End-of-Year Closing Information

If you've looked ahead on the calendar lately, you may be wondering how you'll ever be able to accomplish all the tasks that stand between you and the end of the semester. The key is careful planning. Before you are lost in studying for finals begin listing all the tasks that need to be done and a set up a timetable for completing them. Use this page to help you get started:

Things To Do Before Finals Week:

  • Make travel arrangements early, keeping in mind that the halls close the Saturday of Commencement. Graduating seniors may check-out by noon on Sunday but must complete an Extended Stay Form (see below).
  • Begin packing early. Ship home things you won't need (clothing, books, etc.) or plan to take a load home on a weekend prior to finals week. Boxes may be hard to find later - start collecting them now.
  • Study! You'll be busy during finals week dealing with last minute details. Don't put off all your studying until then!
  • Watch for signs announcing the time and place of an informational meeting discussing checkout procedures. A lot of important information that can make your checkout faster and easier will be given out at this time.
  • Pay attention to when to sign up at the front desk for a checkout time. This is typically the Monday prior to Dead Day.
  • Carefully read the End of Year Reminder List provided by your hall secretary when you sign up for a check-out time. If you have questions, ask your RA now for more information.

Extended Stays

Students must check-out of their room within 24 (twenty-four) hours after their last final exam. If you need to stay longer than that, you must request an extended stay

  • Extended Stay Request forms are available from your hall/commons secretary;
  • Extended Stay Requests must be turned in to your Coordinator for Residence Education by noon on Thursday prior to Dead Day;
  • Extended stays are not guaranteed, but are available for students who are:
    • Going through or participating in Commencement;
    • In summer classes and are staying for the intersession (see below);
    • Working on campus for the summer;
    • Athletes participating in spring sports;
    • Holding tickets for flights after 2 pm on the Saturday of Commencement;
    • Required for any other reason to stay on campus after 2 pm on the Saturday of Commencement.

Except for students either graduating or participating in Commencement, Extended Stays are billed to your student account. Payment information for the extended stay is included on the application form.

Things To Do During Finals Week:

  • Observe special 24- hour quiet hours designated for finals week. Tell family and friends who may be helping you move about these hours and request their cooperation in keeping the halls quiet for those who are still studying.
  • Help custodial staff by bagging your trash and taking it outside to the dumpster. Begin removing your trash and cleaning now.
  • Be ready to check-out at the time you scheduled with your hall secretary.
  • Make sure your room is clean.
  • If applicable, empty, unplug, defrost and clean out the refrigerator. Your refrigerator must be clean and defrosted before your check-out meeting.

End of Year Room Floor Plans

Prior to check-out, return your room to its original floor plan. See below for a diagram of the most common room floor plans.

Original Condition Floor Plans (Most Common Rooms Shown)

Buchanan/Droke Hall Humphreys Hall
Futrall Hall Maple Hill Suites
Gibson Hall Northwest Quad Suites
Gladson/Ripley Hall Pomfret Hall
Gregson Hall Reid Hall
Holcombe Hall Walton Hall South
Yocum Hall  

Move-Out Parking

If you do not already have a resident reserved permit, you may receive two color-coded parking forms on the day of your scheduled check-out.

These forms will be effective from 60 minutes prior to your scheduled check-out to 30 minutes after your scheduled check-out time. There is only enough time on these permits to allow you to pack your vehicle(s) once your room is cleaned.

Do not park in fire lanes, handicap parking spaces, or loading docks during move-out! Any vehicle in these areas will be towed.

Leave Green!

Donating Old Items: Leaving Green!

In 2012 University Housing began a program allowing local charities the opportunity to receive donated items from the residence halls at closing. Every year at hall closing students have a large quantity of gently used items that they no longer need or want - rather than discard these items or carry them back home, students may donate them through the Leave Green program.

The charity willl provide clearly-marked containers for you to drop off your clothing and household items. Please do not use these containers for trash. Some charities will also accept donations of used furniture - contact your CRE for information regarding drop-off locations for furniture.

Checking Out of Your Room

  1. Failure to complete the following tasks may result in charges to your student account.
  2. Vacuum/sweep the floor and pick up the mess. Do not sweep trash into the hallway.
  3. Clean bathroom, if applicable. Wipe down desk and drawers, wipe off mirror, remove all paper and tape from walls, windows, ceilings and/or doors.
  4. Make sure all of your possessions are out of the building. (Check closet, cabinets and drawers)
  5. Trash that does not fit in the bags provided at the Hall Front Desk must be taken to the OUTSIDE DUMPSTER. Do not place trash in the bathroom or hallway. Empty and clean wastebasket.
  6. Place unwanted carpet in designated area or in dumpster provided.
  7. If you have a loft bed that came with your room, your mattress spring needs to be at the appropriate level:
  8. Place all furniture in its original locations in the room (see floor plans in the chart above).
  9. Leave air conditioner unit fan on low and open blinds.
  10. If you are the first to check-out, arrange to have your roommate present at your check-out time to help determine who is responsible for any damages that may be found during checkout inspection.
  11. ALL YOUR BELONGINGS MUST BE OUT OF YOUR ROOM before check-out paperwork can be completed.
  12. Pick up a parking card from your hall secretary; display it to park your car in a designated area 60 minutes before your checkout time. If family or friends are helping you move, you may ask for one extra card for them.
  13. Wait for your RA to come to the room and complete the check-out.
  14. Check your mailbox before leaving the building.
  15. University Housing will only forward mail for 30 days after the halls close. To make sure you receive your mail, complete a forwarding address card with the Post Office.
  16. Take your bike home, if applicable.
  17. Have a great summer!

Additional Things To Do If Checking Out of an Apartment

  • Talk with your roommates to determine how and when the apartment and its many rooms will be cleaned. Pay particular attention to the bathroom and kitchen areas.
  • If you are moving from an apartment, the apartment appliances and bathrooms must be left in a clean and presentable manner, ready for immediate assignment to the next occupant. Failure to do so will result in an appropriate assessment to clean the apartment and/or equipment. Any items left in the apartment upon moving out will be disposed of.

Interim Housing

Interim Housing is for currently contracted residence hall students who are attending summer session one and have contracted to live in summer school housing. A nightly charge will be billed to your student account and is not part of your summer or academic term charges. To stay in interim housing, you must complete an extended stay request form available from your hall/complex secretary. Click here for more information about Summer Housing.

Students staying on campus for the spring interim are advised that the annual steam shutdown for system maintenance occurs during the week following Commencement. During this time there will be no hot water on campus.