University District Tenants


 

Multi-bedroom units are rented to a group of students who apply together on a one student to one bed ratio. Students are jointly and severally liable for all provisions of the lease for the unit; that is to say it is a "same lease" as opposed to each student within a unit having a separate lease.

Available properties vary year to year and will be listed as they become available. Applications are not accepted in advance of the property listing and are property specific. Submitting an application for a unit is your agreement to sign a lease on that unit if your application is approved by the University; applications are processed on a first come, first serve basis. If you have any questions about this process, please email us.

Our University District rental properties are classified as a student residence. Therefore, for income tax purposes, a maximum of $25 per year may be claimed for rent.

Please note, leases for University District units are 12 month fixed-term leases running from 3:00 p.m. May 1 to 12:00 pm (NOON) April 30.

Queen's Owned Rental Properties in the University District:

  • Aberdeen Street: 5, 7, 9, 19
  • Albert Street: 120, 130, 142, 148
  • Alfred Street: 135, 137, 139, 151, 153, 159, 161, 163
  • Barrie Street: 170, 172, 174, 178, 180, 182, 188, 190
  • Clergy Street W: 11, 15 1/2, 17, 25, 27, 29, 31, 35, 37, 39, 41, 45, 105
  • Division: 39, 47
  • Earl Street: 226, 228, 308, 310, 314, 316, 318, 320
  • Queen's Crescent: 119, 123, 127
  • University Avenue: 174, 176, 178, 181, 182, 184, 185, 186, 187, 189, 191, 192, 193,  194

How to Apply/Eligibility

Application Process

The rental units available in the University District vary from year-to-year depending on renewals by current tenants and/or needs of the University. The information below illustrates the process for allocating properties that do become available through this process. Please note, the process outlined below does not apply to BISC students or to current tenants in the University District. Please click here for information for BISC priority allocation.

Application = Offer to Lease

Beginning late November, available University District rental units will be advertised on the Community Housing Listing Service. Interested students may contact our office per the requirements in the listing ad to book an appointment to view a unit. Applications will be processed on a first come, first serve basis. IMPORTANT: By submitting an application for a unit, the applicants are agreeing to sign a lease for the unit on the University's normal terms and conditions IF the application is approved. The application is the applicants' Offer to Lease the unit from the Landlord.

University District Sample Lease

Signing a Lease in Subsequent Periods

In order to sign a lease in future periods, tenants MUST apply during the current tenant re-application period (information is sent to tenants in early November), be offered and sign a new lease. Factors such as behaviour and rent payment history are also taken into account. Please be mindful of these things when deciding on who you will choose to live with. Any rent increase in subsequent lease periods will be dependent on the percentage of ORIGINAL household members who sign a lease for the subsequent period. Where re-application is received by the deadline and more than 50% of the ORIGINAL household is vacating, the current tenant(s) acknowledge and agree that if a new lease is offered, rent for the new lease will be at the new market rent as determined by Community Housing, see example below.

Lease Period – Year 1 Lease Period – Year 2 Lease Period – Year 3
Person A A reapplied A did not reapply
Person B B reapplied B did not reapply
Person C C reapplied C reapplied
Person D D did not reapply
E New Person applied E reapplied
This group constitutes the “Original Household Less than 50% of the “Original Household“ from Year 1 vacating. Greater than 50% of the “Original Household” from Year 1 are vacating, a lease is offered to Year 3 at market rent. This group forms a new “original household”

 

Students with Disabilities

If you are a student with a disability who has particular requirements with respect to housing, you are asked to contact the Associate Director of Community Housing with documentation pertaining to your condition and your requirements specifically with respect to living accommodation (please note it is not assumed that students who require disability-related accommodation in other areas of University life e.g., in the classroom will necessarily have special requirements related to housing). Please be specific and provide as many details as possible about your particular requirements and functional limitations e.g., needing to live on the first floor due to mobility impairment.

Community Housing will do its best to meet your needs. Please be aware however, that the aim of the disability accommodation process at Queen's is to help students with disabilities find living accommodation at the University that is most appropriate to their requirements, not to ensure their preference of living accommodation.

Early application for consideration of disability accommodation is essential. It may not be possible to meet accommodation requests made after these dates. Please contact our office to request an application form if you are applying for priority consideration due to disability accommodation.

 

Lease Start Applications Open In Deadline for priority consideration
January 1 September September 30
May 1 November November 25
September 1 March March 10

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Rent Information and Rates

Rent information:
Payments
Rent is due on the 1st day of each month.
 
Community Housing accepts one payment only per unit.  "Split rent" payments are permitted only when Pre Authorized Debit Agreement Forms (for the balance of the lease term) are submitted by all members of the rental unit; all required documentation for the unit must be received as a package by the 15th day of the month preceding the month to start split rent payments (i.e.  April 15 for May leases, August 15 for September leases).  Where tenants choose to split rent payments for their unit in this way, the total of the amounts to be debited each month must equal the monthly rent.  Pre-Authorized Debit Agreements are valid for one lease period only and must be resubmitted as above for any subsequent lease periods.
 
Units choosing to pay rent in one monthly installment may also use the Pre Authorized Debit Agreement Forms, pay by cash, debit, money order to the Community Housing office so that it is received by the first day of each month.  If your unit chooses to leave post-dated cheques, your unit will need to provide a series of post-dated cheques for the full lease term, for the total monthly rent, dated for the first day of each month.
 
Late Rent, Overdue Accounts, and Non-Sufficient Funds (NSF)
 
If rent is not paid by the first day each month or a cheque is returned for any reason or we are unsuccessful in debiting funds through automatic debit due to non-sufficient funds (NSF), Funds held, Funds not cleared, cannot trace etc, the full rent charge will be added along with an additional administration fee (this is separate from the fee charged by your bank). Only cash, interac, money order, or certified cheque will be accepted for payment of rent and the NSF fee in these situations (these cannot be added to your next pre-authorized debit payment).
 
On a first time failure to pay full rent (including NSFs), the unit will be sent a letter requesting payment. Failure to respond to that notice or a second rent related problem will end the privilege of split rent payments for the unit for the duration of the lease and result in the filing of a L9 Application to Collect Rent The Tenant Owes with the Landlord and Tenant Board. This carries an additional charge and involves a hearing in front of the Board (unless the rent due, NSF fees and the filing fee are paid in advance of the hearing). Subsequent rent related problems will result in additional L9 Applications and/or lead to eviction proceedings. While this is the usual process, the University reserves the right to move directly to the "N4 – Notice to End a Tenancy Early for Nonpayment of Rent" and/or "L9 – Application to Collect Rent the Tenant Owes", 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. 
 
Where there are outstanding debts, any payments received from tenants will be applied first to the outstanding debt with any remaining balance applied against current charges. It is the responsibility of the tenant(s) to ensure the unit account remains in good standing.
 
We do not track individual payments – outstanding amounts are charged to the unit/household. Household members are responsible for tracking their payments. There is an administrative fee to have our records searched.
 
Outstanding accounts owed to Community Housing is considered debts to the University. They are reported to the University on a monthly basis. All sanctions apply to these outstanding accounts, including withholding of marks, transcripts and blocking of registration.
 
Please remember, all tenants of a unit are “jointly and severally” responsible for any debts of that unit. Even if you have an agreement with your roommates to split the rent payments, if one does not pay everyone is held responsible for the debt.
 
Note 1: accepted methods of payment – pre-authorized debit, cash, cheque, money order, interac, in CANADIAN funds only.
 
Note 2: we cannot accept future rent payments other than via post dated cheques/pre-authorized debits
 
Note 3: we understand circumstances sometime crop up where special consideration may be warranted for late payment of rent. When this happens, tenants should send in a request for consideration to Community Housing by emailing community.housing@queensu.ca outlining a) what the exceptional circumstance is and b) the timeframe that we should expect rent payment. If such a request is received, reviewed and found that an exception to pay late should be granted, it would be understood that this is a one-time exception not an on-going arrangement.
 
Other Fees
There are other fees applicable from time to time. The list below illustrates some of the more common ones but is not an all inclusive list:
 
  • Extra Appliances: Advance permission must be received from the Associate Director or Manager of Community Housing before any additional appliances may be brought into/installed in/used in (e.g. air conditioner, extra fridge, deep freeze,space heater, washer, dryer, dishwasher) the rental unit. Additional charges may apply
  • Garbage: Warnings will be issued for garbage not disposed of properly. Repeat offenders will be fined each time the landlord has to pick-up and dispose of garbage mishandled.
  • License Plate Numbers & Proof of Ownership (registration): must be submitted to Community Housing. Please note: Unregistered vehicles parked in Tenant parking areas are subject to municipal tickets and towing
  • Paint: please refer to Tenant Handbook, Alterations section – not to make alterations including paint and wallpaper – costs for restoring colour/condition immediately will be attributed to the tenant
  • Satellite Dishes: Satellite dishes may not be installed in Community Housing Properties
  • Cleaning: Tenants must leave their unit thoroughly cleaned and in a ready to rent condition upon vacating. Charges will be assessed for cleaning, damages, etc. as applicable.

Rent
Rent rates vary depending on the property. Tenant parking (upon registration of vehicle) is included; inclusion of utilities differs from property to property.
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University District Handbooks

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Moving into the University District

*Information on moving in will be come available closer to move-in day*

Upcoming Deadlines (emailed 2018-02-28)
Planning Your Move (emailed 2017-03-16)
Move-In Day – Full Turnover (emailed 2018-03-29)
Move-In Day – Partial Turnover (emailed 2018-03-29)
Final Move Preparation (emailed 2018-04-11)
Last Minute Reminders (emailed 2018-04-23)
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Services, Amenities and Resources

Parking

PARKING for Tenants
There is limited active parking spaces available for Tenants. 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, University District. Tenants will need to provide Community Housing with proof of vehicle registration in their own name or a parent with the same last name and license plate number. All vehicles registered with Community Housing and must display a valid parking permit hang tag in the vehicle window at all times. Parking privileges apply only to the person issued the parking permit hang tag. 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.

PARKING for Visitors
We do not have visitor parking in our tenant designated lots. The options are on-street parking (as indicated on signage), or there is underground parking at the Athletics and Recreation Centre.

Laundry

Three laundry areas are provided for the exclusive use of students living in Queen’s owned University District rentals. These facilities are located at 142 Albert, 153 Alfred, and 170 Barrie. Tenants are issued a “smart card” which can be loaded with cash credits to use the machines. Smart card loading stations are available at 153 Alfred or in the John Deutsch University Centre (JDUC) outside of the retail outlets on the ground floor.

Consideration should be given to the time of day laundry facilities are being used to be considerate of tenants as noises do carry. Tenants are asked to use the laundry rooms between the hours of 8:00 am and 10:00 pm only (last load should be in a machine no later than 9:30 pm).

Laundry left in machines: Please ensure prompt removal of your clothing from the machines so other tenants may use them. Items left in the laundry room are left at the tenant’s own risk.

Any questions about the machines or defective smart cards should be directed to Coinamatic at 1-800-561-1972.

Garbage and Recycling

Garbage (waste) and recyclable materials must be placed out as approved by the City of Kingston.

Transportation

Students living in the University District are within a 5-10 minute walk of campus buildings and services, but for those wishing to access other areas of the city there are many routes accessible to tenants. Visit the Kingston Transit website for more information on routes and schedules.

Fire Safety

Fire safety is always important.
The best way to learn how to protect yourself and those around you is to be informed. Check out the fire safety tips on the Student Affairs website.

Thinking about Hosting An Event at Your Place?

As tenants, you and your guests are part of the Kingston community and should promote positive relations with the City and your neighbours.

Make sure all of your house members are aware that a gathering is being planned.

Assign a house member to be in charge of the event – controlling who comes and goes – keeping invited guests inside.

Have a plan if you are having friends over where alcohol may be a factor. Be sure to inform your guests of all relevant policies before hand (e.g. not to be outside with alcohol, music volumes, etc).

You should be aware that you can be held responsible for the safety and behaviour of your guests until they are sober – not just until they leave your party. You can be held responsible for injuries or damages that can occur even after guests have left your place. Be a responsible and careful host and be sure to clean-up after your event.

A clean neighbourhood protects housing values, looks nice and instills a sense of pride in the residents of the area.

Student Safety and Community Living

Health and Well-being Office

University District Rental Properties Unit – User Guide
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Sublet Process

All leases for Queen’s owned rental units are for rented on fixed terms with defined end dates. Occasionally, there may be situations where a student who is in a current lease needs or wants to leave Kingston or the rental unit (e.g. for work study, graduation, etc.).
 
Under the RTA, the University is exempt from the clause(s) that require a landlord to permit a sub-tenancy or assignment, however in exceptional cases with written permission from the Associate Director of Community Housing or designate a tenant may be permitted to sublet or assign the rental unit. Potential sub-tenants/assignees must meet the eligibility criteria (i.e. must be a Queen’s student).
 
Permission to assign or sub-let the unit must be granted by Community Housing BEFORE anyone other than the current tenant occupies the unit. Tenant(s) should not advertise/guarantee “option to renew” for their unit.
 
Sublease Application: University District Rental Properties – This form is to be completed by students who want to sublet a unit from a current Community Housing tenant in the Student Village.

 

  Assignment Sub-Lease
Responsibility for lease The assignee is taking on all the responsibilities of the head lease for the remainder of that lease period The sub-tenant is renting from the tenant and the tenant remains responsible to the landlord for the unit and the sub-tenant
Eligibility The assignee must qualify for a head lease (be a registered Queen’s student in good standing) The sub-tenant must be a registered Queen’s student in good standing.
Rent The full rent for the unit is being paid by the assignee(s) to Community Housing The tenant decides on the amount of rent the sub-tenant is to pay (cannot be more than the lawful rent for the unit) which the sub-tenant pays to the tenant. The tenant continues to pay Community Housing directly for the full rent
Signing a lease in next period Assignees who started their tenancy by March 1 will be afforded the same opportunity to sign a new lease (based on eligibility, behaviour, rent history, etc.) as other tenants. Assignees who start their tenancy after March 1 will be considered for a new lease on a case-by-case basis (not automatic).In all cases, rent for units where an assignment is done will be moved to market rent in the lease period immediately following the assignment (e.g. if an assignee in period Sept 2011 to Aug 2012 and offered new lease, rent will be moved to market rent for Sept 2012 lease). Sub-tenants do not have renewal rights to the unit for the following rental period. Sub-tenants who wish to be considered for a rental unit of their own in the next lease period must apply (applications open February 1 each year). If a sub-tenant is allocated a rental unit for the new lease period, they will be required to vacate their unit per their Sublease Agreement and will not be able to take possession of the new unit until 3pm September 1 per the terms of the Lease Agreement.In all cases, rent for units where a sublet is done will be moved to market rent in the lease period immediately following the sublease (e.g. if sublet in period Sept 2011 to Aug 2012 and the subtenants are offered new lease, rent will be moved to market rent for Sept 2012 lease).
End of lease The normal end date of the original head lease applies  The sub-tenancy typically ends at least one day before the end of the head lease
 
Process
  1. Tenant(s) submits a Request to assign or sublet their unit. An application form from potential sub-tenant/assignee may be submitted at this time as well.
  2. Upon receipt of the request, an inspection of the unit will usually be scheduled (usually 3-5 business days after receipt of the request) to review the unit for cleanliness and any damages. If the unit passes the inspection and the rent account is up-to-date, the request will be approved and the tenant notified by email. If the unit fails inspection, the tenant will receive further correspondence on what must be addressed. Once addressed, the tenant may request another inspection. There will be a charge of $25 for this follow-up inspection and for each additional inspection that is required in regard to the assignment/sublet request.
  3. Eligibility of the prospective sub-tenant/assignee will be reviewed and approved as noted above.
  4. Paperwork (the sublease or assignment agreement) will be produced and a meeting scheduled with the parties to complete the paperwork (usually 3-5 business days after approval is granted).
Thus, the process normally takes 6-10 business days from submission of a request, where the tenant and applicant fulfill the noted requirements. This can be delayed at peek times of year (August/September, January, April/May).
 
Please Note:
 
Tenants/sub-tenants/assignees currently residing in a Community Housing unit will not be approved as applicants for sub-tenancy or assignment for the same lease period in another Community Housing unit. For example, a tenant with a signed lease from September 1, 2014 to August 31, 2015 in An Clachan will not be permitted to sign a sub-lease or assignment elsewhere in a Community Housing property for the same lease period.
 
Applicants who are approved for sublet/assignment understand that any cleaning requirements for the unit they hope to sublet/assign is between them and the Tenant they will be renting from. To be clear, Community Housing does NOT clean the unit before a subtenant of assignee moves in.

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