Spring 2009 Check-Out Information

Spring 2009 Quarter Check-Out Information
Residence Hall, Residential Suites and CRS residents

Spring Quarter ends on Friday, June 12, 2009

Please read through all of the following information carefully to review important policies and procedures for staying over or checking out.

CHECK-OUT DEADLINE

All residents that are not contracted to stay for the summer must move out by 5:00 pm on Friday, June 12, 2009.

Need to stay beyond June 12, 2009? Special circumstances will be considered on a case-by-case basis. Please read the section below for more information.

STAYING FOR THE SUMMER QUARTER?

Residents contracted for the summer quarter have two options:

1. Check out by 5:00 pm, Friday, June 12, 2009 and not stay during the break between quarters, checking into your summer assignment on Sunday, June 21, 2009, between 10:00 am -10:00 pm. This means a complete check-out process, removing your belongings and checking out properly and returning keys.

2. Request to stay during the break between quarters, transferring to your summer space on Wednesday, June 17, 2009. Transfer Day is when residents move to their summer assignment and you must be available on this day if you are staying over this break. Please read the section “Need to Stay Beyond the Deadline” for details.

Residents in all buildings, with the exception of Montecito Hall, may stay in their current space until transfer day.

Montecito hall must close on Monday, June 15th. Residents from Montecito will be transferring to either their permanent summer space or, if necessary, to a temporary space over the weekend of June 13, 2009 between 9am-12pm. An email has been sent to all Montecito residents with specific details.

Hall Residents Staying in the Same Room: You will be contacted by the residence life staff to complete paperwork to close out your room inventory form for 2008-2009 and complete a new room inventory form for 2009-2010. In addition, we ask that you keep all your belongings to your side of the room. Facilities staff will be entering the room June 15-19, 2009 to clean.

Suite Residents Staying in the Same Room: You will be contacted by the residence life staff to complete paperwork to close out your room inventory form for 2008-2009 and complete a new room inventory form for 2009-2010. Please keep all items in your room. You will also need to remove items from the kitchen and bathrooms to enable our staff to clean and prepare the suites for new residents. Staff will be entering the Suites June 15-19, 2009 to clean.

Start Planning Now! Be sure to read the section below titled “Important Transition Information.”

MOVING TO THE VILLAGE FOR THE SUMMER?

If you are contracted to live at the University Village Apartments for the summer, you may request to stay beyond 5:00 pm on Friday, June 12, 2009. Please read the section “Need to Stay Beyond the Deadline” for details.

UHS residents moving to the Village for the summer quarter have two options:

1. Check out by 5:00 pm, Friday, June 12, 2009 and check in to the Village on Sunday, June 21, 2009. This means a complete check-out process; removing your belongings, checking out properly and returning keys – and not stay during the break.

2. You may request to stay until Wednesday, June 17, 2009, Transfer Day. Please read the section “Need to Stay Beyond the Deadline” for details.

Residents in all buildings, with the exception of Montecito Hall, may stay in their current space until transfer day.

Montecito hall must close on Monday, June 15th. Residents from Montecito will be transferring to either their permanent summer space or, if necessary, to a temporary space June 13, 2009, between 9am-12pm.

You may also be asked to transfer to a temporary space if staying in your current space prevents a transfer of a UHS summer resident. You will be notified if you are being asked to move to a temporary space.

There will be a $25.00 per night charge to stay beyond June 12, 2009.

Be sure to read the section below titled Important Transition Information. Start Planning Now! There are things we recommend doing now.

NEED TO STAY BEYOND THE DEADLINE?

If you require an extension to stay beyond June 12, 2009, you must complete a Stay-Over Request Form and submit it by 5:00 p.m., May 27, 2009.

UHS Residents that are contracted for Summer 2009: You must submit a Stay Over Request form and you will be approved. You must be available on the transfer day: Wednesday, June 17, 2009, between 9am-4pm. Please read the Check-out information below.

UHS Residents moving to the Village Apartments: You must submit a Stay Over Request form and you will be approved, if submitted by the deadline. Approval cannot be guaranteed for any late requests. There is a $25.00 per night charge to stay beyond June 12, 2009. This is also considered an early check-in for the Village Apartments and requires their approval – please contact them directly.

Special circumstances: Special circumstances will be considered on a case-by-case basis and are for a short period of time. For instance, if you are graduating or volunteering during commencement, you may request to stay beyond 5:00 pm on Friday, June 12, 2009. MONTECITO RESIDENTS: The building must close on Monday, June 15, 2009 for a maintenance project. All stay-overs from Montecito must move out by Sunday, evening, June 14th.

Please use the online Stay Over Request Form to make your request at: http://dsa.csupomona.edu/uhs/request_stayover_spring2008.asp. You are not approved until you receive a confirmation email. Check with the Housing Office if you do not receive a confirmation by June 8, 2009.
The deadline to apply for a Stay Over is May 27, 2009.

Be sure to read the section below titled Important Transition Information.

Start Planning Now!

IMPORTANT TRANSITION INFORMATION

BE INFORMED!

Attend the check out meeting in your building. These meetings will be held between May 29th and June 6th.
Plan to use EXPRESS CHECK-OUT or make an appointment with your RA by June 5, 2009. (See section: Two ways to check out.)

MAIL & PACKAGES

Complete a Change of Address Form now! You may pick up and return your completed forms to your front desk; it will be sent to the Campus Distribution center for processing. Keep in mind that it takes 4-6 weeks for a change of address request to take effect.
Contact important agencies directly, such as your banking institution and credit card companies. Magazines and publications are not forwarded; you must contact them directly.
CRS residents: please complete and submit a Change of Address form directly with the U.S. Postal Service. Do not use the internal form used by the campus.
If you ordering an item online, be sure to have it delivered BEFORE June 9th. The Housing Office will not accept packages for students who are not staying for the summer beginning Wednesday, June 10th. Any packages that are not picked up by June 12, 2009 will be returned to sender.

LAND LINES

All Residents: If you have a land line connection, contact Verizon at (800-483-4000) and have your telephone service disconnected. You will continue to be held responsible for any charges to your telephone account if you fail to cancel your contract.

PREPARE YOUR ROOM/SUITE – All residents take note…

• Return your room to its original configuration by June 1, 2009. Failure to return the room/or suite to its original configuration will result in loss of deposit.

• Residents checking out: Remove all belongings from your room (drawers, closets, shelves, and desk). Items left behind will be discarded and you may be assessed a charge.

Clothes donation boxes will be placed in your lobby beginning May 25th.
Electronic waste (E-waste) collection bins will be placed in each building's lobby. Items that will be accepted are: computers, monitors, cables, printers, calculators, batteries, scanners, electronic components, cell phones, circuit boards, cameras, stereo systems, speakers, radios, televisions.

• Remove all of your belongings from the common areas (bathroom, kitchen, living room, balcony, and storage closet). Even if you have contracted for the Summer Quarter, all items must be removed from the kitchen and bathrooms to enable our staff to clean and prepare the suites for new residents. Staff will be entering the Suites starting June 15-19.

• Empty and clean out the refrigerator and microwave (suite residents). All suitemates will be held responsible for the cleaning of common areas.

• Empty and remove all trash. Place all trash in the trash bins outside of the building. Please do not dispose of trash by leaving it in the hallways or you may be charged a fee for improper trash disposal. Extra trash bags will be available at your building's front desk.

Suites Residents: Trash rooms will be closed June 11-18, 2009. Trash must to be taken to the exterior dumpsters.

• Remove personal furniture. If you are disposing of any furniture, you must do so off campus. PLEASE DO NOT PUT ANY FURNITURE IN OR NEAR THE DUMPSTERS.

• Thoroughly clean and vacuum your room, and common areas in the suite. Remove everything from all walls, door surfaces, shelves, closets – thumbtacks, staples, brads, stick-ums, tape and decals. Wipe down all surfaces. Vacuum all carpeting. Remember to pick up pennies, thumbtacks and paper clips from the floor. These items will damage the vacuum cleaner.

• Remembering to take your bicycle. All bicycles must be removed from the bicycle stands. All remaining locks will be cut off on June 16, 2009 and bicycles will be confiscated. Any bicycles left behind will be disposed of by our Facilities Department.

RESIDENTS IN TRIPLE ROOMS

All triple rooms have been set up with Ethernet Hub Equipment (hub, power adapter and cable). This is permanent equipment and should not be removed. All roommates will be billed for the cost of a replacement.

TWO WAYS TO CHECK OUT

1. EXPRESS CHECK-OUT

You MUST attend an Express Check-Out meeting and obtain an Express Check-Out envelope in order to participate in Express Check-Out. Residents who were approved to do a Stayover must use the Express Check-Out system.
Remove all your belongings from the room and common area. Lock and close your room/suite door behind you.
Complete and sign the form on the outside of the Express Check-Out envelope. Your signature on Express Check-Out form replaces your signature on the Room Inventory form that you filled out when you Checked-In.
Place your room key and mailbox key in the envelope. If these items are not returned, you will be assessed charges.
Seal and drop off the envelope at your front desk's outgoing mail slot NO LATER THAN 5pm on June 12, 2009.

2. BY APPOINTMENT WITH AN RA

Meet with your RA. After inspecting your room with the RA, you must sign and date your Room Inventory form. Please be sure that you review it carefully before signing. Your signature on the form represents your agreement to the notes made by the RA on the form.
Return your room key, mailbox key and mattress pad to the RA at the time of your check out. If these items are not returned, you will be assessed charges. At minimum, you may lose your housing deposit.

Things to keep in mind:

Once you check out, you will no longer have access to the room and any items left behind.
There are a limited number of RAs and a large number of residents checking out during finals week, especially on Friday, June 12. For this reason it is important that you use EXPRESS CHECK-OUT or are ready to check out at your scheduled time. If you miss your appointment, you will be charged an improper check out fee and may not be accommodated for another appointment.
You must either use the Express Check-out or an RA to check-out properly. Do not leave keys with anyone other than an RA or in the Express Check-out Envelope. If you check-out improperly, you may be held responsible for a lockset change, loss of deposit and any assessed damages.
This is considered an improper check-out and will result in loss of deposit.

Cleaning Recommendations

After you check-out a staff member will enter your room to assess damages and cleanliness. Avoid a cleaning charge by using the following Guideline based on your community.

Damage Assessment

All residents are responsible for the configuration of the room/suite. Each resident must are expected to clean and vacuum before checking out. Once you have checked-out, a professional housing staff will enter your room and assess for damages and cleanliness. Damages and lost keys fees will be posted to your BroncoDirect account. Your security deposit will be applied towards the charge. If the charge is more than the deposit, residents will need to pay the balance on BroncoDirect.

Facilities Damage Price Guide