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2023 Spring Check-Out

Residence Life strongly encourages you to carefully read all information provided on closing as you are responsible for checking out of your space correctly.  Due to the short turn-around time between closing and the start of summer session, Residence Life will not be able to allow for any late departures.

Students are required to check out of their residence hall no later than 48 hours after their final academic commitment/final. 

  • Exceptions will be made for:
    • Graduating residents
    • Non-graduating students who are participating in official commencement activities (as an active graduate or volunteer), have an intercollegiate athletic team obligation, or an academic requirement (e.g. law write-on) will need to submit a request to for approval with documentation by May 5, 2023. 
  • 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 or final academic commitment, barring extenuating circumstances.
  • All finals end on Tuesday, May 16.
    • Resident access to the halls will be turned off on Friday morning, May 19.
    • Only graduating residents and those approved to stay late will retain ID access through Residence Life.
  • ALL Residence Halls officially close for the spring semester at 10 a.m. on Monday, May 22, 2023.
How To Check Out

You will need to plan accordingly based upon your departure date. Residents must check out with a Residence Life staff member:

  • May 5 - May 12: Schedule a time to check out of your room with an RA (Resident Assistant) member from your Building or Complex
  • May 13 - May 22: Your Duty Office will be staffed with RA's to check you out from 11am-5pm and during regular scheduled duty hours
  • If you are departing campus out outside of scheduled check out times with a staff member you may opt to utilize Express Check Out.
    • Residents who choose Express Check Out are subject to charges for any or all damages/loss or cleaning of the room. 
  • If a student fails to check-out with a staff member or do Express Check Out an improper check-out fee of $250.00 will be assessed to the student’s account. 
  • Abandoned Property - The University will retain abandoned property in accordance with state laws. Should items remain unclaimed they will be stored at the departing resident’s expense minimum cost of $150.
Closing Checklist
  • Remove all non-University furniture such as lofts, carpets, chairs, bookshelves, refrigerators, cinder blocks, etc. Do not leave these items in the stairways, hallways, or lobby areas.
    • Items rented from Dorms Direct can remain in the room as they will be collected after you check-out
  • Remove all posters, tape, stickers and nails from furniture, walls, ceilings, closets and doors. Remove all items from your room door bulletin board
  • Remove all personal belongings
  • Close and lock your windows.
  • Complete a light cleaning; sweep/dust room.
  • Take out all garbage & recyclables
  • Sweep the floors
  • Wipe down all surfaces in apartment common areas (kitchens, living rooms, bathrooms, etc.) if applicable
  • Leave all furniture drawers and cabinet/closet doors open
  • Turn AC to low fan speed
  • Turn off lights
  • Lock the door behind you
  • Residents must check out with a Residence Life staff member. If you are departing campus out outside of scheduled check out times with a staff member you may opt to utilize Express Check Out
  • Return your room/apartment key(s) during check out with staff or at the Duty Office upon you departure. No mailed keys will be accepted. A $60 lock change fee ($80 for most apartments) will be billed for any keys not returned.
Regardless of when you check out, you can avoid charges by following these guidelines:
  • Damage Billing happens for any discrepancy in the condition of your room from check-in to now beyond normal wear and tear.
  • Before you leave, be sure to discuss with your roommate(s) about who is cleaning, repairing what in your room before you both leave for the summer. Damages in the room will default to ALL room residents unless residents of the room notify Residence Life through a email from the responsible party from their W&M email account.
  • A good practice is to leave all drawers and wardrobes open in your room when you leave.  This serves as a last check of your room that you are not leaving anything behind.
  • Assure that all University furniture, including recycling bin, is present in the room/apartment and assembled.
  • Make sure to pay any common area damage charges to your Community Council representative. This will avoid a $15.00 administrative charge if you have to be billed by the University.
Sample Charges for Closing Items Billed by Residence Life (subject to change and/or adjustment depending on what is needed)
$ 25.00 and higher Extra cleaning: depending on labor
$100.00 Repaint ceiling
$400.00 Repaint room walls ($100.00 per wall: more than 2 walls will result in an entire room painted
$45.00 Replace 2' x 1.5; bulletin board
$65.00 Replace 2' x 3'' bulletin board
$30.00 Replace overhead light cover
$30.00 Reassemble bed
$50.00 Disassemble and remove loft
$50.00 and higher Remove personal belongings and/or trash: depending on labor
$115.00 Mattress damaged or missing
$140.00 Replace desk chair
$30.00 Replace missing recycling bin
$20.00 and higher Replace window blinds: depending on window size
$90.00 Replace window screen
$20.00 Replace ceiling tile (one); $50.00 for each additional required
$50.00 and higher Repair damaged or bend ceiling grid for acoustical tiles; depending on time and materials required
$75.00 Replace smoke detector/AV alarm
$30.00 Repair or reattach smoke detector/AV alarm
$55.00 Failure to return key by 10:00am  the Monday after Commencement
$15.00 Administrative charge if Hall Council common area charges are billed

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

  • Rooms/apartments with NORMAL wear and tear (minor scuffs, etc.) will not be billed. Any markings that 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 whichever student is taking financial responsibility should email that notification to their Area Director or all residents in the space will be billed.
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 Community Councilshave the authority (along with Residence Life Staff) to assess and assign charges for these damages. Common Area charges that are assigned by the Community Councils will be collected directly by Community Council representatives prior to the end of the semester. Residents are expected to provide payment to the Community Council representative. If at the end of the year charges assigned by the Community 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 University student conduct referral. Those students who are responsible for vandalism or theft may be removed from and/or denied future housing in University residence halls.

Checking out 5,000+ 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, HAs 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!!!