FAQ

The sole method for submitting non-emergency maintenance requests remains logging in to the online portal.

While resorting to phone calls or emails may seem like a workaround to this requirement, it introduces heightened risks of errors and delays. Moreover, overlooking maintenance requests could result in significant property damage or disruptions.

Submitting non-emergency requests via the online portal also brings a range of benefits to owners and residents, including email and mobile tracking of work order status updates.

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window: 

• Users should first look for any error messages displayed at the top of the form. Each missing field will also display a “This field is required” banner.  These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

• Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
•  If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application 

• At the bottom of the form, users can typically save their application so it can be continued later. 
• The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see “Skip Create an Account” link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
• Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

Homeowners and Residents can access your online portal via the App Store (iPhone) or Google Play (Android) app, and everybody can access their portal via the links below.

• Homeowner / HOA Login >>
  • Homeowner / HOA Portal Overview >>
• Resident / Tenant Login >>
  • Resident / Tenant Portal Overview
• Multi Family Owner Login >>
  • Multi Family Owner Portal Overview
• Vendor Login >>
  • Vendor Portal Overview >>

Why do I need renters insurance?

Renters insurance is required to ensure that you have liability coverage of at least $100,000 throughout your tenancy. This protects both you and the property owner from potential liability claims.

What happens if I don’t secure renters insurance?

If you fail to secure renters insurance, we will activate a landlord liability insurance policy on your account. This will result in a monthly fee for this insurance and an additional administrative fee.

How can I avoid the additional fees?

You can avoid these fees by obtaining your own renters insurance policy. You can purchase it from any provider in the marketplace or through Appfolio within your Online Portal >>

What’s the difference between renters insurance and landlord liability insurance?

Renters insurance covers your personal belongings and provides liability coverage. Landlord liability insurance only covers liability and does not protect your personal belongings.

Why should I get my own renters insurance?

By securing your own renters insurance, your personal belongings will be protected against loss due to events such as floods or other disasters. Landlord liability insurance does not offer this protection.

How do I provide proof of my renters insurance?

You need to upload a certificate of insurance to your Online Portal . If you prefer to send it to our staff for uploading, a $4.50 administrative fee will be assessed. To avoid this fee, upload the certificate yourself.

What should be included in the renters insurance policy?

Your renters insurance policy must name the owner of the rental as the insured, not Full Circle Property Management. Use the following address:

{Owner’s Name}
Care of Full Circle Property Management
P.O. Box 4057
Burlington, Vermont 05406

Where can I find the Owner Name for my rental?

You can find the Owner Name of your rental by reviewing your written lease agreement, which is a shared document in your Online Portal .

Is this requirement only for the beginning of my tenancy?

No, maintaining renters insurance is required throughout your entire tenancy. If there is a lapse in coverage or if you forget to upload a renewal policy, administrative fees and landlord liability insurance fees will be automatically added to your monthly statement.

Can these fees be refunded if I later provide proof of insurance?

No, these fees cannot be refunded. However, once you provide proof of renters insurance, the additional fees will be automatically eliminated moving forward in the next month.

Where can I purchase renters insurance?

You can purchase renters insurance from any provider in the insurance marketplace or through Appfolio’s renters insurance with your Online Portal .

Who can I contact if I have questions about insurance products?

Full Circle Property Management does not answer questions about specific insurance products. For more information, please visit the Appfolio insurance website or the websites of any insurance carriers you are considering.

Why is renters insurance beneficial for renters?

Renters insurance is beneficial for renters because it provides protection for personal belongings against loss or damage due to various events such as theft, fire, or natural disasters. It also provides liability coverage, which can help cover legal costs if someone is injured in your rental unit or if you accidentally damage someone else’s property.

How does liability or renters insurance benefit both renters and landlords?

• For Renters: Liability insurance ensures that you are financially protected in case you are held responsible for accidental injuries or damages. This can prevent significant out-of-pocket expenses and provide peace of mind.
• For Landlords: Requiring liability insurance helps protect the property and reduces the risk of disputes and financial loss due to tenant-caused damages. It ensures that tenants are responsible for their actions, promoting a safer and more secure living environment.

What additional information might be helpful?

• Coverage Details: Ensure that your renters insurance policy covers personal belongings, liability, and any additional living expenses if you are temporarily displaced due to a covered event.
• Policy Limits: Review and understand the policy limits and deductibles to ensure you have adequate coverage for your needs.
• Discounts: Inquire about any available discounts, such as bundling renters insurance with other insurance policies (e.g., auto insurance).

We appreciate your cooperation in meeting this requirement and ensuring a safe and secure living environment for everyone.

Yes — you are required to activate your online portal to submit non-emergency maintenance requests, view your account balance, and access other features, including community calendars, shared documents, and status updates for maintenance requests.

Once you have activated your own personal online portal, you will have access to customized tutorials for Homeowners/HOA >> and Residents/Tenants >>

• How to Access Portal / Sign In
• Payments Info
• How to Edit Your Account Details
• Submit / Check On a Maintenance Request
• Shared Documents and Events
• Submit / Check On an Architectural Review or Board Approval

 

There are a variety of reasons that online payment may not be possible at your property (including at Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities, all of which do not currently offer online payment options).

As a workaround, we suggest that residents setup a bill pay arrangement with their personal bank.  This can be a reliable and convenient way of experiencing a degree of automation without some of the higher fees that  online payment options typically require.

Unveiling the Hidden Challenges of Online Payments

1. Security Concerns: Owners may be hesitant to accept online payments due to concerns about the security of online transactions, including the risk of fraud or data breaches.
2. Lack of Infrastructure: Some owners may not have the necessary infrastructure or resources in place to securely process online payments, such as reliable internet connections or appropriate payment processing systems.
3. Preference for Traditional Methods: Some owners may prefer traditional payment methods, such as checks or money orders, due to familiarity or personal preference.
4. Legal or Regulatory Restrictions: There may be legal or regulatory restrictions in place that prohibit landlords from accepting online payments, or require them to meet certain criteria or obtain specific licenses before doing so.
5. Tenant Accessibility: Not all tenants may have access to the internet or online banking services, making it difficult for them to make payments online.
6. Processing Fees: Landlords may be reluctant to accept online payments due to associated processing fees charged by payment processing companies, which can eat into their profits.
7. Technical Issues: Online payment systems may experience technical glitches or downtime, leading to delays or difficulties in processing payments.
8. Privacy Concerns: Some tenants may have concerns about privacy or data security when making online payments, particularly if sensitive personal or financial information is involved.
9. Preference for In-Person Interaction: Some owners may prefer to interact with tenants in person when collecting rent payments, as it allows for better communication and relationship-building.

Most homeowners and residents will have an online payment option via their online portal, but some properties — such as Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities — do not currently offer online payment options.

As another option, you can often setup automated payment by contacting your personal bank to send regular occurring checks via their own bill payment system.

No – Full Circle Property Management does not charge any fees for these forms of payment. 

Yes – the banking industry is now charging transaction fees to process online payments at Appfolio and other software providers.  These fees are becoming the norm as the banking industry improves data security and fraud prevention efforts, and Full Circle Property Management does not benefit from these fees in any way.

Please use our Owner/Resident Registration Form to ensure that your property manager can update the safety records of your unit.

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window: 

• Users should first look for any error messages displayed at the top of the form. Each missing field will also display a “This field is required” banner.  These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

• Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
•  If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application 

• At the bottom of the form, users can typically save their application so it can be continued later. 
• The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see “Skip Create an Account” link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
• Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:

Full Circle Property Management
PO Box 4057
Burlington, VT 05406

You can also set up automatic payments through your personal bank.

For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal

• HOA Homeowner Portal FAQ
• Resident/Renter Portal FAQ

Yes — you will need permission. First you will need to login to your personal Online Portal while navigating to the Compliance tab, then click “Submit New Review” to get the process started. Our property manager will review your Architectural Review and respond to you with next steps based on guidance from your Association’s governing documents.

You’ll need to request your Resale certificate and association documents using our Resale Certificate request form.

Where can I find this or other forms?

You can complete Owner Registration Form here >>

You can also browse other forms at https://fullcirclevt.com/forms-and-links/ or login to your Online Portal to access up to date account information or request an Architectural Review by your board.

Why do I need to complete the Owner Registration Form?

The Owner Registration Form is essential for maintaining accurate and up-to-date records of all homeowners in the your community. This information allows us to:

• Comply with community bylaws: Our bylaws require all homeowners to provide current contact information.

• Ensure effective communication: Accurate contact information enables us to promptly reach you in case of emergencies or important updates.

• Manage community resources: Keeping track of vehicle details helps us maintain organized and safe parking arrangements.

• Facilitate tenant management: For those renting out their units, providing tenant information helps us ensure compliance with HOA regulations and manage tenancies constructively.

Why might I need to recertify my information regularly?

Regular recertification ensures that our records remain accurate and up to date. Changes in contact information, vehicle details, or tenant arrangements can occur, and keeping this information current helps us:

• Avoid miscommunication: Prevent issues arising from outdated contact information.

• Ensure emergency readiness: Have the correct emergency contact details if you are unavailable.

• Maintain community standards: Ensure compliance with HOA regulations and manage tenancies effectively.

I don’t see why I need to share this information with you.

Providing this information is crucial for the smooth operation of your community. It ensures we can:

• Communicate effectively: Reach you promptly with important updates and emergency notifications.

• Manage resources: Keep track of parking arrangements and vehicle details.

• Ensure compliance: Help the HOA board manage tenancies and maintain community standards.

This seems tedious. Do I really have to do this?

Yes, completing the form is a requirement under our community bylaws and best practices as identified by your HOA board. We strive to make the process as simple and efficient as possible, and your cooperation helps us maintain a well-organized and safe community for everyone.

I’ve already given you this information. Do I need to do it again?

Yes, regular updates ensure that our records are always accurate. Changes in your contact information, vehicle details, or tenant arrangements can occur, and it’s important for us to have the most current information.

I gave my information to someone else. Why do I need to provide it again?

To ensure the accuracy and confidentiality of our records, we require homeowners to submit their information directly through the official registration form. This helps us avoid any discrepancies and maintain a centralized and secure database.

Does the board have the right to collect this information?

Yes, the collection of this information is in accordance with our community bylaws and industry best practices. It ensures effective communication, emergency preparedness, and compliance with HOA regulations, all of which contribute to the overall well-being of our community.

Q1: What services does the property management company provide for our HOA?

A: We provide services for the Homeowners Association (HOA) as a whole, including collection and accounting of dues/fees, common area maintenance, landscaping, managing common amenities, and ensuring adherence to HOA rules and regulations. We do not provide individual homeowner services unless we have a separate agreement with that homeowner.

Q2: Does the property management company handle renter-related issues?

A: No, renter-related issues such as move-in/move-out coordination, individual unit maintenance, and communication about rules and regulations are not included in our contract with the HOA. These responsibilities fall to the homeowners who choose to rent out their units.

Q3: Why doesn’t the property management company handle renter-related work?

A: Our contract with the HOA does not cover the additional work associated with renters because other homeowners in the community do not want to bear the increased service costs. Therefore, homeowners who rent out their units are responsible for managing their tenants’ needs.

Q4: What should renters do if they have maintenance issues or other concerns?

A: Renters should communicate directly with their landlord (the homeowner) regarding maintenance issues or other concerns. The homeowner is responsible for addressing these matters or contracting a property management company separately to handle them.

Q5: Can the property management company be hired to manage my rental unit?

A: Yes, we can be hired under a separate contract to manage individual rental units. This service would include handling maintenance requests, move-in/move-out coordination, and tenant communications. Please contact us directly to discuss this option.

Q6: What are homeowners’ responsibilities if they rent out their units?

A: Homeowners who rent out their units are responsible for:

• Handling all tenant communications and maintenance issues.

• Ensuring tenants comply with HOA rules and regulations.

• Coordinating move-in/move-out processes according to HOA rules and regulations, which may include fees and specific guidelines for dates/times and use of any elevator.

• Addressing any additional support needs that arise from renting their unit.

Q7: Why should homeowners consider hiring a property management company for their rental unit?

A: Managing a rental property can be time-consuming and complex. Hiring a property management company can provide peace of mind and ensure that tenant needs are promptly and professionally handled. This can include everything from routine maintenance to emergency repairs and tenant communication.

Q8: What if there is no property management company listed for my unit?

A: If we do not have a separate agreement to manage your unit, you, as the homeowner, are responsible for all tenant-related services. We recommend considering a property management company to handle these tasks if you find them overwhelming.

Q9: Who should renters contact in case of an emergency in the common areas?

A: Renters should contact the HOA or the property management company immediately for any emergencies in common areas. For emergencies within the unit, they should contact their landlord (homeowner).

Q10: How can homeowners get more information about separate property management services for their rental units?

A: Homeowners interested in our property management services for individual rental units can contact our office directly at [your contact information] to discuss options and pricing.

We hope this FAQ helps clarify the boundaries of our services. If you have any further questions, please feel free to reach out to us directly.

Current roommate(s)

• We need to receive your completed Lease Change Request form, which may include payment of a processing fee.
• Send an email to leasing@fullcirclevt.com the following info about your possible new roommate:
  • first name
  • last name
  • email address
  • cell phone number

Future roommate(s)

• We will send a link to complete your rental application. Please include your cosigner information on this application, which is typically a parent or close relative with the strongest combination of credit and income.

Tips

• Learn more about our application approval guidelines
• Full Circle Property Management does not advertise or seek new roommates or sublets — that is something that current residents must do.
• Approval is not guaranteed — even if the current tenant pays a Lease Change Fee.
• All lease changes (including adding or removing roommates) require Full Circle Property Management pre-approval.

Stage 1: Apply
Submit your application directly via a link on one of our available listings. Each of your housemates/roommates/cosigners needs to submit their own separate application.

Stage 2: Prepay
Next, you will receive a link to prepay your credit/background check fee. This is a “hold” that will only be charged if we begin reviewing your applicant group.

If another applicant group is being reviewed ahead of you, then we may not contact you until your group is next in line.

You can find out the application status of a rental by viewing the top section of each of our Available Rentals. We update the application status of our rentals daily, but slight delays between reviewing applicant groups and updating the application status of rentals may occur.

• “AVAILABLE” means there aren’t any applications currently being reviewed.
• “APPLICATION PENDING” means we are currently reviewing an applicant group. You are welcome to transfer your application to another available rental by contacting leasing@fullcirclevt.com, or you can wait for us to reach out when you are next in line.
• We will contact you if the rental you applied for is no longer available, and you can sign up for listing alerts to hear about other rental options the moment they become available.
• If you hear about a new rental that meets your needs, then there’s no need to resubmit your application. Instead, you can simply contact leasing@fullcirclevt.com, and we will transfer your application to another rental.

Stage 3: Application Review
You will hear from one of our property managers once application review begins, and we will hold the group’s “top pick” during application review.  You can transfer your application to another rental for no additional fee if the rental you applied for is no longer available or if you decide to switch after touring the rental.

Any application transfers may result in your group moving to the back of the line of application review, so you should choose carefully when selecting your top pick at the beginning of application review.

Approval Information:

• We process applications on a first-come, first-serve basis, prioritizing fully completed, accurate, and timely submissions.
• Each completed application undergoes the same routine review process.
• If an application does not meet approval guidelines, we will attempt to communicate the reasons within 10 business days.
• We review the entirety of an application, considering factors such as credit score, income, and rental references.
• While a lower credit score may be offset by reliable income and strong rental references, serious concerns in any one category will impact our approval decision.
• Typically, individually applicants should demonstrate a credit score of 650 or higher, and applicant groups should be able to show gross monthly income that is 2.5 times or higher than the monthly rent

Fair Housing Commitment: Full Circle Property Management is an equal opportunity housing provider. We do not discriminate on account of race, sex, sexual orientation, color, age, familial status, marital status, religion, national origin, U.S. military veteran status, disability, gender identity, gender-related characteristics, or because a person is a recipient of public assistance, including Section 8 housing assistance.

Cosigners and guarantors are only available for current, recent, or soon-to-be full-time students who have not had the opportunity to establish credit, employment history and income, or rental history.

Adult applicants (who are not recent, current, or soon-to-be full-time students) will not qualify for a cosigner as a replacement for low credit, a replacement for inconsistent employment or inadequate income, or as a replacement for inadequate recent rental history.

Many residents don’t just live in their homes, it’s also the place they attend online meetings for work or school. So out of respect for our current residents, we now limit the foot traffic in all of our rentals by setting up tours after (1) application review and (2) approval.

The first step is for prospective tenants to select their top pick from our list of available rentals >> before each adult housemate submits their own separate application, which is linked on each of our available rentals.

You will hear back from one of our property managers within 2-5 business days with feedback or next steps, including the option for a virtual or in-person tour (once approved).

We will only review fully completed rental applications (including pay stubs, rental history, and separate online rental applications from each adult housemate).

Our commitment

• We will update our available listings with a “application pending” banner if any applicant group is already being considered ahead of your group.
• Once application review begins, we will hold your “top pick” during application review.
• The credit check fee you submit with your rental application is a “hold” that only gets charged if we review your application.
• You can transfer your application to any other rental without paying extra fees by telling leasing@fullcirclevt.com (you don’t need to apply a second time!). However, your application may be moved to the back of the line for any application transfers, so choose carefully when submitting your rental application.

Yes, you can transfer your approved application to any of our available rentals by contacting leasing@fullcirclevt.com without needing to re-submit your application.

However, you may need to resubmit your rental application after 90 days. Please reach out to us at leasing@fullcirclevt.com with any questions.

In addition, transferring your application means you will move to the “back of the line” for application review. Therefore, you should choose carefully when considering your “top pick” during the application process.

Student loans are not considered a qualified income source for the purpose of a rental application, but recent, current, or soon-to-be full-time students may instead use a co-signer or guarantor.

You may need to resubmit your rental application after 90 days. Please reach out to us at leasing@fullcirclevt.com with any questions.

Yes, we accept section 8, but we must ensure that the voucher limit does not exceed the rental amount. You should contact your case manager and attend a move-out meeting to find out your voucher limits. These are sometimes referred to as your “shopping numbers.” You would then provide this information on our rental application.

We do not charge an application fee, but a credit check fee is required to submit your application.

This fee is a direct, 3rd party cost of reviewing your credit and/or criminal history. We are unable to accept credit reports directly from rental applicants to ensure the integrity and thoroughness of our application review process, which includes both identity verification and review of criminal history.

The fee that we charge at the time of application is a temporary “hold” on your credit or debit card that will only be charged at the time that we process your application.

However, if you decide to withdraw your application, then you should immediately notify leasing@fullcirclevt.com because the credit check fee is non-refundable once we begin processing your application.

Yes – you can use our dropbox to pay rent or other fees anytime between 9am-5pm, Monday through Friday. This dropbox is located inside our office building directly in front of our ground floor office entrance.

Since this dropbox is located inside a secure building, it is not available outside of the above business hours.

What we have on our website is what we have available.

Applicants who don’t see an available listing that meets their needs can stay informed by signing up for our Rental Notification List and they will receive an email notification when a new rental hits the market.

Rental applications include sensitive personal information, so we do not accept or review rental applications unless a currently available rental meets an applicant group’s needs. Instead of submitting an application, we recommend signing up for listing alerts so that you are the first to hear when a new rental hits the market.

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window: 

• Users should first look for any error messages displayed at the top of the form. Each missing field will also display a “This field is required” banner.  These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

• Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
•  If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application 

• At the bottom of the form, users can typically save their application so it can be continued later. 
• The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see “Skip Create an Account” link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
• Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

You may not hear back immediately about the status of your application if another group is ahead of you in the application review process. Once application review begins, we typically arrive at an approval decision within 2-5 business days. Send questions about the status of your rental application to leasing@fullcirclevt.com.

However, we will notify you if the rental you applied for is no longer available. If this happens, you will have the opportunity to transfer your application to another rental. You can also sign up for listing alerts to hear about new rentals the moment they become available.

If you learn about a new rental within 90 days of submitting your original application, you should simply email leasing@fullcirclevt.com to transfer your application to this new rental (there’s no need to re-submit your application).

 The state of VT made changes to the process for renters claiming a rebate effective in 2022.  Property managers will no longer send Landlord Certifications to residents. Instead, property managers now submit this information electronically directly to the state, and individual residents contact the state to submit their own personal Renter’s Rebate or Credit claim. 

Residents who wish to qualify for a Renter Credit will need to complete the new Vermont tax form, RCC-146 , and file it along with their state taxes.  

A copy of the form can be found here: http://tax.vermont.gov/sites/tax/files/documents/RCC-146-2021.pdf .

You will need the School Property Account Number (SPAN) when completing this form.  The State has a SPAN finder on their website, which can be found at http://tax.vermont.gov/span-finder .  You will need to enter your address into the finder to locate your SPAN.

Information on this new process can be found at http://tax.vermont.gov/individuals/renter-credit , and when you log in to your MyVTax account.

If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:

Full Circle Property Management
PO Box 4057
Burlington, VT 05406

You can also set up automatic payments through your personal bank.

For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal

• HOA Homeowner Portal FAQ
• Resident/Renter Portal FAQ

Q: When will I know if a particular property becomes available?

A: Availability of rental properties depends on whether current residents decide to renew their leases. These decisions are typically made 60 – 90 days before the end of the lease. New listings usually become available on our website within one to two months (or 30 to 90 days) before the potential move-in date. While this is not a hard and fast rule, it is the typical workflow.

Q: When do new listings usually get announced?

A: New listings are often announced in the 30 to 90-day period before the move-in date. For student housing rentals, new listings become available starting in October of the prior year for an upcoming June move-in.

Q: Do you keep a waitlist for properties?

A: No, we do not keep a waitlist. Instead, we encourage applicants to sign up for listing alerts. This helps protect the personal information of applicants.

Sign up for listing alerts here >>

Q: Can I transfer my application to another rental if the property I applied for is not available?

A: Yes, any applicant who applied within the last 90 days can transfer their application to another rental at no additional fee. Simply email us at leasing@fullcircle.com to request the transfer. There is no need to reapply or resubmit your application.

However, your application will move to the back of the line for application review when you transfer your application, so you should choose carefully when selecting your “top pick” during your initial application.

For any further questions, please feel free to contact us via email. We appreciate your understanding and patience.

Why do I need renters insurance?

Renters insurance is required to ensure that you have liability coverage of at least $100,000 throughout your tenancy. This protects both you and the property owner from potential liability claims.

What happens if I don’t secure renters insurance?

If you fail to secure renters insurance, we will activate a landlord liability insurance policy on your account. This will result in a monthly fee for this insurance and an additional administrative fee.

How can I avoid the additional fees?

You can avoid these fees by obtaining your own renters insurance policy. You can purchase it from any provider in the marketplace or through Appfolio within your Online Portal >>

What’s the difference between renters insurance and landlord liability insurance?

Renters insurance covers your personal belongings and provides liability coverage. Landlord liability insurance only covers liability and does not protect your personal belongings.

Why should I get my own renters insurance?

By securing your own renters insurance, your personal belongings will be protected against loss due to events such as floods or other disasters. Landlord liability insurance does not offer this protection.

How do I provide proof of my renters insurance?

You need to upload a certificate of insurance to your Online Portal . If you prefer to send it to our staff for uploading, a $4.50 administrative fee will be assessed. To avoid this fee, upload the certificate yourself.

What should be included in the renters insurance policy?

Your renters insurance policy must name the owner of the rental as the insured, not Full Circle Property Management. Use the following address:

{Owner’s Name}
Care of Full Circle Property Management
P.O. Box 4057
Burlington, Vermont 05406

Where can I find the Owner Name for my rental?

You can find the Owner Name of your rental by reviewing your written lease agreement, which is a shared document in your Online Portal .

Is this requirement only for the beginning of my tenancy?

No, maintaining renters insurance is required throughout your entire tenancy. If there is a lapse in coverage or if you forget to upload a renewal policy, administrative fees and landlord liability insurance fees will be automatically added to your monthly statement.

Can these fees be refunded if I later provide proof of insurance?

No, these fees cannot be refunded. However, once you provide proof of renters insurance, the additional fees will be automatically eliminated moving forward in the next month.

Where can I purchase renters insurance?

You can purchase renters insurance from any provider in the insurance marketplace or through Appfolio’s renters insurance with your Online Portal .

Who can I contact if I have questions about insurance products?

Full Circle Property Management does not answer questions about specific insurance products. For more information, please visit the Appfolio insurance website or the websites of any insurance carriers you are considering.

Why is renters insurance beneficial for renters?

Renters insurance is beneficial for renters because it provides protection for personal belongings against loss or damage due to various events such as theft, fire, or natural disasters. It also provides liability coverage, which can help cover legal costs if someone is injured in your rental unit or if you accidentally damage someone else’s property.

How does liability or renters insurance benefit both renters and landlords?

• For Renters: Liability insurance ensures that you are financially protected in case you are held responsible for accidental injuries or damages. This can prevent significant out-of-pocket expenses and provide peace of mind.
• For Landlords: Requiring liability insurance helps protect the property and reduces the risk of disputes and financial loss due to tenant-caused damages. It ensures that tenants are responsible for their actions, promoting a safer and more secure living environment.

What additional information might be helpful?

• Coverage Details: Ensure that your renters insurance policy covers personal belongings, liability, and any additional living expenses if you are temporarily displaced due to a covered event.
• Policy Limits: Review and understand the policy limits and deductibles to ensure you have adequate coverage for your needs.
• Discounts: Inquire about any available discounts, such as bundling renters insurance with other insurance policies (e.g., auto insurance).

We appreciate your cooperation in meeting this requirement and ensuring a safe and secure living environment for everyone.

Current tenant(s)

• We need to receive your completed Lease Change Request form , which includes payment of a non-refundable processing fee

Future subletter(s)

• We need to receive your completed credit/background check Prepayment Form.
• Next, we will send you a link to submit your rental application.
• After you submit your application, you will you receive a second link via an automated responder. You should share this link with our cosigner because in most situations, we will need to receive a completed cosigner application from your parent or close relative with the strongest combination of income and creditworthiness in order to process your application.
• Finally, we will begin application review, and we will notify you when we have reached an approval decision.

Tips

• Learn more about our application approval guidelines
• Full Circle Property Management does not advertise or seek sublets — that is something that current tenants must do!
• Approval is not guaranteed — even if the current tenant pays a Lease Change Fee!
• All lease changes (including removing roommates or subletting) require Full Circle Property Management pre-approval.

There’s no way to know for sure if a future listing will meet your needs, but availability of rentals typically happens within 60-120 days of desired move-in dates as our current residents figure out if they are renewing (or moving-out). 

The exception to this timeline is homes in popular student housing areas (such as Burlington or South Burlington), which typically begin advertising in the fall of the preceding year for a June move-in.  

Either way, your best option is to stay informed about new listings by signing up for our listing alerts!

1. Who is eligible to serve as a cosigner for an apartment application?
   • Cosigners must have a close familial or relational tie with the applicant and possess a verifiable US-based address.
   • While close family members or relatives are generally preferred, we may accept other willing cosigners who meet the approval guidelines.
2. What are the financial prerequisites for a cosigner?
   • A cosigner typically demonstrates a credit score of at least 750 and a gross monthly income equivalent to or exceeding three times the monthly rent amount.
3. Under what circumstances might an applicant qualify to secure a cosigner?
   • A cosigner may be permitted if the applicant has not had the opportunity to establish credit or cannot earn income due to circumstances such as being a full-time student or retired. Applicants with poor credit scores or a history of delinquencies will not qualify for a co-signer.

We accept checks, cashier’s checks, or money orders in-person or via the mail.

We strongly discourage cash payment and will redirect you to the post office next door to convert this cash into a money order.

If you’d like to pay by check, you can send a check made payable to the name specified in your written lease agreement to our PO box at:

[Insert name of your payable legal entity here]
c/o Full Circle Property Management
PO Box 4057
Burlington, VT 05406

Income is qualified when it is received by the applicant directly from an employer or other regular and reliable source that can be documented. Other forms of qualified income include, but are not limited to: Housing Choice (Section 8) Vouchers, Supplemental Social Security (SSI), Social Security Disability Insurance (SSDI), or trust funds.

Income from tips or other cash transactions that are not regular or cannot be documented do not qualify.

Student loans are not considered a qualified income source for the purpose of a rental application, but recent, current, or soon-to-be full-time students may instead use a co-signer or guarantor.

Video tours are pre-recorded.

Group virtual tours are live events during which our property manager will be onsite at the rental. Applicants will connect to the property manager via either Facetime or GoogleMeet so that our property manager can live-stream video of the apartment to be viewed by the applicant remotely.

While not pre-recorded, the virtual tour is an opportunity for applicants to interact with our property manager and the property.

Full Circle Property Management
PO Box 4057
Burlington, VT 05406

Our main office headquarters are located at 346 Shelburne Road, Burlington, VT 05401.

We are located on the ground floor that is directly accessible from the parking lot on the north facing side of the building (near the pharmacy next door). If you enter the building from the south facing parking lot, you will need to take the elevator or stairs to the ground floor to locate our office.

Some municipalities have recently increased fees and mandates related to rental housing, and we empathize with both property owners and residents who bear the costs. Rather than raising rents, we’ve opted for transparency by clearly listing the city-mandated fee upfront. This ensures residents have a complete picture of rental costs before signing leases. Our commitment to transparency underscores our dedication to fair communication for all parties involved. Additionally, we applaud and fully support the use of this fee by municipalities to fund housing inspections and enforcement of minimum housing standards, which are essential for ensuring safe and quality housing for all

Why is a Social Security Number Required?

A social security number (SSN) is a unique identifier issued by the US government. It allows Full Circle Property Management to conduct comprehensive credit and background checks on cosigners, ensuring their financial responsibility, compliance with anti terrorism and governmental obligations, and demonstrates their ability to fulfill financial obligations. This protects both tenants and property owners by verifying financial credibility and reliability.

Why Does the Cosigner Need a US-Based Address?

Providing a US-based address is essential for communication and legal recourse. It enables Full Circle Property Management to reach the cosigner easily and verify their identity and residency status. Additionally, a US-based address ensures that legal action can be taken swiftly and effectively if problems arise, safeguarding the interests of all parties involved.

Why is Meeting Income Criteria Necessary?

Meeting income criteria demonstrates the cosigner’s financial capability to cover rent payments if needed. Requiring a gross monthly income of at least three times the monthly rent amount mitigates financial risks and ensures consistent fulfillment of lease obligations. This helps maintain stability and reliability in the leasing process.

At Full Circle Property Management, we prioritize transparency, accountability, and mutual trust in all our leasing agreements. By adhering to these guidelines, we strive to create a secure and stable rental environment for both tenants and property owners.

There are a variety of reasons that online payment may not be possible at your property (including at Cottonwood Crossing, Gardenside Commons, 50 Barrett St, and our independent senior living communities, all of which do not currently offer online payment options).

As a workaround, we suggest that residents setup a bill pay arrangement with their personal bank.  This can be a reliable and convenient way of experiencing a degree of automation without some of the higher fees that  online payment options typically require.

Unveiling the Hidden Challenges of Online Payments

1. Security Concerns: Owners may be hesitant to accept online payments due to concerns about the security of online transactions, including the risk of fraud or data breaches.
2. Lack of Infrastructure: Some owners may not have the necessary infrastructure or resources in place to securely process online payments, such as reliable internet connections or appropriate payment processing systems.
3. Preference for Traditional Methods: Some owners may prefer traditional payment methods, such as checks or money orders, due to familiarity or personal preference.
4. Legal or Regulatory Restrictions: There may be legal or regulatory restrictions in place that prohibit landlords from accepting online payments, or require them to meet certain criteria or obtain specific licenses before doing so.
5. Tenant Accessibility: Not all tenants may have access to the internet or online banking services, making it difficult for them to make payments online.
6. Processing Fees: Landlords may be reluctant to accept online payments due to associated processing fees charged by payment processing companies, which can eat into their profits.
7. Technical Issues: Online payment systems may experience technical glitches or downtime, leading to delays or difficulties in processing payments.
8. Privacy Concerns: Some tenants may have concerns about privacy or data security when making online payments, particularly if sensitive personal or financial information is involved.
9. Preference for In-Person Interaction: Some owners may prefer to interact with tenants in person when collecting rent payments, as it allows for better communication and relationship-building.

We review the entirety of an application before making an approval decision. Therefore, a strength in one area of the application may compensate for a weakness in another area. so strengths and in one area may offset weakness is another. However, significant weaknesses in any one area (such as low income or a low credit score) may not meet approval guidelines.

We understand that form filling can be stressful or time consuming and appreciate your diligence in providing us with this required information. This information often helps during emergencies and can prevent loss or damage to person or property.

While form errors related to software can occur, we often find most errors are quickly resolved using the following steps.

Check for Errors at the Top of the Browser Window: 

• Users should first look for any error messages displayed at the top of the form. Each missing field will also display a “This field is required” banner.  These messages typically indicate where required information has not been entered correctly. We keep our fields very neutral and open, allowing any picture or file upload and even accepting incorrectly formatted email addresses.

Use a Different Device

• Sometimes device issues can cause problems, especially for users on small screens like iPhones. If users are entering long strings of information, they might not be able to see the entire text. Recommending the use of a larger screen can help.
•  If users have repeated entry errors, your browser cache may become problematic. In this case, they should switch to a different browser or device to complete the form.

Save the Application 

• At the bottom of the form, users can typically save their application so it can be continued later. 
• The save button invites users to create a personal Jotform account, but this is not required and can be easily bypassed (see “Skip Create an Account” link in image below). Either way, users can send a copy of the form submission to their own email or another email. We recommend users send a link to continue this application to their own personal email address so they can first try to submit the form on another device.
• Alternatively, users can send the link to info@fullcirclevt.com for assistance. Often, we can identify any possible form submission errors within within 1-2 business days after receiving the link. We can then communicate with users to assist them in finalizing their form submission.

Working Together to Build a Stronger Community

We want to assure you that we protect your personal information securely and only collect necessary information We welcome your feedback and hope to work cooperatively to build a better sense of community.

By following these steps, we can effectively assist users and ensure a smooth form submission process. Thank you for your attention to these details and your continued support in troubleshooting form submissions.

If you’d like to pay by check, you can send a check made payable to your property owner (as designated in your written lease agreement) or your condo association to our PO box at:

Full Circle Property Management
PO Box 4057
Burlington, VT 05406

You can also set up automatic payments through your personal bank.

For all HOA homeowners and many residents/renters, you can pay online via the Resident Portal

• HOA Homeowner Portal FAQ
• Resident/Renter Portal FAQ