2.0 Moving in
2.1 Orientation meeting
Upon arrival for move-in, the Housing Services Centre (HSC) representative will provide an administrative orientation briefing, including an overview of the previously provided electronic copies of the Occupant Handbook and the Licence to Occupy, and will issue the keys to the residential housing unit (RHU). The Occupant may request a paper copy during the orientation if preferred; however, the Canadian Forces Housing Agency (CFHA) encourages the use of electronic versions to reduce paper consumption.
2.2 Move-In Deficiency Report
The Occupant is responsible for recording any existing damages or deficiencies in the RHU at the time of move-in using the Department of National Defence (DND) RHU Move-In Deficiency Report. Photographs may be included to support reported items. The completed report will remain on file and will be reviewed during the preliminary move-out inspection and at the end of occupancy to ensure the Occupant is not held responsible for pre-existing conditions.
The Occupant must complete, sign, and return the Move-In Deficiency Report to the HSC within fourteen (14) calendar days of the move-in date, either by email or in person. Failure to report deficiencies within this timeframe may result in the Occupant being held responsible for repair costs related to unreported damages.
For more information on how damages are assessed, refer to section 8.15 Residential service damage.
2.3 Locks and keys
The Occupant is provided with two (2) sets of keys for each lock type of the exterior doors of the RHU, including the garage door, if applicable. Where applicable, the Occupant may also be issued fobs and/or remote garage door openers. All keys, fobs, and remotes must be returned upon move-out.
The Occupant is required to contact the HSC to obtain approval prior to changing any locks. Any locksmith services or replacement costs incurred are the responsibility of the Occupant.
It is important to note that the HSC does not keep spare keys, fobs, or remotes for RHUs. The Occupant is responsible for the safekeeping of all issued access devices.
In the event of a lost fobs, or remotes, or if replacements are required, the Occupant must contact their local HSC for guidance.
2.4 Insurance requirements
The Occupant is fully responsible for damage to, or loss of, personal effects while occupying the premises (including garages and row garages), including, but not limited to, food, military kit, furniture, and personal belongings.
The Occupant must provide proof of insurance to the HSC before being granted occupancy of the premises and of the row garages, on an annual basis and at any time upon request.
The Occupant must carry the appropriate insurance coverage for the length of this agreement. It must include the following protections:
- Personal belongings (contents) coverage. This coverage typically covers the policy holder’s personal possessions against certain types of events, circumstances, or hazards that lead to the loss or destruction of the Occupant’s private property or belongings. The Minister shall not be liable to the Occupant for any damages to the Occupant’s personal belongings content.
- Personal liability coverage with a minimum amount of 1 million CAD. This coverage provides financial protections against such things as lawsuits and other legal expenses arising from injuries to other people while they are on the RHU property. This coverage also covers damages to Crown property.
CFHA strongly recommends the Occupant includes additional living expenses coverage to their policy. This coverage protects the Occupant if they are forced to vacate their RHU following an unexpected event.
2.5 Damage caused by movers
The Occupant must inform the HSC of any damages to the premises caused by the moving company. The Occupant is responsible for covering the repair costs and for submitting a claim for reimbursement directly to the moving company.
2.6 Utilities
When the Crown provides utilities (water, sewage, gas, fuel, and electricity), including heating oil (fuel tank refers to the heating oil tank), the Occupant is responsible for the costs and is charged accordingly. The occupant is also responsible for ensuring that consumption is kept to a minimum consistent with environmental conditions and normal comfort levels.
When the Crown does not provide utilities, unless advised otherwise by the HSC, the Occupant must arrange for the service(s) directly with their local provider.
Failure to obtain and maintain utilities, including top-up of the fuel tank, can create health and safety hazards and cause damages to the RHU. This may result in CFHA recovery of utilities and repair charges and could justify eviction.
2.7 Cable/satellite dishes and telephone
The Occupant is responsible for paying for telephone, cable and/or satellite, and Wi-Fi services, including the installation of additional and/or relocation of jacks or cable and satellite installation and upkeep. Drilling into floors or other structural elements to run cables is not permitted. Please refer to section 3.2 Activities requiring HSC approval for more information.