Spring Move Out: Closing Information

 

The 2018-2019 License Agreement expires on Saturday, May 18, 2019, at 2 p.m. Please read through the closing procedures below to ensure a smooth process at the end of spring term in an effort to avoid receiving extra charges.

YOU ARE EXPECTED TO LEAVE YOUR ROOM/APARTMENT IN MOVE-IN CONDITIONS, MEANING IT SHOULD BE AS CLEAN AS WHEN YOU MOVED IN. Please be aware that if you don't clean your apartment or have unaddressed repairs, you may be charged. Here are the costs that may be applied to your account upon checkout:

RESIDENCE HALLS CLOSING

Halls will close at 2 p.m. on Saturday, May 18, 2019.  You must remove all your belongings and move out before 2 p.m. on Saturday, May 18, 2019. Plan to leave the halls within 24 hours of your last final unless you have been granted a stayover.

You must properly checkout, which means you have completely; 1) removed all your belongings, 2) removed all trash, 3) cleaned the apartment/bedroom, 4) closed all windows/doors 5) returned your keys to Housing before 2 p.m. on Saturday, May 18, 2019.  Checkout Procedure Checklist

START PLANNING AND MAKING ARRANGEMENTS NOW

Reduce your level of stress during finals week by having the right information, early planning, making the necessary arrangements and starting to take items home.

  • Look up your finals. Look at your class syllabus or login to GET, navigate to your Student Center, select “Exam Schedule” from the dropdown box in the Academics section, select the Spring 2019 term, and click “Continue”.
  • Decide on your check out date. Once you are done with finals, you can move out and start your summer vacation.
  • Notify family and friends in advance that will help you move so they can ask for the time off work or make the necessary arrangements.   
  • Now is the time to make travel arrangements. If you are booking a flight, make sure to coordinate your flight or other travel arrangements to give you enough time to move out by the deadline.

IMPORTANT CHECKOUT REMINDERS FOR EVERYONE

  • Attend the mandatory meeting with your Resident Assistant to review the spring checkout process and procedures. RAs will be contacting their residents to schedule an apartment meeting to be held between, Wednesday, May 1 and Friday, May 10.
  • Pack your belongings prior to your intended checkout date and begin to take non-essential items home. 
  • Donate unwanted clothing, electronics and non-perishable foods. Donation bins will be available starting Tuesday, May 7, 2019. Donation bins for clothing and electronics will be located throughout the housing complex. Donation bins for non-perishable foods will be located in the Community Center (CC) and Housing Office.
  • Clean your bedroom and shared spaces within the apartment. We encourage you to schedule a day with all your roommates/housemates to clean the common areas.
  • Remove all items from cabinets, drawers, closets, storage room, dishwasher and refrigerator.
    • Students will be charged if any items or trash are left in the apartment. Do not assume your housemates will want your unwanted items or that they will throw out trash left behind. Housing and Residence Life will not be able to determine whose trash or belongings are left in the apartment and all apartment residents may be charged.
  • Change Your Mailing Address with Housing and Residence Life and on GET.
    • Complete the online Mail Forwarding Request Form now.  First-class mail will be forwarded for 4 weeks only to provide you with time to change your address directly with companies/institutions. Packages cannot be forwarded; they will be returned to sender.
    • DO NOT submit a change of address with the U.S. Postal Service. (The post office considers 5300 Paseo Rancho Castilla a business address, not an individual or residential address.)
    • Update your mailing address on Golden Eagle Territory (GET). The University uses the address listed on GET for any University mail, including refunds.
    • Please make sure you have changed your address now with your banks, credit cards, cell-phone service provider, subscriptions, Amazon accounts and employment payroll offices. Magazines and non-first class mail will not be forwarded.
    • Check your mailbox one last time before turning in your keys.

CHECKOUT OPTIONS FOR RESIDENTS MOVING OUT AT THE END OF SPRING SEMESTER

Do you want to check out with your Resident Assistant or do you prefer the quicker option, Express Checkout? Choose the option that helps you meet the checkout deadline of 2 p.m. on Saturday, May 18, 2019. Remember, an on-time checkout includes a clean apartment, all personal items removed, all trash removed and all keys returned to the housing office before 2 p.m. on Saturday, May 18, 2019. Residents in the residence halls, or those who still have belongings in their residence halls after this checkout deadline will incur an improper checkout charge and additional charges.

Option 1: Appointment with Your Resident Assistant (RA)

With this option, you may schedule an inspection appointment with a staff member to inspect the condition of your apartment and bedroom upon your check out. Beginning Wednesday, May 1st  all the way through Friday, May 10th, you can go to the Community Center (CC) and sign up for a checkout appointment. With this option, an in-person staff member walks through your apartment to see its condition. You must schedule the checkout appointment for the date and time of your departure (all belongings must be removed and the apartment cleaned). You will document any damages and/or repairs needed and turn in your keys to a Resident Assistant or a Resident Director (RD). The RA does not apply charges, nor do they make any decisions about charges. The RA only notes the condition of your room/apartment.

Important: Once you return your keys at checkout, you will not be able to remain in the apartment or return to the apartment.

Option 2: Express Checkout

With this option you do not schedule a checkout appointment. You will follow all processes and procedures related to cleaning your apartment, removal of all trash and personal belongings. Once you have completely moved out of your apartment, locked the doors and windows, and are ready to depart, you may pick up an Express Checkout Packet from the housing office or the CC. You will fill out the key-return envelope and place the keys in the envelope and seal it shut. Return the envelope (with keys inside) to the housing office in Phase II. If it’s after hours, you may deposit the envelope in the Key Drop Box under the counter. Remember, an on-time checkout includes a clean apartment, all personal items removed, trash removed and your key(s) returned to the housing office before 2 p.m. on Saturday, May 18, 2019. Residents found present in their assigned space, or those who still have belongings in their assigned space after the checkout deadline will incur an improper checkout charge and additional charges.

Important: Using the express checkout option waives the right to contest any damage charges that are attributed to you, including any shared charges with roommates/housemates. If you have not scheduled an appointment with a staff member by the deadline of Friday, May 10th, at 5 p.m., then you must use Express Checkout in order to check out properly.

Important: Once you return your keys at checkout, you will not be able to remain in the apartment or return to the apartment.

All residents must move out before 2 p.m. on Saturday, May 18, 2019 or additional charges may be accrued. (The only exceptions are those who have been approved for stayovers and residents with a confirmed May Intersession or Full Summer room assignment)

HOW TO REQUEST AN EXTENSION (“STAYOVER”)                      

Students who need to request an extension may request to stay no later than 2 p.m. on Monday, May 20, 2019. Graduating seniors/commencement student workers may request to stay until 2 p.m. on the day following their commencement ceremony or last day of commencement related work, not to extend later than 2 p.m. on May 25. All requests will be reviewed for consideration, but approvals are not guaranteed. If approved, a daily rate will be charged to your student account. Graduating senior and commencement student workers will not be charged.

Submit an Online Stayover Request Form by Friday, May 10, 2019.

  • If required, submit supporting documentation to Office of Housing and Residence Life by Friday, May 10, 2019. Requests received after this deadline may not be considered.
  • Check your Cal State LA email for notification of approval or denial and charges.
  • If your approval includes a fee to stay, please make your payment at the Cashier’s Office and turn in the receipt to the housing office no later than Tuesday, May 14, 2019.
  • Residents are responsible for abiding by all terms and conditions of license agreement as well as the regulations outlined in the Housing Student Guide.
  • No overnight guest(s) are allowed.

WHAT TO EXPECT ON MOVE OUT DAY (SATURDAY, MAY 18)

  • Traffic & Parking: “The Loop,” which is the housing one-way driveway leading directly into the housing unit areas, is currently closed and will remain closed on Saturday, May 18. Loading vehicles must be done from the 7A parking lot. Please inform family and friends to anticipate the distance from your building to the car.
  • Friday and Saturday Parking: There will be no overnight parking in Lot 7A Friday, May 17th evening through Saturday, May 18th evening. The lot will be reserved for loading vehicles for move out only.
  • Moving Bins: We will have a limited number of moving bins on Saturday, May 18. We recommend that you bring a personal dolly to assist you with your belongings from your building to your car.  Bin usage will be limited to 30 minutes per use and require an ID to sign it out. It is important that you have all of your belongings packed and ready to go before you request a bin. Bins will be available in Phase II from 10 a.m. to 1:40 p.m.

CHECKOUT AND CHECK-IN PROCEDURES FOR RESIDENTS WITH FULL SUMMER LICENSE AGREEMENT (May 20, 2019-August 10, 2019)

As a current resident with a submission of a Full Summer License Agreement and confirmed space, you may stay in your current assignment through 2 p.m. on Thursday, May 23, 2019. You must­ be available to move into your summer apartment on Thursday, May 23, 2019 between 9 a.m. and 2 p.m. Spring to summer transition will occur only on this date, therefore you must make the necessary arrangements to be available that day during these times. Failure to complete the transition process by May 23 at 2 p.m. may result in additional fees and/or cancellation of your summer housing agreement.

Summer Check-in & Check-out Procedures for Residents with Full Summer Agreements:

  • On Thursday, May 23, 2019, come to the Office of Housing and Residence Life to pick up your keys to your summer assignment. (Office located in Phase II)
  • Sign an Apartment Condition Report (ACR) for your new apartment.
  • Move all of your belongings from your spring assignment to your summer assignment.
  • Clean your former apartment as outlined in the checkout procedures, throw out trash and food in the refrigerator.
  • Verify your apartment is completely empty and lock doors and windows.
  • Return to the housing office to officially check out and return the keys to your spring assignment before 2 p.m. on Thursday, May 23, 2019.

CHECKOUT AND CHECK-IN PROCEDURES FOR RESIDENTS WITH MAY INTERSESSION LICENCE AGREEMENT (May 20, 2019-June 8, 2019)

As a current resident with a submission of a May Intersession License Agreement and confirmed space, you may stay in your current assignment through 2 p.m. on Saturday, June 8, 2019. Although you are being allowed to stay in your spring assignment for the May Intersession period, we will need you to officially check out of your spring assignment and check in to your summer assignment. You will need to come to the Office of Housing and Residence Life on Monday, May 20, 2019, no later than Thursday, May 23, 2019 to sign a new ACR, verify keys, sign your 2018-2019 Key Card, and sign your May Intersession Key Card.

FREQUENTLY ASKED QUESTIONS             

WHEN IS THE LAST DAY OF THE MEAL PLAN?

The Dining Commons will close for the summer and will not reopen until fall semester. Last meal to be served will be brunch on Saturday, May 18, 2019. 

HOW ARE DAMAGE/CLEANING CHARGES DETERMINED?

Housing staff will inspect all rooms/apartments after the last resident moves out. A comparison of the condition of the apartment at move out against the notations made on the Apartment Condition Report (ACR) at move in are used to determine damages.

Any damage, trash removal, and/or cleaning charges will be assessed back to the residents. If the damage/cleaning charge is for items in bedroom, the charge will be split among the residents that moved out of the bedroom. If the damage/cleaning charge is for items in common area, the charge will be split among all apartment residents. Please speak with your RA about any damage that you caused and need to be billed for, otherwise the charge will be split among residents.

HOW DO I PAY FOR CLEANING/DAMAGE CHARGES?

All cleaning/damage charges will be posted to your GET account by June and must be paid promptly. Your $100 security deposit will be applied to any cleaning/damage charges and you are responsible to pay any difference by the deadline on your GET. Please remember that any past due charges will result in a University hold on your records.

HOW DO I GET SECURITY DEPOSIT REFUNDED?

If you have not been charged for cleaning/damages and do not have an outstanding balance, you $100 security deposit will be mailed to the address you have listed on GET approximately 4 weeks from the move out date. If you signed up for direct deposit, your refund will be by direct deposit instead of a check in the mail.

WHAT IF A PACKAGE/LETTER IS DELIVERED AFTER I MOVE OUT?

If a carrier delivers a package after you have moved out, we will give it to the carrier and ask them to return to sender. Once a student moves out, we would not be able to release it to other individuals, including yourself since you are no longer a resident. We have to return to the carrier.

If you submitted online a Mail Forwarding Request Form, we will forward any first class letters only to the address you provided for the 4 weeks after move out.

CAN I STAY OVER DURING THE BREAK BETWEEN SPRING AND SUMMER?

THE BREAKS BETWEEN SEMESTERS ARE NOT INCLUDED IN THE HOUSING LICENSE AGREEMENTS, UNLESS YOU SELECTED THE MAY INTERSESSION OR FULL SUMMER TERM WHEN COMPLETING YOUR SUMMER HOUSING LICENSE AGREEMENT.

Residents’ current 2018–2019 License Agreements expires on Saturday, May 18, 2019, at 2 p.m. All residents will be required to remove their belongings and check out by 2 p.m. on Saturday, May 18, 2019. The housing rental fees do not include the break between the spring and summer, therefore students will be required to head home or arrange other accommodations for the break and return at the start of their Summer License Agreement.

HOW CAN I GET AN ITEM I LEFT IN THE APARTMENT?

Once you have moved out, you will no longer have access to the apartment. Therefore it will be your responsibility to contact your roommate/housemates on or before 2 p.m. on May 18th to ask for their assistance and coordinate to retrieve the item from them. After the halls closing of 2 p.m. on May 18th, any items left behind in your assigned space will be discarded as outlined in the 2018-2019 Housing License Agreement Terms and Conditions Section III.J. Disposition of Property.