05.326 University Hospitality Properties

Vice Chancellor for Business Affairs

Revised September 6, 2024; Revised February 6, 2023 supersedes former Administration Policy No. AUX2.30 and FAC2.30 “University Rental Properties”; Revised November, 2022; Revised September 26, 2006; Revised July 1999; Revised May 26, 1999; Effective July 27, 1994

 N/A

• Hospitality Properties
• Service Animals, Emotional Support Animals, and Pets Policy

Hospitality Properties

Policy Details:

1. Purpose

   Explains university policies and procedures for the usage of university-operated hospitality properties.

2. Scope

   Applies to all university departments and activities.

   Hospitality properties covered by this policy include the following:

   1. Padrick House (8 N. 17th St.)

   2. Combs House (4758 College Acres Dr.)

   3. College Acres House (4762 College Acres Dr.)

   4. Ross House (5594 Marvin K Moss Lane)

   5. Waterway House (5330 Hold Rd.)
      
      

3. Policy

   1. General Policy

      1. The University of North Carolina Wilmington operates hospitality properties for the purpose of providing accommodations to official university guests and visitors. University departments or organizations may reserve these facilities. (All reservations must be made by sponsoring departments.)

      2. To reserve, contact Hospitality Properties. Reservations will be taken on a first come, first served basis, and should be made at least two weeks in advance of the desired reservation date.

         (See Hospitality Properties in related links above for a description of the hospitality properties available, their respective features, allowable reservation period, and rates for each property.)

   2. Damages to University Property

      The sponsoring university department or organization and the guest will jointly be held financially responsible for any damages or special cleaning to university property and/or furnishings caused by guests or their invitees. Additional cleaning necessitated by a service dog will not be charged. Furnishings may not be relocated or removed.

   3. Damages to Personal Property

      The university is NOT responsible for any damages to the personal property of guests or their invitees. Any personal property that is left behind will be turned into Hospitality Properties. Unclaimed personal items will be disposed of after 30 days of checkout date.

   4. Pets and Service Animals

      Pets are not permitted in UNCW Hospitality properties. Service animals are permitted in accordance with federal law and UNCW guidelines and policies.

   5. Smoking

      In keeping with campus policy, smoking and tobacco product use are prohibited inside properties. Smoking is prohibited within 25 linear feet from property and air handlers.

   6. Alcohol

      Use of alcohol at gatherings must follow applicable UNCW guidelines and policies.

   7. Facility Usage Rates and Other Charges

      Facility Usage charges are not payable in advance. All charges will be billed to the sponsoring university department, organization, or individual monthly and within ten days of the last day of the usage period. When the guest is responsible for the monthly payment, Hospitality Properties will bill the guest monthly and within ten days of the first day of usage, with a copy sent to the sponsoring university department or organization.

      Where the guest is responsible for monthly payments, losses, damages, or special cleaning charges, if any, will be billed to the guest and separately the sponsoring department or organization at a later date.

      (See Hospitality Properties in related links for rates for each property.)

4. Procedure

   1. Request for Reservations

      1. Email hospitality@uncw.edu or contact (910)962-3641 at least two weeks in advance of the desired reservation date to inquire about availability. Reservations will be taken on a first come, first served basis.

      2. Hospitality Properties will forward a reservation contract to the requesting university department or organization.

      3. The sponsoring department will complete and sign page one of the contract and indicate whether monthly payments will be made by the department or guest (see "billing determination" under Section IV. B). The Department head's signature serves to confirm the reservation and to authorize billing of usage and other charges.

      4. Guests will sign and initial the contract to confirm reservation, payment responsibility and acknowledge compliance with university usage policies.

      5. The reservation is not valid until a signed copy is received by Hospitality Properties.

      6. The sponsoring department is required to provide an after-hours contact.

   2. Billing Determination
      
      Official guests of the university and its departments (i.e. speakers, contracted service providers, candidates interviewing for a job) are typically billed to, and are the responsibility of, the sponsoring department. New hires, residing in a hospitality property through a transitional period, are typically directly to, and are the the responsibility of, the new employee. Exceptions to the "Billing Determination" process will be managed on a case-by-case basis and subject to approval by the Chancellor and/or their designee.
      
      

   3. Check-In and Check-Out

      Check-In is at 3:00 p.m. Check-out is at 11 a.m.

   4. Keyless Access

      Properties are accessible by smart locks.  Guests will receive a welcome message and an access code to the smart lock by Hospitality Properties as least two (2) business days prior to the date of check-in. 
      
      

   5. Requests for Maintenance and Other Needs

      1. For all maintenance requests during regular business hours, after hours and weekends, call the University Work Order desk at (910)962-3101.

      2. For non-emergency questions or concerns, email hospitality@uncw.edu or call (910)962-3641.

   6. Facility Use Fee and Other Charges

      1. If Sponsoring Department is responsible for making monthly payments: Hospitality Services will bill facility use and other charges monthly or within ten days of the last day of the usage period, unless otherwise agreed upon in advance with the Director of Hospitality Properties.

      2. If the guest is responsible for making monthly payments: Hospitality Properties will bill usage charges to the guest monthly, within ten days of the first day of the usage period.

      3. Losses, damages, or special cleaning charges, if any, will be billed to the guest and sponsoring department or organization at a later date.