- Check-out Required 48 Hours After Last Exam
- Check-out - How To
- 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)
- Sample Closing Charges
- Common Area Damage/Loss
- Frequently Asked Billing Questions
ALL Residence Halls officially close for the spring semester at 10am on Monday, May 13. 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 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, 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 your Area Director by the last day of classes. If approved, you will be charged $30.00 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 10AM on the Monday immediately following Commencement.
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.
When your room/apartment/bathroom is completely empty of all your belongings and CLEANED, you need to go to your duty office or designated area/building location to return your key(s). Fill out the check-out envelope on the door legibly and completely and seal it well. Take the top copy as your receipt and drop the envelope in the box. That is it. We only accept room/apartment keys.
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 room 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.
- 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 via the William & Mary account for the individual taking responsibility for cleaning or damage to the room.
- Assure that all College furniture, including recycling bin, is present in the room/apartment and assembled.
- Make sure to pay any common area damage charges to your Hall/Apartment Council representative. This will avoid a $15.00 administrative charge if you have to be billed by the College.
- Remove all non-College furniture such as lofts, carpets, chairs, bookshelves, refrigerators, etc. Do not leave these items in stairways, hallways, or lobby areas. Remove trash and sweep floors. Items rented from Dorms Direct can remain in the room.
- Remove all posters, tape, stickers and nails from furniture, walls, ceilings, closets and doors. Remove all items from your room/apartment door bulletin board.
- Rehang/reattach drapes, shades, screens, etc.
- Close and lock your windows.
- Return your key(s) the express envelope located outside your building's duty office.
- Wipe down all surfaces in kitchens and bathrooms if applicable.
- Make sure the door is closed and locked when the check out is complete.
|$ 15.00 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|
|$45.00||Replace 2' x 3'' bulletin board|
|$30.00||Replace overhead light cover|
|$30.00||Disassemble and remove loft|
|$15.00 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|
|$40.00 and higher||Repair damaged or bend ceiling grid for acoustical tiles; depending on time and materials required|
|$50.00||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.
- 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.
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!!!