Navigating the UCLA Housing Work Order Process: A Comprehensive Guide

Securing housing at UCLA, whether in undergraduate dorms or faculty apartments, involves understanding the procedures for requesting maintenance and repairs. This article provides a detailed overview of the UCLA housing work order process, addressing various aspects from submitting requests to understanding response times and potential charges.

Accessing Housing Applications and Offers

The starting point for many housing-related tasks is the Housing StarRez portal. This portal, accessible via the “Access Housing Application & Offers” link on MyHousing, requires a UCLA Logon ID and password. It serves as the central hub for applying for housing, managing housing preferences, and accepting offers. Several walkthrough guides are available to assist users:

Undergraduate Housing Roommate Group Walkthrough (PDF)
Undergraduate Application Walkthrough (PDF)
Undergraduate Offer Walkthrough (PDF)

Making Housing Payments

All housing payments are made through the tenant's BruinBill account. Accessing BruinBill requires an activated UCLA Logon and password, linking it to MyUCLA.

Transfer Requests

Students who want to move to a different room have the option of submitting a transfer request:

Undergraduate Room Swap and Transfer Request: During the academic year, undergraduates can submit a room swap and transfer request during each quarter’s Open Transfer period.
Graduate Transfer Request: Graduate and Family housing residents can submit a transfer request after their contract start date.

Understanding the Work Order System

UCLA has upgraded its maintenance request system to improve efficiency. The new system, based on Maximo software, allows students to file maintenance requests while manually entering less housing information than before. The upgrade was funded by the University of California Office of the President at no cost to UCLA. The upgrade eliminates the need for a third party to read and transfer requests to different maintenance groups.

Submitting a Work Order

The UCLA Housing website provides instructions on how to submit a non-emergency work order online. It is important to note that due to vendor agreements, pest control requests cannot be submitted online or called in. These requests must be made in person at the UAN Administration Office.

Important Considerations Before Submitting a Work Order

End-of-Year Move-Out: Before vacating their room, students should place all work orders to address any existing issues. Charges for room damage discovered after check-out will be divided equally among all roommates. In 2025, all students must vacate their room by Friday, June 13, unless they have an approved late departure.
Preparing for Move-Out: To avoid fines, residents should clean and vacuum their rooms, remove all trash, and arrange furniture as it was found upon move-in.
Appliances: If a resident has rented a microfridge, it should be cleaned and left plugged in the room.
Commercial Storage Bins: Note that commercial storage bins are not allowed to be delivered or picked up at any housing facility.

Faculty Apartments

UCLA offers a variety of housing options for faculty, conveniently located near Westwood Village and the UCLA campus. These options include:

UAN Faculty Apartments: Consisting of three complexes with a total of 99 units. These include Faculty Levering, Clarington, and Faculty Weyburn. All faculty housing except Clarington is unfurnished. Clarington is furnished and includes a washer and dryer in each unit. Apartments in Faculty Levering, Clarington, and Faculty Weyburn include flooring, blinds, stove, microwave, refrigerator, dishwasher, garbage disposal, and central heating and air conditioning.
Village Terrace and Faculty Wilkins Condominiums: UCLA owns and operates these modern, luxury facilities, as well as several Park Wilshire condominiums located in the Westwood Village and Wilshire Corridor area. These include in-unit washer/dryers.
Single-Family Homes: UCLA owns and operates Kneller House and Kinnard House.
Weyburn Commons: For short-term stays, UCLA offers nine furnished faculty studio apartments in Weyburn Commons.

All UCLA grounds and facilities, including University Apartments (UA), are tobacco-free.

University Apartments (UA) Management

All funds required to operate UCLA University Apartments facilities and programs are obtained directly from rental contracts from UCLA students and faculty. Historically, there has been an annual rent increase in July to fund operating expenditures and capital improvements. The University Apartments housing philosophy is embodied in the concept of providing quality accommodations and service while minimizing costs for our residents.

Key Contacts and Offices

Resident Services Coordinators: These staff members assist with the move-in process, issue apartment keys and gate access cards, provide initial orientation, and serve as the main point of contact for any issues during residency.
Administration Office: The Administration Office for Faculty Levering, Faculty Weyburn, Faculty Wilkins, Village Terrace, Park, Weyburn Commons, Wilshire, Kinnard House, and Kneller House is located at 11020 Weyburn Drive. The Administration Office for Clarington is located at 3200 Sawtelle Blvd., Los Angeles CA 90066.
UA Facilities Management: This team provides routine repair and maintenance work for all apartments.
UA Custodial Staff: They are responsible for cleaning common areas in and around apartment buildings and assist with apartment renovations.

Resident Responsibilities

Residents play a crucial role in maintaining a clean and safe environment. Personal items should be kept inside the apartment, and all repairs and maintenance must be performed by UA Facilities Management or authorized vendors. Residents are not allowed to make their own repairs or contract outside vendors.

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Charges for Maintenance

There is no charge for routine maintenance unless the issue is a result of negligence on the part of the resident or their guest(s). Residents are strongly encouraged to report any apartment or building problems immediately to prevent further damage, which may result in charges.

Procedures During Maintenance

In the event that power needs to be turned off to complete a work order, residents are responsible for turning off all appliances, including computers, televisions, and stereos. University Apartments reserves the right to enter the apartment without notice to perform the work in accordance with standard response times. Facilities staff will knock loudly and announce their presence before entering an apartment. Residents should inform others in the apartment about the repair request so they know a repairman will be entering.

Pest Control

Due to vendor agreements for pest control services, requests must be made in person at the UAN Administration Office. Ant infestations are common in Southern California due to weather extremes. Residents must comply with all treatment procedures if mandatory measures to control pest infestation are enacted by the Administration Office or UA Facilities Management.

Standard Response Times for Maintenance Problems

The following list provides the standard response times to anticipate for various types of maintenance problems:

Immediate or Same Day Service: Lockout, no electricity, no water/hot water, sink blockages, plugged toilet, overflow, no heat, major plumbing leaks, secure broken window, emergency lock replacement, and elevator not working. In case of flooding in either the kitchen or bathroom, please remove all items from under the sinks.

Damages and Miscellaneous Charges

Residents are responsible for reporting any damage or need for repair of any University Apartments property to UA Facilities Management. A list of estimated costs for common repairs can be found in the “Damages and Miscellaneous Charges” section of the University Apartments handbook.

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Avoiding Charges

Caution and prompt reporting of needed repairs are the best ways to avoid charges. For example, if a window is difficult to open, call for repairs before breaking it. If a faucet leaks, call when it starts to leak; do not wait until it can no longer be turned off.

Resident Negligence

Residents are not charged for everything that goes wrong in a unit, only those items that fall under the heading of resident negligence. There may be a minimum charge of $20 for any Facilities action due to resident negligence. University Apartments reserves the right to document any deficiencies found during unit inspection.

Bi-Annual Health and Safety Inspections

The University conducts bi-annual health and safety inspections to ensure there are no conditions present in the apartment that may cause a significant health and safety risk to the community as a whole.

Examples of Charges Due to Unreasonable Wear and Use

Damaged Furniture
Torn or Damaged Screens or Blinds
Damaged Windows or Light Coverings
Water Damage: Water damage caused by a resident’s failure to properly use the facilities or to notify the office of needed maintenance for a shower, sink, bathtub or excessive mold will be charged to resident. This includes tampering with or modifying the fixtures and pipes to accommodate a water filtration machine or washing machine.
Fire Sprinkler Heads: Water damage caused by activation of sprinkler system due to tampering (e.g., attempting to disarm sprinklers, hanging items from sprinklers, etc.). Residents will be responsible for all renovation costs due to damage to the building’s physical structure as well as the personal belongings of your affected neighbors.
Smoke Detectors: Tampering with, disabling or removing the smoke detector triggers an alert to our alarm center.

Emergency Services

University Apartments provides 24-hour residential emergency service. For emergencies occurring after hours, or on a weekend or holiday, call for after-hours service. After-hours service is for emergency calls only.

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