling down to the central courtyard for disposal.

Large items (i.e. furniture) is not permitted to be discarded in the provided bins.
Non-Smoking Buildings
As a reminder, all of Queen’s University is non-smoking. This includes all Community Housing properties.

Smoking is prohibited everywhere inside and outside on Queen’s property. If you choose to smoke, you must do so outside and a minimum of 9 meters from the building and off Queen’s property.

Monthly E-News

In an effort to keep tenants informed we send an email update on the last Thursday of each month. Please be sure to read these emails carefully to stay informed.

This will help ensure that you meet the responsibilities of your lease and keep informed of maintenance projects, etc.

Know Your Lease | Maintenance, Damages & Community Relations

Unit Alterations:

  • As per your Tenancy Agreement, you are not permitted to make any alterations of any kind to your unit.
  • This includes, but is not limited to, showerheads, bidets, ceiling fans, paint, wallpaper, adding locks (interior or exterior), light fixtures, or satellite dishes.
  • Alterations will be considered damage to the unit, and you will be held liable for any and all costs that may be incurred as a result of restoring the Rental Unit to its original condition. Such alterations shall be deemed damage to the Rental Unit and may also be considered substantial interference with a lawful right, privilege or interest of the Landlord (RTA s. 64).

Maintenance Requests

You can submit an online Maintenance Request by visiting our website.

Community Housing has a full maintenance department dedicated to the upkeep of all of our properties. The volume of work order requests in September/May is very high. Maintenance staff will review received requests and address them as required on a priority basis. Generally, items related to safety, heat, etc. are addressed first.

We thank you for your patience.

For after-hours EMERGENCY requests ONLY, please call 613.533.6080. 

Community Relations & Behavioral Expectations

You rent from the ‘Door In’ — meaning your rental unit is the interior of the unit only.

This does not include common hallways, stairwells, decks, porches, roofs, patios or any other of the exterior appendages of the building or any of the land owned by the Landlord immediately contiguous to the Building. The Tenant(s) shall have a right of way over the land owned by the Landlord and any appendage to the Building required to gain access to the Building during the period of the tenancy.

It is strictly prohibited to use basements, balconies and roofs of the Rental Unit.

Familiarize yourself with the local bylaws regarding noise, partying, and the Queen’s Non-Academic Misconduct Office:

An Clachan Move-In Map

John Orr Tower – 16th Floor

On behalf of the Community Housing Team, welcome to Community Housing!

We wish you all the best in your academic year ahead. Safe travels to Kingston, and we hope the weather will cooperate on your move-in day!

Community Housing

Housing and Ancillary Services, Queen’s University
Email Address: community.housing@queensu.ca
Mail Address: 169 University Ave., Kingston, ON, K7L 3N6
Phone: 613-533-2501