Residence Hall Closing and Checkout Times

Residence Life and Housing sent the following email to the Parent Programs office as an example of the emails our resident students are receiving about check out times and policies for the end of the semester.

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Dear Residents,

You are receiving this email because all residents will soon be checking out of their residence hall room. This email details how the checkout process will go and your responsibility as a resident. Please read this email in its entirety. If you have questions, please contact your Resident Adviser or Graduate Hall Director.

The buildings will close on May 11, 2012 at 7:00 PM for all non-graduating students.  Everyone must be checked out by this day unless you are participating or helping with commencement. Students who are approved to participate or help with commencement can stay until the buildings close on May 21, 2012 at 7:00 PM.

If you have been approved to stay until May 21, 2012 and you currently live in Kitchin you can stay in your room, and will be expected to check out by May 21, 2012 at 7:00pm.

If you have been approved to stay on campus LATER than May 21, 2012 at 7:00pm then you MUST move to interim housing, in Collins Hall before May 11, 2012 at 7:00pm.

Interim Housing ends on Monday, May 28 at 5:00pm. If you are a summer school student you must check in to Poteat Hall between 12:00 PM and 5:00 PM.

All students must sign up for a checkout time on the google document provided BEFORE May 4, 2012 (regardless if you are doing an express checkout).  Please do not add additional lines, check out times, or delete other students names on the google document. Graduating students may opt to check out during this time as well.  Checkout times will be available every 15 minutes, from 9AM-midnight daily (until 4:45 PM on Friday, May, 11.  Students must have all personal items from their room, the bathroom, and any common areas moved out of the building and have the room cleaned before their scheduled checkout time. Cleaning supplies will be available to use from your hall staff. Students who have not completed these tasks will not be allowed to checkout, and will be charged an improper checkout fee for failing to have their rooms ready by the designated time.

To guide you in answering questions and preparing you for hall closing, your Resident Adviser will be contacting you in regards to MANDATORY Hall Meetings. You will receive supplies for closing at this time.

Below is the link to signup for checkout times of non-graduating students:

[individual residence hall links are supplied to the appropriate students]

Below are the details for the checkout process:

SINGLES: ALL RESIDENTS IN SINGLE ROOMS MUST MAKE AN APPOINTMENT AND CHECK OUT IN PERSON WITH AN RA.

DOUBLE ROOMS: The last roommate to leave must complete a room checkout in person with an RA. The first roommate leaving may do express check out (see below) or complete a standard check out with an RA .

EXPRESS CHECK OUT

The Envelope: Drop your key(s) in, sign it, date it, and seal it. Leave with the RA or drop it in the mail slot in the hall office door.  Please note that doing an express check out waives your right to appeal any fines associated with the check-out process.

STANDARD CHECK OUT

At your checkout time, go to the hall office and the RA on Duty will check you out of your room.  At this time, you will return your key and sign your Room Condition Report (RCR).  Your door will be locked and you will not be able to return.

Timeline for Closing

Friday, May 4, 2012 at 9:00 AM through Friday, May 11, 2012 at 7:00 PM– Students may begin to check out with the RA on Duty.  STUDENTS MUST BE OUT OF THEIR ROOM 24 HOURS AFTER THEIR LAST FINAL EXAM.

Friday, May 11, 2012 at 7:00 PM – All non-graduating students must have vacated their building after their last final exam.  Non-graduating students remaining in the building at this time may incur sanctions including, but not limited to, additional fines, eviction from campus housing, removal from campus by University Police. All non-graduating students MUST be moved out by this time, without exception.  RA duty also ends at this time, and students needing assistance must contact University Police.

Saturday, May 19, 2012 at 5:00 PM through Monday, May 21 at 7:00 PM – RA Duty resumes and checkout times are available to graduates and students participating in commencement.  Students must have all personal items removed from their room, bathroom, and any common areas and have the room cleaned before their scheduled checkout time.  Students who have not completed these tasks yet will not be allowed to checkout, and will be charged an improper checkout fee for failing to have their rooms ready by the designated time.  It is strongly encouraged that graduating students move out prior to graduation, if at all possible, in order to enjoy graduation day without having to worry about moving out.

Monday, May 21 at 7:00 PM – Graduating students and those participating in commencement must have vacated the building, without exception.  RA duty ends at this time, and students needing assistance must contact University Police.

If you have any questions, please direct them to your Resident Adviser.

Thank you.