- Undergraduate Closing Newsletter - (pdf)
- Fraternity and Sorority Closing Newsletter - (pdf)
- Graduate Closing Newsletter - (pdf)
- Undergraduate Closing Agreement Form (pdf)
- Graduate Complex Closing Agreement Form (pdf)
ALL Residence Halls officially close for the spring semester at 10am on Monday, May 24, 2021. Residence Life strongly encourages you to carefully read all information provided on closing.
You must check out of your residence hall space no later than 48 hours after your final academic commitment.
- Exceptions will be made for graduating residents or for non-graduating students who are participating in official commencement activities (graduate or volunteer), an intercollegiate athletic team obligation, or an academic requirement (e.g. law write-on).
- 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, barring extenuating circumstances.
- All residence halls will close at 10AM on the Monday immediately following Commencement.
- Remember that you are permitted 2 adults (16+) to help you move as long as they are following proper masking and distancing protocols per the Healthy Together guidelines.
- To ensure a smooth check out, please be sure to follow instructions listed below. Also be on the lookout for additional details to be provided by your GRA/RA/HA.
Check-out - How To
When your room/apartment/bathroom is completely empty of all your personal belongings and CLEAN, you need to go to your duty office or designated area/building location to return your key(s). Fill out the check-out envelope with your name, 93#, and your room number legibly and completely and seal it well. Drop the envelope in the key box. The final step is to fill out the Self Check Out form in the Housing Portal upon your departure so Residence Life staff know that you have completed your move out - there is a QR code located on the key box for this easy access to the Housing Portal.
Once everyone has checked out of your specific room/apartment, a Residence Life staff member will inspect your room/apartment to evaluate the condition of the space and whether or not to assign a charge based on any damages are found. The Area Director will make the final decision whether or not to charge for damages. Student staff do not make these decisions.
Regardless of when you check out, you can avoid charges by following these guidelines:
- Discuss with your roommate(s) the Closing Agreement (Undergraduate/Graduate) and decide who will take responsibility for which areas/tasks in the room. The completed form can either be turned in to your Area Director or submitted by email [[living]] via your William & Mary account for the individual taking responsibility for cleaning or damage to the room.
- 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. Remove trash and sweep floors.
- IF YOU LEAVE PERSONAL PROPERTY THAT NEEDS TO BE COLLECTED AND STORED YOU WILL BE SUBJECT TO A $50.00+ SERVICE and STORAGE FEE.
- Items rented from Dorms Direct can remain in the room.
- 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 $15.00 administrative charge if you have to be billed by the University
- Remove all posters, tape, stickers and nails from furniture, walls, ceilings, closets, and doors. Remove all items from your room/apartment door bulletin board.
- Rehang/reattach drapes, shades, screens, etc.
- Wipe down all surfaces in kitchens and bathrooms if applicable.
- Make sure the door is closed and locked when the check out is complete.
- Close and lock your windows.
- Return your key(s) in the express envelope located outside your building's key box or outside of your area’s duty office.
- Check yourself out on-line by filling out the Self Check Out form in the Housing Portal.
|$ 25.00 and higher||Extra cleaning: depending on labor|
|$250.00||Repaint room walls ($75.00 per wall: more than 2 walls will result in an entire room painted|
|$35.00||Replace 2' x 1.5; bulletin board|
|$55.00||Replace 2' x 3'' bulletin board|
|$30.00||Replace overhead light cover|
|$50.00||Disassemble and remove loft|
|$50.00 and higher||Remove personal belongings and/or trash: depending on labor|
|$105.00||Mattress damaged or missing|
|$135.00||Replace desk chair|
|$25.00||Replace missing recycling bin|
|$20.00 and higher||Replace window blinds: depending on window size|
|$90.00||Replace window screen|
|$15.00||Replace ceiling tile (one); $5.00 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 10AM 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.
- Paint 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.
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 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 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!