Closing 2015 (blackboard)

CLOSIN

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CLOSING INFORMATION

• THE RESIDENCE HALLS WILL BE CLOSING PROMPLTY at 5pm on THURSDAY, APRIL 30th

• Students must be out of their spaces 24hrs after their LAST final, or by 5pm on Thursday April 30th , whichever comes first.

• Remind students about closing information. They should have already received from Housing via e-mail, on the website, and on the fliers in the halls.

• All card and FOB access will be shut off at 5pm on April 30th. There will be no access to the buildings after this time – unless students have submitted an Extended Stay or Break Stay form and have been approved.

• After students have left, student and professional staff will conduct final inspections of all rooms.

CLOSING INFO CONTINUED.

QUIET HOURS

• 24-hour Quiet hours will begin on Monday, April 20th at 10pm and will last until 5pm on Thursday, April 30th.

• Violating the 24 hour quiet hours will result in disciplinary action, which could include removal from the residence halls.

DONATION DRIVE

• Starting on April 13th there will also be donation bins placed in each building’s lobby. If students have any new or gently used items or non-perishable food items please place them in the donation bins.

EBI SURVEYS

• Educational Benchmarking, Inc Survey (EBI Survey). This survey is available to students via the link provided in their e-mail. EBI Surveys is imperative to a University’s success. Students will be able to give feedback on the residence halls, dining, and more. DUE by April 28th

CLOSING INFO CONTINUED..

STORAGE

• Smartbox - This a storage container service for students who need to store items over the summer. Students will need to rent a box for storage, they fill it up, the company takes it to a ware house and during opening the box will be delivered to the students building.

• Note, Housing and Residential Life will not store any students’ belongings over the summer for any amount of time, even if they are returning to live on campus in the Fall Semester.

CLEANING/TRASH REMOVAL

• Cleaning the room is the responsibility of the students living in that space. Common areas, such as bathrooms, living rooms, kitchens, etc… are the responsibility of ALL of the students in that suite/apartment.

• Students are responsible for removing all trash from their rooms/suites/apartments: April 13th – Large Roll away dumpsters will be delivered to every building, let students know they should remove large quantities of trash to these dumpsters rather than their floors trash room. This will help alleviate overfilling of their trash room.

CLOSING INFO CONTINUED…

POTENTIAL CHARGES DURING CHECK OUTS/DAMAGE BILLING

• Any damage charges assessed will be divided equally between the students assigned to that space, regardless of departure date, unless otherwise specified on the Check-Out Cleaning Agreement Form

• Students need to fill out a Check-out Cleaning Agreement Form for each suite. This form needs to be turned in to their RA, so they can make a copy for our records in the office, and they will return it to you within 48 hours.

• Example of the “Check-Out Cleaning Agreement Form” can be found on the following slide

STUDY BREAKS

• Let students know that finals programs are happening in and around the halls, these include, but are not limited to: Late Night Breakfast, Finals Success Program, Midnight Breakfast, etc…

CLOSING INFO CONTINUED….

KEYS

• Students need to turn in all keys/FOBs assigned to them when they move out. If a student does not turn in their keys/FOBs, they will be billed for a lock change/replacement FOB.

MAIL FORWARDING

• Please make sure students update their address by sending an e-mail to:• [email protected]

• Students need to include their name, old and new address

• Encourage students to check their mailboxes before leaving

CLOSIN

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ELINE

TIMELINE

April 12th-14th (Sunday-Tuesday)

• RA’s have Closing Floor Meeting with their residents

• Its important to advise students to contact their RAs if they did not attend their floor meeting

April 13th (Monday)

• Donation bins placed in all buildings

• Roll-Off Dumpsters placed outside all buildings

• Should staff note they need to be emptied, contact your supervisor

April 17th (Friday)

• List of summer students and their spaces, sent to building supervisors

• List of graduating students sent to building supervisors

• Staff of graduating students sent to building supervisors

• List of break housing students and their spaces, sent to building supervisors by Stacy• Staff will communicate with each student who is staying and communicate our

expectations in regards to moving during April 30th – May 10th

TIMELINE

April 20th (Monday)

• 24hour quiet hours begin

• Only emergency work-orders will be accepted from this point forward

April 23rd (Thursday): Finals Begin

April 24th (Friday)

• Extended Stay Request forms due to building supervisors (4pm)

• Break Stay Request forms due to Main Housing Office (4pm)

April 28th (Tuesday): EBI Survey due

April 29th (Wednesday): Finals End

TIMELINE

April 30th (Thursday): CLOSING

• All students must be moved out of their spaces (5pm)• Any students who have been given permission to stay late, via the

stay late form will be charged $30 per evening, minus break stay & graduating Seniors

April 30th – May 1st (Thursday-Friday): Graduation Ceremonies occurMay 4th – 8th (Monday-Friday): Rooms will be turned over for summer occupancyMay 10th (Sunday): Summer School Students move-in (12-4pm)

BREAK VS. E

XTENDED

STAY

BREAK STAY

• Break Stay is for those who are enrolled to take summer classes and have been assigned to live on campus during the summer term(s)

• Break Stay Form• Forms due to MAIN HOUSING OFFICE no later than 4pm, April 24th • Cost is included in summer assignment payment package• Student should be directed to the MAIN HOUSING OFFICE to

complete this form

EXTENDED STAY

• Extended Stay is for those who have a legitimate reason to stay after the halls close on April 30th

• Reasons could include:• International Students with late flights• Graduating Seniors

• Extended Stay Forms (Example of form on following slide)• Forms due to building RC/HD no later than 4pm, April 24th • Cost is $30 a night, starting at 5pm each day

TRADIT

IONAL V

S NON-

TRADIT

IONAL C

HECK-OUT

TRADITIONAL CHECK-OUT• Students partaking in a traditional check-out must either schedule a time with

their RA on the Appointment Check-out sign-up sheet on the RA’s door, or ask an RA working at the desk to assist.

• Once the student and RA are ready to check-out, the RA will take the Room Condition Report (RCR) to the room with the student, and while the student is in the room document all they see. The RA might ask the student to open drawers, closets, etc… to ensure all belongings are out of the room and the space is clean.• The RA reserves the right to ask the student to clean the room and/or remove items

from the room, before they can complete the check-out

• After the RA has documented the condition of the room on the RCR the student and RA will go to the lobby where the RA will collect the students keys/FOBs and have them sign the appropriate paperwork to officially CHECK-OUT.

• Please note this option will be provided from 8am-10pm, and is the preferred check-out option for both staff and students. If a student participate in a traditional check-out they retain the right to appeal any billing for damages (as assessed by the professional staff of the building).

NON-TRADITIONAL CHECK-OUT

• Students participating in a non-traditional check-out will fill out a Non-Traditional check-out form, and turn in keys/FOBs to the Front Desk staff in the building.

• Staff will assess the space within 24 hours of the student leaving.

• Please note, this option will ONLY be provided from 10pm-8am, this is NOT the preferred check-out option for staff and students. If a student participates in a non-traditional check-out, as they have signed the Non-Traditional check-out form, they DO NOT retain the right to appeal any billing for damages. • This method of check-out should be used under only extenuating

circumstances. Students should be encouraged to check out through their RA’s.

• REMINDER: Professional Staff of the building make the assessment on damage billing.

HOW T

O: NON-

TRADIT

IONAL C

HECK-OUT

FORM

Use the time clock to timestamp the form.



This area is used to record keys and fobs the student

turns in upon checking out.



When taking the mailbox key it’s a good idea to remind Students to empty their

mailboxes if they haven't already done so.



When taking the mailbox key it’s a good idea to remind Students to empty their

mailboxes if they haven't already done so.

This area is only applicable for UVA and IVA. The Fob

Code can be found printed on the back of the Fob.

The Student needs to PRINT their name and INITIAL in

these two areas.


these two areas.

It is important to make sure the student reads this

section before signing the form. Students need to

understand that they are waiving their right to appeal

billing for damages.


these two areas.

It is important to make sure the student reads this

section before signing the form. Students need to

understand that they are waiving their right to appeal

billing for damages.

These areas are to be filled out later by Pro Staff. Do not

write anything in these areas.

Once the keys are collected they

should be placed in a manila envelope

The envelope should then be stapled to the

top left corner of the check-out

form



The envelope should then be stapled to the

top left corner of the check-out

form

This is an example of how

the envelope should be

attached to the back of the form



Once all keys/Fob have been placed in the envelope

and stapled to the back of the check-out form it should be placed in the Non-Traditional

Check-Out bin. This can be found in a

designated area at your desk.