Qatar University is committed to providing suitable housing for its eligible staff and faculty in order to facilitate a comfortable stay for them and their families during their employment with the university.

1.Eligibility and Allocation
2. Water and electricity
3. Housing Inspection
4. Out-Processing Procedure
5. Maintenance Policy
6. Maintenance procedures
7. Period and conditions of occupancy
8. Move-out procedure
9. Hospitality Accommodation
10. Accommodation and Furniture.( New Staff)
11.Facilities available at the AL-Zuhoor (2) Complex, Al Waab Area
12.Facilities available at the Al-Gharaffa Compounds

1.Eligibility and Allocation

1.1 QU reserves the right to either allocate suitable housing or paying faculty/staff housing allowance in line with the HR policy PL-HRM-RET-019. The HR policy also outlines policies relating to ‘Temporary accommodation on arrival/departure/transfer’ for faculty and staff.

1.2 Eligibility for University housing is in line with decisions issued by the Vice President and CFO and is subject to change without notice.

1.3 The type of housing provided by the University will be based on availability. As guidance, villas are reserved for Directors, Deans, Vice Deans and Academic staff on grades B, C and D. The rest of the staff and faculty eligible for University accommodation will be allocated suitable housing based on their grade, family status e.g. single/married, number of children, etc.

1.4 Furnishing allowance is provided to faculty/staff eligible for University housing if accommodation provided is unfurnished. Please see the following policy: Furnishing Allowance (PL-HRM-RET-020).


2. Water and electricity

2.1 All faculty/staff are required to pay fully refundable deposit for water and electricity. Deposit is payable directly to Kahramaa once housing has been allocated. The Housing department shall endeavor to allocate housing to staff and faculty during the first two weeks while staying in the guest accommodation and send a representative with the faculty/staff member to Kahramaa.

How to Setup Account in Kahramaa (For Electricity and Water)?

1. Write down the reading for electricity and water meter for the unit.
2. Contact External Relations Department and duly fill the form for Kahramaa given to you by ER Department (you will need the reading to put in this form).
3. Pay Q.R. 2,000 for the insurance deposit to ER Department.
4. ER will send their representative to Kahramaa and pay the insurance deposit and will provide you with the invoice.
5. You will start receiving bills from the month of payment of insurance deposit.

Please note that Housing Department is in process of opening Kahramaa branch within the University dorm to ease up the process of the insurance deposit and payment of bills.

3. Housing Inspection

3.1 The university reserves the right to inspect premises periodically after providing notice in writing to ensure property is damage free and / or to make routine repairs.

3.2 Residents shall not limit the university’s right to enter the premises.

3.3 A move-in inspection (see section 4) will be conducted prior to the faculty/staff moving into the property. This allows the faculty/staff time to note any problems with the premises.

3.4 Upon notification that a faculty/staff will be vacating, the Housing Department will arrange a move-out inspection (see section 8) with the faculty/staff. The results of move-out inspection are compared with the move-in inspection (and any subsequent updates), and any damage is assessed.

3.5 Move-In and Move Out procedures will be based on the “Condition Inspection Report” – FR-HOU-EMP-001.

3.6 A declaration outlined in the form: FR-HOU-EMP-002 titled “Agreement and Acknowledgement” must be signed by all faculty/staff designated University accommodation upon receipt of the property.

4. Out-Processing Procedure

4.1 This move-in inspection is mandatory. The inspection is carried out by a Housing department staff member and faculty/staff must be present. This allows the faculty/staff to check if the property was received in good condition. The Move-In Inspection Report should identify all, if any, damages to the property existing at the time of the inspection.

4.2 The inspection has to be detailed and should mention exactly what the property is made up of and in what condition. Description of the premises corresponds exactly to its condition and that all damages and defects are clearly and precisely itemized.

4.3 Any improvements made to the premises can only be made upon the Housing Departments written consent.

4.4 If by any chance certain damages and defects are discovered at a later stage (following completion of Move-in procedure), the faculty/staff should inform the Housing department in writing no later than 2 weeks of receiving the property.

Note: Move-In and Move Out procedures will be based on the “Condition Inspection Report” – FR-HOU-EMP-001.

5. Maintenance Policy

5.1 Faculty/staff must keep the premises in a reasonable state of cleanliness, having regard to the condition of the premises at the start of the tenancy (in line with “Condition Inspection Report.”

5.2 Faculty/staff must notify the Housing department of any damage to the premises as soon as practicable, regardless of who or what caused the damage.

5.3 Repairs should be prioritized depending on the degree of urgency. The general classification of repairs is:

• Emergency
• Routine.

5.4 Emergency repairs are required to be undertaken at the earliest possible time and generally within 24 hours. Examples of emergency repairs include:

• Dangerous electrical fault
• Failure of entire electrical system
• Lack of water supply to dwelling, or water leakage.

5.5 General maintenance is coordinated by the Housing Department. These are undertaken as per agreements with relevant landlords or as per Housing Department plans.

5.6 Planned maintenance is general repair and maintenance of a preventative or long-term nature. It includes items such as window and door replacement, external painting, electrical or insulation upgrading. This work is normally applied to a number of houses and is generally undertaken by the relevant landlord.

5.7 The housing department should maintain effective maintenance agreements with the relevant faculty/staff. Standing order agreements with other maintenance providers should also be established to ensure maintenance is carried out as necessary, even if the landlords do not provide this in a timely manner.

5.8 Responsibilities of the University/Landlord:

• Repairs of ceiling cracks, support pillars and foundation
• Water leakages from toilets or ceilings
• Works on ceilings
• Water storage tanks
• Internal or external doors except if damage is resultant from misuse by faculty/staff e.g. intentional damage, children, etc.
• Central electrical box and its distribution
• Repair of drainage and pipes
• Painting the interior and exterior of the accommodation every 3 years
• Repairs of air conditioners and electrical appliances in line with contract with landlord (differs based on various agreements for different compounds/apartments).

5.9 Responsibilities of the faculty/staff occupying accommodation:

• Maintenance and repair of plumbing fixtures within bathrooms and kitchen, water heaters, air vents, doors and windows (except where covered by agreement with landlord)
• Not to use any adhesives or nails on walls
• Replacement of light bulbs and caring for electrical switches (replacement if damaged)
• Repair of any other damage resultant from misuse of the contents of the accommodation
• Payment of electricity and water bills.

6. Maintenance procedures

6.1 For general maintenance issues and/or repairs, faculty/staff should complete a Maintenance Request Form (FR-HOU-EMP-003) and forward to the Housing Department, or alternatively contact the Housing department directly (in the event of emergency repairs being required, faculty/staff may contact maintenance contractor directly to arrange immediate repairs).

6.2 Housing Department will contact maintenance contractor and schedule a date to carry out necessary repairs.

6.3 Once a date and time for repairs has been confirmed with maintenance contractor, Housing department will notify faculty/staff to confirm.

6.4 On completion of repairs, faculty/staff should contact Housing department to notify, and advise if works have been carried out satisfactorily. Alternatively the Housing department representative responsible for maintenance follow-up shall contact the faculty/staff for status update.


7. Period and conditions of occupancy

7.1 Employee's contracts must be current prior to property being assigned. After assignment has been made, the employee's contract must remain current.

7.2 Adherence to Housing policies, procedures including any decisions related to housing by the University leadership is mandatory.

7.3 The faculty/staff are the custodians of the contents of the University accommodation and responsible for security, cleaning and maintenance of the electrical equipment within the accommodation.

7.4 The faculty/staff are not allowed to change or make additions to the outside or inside of the accommodation. If such modifications are necessary and urgent, prior approval is to be attained from the Housing Department.

7.5 A request to change accommodation can only be made after 4 years of residency in University accommodation unless special circumstances exist (as determined by the Housing Department).

7.6 If the faculty/staff's employment contract is terminated, or expired, they must vacate premises within two (2) weeks, unless otherwise arranged with University through written approval from Housing Department or VP & CFO.

7.7 If faculty/staff intend to vacate the premises for any reason not mentioned above, they are required to give at least two weeks notification. Notifications are to be submitted in writing directly to the Housing Department.

7.8 Failure to give this period of notice could result in the security deposit being withheld by the University.

7.9 In the event that a faculty/staff does not vacate University premises within the two week period, the University reserves the right to withhold the faculty/staff's Housing deposit and take further action as necessary.

8. Move-out procedure

8.1 In order to obtain clearance from the housing department as part of the HR exit process, the faculty/staff is required to provide a “payment of account” from Kahramaa indicating payment of electricity and water bills that is not older than 48 hrs.

8.2 An undertaking (FR-HOU-EMP-002) to be signed by the faculty/staff to vacate the property within two (2) weeks. If housing is not vacated within this period, the University reserves the right to take legal action to vacate the premises.

8.3 Upon vacating the premises, and termination of occupancy, the Housing department will make an inspection of the premises for the purpose of determining any damages, missing items or repairs.

8.4 It is advisable for the faculty/staff who is vacating the premises to be present during inspection in order to avoid any dispute.

8.5 The result of the inspection is to be documented in the ‘Housing Inspection Report’ and signed by faculty/staff as well as representative of Housing Department. Should the itemization not correspond to the actual state or the leaving faculty/staff becomes aware of an error and / or oversight, he / she has to act without delay and inform the Housing department accordingly (no later than 1 week of inspection report).

8.6 Amounts may be deducted from end of service benefit in respect of unpaid charges, damage to property, and costs associated with restoring accommodation to reasonable condition as assessed by the University Housing Department.

8.7 Faculty/staff may appeal against decisions to deduct amounts from end of service benefits by outlining reasons for appeal in a letter directed to the Vice President and CFO if agreement can’t be reached with the Housing Department.

Note: Move-In and Move Out procedures will be based on the “Condition Inspection Report” – FR-HOU-EMP-001.

9. Hospitality Accommodation

9.1 To be occupied for a period of no longer than one semester for visiting faculty members. If a longer stay is required, then faculty member is to be moved to permanent residence.

9.2 To be used for short term residences no longer than two weeks or for other situations such as for University guests as deemed appropriate by the University leadership in collaboration with the Housing Department.

10. Accommodation and Furniture.( New Stuff)

Please find below information on the accommodation that you will be issued upon arrival at Qatar University.  Furniture items included in each unit are listed below for your information.

Each Villa or Apartment consists of 3 bedrooms, 1 sitting room and a dinning room. The size of a family and the availability determines whether you will be issued an apartment or a villa.

Please note that the units are not equipped with the following items:

11.Facilities available at the AL-Zuhoor Complex, Al Waab Area

The AL-Zuhoor Complex is located in the city.  It is approximately 30 minutes drive to the university, approx 20 minutes drive to the financial district, and approx10 minutes away from Doha International Airport.
 
Nearby attractions, are:

• Aspire gymnasium located at Khalifa Stadium

• Villageo Mall & Carrefour shopping Center

• Hayatt Plaza Mall

Features & Finishes:

• Fully furnished apartments and villas

• Ceramic floors

• Curtains

• Air condition split units

• Voltage 240 V

Kitchen:

• Ceramic tiles

• Fridge

• Dishwasher

• Washer & Dryer

• Living Room

• Sofa, armchairs, coffee table & side tables

• TV & Satellite

Dining Room:

• Dining Table with chairs

Amenities:

• 24-hour security

• Maintenance Service

• Outdoor Shaded Swimming pool

• Children’s outdoor games

• On-site supermarket

• Three lounges

• Mosque

• Gym

• Snooker

• Shaded outdoor parking

12.Facilities available at the Al-Gharaffa Compounds

There are four residential compounds at Al-Gharaffa located in the north of the city.  They are approximately 10 minutes away from the University and approximately 20 minutes away from Doha International Airport.

Nearby attractions are:

• Corniche

• Landmark Mall

• City Center

Two major supermarkets will be opening in Gharaffa soon: Carrefour and Lulu Hypermarket.


QU Housing Department | Qatar University