Fall 2023 move-out is by Saturday, December 16, 2023, by 12 p.m.
Plan to move out within 24 hours of your last final unless you have been approved for a stayover. Graduating students must also have filled out a Stayover Request Form, requesting to stay in Housing until the day after graduation.
To complete your move-out:
- Residents in the Apartments: Once you have removed all your belongings and are ready to leave, return your keys using the Express Check-out Envelope. Students who return keys after 12 p.m. on Saturday, December 16, 2023, will be charged a late check-out fee of $50.
- Residents in GEA: Follow instructions for Apartment Residents but include both your keys AND parking remote (If applicable) inside the check-out envelope. The lost remote charge is $80 per remote.
- Residents in South Village: Once you have removed all your belongings and are ready to leave, check out electronically through the Housing Portal. Students must submit the express checkout form by 12 p.m. on Saturday, December 16, 2023, to avoid the late check-out fee of $50.
To ensure a smooth process at the end of spring term and avoid receiving extra charges, please read the closing procedures below.
Steps for a Successful Move and Check-out
Reduce your level of stress by planning ahead of finals week. Read through these steps and details, plan early, make arrangements with family or friends that will assist you (limit of two) and start to take items home to reduce last-minute packing.
- Look up your finals. Look at your class syllabus or login to GET, go to your Student Center, select “Exam Schedule” from the dropdown box in the Academics section, select the Fall 2023 term, and click “Continue”.
- Decide on your checkout date. Once you are done with finals, you can move out and start your summer.
- 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.
- If you must move out on Saturday, December 16, be packed and ready to complete your move before 12 p.m. to avoid the late check-out fee of $50.00.
- 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.
Residents are expected to leave their room or apartment in as close to the same condition as when they moved in or risk losing part or all of their initial deposit. It should be clean with all trash and belongings removed. Please submit work orders for any repairs by December 1, 2023, to avoid charges for unaddressed repairs. Here are the costs that may be applied to your account upon checkout:
- Pack your belongings prior to your intended check-out date and begin to take non-essential items home beforehand.
- Clean your room or apartment, including vacuuming carpets and wiping down surfaces. For apartment residents, this will include cleaning all shared areas, such as the storage room, living and dining rooms, kitchen, and bathroom.
- Remove all items from wardrobes, dressers, desk drawers, closets, and for apartment residents, the storage room, kitchen cabinets, and drawers, dishwasher, and refrigerator. Donation bins will be located at South Village and the apartment complex to donate gently worn clothing.
- Remove all trash. Do not assume your housemates/roommate will do this. Do not leave anything behind that you no longer want.
- Housing and Residence Life will not be able to determine whose trash or belongings are left in the apartment and all residents may be charged equally.
- 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.
- Once you have completely moved out of your room/apartment, locked the doors and windows, and are ready to depart, you may pick up an Express Checkout Packet from the table in front of the Phase II Housing Office.
- Complete the information on the Express envelope, place keys inside the envelope, and seal it closed. Return the envelope (with keys inside) to the Housing Office key drop box.
Important: Once you return your keys at checkout, you will not be able to return to your apartment. Make sure you have taken all your valuables and belongings.
- Once you have completely moved out of your room, you must check out electronically via the South Village Express Checkout form here. There will be QR codes in your community to scan as you check out. This will time stamp your check-out and ensure that your space is ready for inspection and assessed for any damage or charges.
- Access to your room will be removed effective 12 p.m. on December 16, 2023, unless approved to stayover. Please make sure you have taken all valuables and belongings.
Failure to checkout properly (checkout appointment or express checkout process) will result in an improper checkout charge.
You must ensure that all your belongings are packed in your car and that your room or apartment is clean and move-in ready.
- Apartments, Traffic & Loading: Loading zones will be located along Buildings 4 and 5 on Paseo Rancho Castilla and along the road adjacent to the basketball court and building 1. All other areas will be labeled as “No Parking” and will be monitored by Campus Police.
- South Village, Traffic & Loading: Loading zones will be located in front of Towers 2 and 3 closest to the grassy quad. All other areas will be labeled as “No Parking” and will be monitored by Campus Police.
- Moving Carts: We will have a limited number of moving carts on Saturday, December 16. We recommend that you bring a personal dolly to assist you in moving your belongings from your building to your car. Cart usage will be limited to 30 minutes per student and requires an ID to check out. It is important that you have all your belongings packed and ready to go before you request a cart. Carts will be available from 9 -11:30 a.m.
The last meal to be served will be dinner on Saturday, December 16, 2023. The Village Commons will close at 7 p.m.
Housing staff will inspect your room/apartment after students move out. A comparison of the condition of the apartment at move-out against the notations made on the Apartment Condition Report (ACR) and the Room Condition Report (RCR) 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 common areas, the charge will be split among all housemates/roommates. Please speak with your RA about any damage that you caused and need to be billed for, otherwise, the charge will be split among all residents.
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.
If you do not incur charges for cleaning, damages, lock charges or have outstanding debt, your $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.
If a carrier delivers a package after you have moved out, we will give it back to the carrier and ask them to return to sender. Once a student moves out, we will not be able to release it to other individuals, including yourself since you are no longer a resident. Make sure you do not order anything that may not arrive by December 16, 2023.
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 students move out.
Once you have moved out, you will no longer have access to your spring room/apartment. After 12 p.m. on December 16, any items left behind in your assigned space will be discarded as outlined in the 2023-2024 Housing License Agreement Terms and Conditions.