Guest Policy

One of the most difficult areas of landlord/tenant relations is the issue of “guests”. Specifically, at what point does an individual(s) go from being a guest to being a resident. In an effort to bring some structure to our judgements on these cases we are providing here some criteria which we use to determine when that line has been crossed. Tenants should recognize that these represent broad guidelines. Every situation is judged on it’s own merits and evidence.

We believe it is worth noting the reasons for our interest in this issue.

  1. Individuals who are living in the apartment but not signatories on the lease create uncertainty as to their legal status, both rights and obligations.
  2. Individuals living in the apartment who are not on the lease are using utilities which landlord is providing without compensation. They are also imposing un-compensated “wear and tear” on the apartment which was not agreed to by landlord.
  3. If there is more than 1 person on the lease then the other tenant(s) are having their right to privacy in the apartment violated by the presence of a guest. We have witnessed many occasions where friendships have been destroyed because of this situation. Unfortunately it is often the case that the roommate is unwilling to speak up about their unease with the presence of a guest until their unhappiness has reached the point where the situation cannot be corrected.

Tenants are reminded that under the terms of their lease only persons named in the lease are permitted to be in residence. It is the definition of “resident” which is at the core of the issue. For our purposes in this policy statement the following criteria will be taken as evidence that an individual(s) has crossed the threshold from being a guest to being a resident.

  1. An individual staying overnight more than 3 nights in a 7 day period.
  2. The presence of significant quantities of the guest’s clothing, personal items and, or toiletries.
  3. If the guest is found to be in possession of keys to the building and/or to the tenant’s apartment.
  4. If the guest is frequently observed in the apartment without the presence of the host tenant.
  5. Complaints from roommates or other tenants in the building regarding the amount of time the guest is present.

In all circumstances if an individual(s) is going to be staying in the apartment overnight for more than 3 consecutive nights in total the tenant is required to seek permission from landlord in advance.

We find that the scenarios involving guests fall into 2 very broad categories.

  1. A friend or relative is visiting from out of town and needs a place to stay. In that situation the requirements for permission would be;
    1. All other tenants on the lease must be in agreement.
    2. The guest(s) must have a specific date on which they will be leaving. That date must be adhered to.
    3. Landlord must be informed in writing in advance. Landlord must agree to the presence of the guest in writing.
  2. A tenant is in a relationship with someone and wants to allow that person to be present on an ongoing, open ended basis.

The key difference in these 2 scenarios is that the first involves a single occasion of someone coming in as a guest with a specific time limit on the duration of their stay. The second involves an open-ended duration for the guest. They have become a resident, not a guest.

Regardless of the agreement of the other tenants in the in the apartment or building, we will not approve any request which conforms to the second scenario. Requests conforming to the first scenario will be judged largely on the basis of the length of the stay. The shorter the stay, the more likely we are to approve.

In the unfortunate event that a tenant attempts to ignore or intentionally circumvent these guidelines, particularly under the second scenario, we will be forced to begin the appropriate legal proceedings to remedy the situation. Tenant will be held financially responsible for any and all costs incurred by landlord to resolve the situation.

We hope that these guidelines and clarifications will assist you in avoiding any problems associated with inviting guests to stay in your apartment.

Policies & Procedures for Sub-Letting Apartments

    Tenants are reminded that your lease does not permit sub-letting your apartment unless written permission is granted by the owner of your building. Generally speaking a request to sub-let will only be considered when the departing tenant is leaving for 1) the purpose of accepting employment or pursuing further education at a different institution, AND 2) the location of that employment or educational institution is more than 50 miles from the University of Cincinnati, In reviewing the steps listed below keep in mind that under Ohio law on the subject of sub-letting, the formal agreement is actually between the departing tenant and their sub-let. The departing tenant is still subject to the lease terms until the lease expires and is responsible for the actions of their sub-let.

The following steps are your guideline when applying for permission to sub-let.

  1. The departing tenant making the request must first provide a letter, on appropriate letterhead, from the entity causing the tenant to need to leave. Such letter must include a name, title and phone number of an individual who can be contacted if necessary to verify the tenant’s need to move.
  2. The in-coming sub-let must complete and submit an application to the owner for approval. As with all applications, a clear, preferably color, copy of the sub-let’s driver’s license must be included.
  1. Under all circumstances, at least 1 of the original signatories of the lease must remain in residence in the apartment. Those signatories remaining in the apartment must in written form approve and accept the proposed sub-let. Upon the acceptance by the owner of a sub-let, the sub-let’s share of any rent shall be given to the departed tenant, or their designee, and the full rent each month shall be paid by a single check, as specified in the lease, by one of the remaining original signatories.
  2. The Departing Tenant and the Sub-Let must sign the Sub-Let Agreement created by Owner for this purpose. Any additions, deletions or modifications of the Agreement shall render the Agreement invalid. After completion of the Agreement by the Departing Tenant and the Sub-Let it must be submitted to Owner for Owner’s signature. Owner shall retain a copy of the Agreement and return the original to the Departing Tenant. It shall be Departing Tenant’s responsibility to forward a copy of the Agreement to the Sub-Let.
  3. The Departing Tenant will be charged an administrative fee of $100 for the time and effort required to facilitate this request. Payment must be included with the completed Agreement form when submitted to Owner for final approval.

Departing tenants are reminded that in the event that their sub-let defaults on their agreement, any subsequent legal filings by owner will be against the departing tenant, not the sub-let. Those legal proceedings become a part of a person’s credit history which can impact both credit inquiries and employment opportunities.

Pet Policy with respect to Service or Emotional Support Animals

Requests for a waiver to our ‘No Pets” policy will only be considered in those cases where the applicant is claiming a disability which qualifies them for a waiver as mandated by the Department of Housing and Urban Development (HUD).

A “Service Animal” is one which materially assists an individual with a physical disability. The most commonly recognized example would be a ‘Seeing-eye’ dog for those with a significant visual impairment. If the Tenant’s physical impairment, or the assistance provided by the animal, is not easily discernable by us then an appropriate letter from a qualified medical professional may be required. A Tenant requesting a waiver for a “Service Animal” must complete the following forms and submit them prior to bringing their animal onto the premises.

  1. Confirmation of Animal Training
  2. Veterinary Health Form.

An “Emotional Support” animal is one which aids an individual with a professionally diagnosed emotional or psychological disability. A Tenant requesting a waiver to our policies for an “Emotional Support Animal” must complete the following forms and submit them prior to bringing their animal onto the premises.

  1. Confirmation of Animal Training
  2. Veterinary Health Form.
  3. Medical/Mental Health Professional Form

We do not charge an additional amount of rent for granting a waiver however, under all circumstances, Tenant assumes full legal and financial responsibility for the behavior of their animal. Tenant accepts responsibility also for the proper and prompt collection and disposal of any waste generated by their animal. We reserve the right to require the immediate removal of the animal if it is found to interfere with the health and/or safety of other Tenants in the building. Likewise if the animal interferes with the quiet enjoyment of the premises by other Tenants.

Cleaning Expectations

Everywhere

  • Take all nails and screws out of the walls and ceiling and putty them smoothly.
  • Dust the ceiling fixtures including ceiling fans.
  • Dust all ledges.
  • Clean the windows.
  • Clean the door knobs and doors.
  • Clean all light switches and outlets.
  • Clean the walls and baseboards.
  • Vacuum (get any stains out of the carpet, or get the carpet professionally cleaned).
  • Get rid of all cobwebs.

Bathroom

  • Get soap scum off the bathroom tiles and tub/shower.
  • Clean out the bathroom drawers and vanity; making sure you get all the hair out (and remove any liners).
  • Clean the toilet, sink, countertop and finally the floor (sweep and mop).
  • Clean the mirror.
  • Vacuum out the surface of the exhaust fan if super dusty.

Kitchen

  • Clean out all cabinets and liners.
  • Wash the front of the cabinets.
  • Clean all countertops.
  • Clean and shine up the sink and faucet.
  • Scrub the refrigerator inside and out. Remove all shelves and clean separately if necessary.
  • Scrub the oven inside and out. Remove shelving, drip pans and burners.
  • Clean out the dishwasher if you have one.
  • Clean exhaust fan if needed.

Bedrooms/Living Room

  • Dust, sweep, vacuum and mop these empty rooms.
  • Dust/Clean baseboards, doors and switch plates.

Stairs

  • Sweep and mop down stairs in your apartment/house if applicable.

Outside Area

  • Sweep and clean off porch, if applicable, and make sure litter is picked up in the yard.

Garbage & Yard Waste Guidelines

The City of Cincinnati Department of Public Services (DPS) provides weekly garbage collection and scheduled bulk items collection for residential buildings that meet the definition of "dwelling," as adopted by Ord. No. 41-2013.

From spring to fall, DPS also provides a bi-weekly yard waste service concurrent with the recycling service. The Office of Environmental Quality provides bi-weekly recycling collection for The City of Cincinnati. Each resident is assigned a collection day (Monday to Thursday) and a recycling-yard waste week.


  1. Who Receives City Garbage & Yard Waste Collection?

    The City of Cincinnati Department of Public Services (DPS) provides weekly garbage, bi-weekly yard waste and scheduled bulk items collection for buildings that meet the following definition of "dwelling," as adopted by Ord. No. 41-2013.

  2. What To Place Garbage In

    Garbage must be placed in a City-issued or "City-approved" cart. A "City-approved" cart is one that is compatible with DPS lifting equipment and registered with the City. These carts must have a lift pocket and a steel lower lift bar for fully automated and semi-automated collection systems. Garbage in carts is not to exceed 75 lbs. DPS is not responsible for damages to cart due to normal collection operation. The City of Cincinnati will not collect garbage in a cart that is not compatible with the City's lifting equipment and not registered with the City of Cincinnati.

  3. City-Approved Cart

    If residents need additional carts in addition to or to replace a City-issued cart, they will have to purchase additional carts compatible with DPS lifting equipment. These carts must have a lift pocket and a steel lower lift bar for fully automated and semi-automated collection systems. Each cart will need to be registered with DPS, by calling 513-591-6000.

  4. Cart Exemption

    Exemption from using Carts can be granted for a variety of reasons, including disability, topography (access through long stairs), or lack of storage space for the cart.To request an application for a "Cart Exemption," please call 591-6000.

  5. Set-out Time

    Garbage carts, yard waste containers, scheduled bulk items and recycling carts should be placed at the curb no later than 6 a.m. on collection day but no earlier than 5 p.m. the previous day. Please avoid placing the carts around any obstructions, mailboxes, low-hanging wires etc., and avoid parking in front of cart on collection day. Residents with cart exemptions (see above) are required to set out their garbage the day of collection by 6 a.m. Residents are responsible for potential mess caused by wildlife and vandalism when garbage is set out improperly, or when setting out garbage under the cart exemption clause. Garbage carts must be removed from the curb by midnight on the day of collection.

  1. Holiday Collection

    During a holiday week, all garbage days scheduled before the holiday will be collected on the regular scheduled day. The day of the holiday and every day after will be collected the following day. See list of City Holidays affecting garbage collection.

  2. Bulk Item Collection

    Up to 5 bulky items can to be scheduled for collection by phone with Customer Service at 513-591-6000 or at 5916000.com. Users of the Fix it Cincy! app can also file for bulk item collection, as well as request other services provided by the City. Only locations eligible for garbage collection from the City (i.e. NON-commercial entities) are entitled to use the bulk items program. No online requests are accepted due to a limited number of items that can be collected daily from residences that are eligible for City collection. Any buildings that are not eligible for City collection are considered commercial and will need to contact a City of Cincinnati registered waste hauler. Bulk items will be collected on the scheduled day which will be the regular collection day for the location or on Fridays. If too many locations are scheduled a given week, DPS may need to collect the items on Saturdays.

  3. Tires

    Tires at residential locations are collected by a separate truck and need to be scheduled by calling Customer Service at 513-591-6000. Up to 4 tires can be collected upon request. Commercial automotive garages and tire shops are required to register with the City and provide proof of proper disposal of used tires to the Director of the DPS upon request.

  4. Yard Waste

    Yard waste is collected bi-weekly on the same Green and Gold weeks as recycling. Yard waste should be placed in clearly marked cans with handles; paper bags designed for yard waste; or, bundled with heavy twine or cotton rope. Yard waste containers and bags exceeding 25 lbs. in weight will not be collected. Yard waste placed in City garbage carts, recycle bins or plastic bags will not be collected.

    Loose yard waste such as grass or leaves should be in containers that have lids or in bags that are closed to prevent blowing. Sticks and branches may be tied into bundles of no than 3' lengths and 2' in diameter. No tape, plastic rope or metal wire may be used to bundle. Branches with stickers, spines or other hazards must be placed in bags or cans to avoid injuring collections personnel. Branches must be no thicker than 6" in diameter.

    The City of Cincinnati will begin yard waste collection for 2018 on April 1.

  5. Citations & Fines

    Citations and fines will be issued to residents and businesses violating the garbage guidelines as described on this Municipal Code site.

Guidelines for Recycling

The Cincinnati Recycling Program accepts the following materials:

  • All plastic bottles and jugs, regardless of the number stamped in the bottom. If you crush the jug/bottle, you can screw the lid back on for recycling. Labels ok. NOTE: To be considered a bottle or a jug, the mouth (top) of the container must be smaller than the bottom.
    • No carry out plastic containers
    • No styrofoam.
  • Glass jars and bottles (any color)
  • Aluminum beverage cans
  • Steel cans – Labels may be left on
  • Cartons (Juice boxes, soup/stock boxes, etc.) – remove caps and straws
  • Empty aerosol cans - with lids and tips removed
  • Paperboard (cereal boxes, frozen food boxes, 12-pack containers, etc.)
  • Cardboard - broken down to 3'-by-3' sections
  • Paper products - Office paper, Newspaper, Magazines, Junk mail and envelopes, Telephone books, Paper grocery bags, Clean pizza boxes (no greasy boxes.)

Don’t Put Your Plastic Garbage Bag in the Recycling Can

Just place your recyclable items in the cart or bin and toss the garbage bag in the trash can.

No Plastic Grocery Bags

Plastic bags are not accepted in the City’s curbside recycling program. Due to stringent standards for the reselling of this material, manufacturers require plastic bags be clean, dry and in like-new condition to be used in the manufacturing process. Due to the collection and separation process, Rumpke Recycling can’t meet those manufacturer’s standards.

Many local retailers have established plastic bag recycling programs. We encourage you to seek out these types of opportunities to recycle your plastic bags and films.