Moving Out: A Guide for Parents and Guardians

This guide has been developed to assist you and your student as he/she leaves the residence halls. Although the majority of information will apply to checking out of the residence halls at the end of the academic year, two other sections are being included should your student depart either at the end of the fall semester or during a semester.

How can I prepare to move my student out of the residence halls?

The end of the semester is a busy time for students. Encouraging your student to prepare as much as possible before his/her move out day is advised. If your student will be visiting home before the end of the semester, he/she is encouraged to take home any unneeded belongings such as off-season clothing. Your student should pack any items he/she can before the day he/she is going to depart. Your student should also read and understand the check out procedures for his/her area.

When must my student vacate the residence halls?

The Residence Halls officially close for the Spring Semester at Noon on the Monday following Commencement. Students are expected to check out of their residence hall space no later than 48 hours after their final exam.

What if my student cannot check out of the residence halls 48 hours after their last exam?

Exceptions will be made for graduating residents or for non-graduating students who are participating in Commencement as an usher, choir member, etc., or in some other official commencement activity, an intercollegiate athletic team obligation, or an academic requirement (e.g. law write-on). If your student is involved in any of the above activities, he/she must be listed on a roster submitted to Residence Life by the administrator or faculty member coordinating the activity. These rosters must be received in Residence Life by the last day of classes, and it is your student’s responsibility to confirm that he/she is on their group's list.

• If your student is a non-graduating resident NOT participating in an APPROVED activity, your student is expected to check out no later than 48 hours after completing his/her last regularly scheduled exam. If extenuating circumstances prevent him/her from meeting this deadline your student must submit a written request to his/her Area Director for approval to remain in his/her room. These written requests must be received by the Area Director by the last day of classes. If approved, your student will be charged $20.00 for each day that he/she stays in his/her room after the 48 hour period. Residents approved to stay late will be billed for any appropriate charges. Your student’s Area Director will approve or deny the request as quickly as possible. 
• To insure a smooth check out, please be sure that your student follows the instructions listed in this document.

How does my student officially check out of his/her residence hall?

An official check out involves a Residence Life staff member going to your student’s room with his/her Room Condition Report (RCR) to note if there are any discrepancies in the condition of the room, furnishings, or fixtures since he/she completed the check-in portion of the RCR. The GRA/RA will explain these discrepancies to your student, and then ask your student to sign the RCR and return his/her key(s). Once the staff member signs the RCR, your student is officially checked out.

After your student checks-out, the GRA/RA will turn your student’s RCR in to the Area Director, who will inspect your student’s room/apartment and determine whether or not to assign a charge based on any discrepancies found. If your student is the first person to check out of the room/apartment the GRA/RA is unable to see parts of the room/apartment (for example, if the roommate's posters are still on the walls), he or she will note that on the RCR. The Area Director will not inspect the room/apartment until it is completely empty.

Your student can be held responsible for damages not visible when he/she checked out, so please be sure your student cautions his/her roommate(s) to do their part to leave the room/apartment in the best possible condition. Please understand that although the GRA/RA notes discrepancies, GRA/RAs do not assign charges. The Area Director will make the final decision whether or not to charge for a discrepancy.

How will my student know when the staff will be available to check him/her out of her room?

A schedule will be posted in your student’s area listing times that staff members will be available to check him/her out. If these times do not fit his/her schedule, your student can make arrangements his/her GRA/RA to set up an appointment.

Are their other options for my student to check out of his/her room?

If your student chooses not to check out with a GRA/RA, he/she may utilize the "after hours" check-out option that entails your student returning his/her key(s) in the provided envelopes located outside his/her area’s duty office.

Can my student store his/her belongings on-campus over the summer?

The Residence Life office provides limited summer storage space for those students who will be returning to campus housing in the fall. Storage is restricted to Landrum Attic and because space is limited, once the storage area is filled it will be closed. All stored items must be in stackable containers, securely locked and labeled with your student’s name, next year's residence hall assignment, and the words "STORE UNTIL FALL 2009". Because of fire regulations, no combustible, flammable or explosive items are permitted in storage. No furniture, rugs, carpets, or things of that nature may be stored. Refrigerators, bicycles, lofts, air conditioners, televisions and microwaves may be stored. Lofts must be disassembled and securely bundled. Refer to the Student Housing Contract for more detailed instructions. Unauthorized or improperly stored items will be discarded by the College. Staff do not have access to these areas outside of the designated storage hours. Access to these storage areas will not be allowed until the official opening of the residence halls in the fall. These dates and times will be publicized as the semester begins.

Please note: Storage is at your student’s risk. It is strongly recommended that personal property insurance be obtained by your student. The College is not responsible for theft of or damages to personal property. Therefore, everything placed in storage should be locked and secured.

When can my student store his/her belongings?

It is very important that your student remove all personal belongings from any storage space that is not mentioned above. Those storage spaces not mentioned will be cleared out and those items found will be discarded with no liability to the College. Items left in rooms, hallways, and lounges will also be discarded.

Resident Assistants do not have access to storage areas outside of regularly scheduled hours.

My student is returning to campus for summer school or summer research. Will he/she be able to gain access to the storage space?

Students who will be returning to the residence halls for summer school or summer research and want to store personal belongings should designate clearly that these items are for Summer 2009. These belongings should be taken to the Landrum Attic during storage hours noted above. After May 18, no access to this storage room will be permitted until summer school check-in on May 31. It should be reemphasized that the College assumes NO responsibility for loss of or damage to personal property. Summer school students should not store items they will need over the summer in central storage since access to these areas will be prohibited until the fall semester begins.

How can my student avoid damage charges?

There are several ways your student can work to avoid damage charges. Your student should discuss with his/her roommate(s) the Closing Agreement (Undergraduate/Graduate) located on the web site and decide who will take responsibility for which areas and tasks to be completed in order to return the room to its original condition. Your student should assure that all College furniture, including his/her recycling bin, is present in the room/apartment and assembled. All non-College furniture such as lofts, carpets, chairs, bookshelves, refrigerators, etc should be removed. Your student should not leave these items in stairways, hallways, or lobby areas. All trash should be taken to the dumpster and the floors swept and he/she should wipe down all surfaces in kitchen and bathroom areas if applicable. All posters, tape, stickers and nails should be removed from furniture, walls, ceilings, closets and doors. All items should be removed from the room/apartment door bulletin board. Your student should re-hang/reattach drapes, shades, screens, etc. Room windows should be closed and locked. Your student should return his/her key(s) to the staff member who checks him/her out or left in the express checkout envelope. The door should be closed and locked when the check out is complete.

If an item is damaged in my student’s room how much will he/she be charged?

Costs vary depending on the item damaged. Below is a list of sample charges.

* Please note: These are estimates of charges. The actual charges may vary (higher or lower) depending on the extent of damages.

• Touch ups are not encouraged. We recommend that your student paint the entire wall or ceiling from corner to corner to ensure a color match on the wall. Rooms/apartments with NORMAL wear and tear (minor scuffs, etc.) will not be billed. Any markings that the Area Director feels are intentional, malicious, or beyond reasonable may be billed.
• SMALL holes (tack, nail) can be repaired with spackle, but the college will not provide those supplies. LARGER holes, spackled or not, may be billable.
• Students should make a thoughtful attempt to repair any damage, but any potential wall/ceiling damage should be discussed by roommates and responsibility should be indicated on a Closing Agreement Form and/or on the RCR and common area report.

Is my student responsible for damages which may occur in common areas?

It is understood that residents are responsible for any damage or loss caused or non-routine cleaning or trash removal required to the common areas of the residence halls and their furnishings, including vending machines and other equipment placed in the residence halls as a convenience to the residents. Common areas include corridors, recreation rooms, kitchens, study rooms, living rooms, laundry rooms, public baths and lounges. When damage occurs, the student(s) will be billed directly for the repairs. Individual Hall Councils have the authority (along with Residence Life Staff) to assess and assign charges for these damages. Common Area Charges that are assigned by the Hall/Apartments Councils will be collected directly by Hall/Apartments Council representatives prior to the end of the semester. Residents are expected to provide payment to the Hall/Apartments Council representative. If at the end of the year charges assigned by the Hall/Apartments Council have not been paid, Residence Life will bill the student directly with the addition of a $15 administrative charge. Damages may also result in College judicial action. Those students who are responsible for vandalism or theft may be removed from and/or denied future housing in College residence halls.

Is there a process by which my student may appeal a damage charge?

You student must appeal any charges within thirty days of the date of the bill. Bills received during the summer must be appealed before the end of the first full week of classes. If your student chooses to appeal a charge please have him/her do the following:

1. Contact in writing (letter or e-mail) the Area Director for the building in which the alleged damage occurred.
2. If the matter is still unresolved, contact in writing (letter or e-mail) Chris Durden, the Director of Housing Operations, at [[mcdurd]].
3. Appeals which continue to be unresolved will be heard by the Appeals Board consisting of three representatives from the Residence Hall Association (RHA). The decision of the Appeals Board is final.

If your student has additional questions please e-mail Betsy Eckard at [[bdecka]].

How does my student get their $75.00 Room Damage Deposit refunded?

The $75.00 Room Damage Deposit will be refunded to your student within 30 days of termination of the Housing Contract, if and when your student will not be residing in College residences during the subsequent semester and provided there are no damages to the premises and your student's college account is current. To help us process this deposit to your student in a timely manner, your student should be sure to put his/her forwarding address on the RCR only if it is different from his/her permanent address.

Where can I park to pick up my student?

Between May 2 thru May 18, unless otherwise noted, the following locations will be designated 1 hour loading/unloading zones. All service lanes will be locked off as of Wednesday, April 29.

Please remember that parking in fire lanes, on the grass or sidewalks is prohibited. Failure to remove cars from specially marked areas within the 1 hour time limit may result in a $50.00 fine.

My student is leaving the residence halls during the semester. How will my student’s bill be adjusted?

Residents who withdraw from the College during the course of the semester will be credited a refund of the room rent on a prorated basis based on the date the resident officially checks out of the room with the required paperwork completed by a Residence Life staff member. Residents who are required to withdraw by the College because of a failure to meet obligations under the Housing Contract or for other reasons, who are removed from the residences, or who, while remaining enrolled at the College, move out of the residence halls are financially obligated for the remainder of the semester.

Who do I contact if I have further questions?

For questions related to your student’s housing, contact Residence Life at [[living]] or 757.221.4314.