Chapter 1: Interim Assistance Committee (IAC) General Structure and Policy

1.1 Membership Structure:

  1. VP for Facilities Management will serve as co-chair.
  2. VP for Operations Management will also serve as co-chair.
  3. At least five other board representatives or interested members. Escher is required to have two members serving on IAC.
  4. Director of Housing will be the staff liaison for this meeting.
  5. Other staff members are encouraged to attend the IAC meetings but are not required.

1.2 Meeting Structure and Expectations: 

  1. IAC members must attend all IAC meetings unless the member notifies the chair[s] 24 hours in advance with a valid excuse for not attending the meeting.
  2. The first meeting must be held prior to the beginning of the interim period. This meeting will focus on introducing new members to the expectations of IAC. Members serving on IAC should be familiar with the IAC policies.
  3. At the first meeting, if the VP co-chairs are unable to serve during the interim time period, a new chair must be elected.
  4. The chair[s] must provide information and resources about the IAC responsibilities and duties of IAC which can be found in the Standing Rules and additional documents. All IAC members are responsible for reading all of the relevant standing rules regarding IAC and interim.

1.3 House Assignments:

  1. IAC members must select the houses that they will inspect the interim period. IAC members may choose which houses to inspect at the 2nd meeting. If an IAC member is not present at the 2nd meeting, they will be assigned the remaining available houses for inspection.
  2. A staff liaison will be assigned to a house to accompany an IAC member for the inspection. Staff liaison only accompany IAC members for the interim inspections during the interim contract period..
  3. IAC members must contact the interim managers directly to schedule an interim inspection.
  4. IAC members are not allowed to inspect houses that they currently live in or lived in the previous term.

Chapter 2 IAC House Inspection Criteria

2.1 Interim Manager Responsibilities

  1. Ensure that Interim Managers are following their specified duties which can be found in SR 14.2-14.6. They must show proof of a furniture inventory checklist and a work schedule.

2.2 Personal Room Inspection Criteria

  1. During room inspection, all rooms must have the following furniture present in order to pass the room for inspection. The furniture items must be in at least an acceptable condition (see conditions standards section). For each personal room, there must be one of each item for a designated single room, two of each item for a designated double room and three of each items for a designated triple room.
  1. Desk - must be empty, clean, and in good repair
  2. Chair - must be clean and in good repair
  3. Dresser or Armoire - must be empty, clean and in good conditions
  4. Mattress - must be clean and in good condition
  5. Bedframe: One wood bed frame, or metal frame with springs or box spring
  1. Floors, Walls and Ceilings: Floors must be swept and clean. Take notes of the floor conditions of the floor tiles or floorboards. Walls and ceilings must also be clean and in good repair.
  2. Windows and Screens: Every window must have a window screen intact. Ensure that the window closes and latches properly.
  3. Smoke Alarms: All rooms must have a smoke alarm intact. Test the smoke alarm to ensure that it is working correctly. Tell the interim manager to replace the battery if necessary.
  4. Covers: Rooms must have a cover or cover plate intact for light fixtures, light switches, electrical outlets and heaters.
  5. Keys: The interim manager or room occupant must present the keys to the room. Missing keys may result in a fine.
  6. Doors and Locks: Make sure that the door, knob, and lock are intact and working properly.        
  7. Early move-in members and members with an interim contract must ensure that they keep their belongings and personal items off their roommate's’ side of the room. Prior to the fall move-in date, the room must be kept in a presentable condition.

2.3 Common Space Inspection Room Criteria

  1. Living Rooms, Study Rooms, Dining Rooms, and Similar Common Rooms
  1. No clutter on the floor and in common spaces (i.e. no bags of clothing items or other miscellaneous items cluttering the area.)
  2. Floors must be clean and in good condition.
  3. Windows lock and seal correctly
  4. Window screens installed correctly
  5. No blocking entry to doors
  6. Doors open and close correctly
  7. Trash receptacle must not be overflowing
  8. Lights work properly
  9. No dirty dishes, cups, and/or silverware in common spaces         
  1. Bathrooms
  1. Showers + Shower Curtains must be clean
  2. Floors must be clean
  3. Window screens installed and lock and seal correctly
  4. Hot + Cold water work for all sinks and showers
  5. Toilets flush properly (no serious plumbing issues)
  6. Mirrors clean
  7. Doors open and close correctly
  8. Trash receptacle must not be overflowing
  1. Dry Food Storage Room
  1. Floor is clean and in good condition
  2. Food must be six inches off the ground. (This also means food can not be sitting in containers or bags on the ground)
  3. No expired food present
  4. Check for insect or rodent infestations
  1. Hallways/Stairways
  1. Exit Sign must be on and correctly mounted above the exit doors. Emergency lights must be functional.
  2. No clutter blocking staircase or hallways
  3. No furniture or boxes/large containers in the hallways
  4. Check lights to see if they turn on and off
  5. Floor is clean. Must be recently swept or vacuumed
  6. Door must open and close properly
  1. Kitchen
  1. Fridges and Freezers (no expired food and clean)
  2. Kitchen Surfaces must be clean
  3. Floor must be clean (should be swept and mopped)
  4. Sanitizer works
  5. Plumbing works (faucets and Spray wand)
  6. Trash and compost taken out
  7. Stove and Ovens Clean
  8. Windows lock and seal properly + Window screens
  9. No dirty dishes left on sinks and counters
  10. Kitchen Equipment must be clean
  11. If applicable, exhaust fan and light work.
  12. No clutter
  1. Porch/Balcony/Exterior of Property
  1. No upholstery furniture, cushions, or mattresses
  2. Clean tables and floor (No dirty dishes)
  3. Check lights to see if they turn on and off
  4. Clear out litter outside of house
  5. No dirty dishes
  6. No clutter
  7. Trash receptacle must not be overflowing
  1. Storage Room/Boiler Room
  1. Clear out old storage space
  2. Clear pathway and no clutter
  3. Check lights to see if they turn on and off
  4. Door closes properly
  5. Items must be properly labelled with a name, date, and contract period.
  1. Maintenance Closet/Miscellaneous Rooms
  1. Clear Pathway

  1. Recycling/Waste Management
  1. Take out Recycling bins and Compost carts
  2. Return any bottle, cans, or glass returnables to the store
  3. Take out all the trash bins to the curbside unless your house has a dumpster.

Chapter 3: Documentation of Room Conditions and Appeal Process

3.1 IAC members and/or staff liaisons should take pictures of room (both personal rooms and common spaces) in poor conditions.

3.2 In the case of a dispute with the Interim managers on the conditions of a particular room, pictures, video evidence, and/or multiple eyewitnesses accounts can be used as proof of rooms in unacceptable conditions.

3.3 Houses may only appeal the IAC decision after the initial inspection. Houses cannot appeal after the re-inspection.

3.4 IAC will discuss in a meeting and examine the evidence to vote on whether the house should have passed or failed an inspection. This requires a two-thirds majority vote approval with a tie breaking vote by the chair[s].

3.5. If a house fails the initial inspection and the re-inspection, a cleaning crew will be sent and charged back to the house for failing to comply with ICC standards. If a re-inspection cannot happen in the given time of interim, then IAC can decide to send a cleaning crew depending on the uncleanliness of the house.

Chapter 4: Scholarship Award Criteria

4.1 Total Scholarship Amount:

  1. The total scholarship amount is determined by the number of common spaces + the number of personal rooms inspected + $100. Each common space and personal room is worth $3 individually. For some houses this amount can be up to $5 per room.
  2. For the Winter-Spring Interim transition, only vacant rooms will be inspected. During the Summer-Fall Interim period, all rooms will be inspected.
  3. Personal Rooms: Any Personal Room that has two or more major issues listed in the list above in Chapter 2.2 must be deducted from the scholarship total.
  4. If the interim manager does not show you a work schedule or a Furniture inventory checklist then you may deduct from their scholarship.
  5. Houses that fail an IAC inspection cannot receive more than 50% of the scholarship.