Frequently Asked Questions

West Campus Living offers introductory answers to frequently asked questions about leasing, tenant life, and moving-in and out. Click on a subject heading below to view questions and answers relating to your selection. Links throughout the answers will guide you to further information on our website or from other sources. Should you have any further questions, please contact us at 512.472.WEST (9378)


Agency Relationships

+ Why should I use an agent?

Using a licensed agent when finding a property is advantageous for several reasons. First, an agent works to find you what you want, based on your specific desires. A good agent will listen to your needs and search all the possible options to provide you with the best information and empower you to make a good choice. Second, agents have access to properties from all management companies and all complexes, and isn't affiliated with any particular property. While an employee at an apartment building might try to give you the hard sell, agents work for you.

+ Do real estate agents charge a fee?

Our services are completely free of charge. When you lease a property, agents receive compensation from property owner's management companies, not out of your pocket. Agents only get paid when you find the property that's right for you. Because they work for you and dedicate time and resources to your transaction, it's important to stick with your agent as long as they are meeting your needs. Why not allow an experienced professional assist you, do the leg work, answer questions, and negotiate, when it's absolutely free?

+ How many agents should I work with?

The agency relationship works best when it’s a personal one, and building a relationship with an agent means working with only one agent. A common misconception is that working with multiple agents allows you to see a variety of properties and get a variety of perspectives. In reality, an agent can show you virtually any property available, and so there is really no advantage to working with more than one. Additionally, agency relationships get complicated when there are several agents involved, as each agent winds up taking on a role that is less than complete, perhaps showing only specific properties or pressing properties from their particular management company. Find an agent that works for you, and stick with them; building this professional relationship based on your needs is the best route to finding the right property and ensuring a smooth transaction.

+ What is a the difference between a leasing agent and a REALTOR®?

Both leasing agents and REALTORS® are licensed by the state of Texas to assist clients in real estate transactions, but only REALTORS® are members of the Austin Board of Realtors, a professional organization for real estate agents. REALTORS® have access to the MLS, or Multiple Listing Service, and can find properties of every possible description for sale in the Austin area. REALTORS® are able to assist with a variety of transactions, such as listing properties for sale, representing buyers, and working with investors. If you are interested in purchasing or selling a property, using a REALTOR® is a must.


Finding a Property:

+ When should I begin searching for a property?

The short answer: the sooner the better! Availability near UT Austin, especially in the West Campus area, is extremely limited, and desirable properties lease very quickly. Often, an apartment or condo becomes available, only to be leased up a day or two later. Finding a property near campus is one situation in which the early bird unquestionably gets the worm.

The huge rush for August pre-leasing usually begins in the last half of the fall semester, only a few months after students have moved into their current property. There is usually a bit of a lull during the holidays, and then January and February bring a mad rush. Students who begin to look during the fall semester are at a definite advantage, with access to a variety of listings in various price ranges. But by spring break, many of the properties have already been leased. At the end of the day, it's up to you, but we encourage students to begin their search in the fall, and a good rule of thumb is that if you lease a property by spring break, you're in great shape.

+ What type of property is best for a me?

Complex – Pros: on-site management; a close community of students that encourages a more social lifestyle; on-site parking; amenities, such as pools and fitness centers; lots of availability; a good transition from dorm life. Cons: with the social life comes the possibility for noise; little flexibility in terms of painting or personal touches; usually corporate owned, which translates to fairly rigid pricing.

Condo – Pros: built to condo specifications, which means less noise; privately owned; parking is usually covered and reserved; a bit more flexibility in terms of decorating. Cons: management is almost always off-site; often fewer units available; subject to HOA rules and regulations.

House – Pros: Total freedom in terms of proximity from neighbors; autonomy and independence; yard or outdoor living space; usually ample parking; more room and flexibility for decorating; lower noise with no shared walls. Cons: more upkeep and maintenance; off-site management; usually further from campus; less social than a student complex.

+ Is 12 months the only lease term available?

In the vast majority of cases, yes. Especially in West Campus, where the market is extremely competitive, property managers have little incentive to offer shorter lease terms. There are always a small handful of 6 or 9-month leases offered by the larger complexes, and by a few of the private owners, but these go quickly. If you are in a situation that necessitates a shorter lease term (i.e. you are spending a semester abroad, traveling, etc.), we strongly advise you to begin your search early and investigate your options. However, it's also entirely possible to sublease your property during a portion of your lease term – an option often used by students who would like to return home or travel during the summer.

+ Are lease prices negotiable?

Though many of the corporate complexes have very firm prices, the short answer is that all prices are, in theory, negotiable. However, in a competitive market like West Campus, who gets a property often comes down to who is willing to sign first, and price negotiations rarely enter the equation. Often, a lower price offer will simply sit on the table while a property manager tries to find someone who will sign at the listed price. However, especially for houses or duplexes in the North Campus area, if you find the property that seems right for you but it's slightly out of your price range, its entirely possible to submit an offer at a lower price. To be considered, offers must be submitted in writing and with checks. This is a great idea for those leasing early who are willing to risk losing a property. Your agent can help advise you on the best course of action, as certain properties are far more likely to come down in price than others.

+ How long will a lease property stay on the market?

Though it's impossible to say for sure, the rule of thumb is: If the property is available, you aren't the only one who knows about it! While many properties will stay on the lists for a few months before being leased, many of the most desirable properties lease very quickly after availability is announced. This is not as much of an issue for larger complexes, who may offer a variety of units at a particular price or with a particular floor plan. But for single-family homes, duplexes, or any other property that is the only one available, anything can happen. Most clients are interested in pursuing a variety of options, and we encourage everyone to explore their options with their agent. However, we also emphasize the fact that if a property is right for you, do not expect that it will stay available if you don't move quickly. It's always a disappointment when the property you love is leased out from under you!

+ What is S.M.A.R.T. housing?

S.M.A.R.T. housing is a policy initiative designed to provide access to affordable housing, and affects students in the UT area because most complexes offer a percentage of units at a lower price for students with particular financial needs. For more information, please visit http://www.ci.austin.tx.us/ahfc/smart.htm


The Application Process:

+ Why are application fees different for each property?

Each property management company and apartment complex sets their own rates, but the purpose of the fee is always the same: to pay for the cost of running a background check on you and your guarantor. Some offices have higher administrative costs, while others keep application fees low but have higher security deposits. For example, The Quarters properties all have somewhat higher-than-normal application and guarantor fees, but offer very competitive security deposits that offset some of the costs.

+ Why do security deposits vary for each property?

The amount of the security deposit varies mostly as a function of the quality of the property, as well as the move-out procedure; properties that are very specific about cleaning and move-out protocol tend to have higher security deposits to discourage non-compliance. Newer, corporate complexes often offer lower deposits, whereas houses and duplexes controlled by property management firms tend to require deposits equal to one month's rent. Either way, as long as you follow the protocol for move-out and cleaning, and don't damage the property, the deposit is 100% refundable.

+ Are credit card payments accepted for deposits and fees?

The only forms of payment accepted by most properties are check and money order, though certain companies offer credit card payment if clients agree to a 3% up-front fee. It's a good idea to ask your agent about the specific accounting procedures for the property of your choice, as there is no standard procedure that applies to all properties. For example, some complexes allow application fees and deposits to be paid in one check, while others require separate checks during each phase of the transaction.

+ Why am I required to pay a first month's rent so far in advance?

This is a very commonly asked question, as students and parents are often irritated that they have to pay so far in advance. The reality is that this procedure for pre-leasing is essentially the same as the process for immediate move-ins – the only difference is that with a pre-lease, you will wait several months before actually taking possession of the property. Property managers, particularly when dealing mostly with students, rely on these funds to ensure that students don’t simply break contracts without a second thought. In a competitive market, these measures are often necessary. The confusion and irritation that often result from this procedure are usually caused by careless agents who fail to notify their clients about this requirement in advance, leaving students and their parents shocked to learn on the day they sign the lease that they need to come up with more money.

+ Does the guarantor form cover my roommates as well?

Guarantor forms are designed to cover only one person's portion of the rent. Though it is certainly permissible for one parent or guardian to cover more than one person (for example, with two siblings sharing an apartment), most of the time each tenant will have their own form. This ensures that a parent is only responsible for the rent of their student, and isn't financially responsible for the others. As long as the amounts listed for each part on the guarantor forms add up to 100% of the monthly amount, you're good to go.

+ Do my parents need to sign the contract as well?

The only signatures needed on the lease contract are those of the tenants; parental signatures are only required when they are guaranteeing the lease, which requires a notarized guarantor form. For contracts involving more than one tenant, each tenant must sign the original lease before the transaction is complete.

+ What if my roommate is out of town during the leasing process?

It's fairly easy to accommodate situations in which one or more roommates is out of town during the leasing process. Checks can be sent by mail, but we encourage the tenant who is out of town to simply transfer the funds to the point person in Austin, as this saves time and the possibility of a lost check. Application fees and guarantor forms can be faxed or emailed (as PDF documents) easily. The original lease contract must be signed by all tenants, but if one tenant is going to be out of town until school begins, for example, this can be done via FedEx. This situation often occurs when one roommate is transferring into UT from a different school, or is studying abroad during the spring semester.

+ What happens if I change my mind after my application is in?

In most cases, once the paperwork is in, and your security deposit and fees have been paid, that's it; you are free to change your mind, but at the expense of these funds. In almost all cases, an application is really only an application if it isn't approved – if your application is approved, it is implied that you will be following through and signing your lease. But until you actually sign a lease, you aren't legally responsible for the entirety of the lease terms. If you simply change your mind after your application is approved and choose not to sign the lease, the security deposit money is often non-refundable. Make sure you read the specific application or addendum for the property, and ask your agent if you have any questions.


Move in:

+ Should I get renter's insurance?

Though few leases actually require that you obtain renter's insurance, it's an excellent idea. Renter's insurance is usually very affordable, and most insurance agencies offer it. Though every policy is different, these plans typically cover theft or damage to property like electronics, furniture, computers, and anything else of value in your rental property. Renter's insurance is an especially good idea with roommates; the more traffic in and out of a property, the higher the chances of something happening.

+ How do I access my apartment on the day my lease begins?

On the day of your move-in, simply stop by the office of your property management company (or in the case of an apartment complex, the leasing office) for keys and a move-in packet. This packet will usually contain a copy of your lease contract, keys to your apartment, any mailbox or parking keys, any necessary permits or stickers for your vehicle, and a list of helpful numbers for setting up your utilities, cable, and internet where applicable. At newer properties, such as The Block, cable and internet will already be set up – simply plug in your computer and TV and you're good to go. At houses or duplexes, for example, it will be necessary to call your cable provider (Time Warner Cable in most areas) and set it up on your own. It's highly recommend that you call your cable/internet provider in advance, as August is very busy time, and it can often take several weeks to get an appointment. It's definitely wise to set it up in advance.

+ Who do I need to call to set up utilities, cable, internet, etc.?

Water, wastewater, electricity, and trash are all processed through the City of Austin. Gas is handled by the Texas Gas Service. Cable and internet are usually handled by Time Warner Cable, though in some areas (even in West Campus), Grande Communications also offers service. Contact information for all of these service providers is available in most move-in packets, but since we suggest calling to arrange this stuff in advance, the numbers are also available on our website under "helpful numbers."

+ Will I have to pay a deposit for my utilities?

Sometimes, yes. Though some apartments offer their own sub-metered utilities (a system in which the complex is billed as a whole and then the owner bills each tenant individually), most tenants will at a minimum be required to begin utility service with the City of Austin. A City of Austin bill includes electricity, water, wastewater, and trash, and if it's your first time setting up bills with them, you must pay a deposit. If you must obtain gas service as well, the procedure is the same. These deposits are fully refundable when you turn off service (ordinarily when you move the following year), and only need to be paid the first time you establish an account with the company.

+ What is an inventory/condition form?

An inventory/condition form is a form that you receive on your move-in date that allows you to mark down any problems or imperfections with the property. It ensures that, upon move-out, you won't be charged for anything that was already defective when you moved in. A good example is some scratched wood floors in a duplex; making sure you mark down something like this on the form is the best way to ensure you aren't blamed for it! This form is very similar to the one used by on-campus dorms during move in, and its return almost always required within 48 hours of your move-in.

+ What if there is a maintenance problem when I move in?

If it's a non-essential or cosmetic issue, simply mark it on your form and deal with it later. If there is a more pressing issue, such as a plumbing problem, major cosmetic issue, security problem, etc., contact your property management immediately according to their maintenance procedure, which is outlined in your lease contract and is usually included in your move-in packet. Remember: during move-ins in August, every property management company is scrambling to get everything done, and there are only so many plumbers, electricians, and repairmen available. It's important to put in your requests as soon as you have an issue, but remember that during this period it will often take a little extra time, so it's important to be flexible on issues that aren't pressing.


Tenant Life:

+ Who do I talk to in the event of a maintenance issue?

For routine maintenance, each property has its own procedure, but regardless of the property, one thing will always be true: The request must be made in writing. This isn't because apartment complexes are sticklers, but because Texas Apartment Association (TAA) regulations require such requests to be made in writing. This ensures that there is a record of the request that everyone can agree on. Though it's encouraged to follow up with a request with a phone call if things don't move quickly, the bottom line is that it's most important to follow whatever procedure was laid out for you by the property manager. This will ensure that your repairs are completed quickly and easily.

+ What about a maintenance emergency?

For maintenance that needs to be taken care of immediately, such as water pouring into a bathroom or something drastic, most properties have an emergency line. Also, check your lease paperwork – in many cases, if something like this happens at a time when the property manager is unreachable, it may be possible to call someone on your own and be reimbursed later. Again, check your paperwork! Also, remember that the first person to call in the event of any serious emergency, especially if someone is hurt, is 911.

+ Can my roommates pay rent in separate checks?

Though it may be possible to work this out with your landlord, especially in a privately owned house or condo, the typical answer is no. Most properties require rent to be paid in one check payable to the property management firm or apartment complex. The best way around this is to set up a system with your roommates in advance in which one person collects rent from the others and then writes one check from their bank account. Another solution is to go to the bank together on the first of the month and get a cashier's check – certified funds such as cashiers checks and money orders are always accepted.

+ How much do bills typically run per person?

The short answer: It all depends! A reasonable estimate is possible for most properties, with one disclaimer: the age of a property, type of heating and cooling system, build quality, and of course usage patterns can all affect these numbers dramatically. Also, bills are almost always going to be cheaper when more people share a property, especially when it comes to flat-fee bills such as cable and internet. Generally speaking, a full package with cable and internet is going to run between 85 and 125 dollars per month. A City of Austin bill usually runs between 40 and 60 dollars per person during a normal month, while a Texas Gas bill is often as little as 10 or 15 dollars per person. Generally speaking, in newer complexes we often advise budgeting about 75 dollars per month for bills, especially because cable/internet is often included. Unless you are living by yourself, about 100 to 120 dollars per month is a fair estimate for a duplex, house, or condo.

+ Do I need to change my A/C filter? How do I do that?

It is always a tenant's responsibility to change their A/C filter. The good news is, it's an extremely simple process, and filters are fairly inexpensive. Change your filter once per month – this ensures that your A/C will function properly, filter to its maximum potential, and won't become strained or break down. To change your filter, simply locate it, open the panel (this is usually as simple as removing two screws), take out the old filter, and replace it with a new one. New filters can be purchased at a home improvement store, most grocery stores, and hardware stores. Please note: if your A/C breaks down and you have not changed your filter, and it is determined that this was the cause of the damage, you will end up paying for it, not your property manager.

+ When can agents show my property?

At most apartment complexes, actual occupied apartments will not be shown during the term of your lease – a model unit or designated show unit will be available for new clients to see. However, in any property that does show the actual units available for lease, and at any house or duplex, you will be required to allow showings of the property. Fear not, as there are several policies designed to ensure that this process is painless and stress-free. First, when the time comes to begin trying to find new tenants, your property manager will often contact you and ask if you'd like to renew; you can also ask them to renew at any time during the year. If, when offered the option, you choose not to renew, they will begin showing your property. Second, when agents do want to show the property, they can do so only during reasonable business hours, and they must contact you first at the phone number you designate with your property manager. Though policies for this advanced notice vary slightly, it's sometimes as little as one hour. Make sure that you and your roommates list the best phone number to reach you during the day so that you're likely to get the call. As long as the agent calls the phone numbers and leaves a message with the appropriate advanced notice, they can come by without getting actually having spoken with you.div>

+ What happens if my roommate doesn't pay the rent?

When signing a lease with other people, if someone stops paying rent, the other roommates will be responsible. The use of a parental guarantor form ensures that your parent or guardian will only be responsible for your portion of the rent, but as far as the actual lease contract, each tenant is jointly responsible for the monthly rental amount. Make sure that you and your roommates understand your responsibilities before you sign the contract. Also, know that many of the larger complexes, such as The Villas on Guadalupe, offer individual leases to mitigate this issue.

+ Who is responsible for lawn or common area maintenance?

This varies depending on the property. It's very uncommon for an apartment or condo complex to require any sort of exterior maintenance to be done by the tenants, though many property management companies do require that their tenants keep up with the lawn on larger properties like houses and duplexes. Often, however, they offer some sort of service that will allow tenants to have the company's lawn care service take care of it for a monthly fee. Remember to check this section of your lease contract, and ask your property manager if you have any questions.

+ Who is responsible for pest control?

The owner is always responsible for making sure that the property is free of any infestation or pests at the time of move-in, and if you notice anything in your first few days in the apartment, submit a maintenance request or contact your property manager. However, most contracts stipulate that once you've moved in, pest control is your responsibility.

+ What are the penalties for paying my rent late?

Though each property is slightly different in the way they define a late payment, and the fees at each property vary, you can generally expect rent to be defined as "late" when it's still unpaid at the end of the second day of the month. Again, check your lease to be sure. When rent is late, there is usually a one-time late fee, and an additional, smaller fee for each day that the rent is unpaid after the first. For example, numerous properties charge a $50 late fee plus $10 per day after the first.

+ How do sub-metered utilities work?

Sub-metering is a system in which some or all of the utilities are billed as a lump sum for a complex to the complex's owner or management company. Then, the property manager will bill each tenants, who, instead of paying the City of Austin or another service provider, simply pays the people they rent from. The actual percentage billed to each unit is based on its square footage and the number of tenants occupying the unit. For example, the larger apartments will have slightly higher bills than the smaller ones, and if four tenants are sharing a two bedroom, their bill will be higher than for the same size two bedroom occupied by only two tenants.

+ What is subleasing?

Subleasing is the process of leasing all or part of your rental property to someone else during a particular portion of your lease. The most common example is when a student leases their room during the summer because they choose to return home. Most contracts, especially for rentals in the UT area, have a provision for subleasing, and specify the procedure that you need to take if you want to do it. Ordinarily, it’s a good idea to get this type of agreement in writing, and make sure that your landlord is aware that someone else will be occupying the property. Remember that an unofficial sublease does not release you from the lease contract – it simply substitutes another person temporarily. This person is responsible for damage or default, but if they don't meet their obligations, the primary tenant may ultimately still be held responsible. If you actually negotiate a complete takeover of the contract by another party, and the property manager approves the change and makes it in writing on the lease contract, then your obligations are officially over.

+ Who covers the cost of damages from fire, robbery, etc?

If you have renter's insurance, your insurance should cover your losses, minus any deductible, but if you don't have insurance, you'll be responsible for replacing or repairing all of your personal property. Clothing, furniture, electronics, and other personal effects are not covered by the owner's insurance if you are renting. However, if the owner or their employees were the cause of the incident (negligence, etc.), then you may be able to recover damages to cover the cost of the damage to your property. Similarly, if you are the cause of the damage (such as leaving a stove on), then you may be held responsible for the damage to the property by the owner. Like any other complicated or unusual situation, the best idea here is to seek legal advice if something does happen.

+ Can the rent be increased during my lease?

Typically, no. The landlord cannot make changes unilaterally to your lease contract during its term. Changes to the contract can always be made in writing with the permission of each party, but ordinarily the lease contract stays the same during the entire lease. The Texas Apartment Association (TAA) lease contract includes very specific language to ensure that a landlord cannot increase your rent during your lease term.

+ How do I find our who owns or manages the property?

You are always permitted to know who manages your property, and you should be aware of this information from the get-go to make sure that you know who to go to with repairs, requests, or complaints. Ordinarily, you can find out simply by asking your agent. Most properties in the UT area are either managed by a real-estate firm or by the complex itself (on-site), and their contact information is readily available – the name of the management and their contact information is included in the lease contract.

+ I don't feel safe. Can I move out?

If a crime occurs at a property, it's unfortunate for all concerned: the victim, the other residents at the property and the property owner. Most property owners don't offer any sort of guarantee about the security of the property, and it's obviously impossible to guarantee that a crime will never occur. As a result, the owner is highly unlikely to be in default of the lease contract if a crime does occur. However, you can always discuss this issues with your management and see if there are any additional precautions that you should take. If you do decide to move out, you will still be held responsible for the charges outlined in your lease for moving out early, so make sure you know what's going to happen before you make a quick decision.

+ The property isn't being maintained. Can I get out of my lease?

If the owner isn't meeting the responsibilities for maintaining the property outlined in the lease contract this may be grounds for moving out without penalty and terminating the lease, but this decision, unfortunately, is almost always made in court. If the property isn't being maintained, and these conditions affect your health or safety, just make sure you follow the appropriate procedures outlined by state law and your contract and ensure that you will be able to exercise any remedies available under the law to terminate your lease. The most important thing to follow all procedures carefully – if you want to be able to hold the owner to the terms of the contract, you must also be willing to abide by them.


Moving Out:

+ How do I get my security deposit back?

Getting the maximum refund of your security deposit is extremely important, especially for students on a budget. Though each property approaches the subject a bit differently, the general idea is that a set of move-out guidelines is provided in the terms of your lease, and as long as you abide by them, you're good to go. This usually includes a thorough cleaning (sometimes a receipt for professional cleaning is mandated), repairing any damage that you may have caused during your lease (such as a hole in a wall or broken window), and following the correct procedure for turning in your keys and vacating the property (i.e. not returning keys by the specified date and time could result in the property manager re-keying the lock at your expense.) Some properties, especially the larger complexes, tend to be a bit less strict with their requirements, while others provide a detailed outline of everything in the property that needs to be cleaned or restored. Ultimately, the amount of money you receive after move-out is up to you: we highly advise you to read over the move-out procedures carefully when you sign your lease, and abide by them closely when you leave the property. This includes taking pictures, documenting any cleaning that you have done professionally, and making sure that any maintenance requests are submitted with plenty of time for completion before you move out.

+ What can be deducted from my deposit?

In short, anything specified in your lease contract or any charge resulting from you breaking the lease. This usually means damages, wear and tear resulting from negligence, carelessness, or abuse on the part of the tenant, etc. Normal wear and tear, however, cannot be deducted. Also, unpaid rent or any other charges in your lease can be deducted after move-out, including charges for late payment, missing furniture, keys you don't return, etc. Any deduction must be listed in a written description and itemized, mailed to you on or before 30 days after your move-out.

+ When will I receive my refund

Most contracts require the landlord to refund the security deposit within 30 days of move-out in the form of a check. If any discrepancy arises, you are entitled to a report detailing any charges that may have been taken out of the deposit.

+ Can I deduct my deposit from my last month's rent?

No. This option is not available in TAA leases, and your security deposit is a completely separate and refundable charge, independent of your monthly rental amount or any other monthly fees.

+ What is an eviction?

Eviction is the ending of a resident's right to occupy the property. Being evicted involves the owner asking the justice of the peace to require that you vacate. A common reason for an eviction is non-payment of rent or violation of the terms of your lease contract. If you do not vacate, a constable can remove your belongings and force you to vacate.

+ How much notice must I receive before being evicted?

There are usually warnings given before an eviction would occur, but once an eviction notice is given, you have at most 3 days to vacate. TAA lease contracts allow 24 hours notice for eviction.