Description of Membership

Code of Conduct

The following standards are designed to establish clear expectations and promote a positive, professional, and respectful relationship between off-campus housing providers and the university community.  All partners are expected to adhere to these guidelines to ensure a safe, inclusive, and supportive environment for students. However, despite any safeguards and vetting done by College Pads and through the UTC Property Partner Association, we cannot take responsibility for the actions of these properties or mal-intending individuals.  Please report to the Off-Campus Student Services office any violations of these standards ([email protected]).

Commitment to Fair Housing Practices

• Comply with all local, state, and federal fair housing laws.
• Ensure non-discriminatory practices in advertising, leasing, and tenant interactions.
• Provide equal opportunities regardless of race, gender, religion, nationality, disability, or other protected statuses.

2. Transparency in Communication

• Clearly outline lease terms, rental rates, fees, and policies in writing.
• Disclose all property conditions and potential issues before signing agreements.
• Respond promptly (within 48 hours) to inquiries from tenants regarding leasing or maintenance questions
• Respond promptly (within 48 hours) to UTC OCSS representatives.

3. Safety Standards

• Maintain properties in compliance with all applicable TN health and safety codes.
• Regularly inspect and address issues such as fire safety equipment (e.g., smoke detectors), structural integrity, and pest control.
• Provide and maintain exterior lighting at the front and rear of all properties.
• Provide carbon monoxide detectors in all applicable properties (fuel-burning appliances)
• Provide emergency contact information to tenants (and UTC) for urgent maintenance or safety concerns.
• All applicants must complete a background check.

4. Respect for Student Privacy

• Respect tenants’ privacy by adhering to legal notice requirements before entering rented units.
• Avoid unauthorized access or surveillance of tenants’ living spaces.

5. Conflict Resolution

• Establish a clear process for handling disputes or complaints from tenants.
• Keep records of complaints and resolutions for accountability.

6. Community Engagement

• Foster a positive relationship with the surrounding community by addressing noise complaints, parking issues, or other disturbances caused by tenants.
• Encourage tenants to respect neighbors and local ordinances.

7. Environmental Responsibility

• Promote sustainable practices such as recycling programs and energy-efficient utilities.
• Educate tenants on waste disposal guidelines and conservation efforts.

8. Support for Students

• Provide resources or referrals for students facing financial hardship or housing insecurity.
• Partner with the university to offer educational workshops on tenant rights and responsibilities.

9. University Relations

• Meet with OCSS representatives individually twice a year in conjunction with a site visit.
• Attend at least 1 Fair and 1 PPA Meeting annually.
• Respond to University communications and queries in a timely manner (within 48 hours).
• Engage with OCSS regularly through participation in surveys, PPA meetings, data requests, workshops, etc.

10. Prohibited Practices

• No predatory leasing practices (e.g., hidden fees or misleading advertisements).
• No retaliation against tenants who report violations or exercise their legal rights.
• No discrimination against students based on their affiliation with the university.