Residents must properly complete a move-out at the time they vacate any student housing unit and any time they move into a different space. Improper check-outs may be subject to a fine which will be noted on the damage summary. Proper check-out procedures will be communicated to all residents by their area Resident Director.
To complete a proper move-out, the resident must do the following:
- During periods NOT at the end of the semester, schedule a traditional check-out appointment or request an express check-out with your area’s front desk at least one business day in advance. This can be done by calling your area’s office. (See phone numbers below.) Times for traditional check-outs (with staff present) can be completed Monday-Friday between 8pm-10pm or 10am-9pm on Saturdays or Sundays. Express check-outs are available on demand via the express check-out envelope system.
- Remove all personal possessions from the unit and complete all cleaning prior to the scheduled move-out time.
- Work with roommates or personally clean entire living space. Your cleaning and damage charges are based off of conditions at time of move-out. If roommates will remain in the space it is imperative that the apartment/residence hall room is still cleaned for your move-out.
- Be present at the scheduled move-out time for a complete inventory of the apartment and its condition.
- Surrender all keys issued.
- Provide the USPS with a forwarding address.
- Sign the completed check-out form or express check-out envelope acknowledging the transfer of all appropriate keys.
- If you are leaving before your contract has completed, please submit a contract cancellation request (please note this is a request, and if denied you will remain financially responsible for your space). Just completing your move-out is not sufficient.
End of Semester Check-out
The Department of Residence Life provides the following information to allow all residents to plan appropriately for departing on-campus residences.
This information is updated three times per year for check-outs that occur in May (those students without Summer Contracts), July (Summer departing students), and December (only those students NOT returning for Spring Semester).
University Housing officially closes at 12 pm on Sunday, May 12, 2019 for All Residents who do not have a Summer Housing Contract. Your Housing Contract officially ends at the time of closing.
Residents checking out of their spring space are encouraged to complete an Express check-out, however, Traditional check-outs will be available upon request.
- Residence Halls officially close Saturday, May 11, 2019 at 12pm:
- Traditional check-outs will be available by appointment. Please contact your Resident Director to sign up.
- Apartments/Townhouses officially close Sunday, May 12, 2019 at 12pm:
- Traditional check-outs will be available by appointment. Please contact your Resident Director to sign up.
The “Schedule A Check-out” button below is only utilized during Spring Check-outs. To set up a traditional check-out for the Fall or Summer semesters, please contact your Resident Director to make an appointment.
For instructions on how to schedule a check-out, click on the following link:
Traditional Check-out allows you to discuss discrepancies with staff during the room inspection. Notations regarding damage or missing items will be listed on the inventory and charges will be assessed upon a final walk-through. The student checking out will sign their inventory with the Resident Assistant acknowledging the student was present for a Traditional Check-out. With Traditional Check-out, you must sign up for a check-out appointment at least 24 hours in advance of your planned departure.
Students must schedule a check-out appointment at least 24 hours in advance. You are strongly encouraged to schedule a check-out appointment with your community Resident Assistant, but you are able to schedule an appointment with any Resident Assistant on your side of campus if a specific time is not available with your designated RA.
Express Check-out allows residents to check-out without signing up for an appointment with an RA. You must have your room clean and clear of personal belongings and return your room/apt/mail key(s) for your records to be properly cleared.
Residents must indicate when they plan to depart via an express check-out via the online appointment system at the links located above.
Express Check-out envelopes can be picked up from and returned to the front desks at FRH, LRH and HCOM. Envelopes and pens are located next to the drop boxes. If you are submitting an Express Check-out outside of desk operating hours, please submit your Express Check-out via the designated “Drop Box” located in FRH, LRH and HCOM.
Express Check-out allows residents to check-out without signing up for an appointment with their RA. You must have your room clean and clear of personal belongings and return your room/apt/mail key(s) for your records to be properly cleared. A note of caution—with ease and convenience comes the responsibility of making sure the room is absolutely clean to ensure proper check-out.
By choosing Express Check-out, you understand and agree that you are waiving your opportunity to be present at the time the room will be checked and inspected for damages. Furthermore, you are deemed to agree with subsequent housing staff condition assessment and any resulting charges which may be assessed in your absence during later inspection. You agree to pay or share costs as billed with your roommate(s) and/or suite-mates for assessed damages, cleaning charges, and/or missing furniture within the unit.
Packing and Cleaning Tips
When you check-out of your room, it should be returned to the way you found it at the beginning of the year. Residence Hall students must turn in loft kits by the last day of classes (prior to the beginning of Finals Week). The RA will be checking to make sure your space is clean and identify any damages. The Resident Director (RD) and/or Maintenance Staff will assess all cleaning and damages for appropriate charges. Resident Assistants are NOT able to evaluate items for charges. Residents should plan with roommate(s) who is responsible for what cleaning and/or common area damage charges prior to departing. Here are some helpful hints to make the process easier (and to help you avoid check-out charges).
- Start early: Begin taking or sending items home that you will not need for the rest of the year.
- Boxes: Find boxes to pack your belongings to make the move easier and faster.
- Trash: Trash should be thrown away in the trash room/dumpster. Charges will be assessed for trash left behind. During Spring Closing, there will be large dumpsters provided for students to utilize and all trash rooms will be closed. If trash is left in the hallways, students may be assessed a charge.
- Personal Items: Any personal items left behind will be stored for up to 10 days. Charges will be assessed per the damage charges list posted on the Department of Residence Life Website.
- Donations: Consider donating your unwanted, usable items to the Go Green Go Home program Residence Life hosts during closing week. Additionally, we encourage you to donate any unwanted items to the local Goodwill or other Springfield charities.
- Sink and/or bathroom: All bathrooms should be clean at the time of checkout. Remove all shower curtains and rings. Use non-abrasive cleaners such as Soft-Scrub or 409. Do not use abrasive cleaners such as Comet or Ajax on your sink/shower.
- Mail Forwarding: Please change your mail forwarding address with USPS as part of the check-out process. First-class mail will be forwarded to the address specified for 30 days. All other mail (including magazines and newspapers) will be returned to the Post Office. You need to contact newspaper and magazine publishers to get your subscriptions sent to your new address. Address changes can be done via cards available at all Residential Service Desks, or online via the USPS website.
Parking While Moving Out
- No parking is permitted on sidewalks, grass, or near any dumpsters/roll-a-ways on campus.
- Residents at LRH are encouraged to park perpendicular to the building (the “wrong way” from the normal school year) to allow for more cars.
- When moving out of any area, please limit your time to a maximum of 20 minutes to load your vehicle.
Q: Are there any exceptions for students who need to stay past May 12?
A: Current housing residents must obtain approval from their respective Residence Director to remain in housing past the above mentioned closing dates and times. Failure to obtain approval will result in a $50 improper check-out/failure to comply charge, plus an additional $30/day (those who remain for 3 additional days or more will be charged the weekly summer rate $185).
Q: How do I avoid check-out charges?
A: Here are some handy tips to avoid any check-out charges.
- Don’t be late: Being late for your check-out appointment will result in a $50 improper check-out charge. Failure to check-out by noon on Sunday, May 12, 2019 will result in a $50 improper check-out/failure to comply charge.
- Clean it up: Have your room clean and free of all trash and belongings. Remove tape and stickers, dust surfaces, empty your trash cans, clean your sink or bathroom, etc. Failure to leave your room clean (as you found it when you moved in) will result in cleaning charges ranging from $30 to $125+.
- Turn in your key(s): Turn in your key(s) at the time of check-out to avoid a $125 (per key, $75 for mailbox key) lost key charge.
Q: How can I avoid paying for damages caused by my roommate?
A: To ensure that this doesn’t happen, you will need to communicate with your roommate(s) in advance to divide check-out and cleaning responsibilities equitably. Sign up for a Traditional Check-out appointment accordingly. During check-out, you will need to discuss any damage concerns with the Resident Assistant. Additionally, all residents are encouraged to establish set responsibilities for cleaning of common areas so that during the appeals process, roommates are able to fully establish who was responsible for what if a discrepancy arises.
Q: How do you determine if there is a charge in my room?
A: Staff rely on the room condition inventory that you completed during check-in for assessing damages and charges at check-out. Students were given 24 hours after check-in to notify of any additional damage. Resident Assistants report the condition of the room during check-out and charges, if any, are determined by the Residence Directors or Maintenance Staff after final walk-throughs. Please keep in mind that Resident Assistants simply assess the status of the room at check-out, but are not the final decision makers regarding whether charges are assessed. Again, that administrative responsibility and function belongs to the Residence Director and/or Maintenance Staff.