Residence Hall Closing Procedures

Residence Hall Closing Procedures (updated April 2022)

We know that the end of the academic year carries a load of stressful situations for all of our students. Our goal at the end of the year is to try and share as much information as possible to make the final transition a smooth one for everyone involved. We encourage you all to read the following information, share it with your parents/students/friends/roommate(s), and always feel that you can contact us with questions or for help if you need it.

 

Check-Out Process

Before Anyone Leaves The room/suite/apartment

Make a PLAN!

  • Work with your roommates to know when everyone is leaving so you can work out a plan to leave the space in its check-out state.
  • Attend the April Floor meeting in the Residence Halls or connect with your RA to better understand what you need to do to appropriately check out.
  • Make sure you receive the checkout list and grab an express checkout envelope.

 Clean!

  • Everyone in the room/suite/apartment should conduct a thorough cleaning before the first person leaves. This way you all can guarantee that the space has been cleaned.
  • As each subsequent person leaves, the remaining residents should clean again (wipe surfaces, vacuum, etc.).
  • You need to vacuum the space if you have carpet, and you should move all room furniture to vacuum underneath it.
  • Use a mop or Swiffer (perhaps more than once) to clean hard floor surfaces.
  • Dust, clean, disinfect surfaces throughout your space, including spaces under where microwaves, fridges, shelving, etc. have set all year.
  • Clean your bathroom (if applicable): Floors, counters, sink, mirror, toilet, shower curtain, and shower all need to be scrubbed and clean.
  • Clean your kitchen (if applicable): Fridge and freezer, oven and stove, sink, counters, and cabinets. Make sure all cabinets have their belongings removed.
  • Purge: Take recyclable items directly to the large, blue recycling dumpster behind Pearsons Hall. Bag up trash and unwanted items and place them in the dumpsters.
  • Donate: Goodwill will be collecting unwanted possessions at the end of the school year. If you have clothing, supplies, etc. that are in good, usable condition place them in the designated donation area in your building.

Furniture

  • Your furniture needs to be returned to the same state it was when you moved in.
  • Beds should be completely un-lofted and returned to a medium setting within the bed posts.
  • Dressers or desks that have been stacked or placed inside closets or underneath beds should be returned to their original places. *If they were there when you moved in, you can leave them, but you must clean behind/underneath them.
  • Any living room or common area furniture should be returned to its proper location.
  • Personal furniture needs to be removed. If you no longer want your futon, couch, area carpet, microwave, etc. there will be two large open dumpsters (one in the Beeson blue lot and one outside Gamble Hall) for these items.

Checkout Time

Before checking out

  • The aforementioned items need to be addressed: make a plan, cleaning, taking care of the room furniture.
  • All of the residents personal items need to be removed from the room.
  • Window blinds need to be raised.
  • All room lights need to be turned off.
  • Air handling (if accessible) should be set to cool, 70 degrees, and auto.
  • Room should be locked upon departure.

Express Checkout

Benefits
  • No need to schedule a time with a staff member.
  • Resident has to fill out a little information, seal his or her key inside the envelope, and drop the envelope with a staff member.
  • It’s quick!
Risks
  • Resident does not have the benefit of his or her input during the checkout inspection.
  • Per the express checkout envelope: Resident waives his or her right to dispute any charges assessed against the room during the checkout process.
  • No way for staff to discern which order residents left in.
Process
  • Resident signs up for the Express Checkout option next to the RA’s door at their convenience.
  • Resident obtains an Express Checkout envelope.
  • Once residents have addressed the cleaning, furniture, and the items listed under “Before Checking Out” (see above) the resident may depart.
  • Resident places his or her room key inside the envelope, seals the envelope, and completes the information on the front of the envelope (name, building, room number, and signature).
  • Resident drops the envelope in the appropriate location as designated by his or her RA or Residence Life staff member.
  • At a later time, a Residence Life staff member will go back through the space to conduct the checkout inventory, note any damages, and assess any related charges.

Damage & Fine Charges

  • Any damages, cleaning issues, items left, or fines will be assessed to the students’ accounts.
  • These will be appear as either Residence Damages or Residence Fines on the student’s bill.
  • These charges help to cover the cost of replacements or repairs, the cost of labor, and the supplies needed to restore the room back to its usable condition.
  • Charges are distributed among the appropriate number of residents unless the individual specifically responsible is identified. e.g. Damages to the living room will be divided among all four residents occupying that suite/apartment.
  • Information regarding the appeal process will be included in the final fine notification.

 

Other important & relevant information

Exceptions to Checkout Deadlines

  • Summer school students will receive communication about their checkout deadlines and will be expected to move out at the appropriate time. Due to this accommodation and lack of staff, these students may have only the Express Checkout as an option.
  • Students not in an identified group who need to stay past the deadline may REQUEST approval to do so by completing a break housing form in the Housing Portal.

Storage

  • Students who need to store items over the summer should consider local storage units in the area, or see if a friend is staying in summer housing.
  • Students in summer housing, or otherwise employed by the College may keep personal belongings on campus during the Summer break.

Bikes

  • Students with bikes on campus must remove their bikes from bike storage area and take them home for the summer.
  • If you will be on campus over the summer, your bike may stay on the racks, but must be marked with your name and designate that you are living on campus during the summer.
  • Any bike left on campus over the summer without notification to Security and Residence Life staff may be removed and donated to local entities.

Improper Checkout Fines

  • Any student not completely checked out by the stated deadline will incur an immediate $25 improper checkout fine to be added to their bill.
  • Seniors who are here past the Monday, 11am. deadline will incur the $25 improper checkout fine and an additional fine of $25 for every hour past that time.

Extended Stay

  • Any student not in an identified group with permission to stay past the Wednesday, 9 p.m. deadline, but with a need to stay may fill out a break request form. This is a request, not a guarantee.
  • Approved reasons to stay will often be related to long traveling distances, academic requirements, official College obligations, etc.; Residents will be informed of their approval to stay. Some may be charged the $15/night break stay.
  • Staying to watch a movie; go to dinner; or watch a friend, teammate, roommate, significant other, or other student graduate is not an approved reason.

Charges

  • The amount charged for fines and damages are established by either the Residence Life Office or Physical Plant department.
  • Fines from the Residence Life Office are often meant to be a deterrent and persuasion for students to comply with checkout policies.
  • Damage charges established by the Physical Plant of the College are designed to cover the cost of repair or replacement of the issue and cover supplies, labor, parts, etc.

 Finally, travel safe and have a fantastic  break!

 

At the end of the year, our goal is to get everyone successfully transitioned out of the residence halls. As residents are leaving and, in many cases, after residents have vacated their spaces our Residence Life staff goes through and checks every residential space. We are checking on the condition of the College’s property to ensure it is ready for our summer guests and ultimately for residents the next fall. As we encounter missing items, damaged property, and unkempt spaces we assess charges to the students which allows the College to pay for replacement, repairs, and labor to return the space to its usable condition. This is why residents sign a Housing Contract each year and are given a Room Condition Report when checking into their spaces.