Spring 2008 Closing

Residence Life
212 Campus Center
P.O. Box 8795
Williamsburg, VA 23187
(757) 221-4314
(757) 221-1240 (fax)

Hours: Mon - Fri,
8am - 5pm

Spring 2008 Closing

The Residence Halls officially close for the Spring Semester at Noon on Monday, May 12. The Office of Residence Life strongly encourages you to carefully read all information provided on closing.

Check-out Required 48 Hours After Last Exam
You must check out of your residence hall space no later than 48 hours after your final 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 you are involved in any of the above activities, you must be listed on rosters submitted to Residence Life by the administrator or faculty member coordinating your activity. These rosters must be received in Residence Life by the last day of classes (4/25), and it is your responsibility to confirm that you are on your group's list.
If you are a non-graduating resident NOT participating in an APPROVED activity, you are expected to check out no later than 48 hours after completing your last regularly scheduled exam. If extenuating circumstances prevent you from meeting this deadline you must submit a written request to your Area Director for approval to remain in your room. These written requests must be received by the Area Director by the last day of classes. If approved, you will be charged $20.00 for each day that you stay in your room after the 48 hour period. Your Area Director will approve or deny the request as quickly as possible. Any approval to stay late will not be considered official until your payment is received; refer to your Area Director for specific instructions regarding payment.
All residence halls will close at 12:00 noon on Monday, May --the Monday immediately following Commencement.
To insure a smooth check out, please be sure to follow instructions listed here. Also be on the lookout for additional details to be provided by your GRA/RA.

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

After your check-out, the GRA/RA will turn your RCR in to the Area Director, who will inspect your room/apartment and determine whether or not to assign a charge based on any discrepancies found. If you are the first person to check out of your room and/apartment the GRA/RA is unable to see parts of the room/apartment (for example, if your 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.

You can be held responsible for damages not visible when you checked out, so please caution your 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.

Schedule for Check-out
A schedule will be posted in your area listing times that staff members will be available to check you out. If these times do not fit your schedule, make arrangements with your GRA/RA to set up an appointment.

"After-hours" Check-out Option
If you choose not to check out with a GRA/RA, you may utilize the "after hours" check-out option that entails returning your key(s) in the provided envelopes to the designated area/building location. If you wish to complete an official check-out it is your responsibility to make arrangements with a GRA/RA. Regardless of how and when you check out, you can avoid charges by following these guidelines:

Discuss with your roommate(s) the Closing Agreement (Undergraduate, Graduate) located on the web site and decide who will take responsibility for which areas/tasks in the room.
Assure that all College furniture, including recycling bin, is present in the room/apartment and assembled.
Remove all non-College furniture such as lofts, carpets, chairs, bookshelves, refrigerators, etc. Do not leave these items in stairways, hallways, or lobby areas. Remove trash and sweep floors.
Remove all posters, tape, stickers and nails from furniture, walls, ceilings, closets and doors. Remove all items from your room/apartment door bulletin board.
Rehang/reattach drapes, shades, screens, etc.
Close and lock your windows.
Return your key(s) to the staff member who checks you out.
Wipe down all surfaces in kitchens and bathrooms if applicable.
Make sure the door is closed and locked when the check out is complete.

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

Special Loading Zones

Between April 26 thru May 12, 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 23.

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.

Area	Specifics
Dawson Circle	All right hand side faculty/staff spaces.
Camm Lot	7 resident spaces.
Bryan Lot	10 faculty/staff spaces.
Jefferson	3 metered spaces will be reserved in Ewell Circle between April 26 and May 12. This will be expanded to 6 spaces between May 5 and 12.
Old Dominion	3 faculty/staff spaces in the Old Dominion Lot and 2 faculty/staff spaces in the James Blair lot.
Monroe	3 faculty/staff spaces at the end of James Blair Drive.
Landrum, Chandler, Barrett and Jamestown	13 spaces on the building side of Landrum Drive. 6 spaces on the Jamestown Road side in PBK circle across from the soccer field will be reserved from 8am to 4pm.
Lodges	The parking area in front of Lodges 4 & 6. Both ends of Gooch Drive will be accessible, but residents should be aware that the new barrier folds down onto the roadway and remains in place. Cars with low ground clearance may not be able to clear the barrier.
Sorority Court	3 faculty/staff and 2 resident spaces in the drive off Armistead as well as the resident space on Armistead. No vehicles will be allowed on the brick courtyard. The 2 resident spaces in the Court driveway will also be reserved.
Graduate Complex	16 spaces on the side (6 pull-ins, 10 curb). No vehicles will be allowed in the courtyard area or on the grass.
Hunt/Reves	4 metered spaces beginning May 6.
Taliaferro	Vehicles will be allowed to drive from Facilities Management up to the designated area on the East side of Taliaferro. Drivers will have to exit the same way.
Botetourt/Dupont	14 resident spaces on either side of Wake Drive.
Fraternities	16 spaces on Ukrop Way, 10 resident spaces in front Fraternity lot and 10 resident spaces in the Harrison Avenue cul-de-sac.
Yates	10 day student spaces.
Randolph	The bike path in front of Randolph on Ukrop Way drive will be reserved from 8:00am to 6:00pm daily.

Remember that driving and parking on grass, dirt, sidewalks, and any unpaved area is prohibited and may result in your vehicle receiving a parking ticket. If someone is driving a vehicle to campus to move you out, please be sure that the driver understands exactly where parking is permitted. In coordination with Parking Services, Campus Police, and Facilities Management, special loading zones will be set up throughout campus during the move-out period.

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Sample Charges for Closing
Items Billed by Residence Life

$ 25.00	Extra cleaning: kitchen	$ 25.00	Extra cleaning: room
$ 15.00	Extra cleaning: bath	$ 40.00	Extra cleaning: apartment
$ 60.00	Repaint ceiling *	$ 65.00	Repaint trim *
$180.00	Repaint walls *	$ 16.50	Replace window shade--small
$ 35.00	Replace 2' x 1.5' bulletin board	$ 24.00	Replace window shade--large
$ 45.00	Replace 2' x 3' bulletin board	$ 10.00	Reattach window shade
$ 5.00	Adhesive/Sticker Removal	$90.00	Replace window screen
$ 25.00	Replace overhead light cover	$ 15.00	Replace ceiling tile (one)
$ 10.00	Remove nails, tacks, tape, poster putty	$ 5.00	Each additional ceiling tile
$15.00	Reassemble bed	$ 35.00	Replace smoke detector
$ 30.00	Disassemble and remove loft	$ 20.00	Reattach smoke detector
$ 20.00	Remove non-College furnishings (each piece)	$ 40.00	Failure to return key by 12:00 noon the Monday after Commencement
$ 97.00	Mattress damaged or missing	$ 40.00
$20.00	Replace missing Recycling Bin
* Please note: These are estimates of charges. The actual charges may vary (higher or lower) depending on the extent of damages. Common Area Damage/Loss It is understood that the 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.
Touch ups are not encouraged; we recommend that residents 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 (Undergraduate, Graduate) and/or on the RCR and common area report.

Checking out 4,400 students in such a short time is a major task and requires our working together to make it as smooth and fair as possible. Please remember that RAs and GRAs are students and they, too, are working on papers and preparing for final exams.

Thanks in advance for your patience and cooperation. Have a great summer!!!