Maintenance Billing and Appeal of Damage Charges
About damage or repair billings:
Billings for damages or repair services result from periodic maintenance inspections held throughout the year, or as a direct result from resident or staff requests. Several measures are taken to ensure that billings are accurate when assessed. Due to the volume of work orders, room changes, number of rooms and other variables, errors can take place in the billing process. If a resident feels that a billing error has been made concerning their student account, residents are welcome to appeal any repair charge that is believed to be in error.
It is the resident's responsibility to document conditions in their room at check-in, (and again at checkout) as specified in the Sourcebook, a booklet descriptive of policies/procedures for campus housing, which is provided to each resident at check-in.
As the Sourcebook states: Charges for special
cleaning, keys, and for repairing or replacing
of any damage or loss to property necessitated
by lack of due care on the part of the student(s)
and/or guests, will be billed to the resident(s)
responsible for the damage or charge. If the damage
and/or charge cannot be attributed to an individual
resident, it will be appropriately divided and
charged to all residents of the unit, floor, building
Criteria for appeals:
Students may only appeal items that concern their own account. Appeals should include pertinent information as to why it is believed that the item billed is in error. All appeals should be made within 30 days after the billing has been received.
Submitting an Appeal:
Appeals may be submitted in writing to the Associate Director of Operations,
Residence Services, Wright State University, Dayton
OH 45435. For more information on appeals you
may contact the Facilities Office at (937) 775-4239.
A decision letter will be sent to the student once an investigation concerning the validity of the charge has been completed.
Appeals are heard by the Appeals Committee in the order in which they have been received. Most appeals take approximately 2 weeks to process (time must be allowed to contact Bursars, pull records, contact staff, review work orders, etc.) The Appeals Committee consists of the Assistant Director for Operations, the Woods Maintenance Manager, the Woods Maintenance Supervisor, The AMS and WSU Facilities Office Managers, and a student representative.
Some pertinent information to include in your appeal:
What is the item that is being appealed? Which unit was the damaged item found within? What do you know to be true about the damaged item? Is there documentation as to how the item was damaged, or by whom? When did you check in or out of the unit? When did you return keys to the unit?