Guest Apartment Guidelines

Parking

• In order to allow guests to park on campus the host department is responsible for getting the guest's parking permit for any vehicles being utilized by the guest. For more information regarding parking options that can be utilized for guest staying within the Guest Apartments within the Lofts at College Park, please visit the parking website. 
• Guest Services is not responsible for any citations acquired for improper parking or failing to retrieve a parking permit prior to the guest's arrival on campus.
• Guests are expected to follow university parking rules and regulations which can be found on the University Parking webpage.

Amenities & Housekeeping

• All units are fully furnished and equipped with basic kitchen needs. Additional appliances and utensils will not be supplied by Guest Services.
• Housekeeping is provided twice a week, traditionally Mondays and Thursdays, if needed more frequently, additional charges will apply.

Availability & Reservations

• Requests do not guarantee availability, we try our best to accommodate every request.  Please contact Guest Services at 817-272-6964 to check availability. Our office hours are Monday-Friday 8:00 a.m. – 5:00 pm and we observe all University closures.
• All reservation requests are first-come first serve and filled based on availability.  We will notify you if we are unable to fulfill your request.
• Reservations are only considered confirmed after a confirmation is sent by Guest Services. Confirmations are typically sent within one business day of the request being received.
• Guest Apartments are located in The Lofts at College Park apartment community with both 1 bedroom/1 bath and 2 bedroom/2 bath options. Exact locations will be indicated in the guest’s check-in packet.
• Guests reserving a 1 bedroom/1 bath may be accommodated in a 2 bedroom/2 bath based on availability at no additional charge.  You will be contacted at the time of reservation to confirm this option.

Keys

• The UT Arlington host department should pick up the guest's check-in packet from the Guest Services office, located in suite B130 of the E.H. Hereford University Center after 11 a.m. but before 5 p.m. on the guest's scheduled arrival date.  Guests may enter the unit starting at 3:00 pm.
• If the scheduled arrival date is over a weekend or University closure, the UT Arlington host department should pick up the keys before 5:00 p.m. on the last regular business day immediately preceding the weekend or University closure.  Guests may enter the unit starting at 3:00 pm.
• The financially responsible party will be charged $80 for each lost, stolen, or unreturned key and/or $20 for each lost, stolen or unreturned access card and case. Lost or stolen keys and/or access cards should be reported immediately to the Guest Services Office for safety purposes.

Check-In and Check-Out

• All guests can enter their room after 3 p.m. on the date of their confirmed arrival, even if the keys are picked up prior to this time.
• Guests need to be checked out by 11 a.m. the date of their confirmed departure. Check-out instructions are provided in the guest's check-in packet and inside of the guest apartment information binder located in the apartment.
• Late check outs will have an additional fee and are approved on a case by case basis.

Cancellations

• Guest Services reserves the right to cancel any guest should units be taken off line for any reason and will do their best to communicate this to the host with as much notice as possible.
• Cancellations must be submitted in writing to Guest Services with at least a 48 business hour notice to avoid any charges. Reservations not canceled within 48 business hours prior to check-in will be charged a minimum of one night stay at the selected apartment type rate.
• Failure to comply with these policies and those in the guest apartment information binder may result in the termination of the reservation and/or a monetary assessment.

Billing

• A UT Share Cost Center (6 digit #) must be provided for all reservations. Reservations can be paid by the department, the guest or split between the two.
• Departments will be billed by an IDT. All IDTs will be completed after the guest checks-out. Guests staying longer than 30 days will be billed monthly.
• Guests must pay prior to check out and may use credit card, check, or cash, cash payments require the exact amount. Please contact our office to make payment arrangements and so staff are available to accept payment. Guests staying longer than 30 days will be billed monthly if not already paid in full.
• Charges for any damages, stolen or lost property will be assessed and applied to the final invoice. 
• The UT Arlington host department is responsible for the final balance or any remaining balance not paid by the guest. This includes costs for damages or lost or stolen property.
• Rates, amenities and services subject to change without notice.

General Policies

• All units and the campus are non-smoking.
• No pets are allowed in the apartments. Assistance animals should be arranged with Guest Services at the time of reservation.
• Please contact Guest Services regarding any ADA accommodations at the time of reservation.

Guest & Occupancy Policies

• All guests must be 21 or older or accompanied by someone 21 or older, have official University business and be hosted by a University department.
• University funded stays for employees of UT Arlington, including the Guest Apartments, may be considered a Taxable Fringe Benefit , (IRS Reg. §1.119-1(b)).  The Office of Payroll Services will review the facts and circumstances to determine tax implications.
• One bedroom units have a maximum occupancy of two people. Two bedroom units have a maximum occupancy of four people. All occupancy standards must be followed.
• Guest Apartments are located with our college student apartment housing and guests should be aware they are going to be living in a community with college students.

Emergencies

• All emergencies should be reported to the University Police and Guest Services staff. The Guest Services office is open Monday-Friday from 8:00 a.m. - 5:00 p.m. After hours, weekends, and holidays an on-call Residence Director serves as the point of contact for all guests, this number is provided in the check-in packet and the guest apartment information binder located in the apartment.

Liability

• University of Texas at Arlington assumes no liability for lost, stolen or damaged personal items. Renter's insurance is an option to insure guest's property.
• Failure to comply with the policies listed here and in the guest apartment information binder may result in the termination of the reservation and/or a monetary assessment.