POLICIES AND PROCEDURES MANUAL

Section

Functional Area

Topics

Forms/Lists

Letters

Reports

10

LEASING/SALES

 
 
 

 

 

Rental Application Procedures

10-024-GCI

 
 
 
 

Rental Application

 

F1000-OH/FL

 
 
 

Supplemental Rental Application for Non-US Citizens

 

F1062-GCI

 
 

 

CLSR Forms – Community Amenities Addendum

 

F1001-GCI

 

 

 

Amenities: Clubhouse and Party Room

10-001-GCI

 
 
 

 

CLSR Forms - Pool Rules and Regulations Addendum

 

F1003-GCI

 

 

 

Amenities: Sport Facilities

10-003-GCI

 
 
 
 

Amenities: Business Center

10-004-GCI

 
 
 
 

Amenities: Guest Units

10-005-GCI

 
 
 
 

Guest Unit Agreement

 

F1006-GCI

 
 
 

Amenities: Cinema Room

10-006-GCI

 
 
 
 

Amenities: Car Care Center

10-007-GCI

 
 
 
 

Amenities: Picnic Areas

10-008-GCI

 
 
 
 

Amenities: Playgrounds

10-009-GCI

 
 
 
 

Amenities: Tanning Facility

10-010-GCI

 
 
 
 

Tanning Regulations and Consent

 

F1008-GCI

 
 
 

Pet Policy

10-011-GCI

 
 
 

 

CLSR Forms Plus Data Entry Guidelines

10-012-OH&FL

 

 

 

 

CLSR Forms Plus Data E-Signature

10-021-GCI

 

 

 

 

CLSR Forms - Pet Addendum

 

F1009-GCI

 
 
 

CLSR Forms - Satellite Dish and Antenna Addendum

 

F1010-GCI

 
 

 

CLSR Forms – Carpet and Vinyl Addendum

 

F1011-GCI

 
 

 

CLSR Forms – Concession Addendum

 

F1012-GCI

 
 

 

CLSR Forms – Delivery Agreement

 

F1013-GCI

 
 

 

CLSR Forms – Drug and Crime Free Addendum

 

F1014-GCI

 
 

 

CLSR Forms – Garage & Storage Addendum

 

F1015-GCI

 
 

 

CLSR Forms – Insurance Addendum
*GCI = FL/NC/29S/37X/40C/50H/53X

 

F1016-OH
F1016-GCI*

 
 

 

CLSR Forms – Lead Based Paint Disclosure

 

F1017-OH

 
 

 

CLSR Forms – Mold Addendum

 

F1018-GCI

 
 

 

CLSR Forms – Utilities Addendum

 

F1019-OH

 
 

 

CLSR Forms – Washer Dryer Addendum

 

F1020-GCI

 
 

 

CLSR Forms – Notice Regarding Security & Advanced Rent

 

F1021-FL

 
 

 

Community Rules and Regulations Addendum

 

F1022-GCI

 
 

 

CLSR Forms – Lease Summary Sheet

 

F1023-OH

 
 

 

Criminal Background Investigation Authorization

 

F1024-GCI

 
 

 

Employment Verification

 

F1025-GCI

 
 

 

Residency Verification

 

F1026-GCI

 
 

 

CLSR Forms – Additional Occupant Addendum

 

F1027-GCI

 

 

 

CLSR Forms – Lease Agreement (FL)

 

F1030-FL

 
 

 

CLSR Forms – Lease Agreement (OH)

 

F1030-OH

 
 

 

CLSR Forms - Valet Trash Removal

 

F1047-SE

 

 

 

CLSR Forms – Smoke Free Adendum

 

F1058-GCI

 
 

 

Criminal Background Reinvestigation Request

 

CBRR-GCI

 

 

 

Privacy Policy

 
 

L1001-GCI

 
 

Resident Questionnaire and Satisfaction Survey

 

F1031-GCI

 
 
 

Intent to Vacate Notification

 

F1032-GCI

 
 
 

Unit Inspection Checklist (formerly Move-In/Move-Out Inspection Checklist)

 

F1033-GCI

 
 

 

Guest Card Follow-Up & Lead Management

10-013-GCI

 

 

 

 

Guest Card

 

F1034-GCI

 

 

 

Rent Schedule

 

F1035-GCI

 

 

 

Leasing Schedule

 

F1036-GCI

 

 

 

Renewal Flowchart

10-015-GCI

 

 

 

 

Renewal Follow-Up 75 Days

 

 

L1003-GCI

 

 

Renewal Follow-Up 30 Days

 

 

L1004-GCI

 

 

Renewal Follow-Up Thank You

 

 

L1005-GCI

 

 

Renewal Follow-Up Notification

 

 

L1006-GCI

 

 

Marketing Requests

10-016-GCI

 

 

 

 

Marketing and Printing Request (ONLINE FORM)

 

F1042-GCI

 

 

 

Leasing Forms / Supply Request (ONLINE FORM)

 

F1043-GCI

 

 

 

Online Presence

10-017-GCI

 

 

 

 

Model Release

 

F1043-GCI

 

 

 

Move Out Photos Suite Identification Sheet

 

F1048-GCI

 

 

 

Annual / Renewal Inspection Checklist

 

F1053-GCI

 

 

 

Outreach Marketing

10-018-GCI

 

 

 

 

Outreach Marketing Reporting Form

 

F1050-GCI

 

 

 

Outreach Marketing Flow Chart

 

F1054-GCI

 

 

 

Preferred Employer Outreach Policy

10-019-GCI

 

 

 

 

Preferred Employer Flowchart

 

F1055-GCI

 

 

 

Application for Pool Tags

 

F1051-94X

 

 

 

Application for Pool Tags

 

F1051-GCI

 

 

 

Suite Acceptance Form (new construction)

 

F1056-20R

 

 

 

Market Survey

 

F1057-GCI

 

 

 

Managing Aged Market Ready Product

10-022-GCI

 

 

 

 

Weekly Vacant Inspection

 

F1059-GCI

 

 

 

Corporate Accounts

10-023-GCI

 

 

 

 

Corporate Rental Application

 

F1060-GCI

 

 

 

Ad Log

 

F1063-GCI

 

 

15

Reporting

 

 

 

 

20

ADMINISTRATIVE

 
 
 

 

 

Weekly Report Template

 
 
 

R2001

 

Manual Guidelines

20-001-GCI

 
 
 
 

Office Hours

20-002-GCI

 
 
 
 

Office Guidelines

20-003-GCI

 
 
 
 

Office Organization

20-004-GCI

 
 
 
 

No Smoking Policy

20-005-GCI

 
 
 
 

Staff Meetings

20-006-GCI

 
 
 
 

Meeting Sign-In Sheet

 

F2001-GCI

 
 
 

No Cash Policy

20-007-GCI

 
 
 
 

Information Systems

20-008-GCI

 
 
 
 

Key Control

20-009-GCI

 
 
 
 

Key Control Log

 

F2006-GCI

 
 
 

Access to Apartments

20-010-GCI

 
 
 
 

Permission to Grant Access

 

F2007-GCI

 
 
 

Request for Apt Key Replacement

 

F2008-GCI

 
 
 

Employee Key Assignment Log

 

F2009-GCI

 
 
 

Crime Awareness

20-011-GCI

 
 
 
 

Media Relations

20-012-GCI

 
 
 
 

Resident Transfer Request

20-013-GCI

 
 
 
 

Resident Transfer Request Form

 

F2010-GCI

 
 
 

Service / Companion Animal Policy

20-014-GCI

 
 
 
 

Service/Companion Animal Request/Verification

 

F2011-GCI

 
 
 

Early Lease Termination

20-015-GCI

 
 
 
 

Early Lease Termination Form

 

F2012-GCI

 
 
 

Petty Cash

20-016-GCI

 
 
 
 

Petty Cash Fund Responsibility Statement Form

 

F2015-GCI

 
 
 

Petty Cash Request Form

 

F2016-GCI

 
 
 

Rental Policy

20-017-GCI

 
 
 
 

Criminal Screening Policy

20-042-GCI

 
 
 
 

Statement of Rental Policy

 

F2045-GCI

 
 
 

Guaranty

 

F2017-OH
F2017-NC
F2017-FL

 
 
 

Online Content Policy

20-018-GCI

 
 
 
 

Online Content Approval Form

 

F2018-GCI

 
 

 

Lease File Setup

 

F2019-OH
F2019-NC
F2019-FL

 

 

 

Payment and Misc Material Transmittal Guidelines

20-019-GCI

 
 
 

 

Reasonable Accommodation and Modification

20-024 GCI

 

 

 

 

Reasonable Accommodation Request Form

 

F2020-GCI

 

 

 

Reasonable Modification Request Form

 

F2021-GCI

 

 

 

Reasonable Accom & Modification Response Form

 

F2022-GCI

 

 

 

Move Out File Checklist / Transmittal

 

F2024-OH
F2024-SE

 

 

 

Abandoned Property

20-026-GCI

 

 

 

 

Notice of Suspected Abandonment

 

 

L2001-GCI

 

 

Lease Reassignment Policy

20-027-GCI

 

 

 

 

Lease Reassignment Request Form

 

F2025-GCI

 

 

 

Lease Reassignment Response Form

 

F2026-GCI

 

 

 

Move-Out List

20-028-GCI

 

 

 

 

Processing Move-Out Files

20-029-OH
20-029-SE

 

 

 

 

Controlled Access Systems

20-030-GCI

 

 

 

 

Controlled Access Device Receipt Acknowledgement

 

F2027-GCI

 

 

 

Package Acceptance Log

 

F2028-GCI

 

 

 

Resident Processing Checklist

 

F2029-GCI

 

 

 

Notice of Lease Violation

 

F2040-GCI

 

 

 

Legal Considerations for Renters Insurance

20-031-GCI

 

 

 

 

Ordering Office Supplies

20-032-GCI

 

 

 

 

StaplesLink Supervisor Guide

 

STAPLES1

 

 

 

StaplesLink User Guide

 

STAPLES2

 

 

 

Weekly Report Instructions

20-034-GCI

 

 

 

 

GCI Email Account Standards

20-035-GCI

 

 

 

 

Resident - Management Relations

20-038-GCI

 

 

 

 

24 Hour Notice

 

F2041-GCI

 

 

 

Resident Referrals

20-039-GCI

 

 

 

 

Resident Referral Tracking Log

 

F2042-GCI

 

 

 

Fair Housing Policy and Acknowledgement

20-040-GCI

 

 

 

 

LRO Overview

20-041-GCI

 

 

 

25

Reporting

 

 

 

 

 

Weekly Residential Report

 

 

 

R2002-GCI (20X)

 

LRO Weekly Residential Report

 

 

 

R2003 (37Z)
R2003-GCI
R2003-20Y

 

Community Fees and Misc. Information

 

F2043-GCI

 

 

30

MAINTENANCE / OPERATIONS

 
 
 
 
 

Bed Bug Identification and Treatment

30-001-GCI

 
 
 
 

Bed Bug Treatment Preparation Checklist

 

F3001-GCI

 
 
 

Bed Bug Treatment Tracking Form

 

F3002-GCI

 
 
 

Bed Bug Treatment Notification Form

 

F3003-GCI

 
 

 

Maintenance Staff CFC Certification Program

30-002-GCI

 

 

 

 

Maintenance List of Standard Tools

30-003-GCI

 
 
 

 

Preventative Maintenance

30-004-GCI

 

 

 

 

Preventative Maintenance Guide

 

F3004-GCI

 

 

 

Make Ready Checklist

 

F3005-GCI

 

 

 

Make Ready Training Checklist

 

F3006-GCI

 

 

 

Unit Inventory Sheet

 

F3007-GCI

 

 

 

Processing Service Requests

30-007-GCI

 

 

 

 

Emergency and On-Call Service Requests

30-008-GCI

 

 

 

35

Reporting

 

 

 

 

 

Make Ready Report

 

 

 

R3001

 

R410A Refrigerant Guidelines

30-010-GCI

 

 

 

 

HCFC Compliance Policy

30-011-GCI

 

 

 

 

HCFC Certification Acknowledgement

 

F3008-GCI

 

 

 

Carpet/Vinyl Prorate Calculator

 

F3013-GCI

 

 

 

Moisture Management Program

30-012-GCI

 

 

 

 

Lockout / Tagout Procedure

30-013-GCI

 

 

 

 

Lockout / Tagout Device Log

 

F3015-GCI

 

 

40

FINANCE / ACCOUNTING

 
 
 
 
 

Accounts Payable

40-001-GCI

 
 
 
 

Check Request

 

F4001-GCI

 
 
 

Lien Waiver

 

F4002-GCI

 
 

 

Financial Statements - Account Descriptions

40-002-GCI

 

 

 

 

Semi-Annual Property Activity & Budget Variance Report Inst

40-003-GCI

 

 

 

 

Variance Report Narrative

 

F4005-GCI

 

 

 

Month in Review Report – Instructions

40-005-GCI

 

 

 

 

Month in Review Report Summary

 

F4004-GCI

 

 

 

ASAP Check Request (Construction)

 

F4009-GCI

 

 

 

Understanding Collection Fees and Bad Debts

40-006-GCI

 

 

 

 

Running Financial Statements

40-007-GCI

 

 

 

45

Reporting

 

 

 

 

 

Month In Review LRO

 

 

 

R4005-NEWCON
R4005-OH
R4005-SE

 

Variance Report (NON-LRO)

 

 

 

R4006-NEWCON
R4006-OH

 

Variance Report LRO

 

 

 

R4006-NEWCON
R4006-OH
R4006-SE

50

COLLECTIONS

 
 
 
 
 

Rent Collection Guidelines

50-001-OH
50-001-SE

 
 
 
 

Online Payment Processing Guidelines

50-009 GCI

 
 
 
 

Payment Transmittal Form

 

F5001-OH

 
 
 

Payment Record Log

 

F5002-OH

 
 
 

Credit Card Transaction Detail

 

F5003-OH

 
 
 

Notice of Returned Check

 

F5004-GCI

 
 
 

Managing Delinquent Accounts

50-002 GCI

 
 
 
 

Resident Account Charge/Credit Authorization Form

 

F5005-GCI

 
 
 

Resident Conversation Log

 

F5006-GCI

 
 
 

Payment Extension Agreement

 

F5007-FL

 
 
 

Promissory Note

 

F5007-NC

 
 
 

Payment Agreement Form

 

F5007-GCI

 
 
 

Possession Requested

 
 

L5001-NC

 
 

Court Papers Filed and Possession Granted

 
 

L5003-NC

 
 

Eviction Settlement Agreement

 
 

L5004-NC

 
 

Collections Timeline

50-003-FL
50-003-NC
50-003-OH

 
 
 
 

Collections Flowchart

50-004-FL
50-004-NC
50-004-OH

 
 
 

 

Accounts Receivable Timeline

50-005 GCI

 

 

 

 

Managing Resident Accounts

50-007 GCI

 

 

 

 

Residential Account Adjustments Audits

50-008 GCI

 

 

 

55

Reporting

 
 
 
 

 

Delinquency Report

 

 

 

R5001

60

HUMAN RESOURCES

 
 
 
 
 

Training Acknowledgement

60-001-GCI

 
 
 
 

Acknowledgement Statement

 

F6000-GCI

 
 

 

Acknowledgement Statement – My-GCI.COM

 

F6026-GCI

 

 

 

Using the Personnel Action Form

60-002-GCI

 
 
 
 

Personnel Action Form

 

F6002-GCI

 
 
 

Employee Coaching/Counseling

60-003-GCI

 
 
 
 

Coaching/Counseling Form

 

F6003-GCI

 
 
 

Employee Photos

60-004-GCI

 
 
 
 

Photo Release Form

 

F6004-GCI

 
 
 

Receipt of Company Material

 

F6005-GCI

 
 
 

Employee Leases and Employee Discounts

60-005-GCI

 
 
 
 

Employee Lease Addendum (Full Suite)

 

F6006-GCI

 
 
 

Employee Lease Addendum (Partial Suite)

 

F6007-GCI

 
 
 

Employee Discount Addendum

 

F6008-GCI

 
 
 

Workplace Injury or Illness Reporting and Drug Testing

60-006-FL
60-006-NC
60-006-OH

 
 
 
 

Employee Incident Report

 

F6009-GCI

 
 
 

Reasonable Suspicion Checklist

 

F6010-GCI

 
 
 

Witness to Employee Injury Statement

 

F6011-GCI

 
 
 

Supervisor’s Report of Employee Incident

 

F6012-GCI

 
 
 

First Report of Injury or Illness (FL)

 

DFS-F2-DWC

 
 
 

First Report of Injury or Illness (NC)

 

NC Form 19

 
 
 

First Report of Injury or Illness (OH)

 

FROI-1

 
 
 

Authorization for Release of Medical Information

 

F6013-GCI

 
 
 

Drug Testing Authorization Form

 

F6014-GCI

 
 
 

Concentra Authorization Form (NC&OH)

 

CONCENTRA

 
 
 

Concentra Pre-Employment Screening

 

Pre-CONCENTRA

 
 
 

U.S. Healthworks Authorization Form (FL)

 

U.S. HEALTHWORKS

 
 
 

Medical Absence/Return to Work Status Form

 

F6015-GCI

 
 
 

Transitional Work Program

60-016-OH

 
 
 
 

Attendance and Call-Off Procedures

60-007-GCI

 
 
 
 

PTO / Vacation Request Form

 

F6016-GCI

 
 
 

Electronic Timekeeping Policy-Hourly

60-010 GCI

 
 
 

 

Electronic Timekeeping Policy-Salary

60-015-GCI

 

 

 

 

WebTime Handouts

 
 
 
 

Timesheet

 

F6018-GCI-Front
F6018-GCI-Back

 
 
 

Missed Punch Form

 

F6022-GCI

 
 
 

Direct Deposit Authorization

 

F6023-GCI

 
 
 

Dress Code

60-011 GCI

 
 
 

 

Acknowledgement Statement - My-GCI.com

 

F6026-GCI

 

 

 

Employee Development Form

 

F6025-GCI

 

 

 

Maintenance and Housekeeping Uniforms

60-012 GCI

 

 

 

 

Receipt/Return of Housekeeping/Maint Uniforms

 

F6027-GCI

 

 

 

Mileage Reimbursement Form

 

F6031-GCI

 

 

 

Expense Reimbursement Form

 

F6038-GCI

 

 

 

Job Posting and Employee Referral Program

60-015-GCI

 

 

 

 

Internal Job Application-Maint / Building Attendant

 

F6032-GCI

 

 

 

Internal Job Application-Sales / Admin / Mgmt

 

F6033-GCI

 

 

 

Employee Referral Form

 

F6034-GCI

 

 

 

Employee Resident Suite Transfers

60-017-GCI

 

 

 

 

Employee Resident Suite Transfer Request Form

 

F6035-GCI

 

 

 

Maintenance Skills Self Assessment

 

F6036-GCI

 

 

 

Management Training Self Assessment

 

F6037-GCI

 

 

 

Employee Request for Religious Accommodation

 

F6040-GCI

 

 

 

Hiring Process

60-020-GCI

 

 

 

65

Reporting

 

 

 

 

70

LOSS PREVENTION / SAFETY

 
 
 
 
 

Incident Report Claim Reporting Instructions

70-001-GCI

 
 
 
 

Incident Report Form

 

F7001-GCI

 
 
 

Incident Report Claimant Statement Form

 

F7002-GCI

 
 
 

Incident Report Witness Statement Form

 

F7003-GCI

 
 

 

Snow Removal Safety

70-002-GCI

 

 

 

 

Contractor and Service Provider Policy

70-003-GCI

 

 

 

 

Contractor / Service Provider Terms and Conditions

 

F7004-GCI

 
 

 

Balcony Inspection

70-004-GCI

 

 

 

 

Balcony Condition Checklist

 

F7005-GCI

 

 

 

Property Contents Inventory Log

 

F7006-GCI

 

 

 

Make Ready Report

 

 

 

R7001

 

Safe Driving Commitment (Personal Vehicles)

 

F7010-GCI

 

 

 

Safe Driving Commitment (Company Owned Vehicles)

 

F7011-GCI

 

 

80

TRAINING

 
 
 
 

 

Grace Hill Curriculum

80-002-GCI

 

 

 

 

Grace Hill Course Information

80-003-GCI

 

 

 

 

Grace Hill Training Tracker

 

F8004-GCI

 

 

 

LRO Price Quote

80-032-GCI

 

 

 

 

LRO Renewal Conversation Guide

LRO-Renewals

 

 

 

 

My-GCI Scavenger Hunt

80-016-GCI

 

 

 

 

GCI Connects

80-017-GCI

 

 

 

 

GCI Connects Donation Log

 

F8009-OH
F8009-SE

 

 

 

Training Tuesdays

80-004-GCI

 

 

 

 

Training Tuesdays Facilitator Checklist

 

F8005-GCI

 

 

 

Office Sign

 

F8008-GCI

 

 

 

Leasing Training Checklist

 

F8001-GCI

 

 

 

Maintenance Training Checklist

 

F8010-GCI

 

 

 

Building Attendant Training Checklist

 

F8011-GCI

 

 

 

Secret Shop Performance Evaluation

 

F8002-GCI

 

 

 

Make Ready Process Flowchart

 

F8003-GCI

 

 

 

Training Tuesday Participant Feedback

 

F8006-GCI

 

 

 

Move Out Flow Chart

 

F8007-GCI

 

 

 

Facilitator Guide - Make Ready

80-005-GCI

 

 

 

 

Facilitator Guide - Processing Move Outs

80-006-GCI

 

 

 

 

Facilitator Guide - Best Practices

80-007-GCI

 

 

 

 

Facilitator Guide - Recap Session

80-008-GCI

 

 

 

 

Facilitator Guide - Reporting Requirements

80-009-GCI

 

 

 

 

Facilitator Guide - Employee Handbooks

80-010-GCI

 

 

 

 

Facilitator Guide - Refrigerant Handling

80-012-GCI

 

 

 

 

Facilitator Guide - Leasing Refresher

80-013-GCI

 

 

 

 

Facilitator Guide - Building Attendants

80-014-GCI

 

 

 

 

Facilitator Guide - Moisture Management

80-015-GCI

 

 

 

 

Facilitator Guide - My-GCI / Grace Hill

80-018-GCI

 

 

 

 

Facilitator Guide - Resident Relations & Customer Service

80-019-GCI

 

 

 

 

TPA Standards

80-020-GCI

 

 

 

 

Facilitator Guide - Team Building and Sales Season Kickoff

80-021-GCI

 

 

 

 

Facilitator Guide - MRI Version X

80-022-GCI

 

 

 

 

Facilitator Guide - Incident Reports

80-023-GCI

 

 

 

 

Facilitator Guide - Lead Management

80-024-GCI

 

 

 

 

Facilitator Guide - Dress Code

80-025-GCI

 

 

 

 

Facilitator Guide - Paylocity Webpay

80-026-GCI

 

 

 

 

Facilitator Guide - Rental App Procedure

80-027-GCI

 

 

 

 

Facilitator Guide - Generating Positive Online Reviews

80-028-GCI

 

 

 

 

Facilitator Guide - How To Deliver Bad News

80-029-GCI

 

 

 

 

Facilitator Guide - Team Cross Training

80-030-GCI

 

 

 

 

Facilitator Guide - Safe Driving Commitment / Lockout Tagout

80-033-GCI