Moving Out

 

Spring 2019 Hall Closing Information

The following information pertains to Spring End-of-Year check-out. It is your responsibility to review this information thoroughly.

How to Check Out of Your Room

All Residence Halls close at 12 p.m. (noon) Wednesday, May 15, 2019

All residents are required to vacate and check out of their units by Tuesday, May 15 at 12 noon unless you are participating in Commencement or are otherwise required by the University to stay beyond the May 15 deadline (see Late Stays section below). In general, students are encouraged to vacate their spaces within 24 hours of their last finals.

To check out, you must either:

  • Check out with a staff member
  • Check out independently with an Check-Out Key Envelope

For both methods, all students living on campus must report their check-out plans by Friday, May 3 at 5pm by submitting the Check-Out Signup Form that will be emailed to their Pacific University email accounts (email will go out April 15 at latest). If checking out with staff, you’ll sign up for a check-out appointment with your hall staff when you complete this form.

    Checking out with a staff member
    1. By Friday, May 3: Submit the Check-Out Signup Form that you have received in your Pacific University email account to report that you’ll be checking out with staff.
      1. You'll also sign up for a specific check-out appointment with a staff member from your hall at this time.
      2. Be sure to add your check-out appointment to your calendar so you don't forget it!
    2. Pack up and clean your unit before your check-out meeting
    3. At your appointment time, a staff member will meet you at your room to perform the check-out, have you lock your door, and will collect your keys.
    4. Depart for summer!
    5. Check your email for any notifications regarding possible charges related to damages, cleaning or improper-check-out.
    Checking out independently with a Check-Out Key Envelope*
    1. By Friday, May 3: Submit the Check-Out Signup Form that you have received in your Pacific University email account to report that you’ll be checking out on your own. You'll sign up for a check-out time tha
      1. On this form, you'll set your own check-out deadline for when you'll be completely out of your room and have your keys turned in.
    2. Pick up an Key Envelope from your RA or your hall's Front Desk/Office
    3. Pack up and clean your unit before turning in your Key Envelope
    4. By your reported deadline, fill out the form on the envelope, place your room key(s) inside, and turn the envelope in to your front desk's drop box. Note: If you are not returning to Pacific, you must return your mail key directly to Mail Services.
    5. Depart for summer!
    6. Check your email for any notifications regarding possible charges related to damages, cleaning or improper-check-out.

    *Note: If you choose this check-out method, you waive your right to appeal any fines, fees, or damages resulting from the staff assessment of the room

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    Check-Out Tips: Avoid Fines

    • Avoid cleaning charges:
      • vacuuming/sweep/mop all floors
      • wiping down all surfaces
      • clean all appliances and bathrooms, as applicable
      • check to make sure your belongings are out of every drawer by check-out appointment time. Note: Any items left behind at the end of the academic year will be promptly donated or disposed of.
      • Tip: The room should be clean enough for another student to move in after you.
    • Do not try to repair any damages to your room. This could result in further repair costs.
    • Avoid an Improper Checkout Fee: report your move-out plans via the Check-Out Signup Form by Friday, May 3 at 5pm, stick to the plans your reported, follow check-out instructions, don't miss your appointment with staff or your deadline to turn in your key envelope.
    • Take all trash, recycling and "Give and Go" donation items to designated places. Don't allow trash/recycling to pile up in the hallways or trash rooms.
    • Follow directions from your RA, AC, and the Residence Life Handbook.

    A $50 Improper Check-Out Fine will be applied for each instance of the following:

    • Failure to report your check-out plans via the Check-Out Signup Form by May 3 at 5pm
    • Staying later than the check-out time you indicate on the form
    • If checking out with staff: failing to attend your check-out appointment, rescheduling with that staff member with less than 24 hours advanced notice to staff, or switching to the Check-Out Key Envelope method without 24 hours advanced notice to staff
    • If checking out on your own: failing to properly turn in your Check-Out Key Envelope by the time you indicated

    For more information on Improper Check-Out Fines, see the Residence Hall Handbook.

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    Late Stays

    This year, anyone who needs to stay beyond Wednesday, May 15 at 12:00 pm must apply for a Late Stay via the Check-Out Signup Form that will be emailed to students' Pacific University email accounts. There are three kinds of Late Stays; click below to learn more about each type.

    Please note that all policies will remain in effect for the duration of your stay and that staff will be performing building rounds as normal during this time. Quiet hours will remain on their typical schedule after 24-Hour Quiet Hours end for finals (beginning at 10 pm on weekdays and midnight on Friday and Saturday.) All students approved for staying late may be asked to depart immediately if a policy violation occurs. Students approved for late stay will have a "room occupied" sign posted on their doors until they depart

    Late Stay: Departing between Wednesday, May 15 at 12:00 pm and Sunday, May 19 at 12:00 pm.

    Residents may request a Late Stay in order to check out after the residence halls close Wednesday, May 15 at 12:00 pm due to participating in Commencement, being required to be on campus by a University department, or needing some additional flexibility due to travel arrangements. Any student approved to stay late for these reasons MUST VACATE by Sunday, May 19 at 12:00 pm.

    Late Stay: Summer Housing: Moving Sunday, May 19, 12:00 pm - 3:00 pm

    Summer Housing is available to current students enrolled in Spring 2019 and/or Fall 2019 who are looking to live on campus for part or the entirety of the Summer Housing season. For more information about Summer Housing and how to sign up, click here.

    If you are participating in Summer Student Housing, your move-out from your Spring assignment operate differently from most students as follows:
    Step 1: You will remain in your Spring room until Sunday, May 19, when you pick up your Summer room key in Cascade Hall Sunday, at 12-3 pm.
    Step 2: You will move your belongings from your Spring room to your Summer room that day.
    Step 3: You will check out of your Spring room and return your key, either by Key Check Out Envelope on your own (by 5:00 pm at the latest), or by asking a staff member at the Cascade Desk (12-3 pm) to check you out of your Spring room.

    Late Stay: Music in May

    If you are participating as a Music in May Proctor, your move-out from your Spring assignment operate differently from most students as follows:

    1. You will remain in your Spring room until you are able to move into your Music in May assignment via Conferences and Events Services, which is typically on Tuesday, May 21. Housing and Residence Life do not manage your move-in, so you will receive move-in instructions from Music in May.
    2. You will choose to either:
      1. check out on your own via a Check-Out Key Envelope, or
      2. check out with a Residence Life Staff member by visiting the Cascade Desk on Sunday, May 19 between 12:00 pm and 3:00 pm.
        1. If you select this method, we don't expect you to have your room empty. Your items should be mostly packed and spaces clean enough for staff to check the room for cleanliness and damages.
        2. At the end of this meeting, you will hold on to your keys and use a key envelope to turn in them in by 9:00 am on Wednesday, May 22 at the very latest.

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    Quiet Hours

    Beginning on Tuesday, May 7 at 10 p.m., 24-hour Quiet Hours go into effect throughout the residence halls. These hours will last until Tuesday, May 14 at 5:00 p.m.

    This means that all sounds/noise should be confined to one's own room. Noises that can be heard outside of your room either in hallways, neighboring rooms, or rooms above or below yours are not permitted. Conversations taking place in the hallway are also not allowed.

    Finals week quiet hours are set to ensure a quiet study environment for all residential students. Keep in mind that while you may not be studying on certain days or at certain times for your finals, other people are, and they deserve a quiet environment to study.

    Note that there are scheduled "relaxed quiet hours" between 7:00-9:00 p.m. daily. During relaxed quiet hours students may make more noise (ie. run a vacuum cleaner, etc.) but please continue to be aware of the individuals around you and refrain from talking loudly in the halls, playing music at loud levels, etc.

    Please note: 24-hour courtesy hours are always in effect. Please be respectful of your fellow residents.

    If you violate 24-Hour Quiet Hours:

    • 1st violation: You must set up a meeting and meet with your Area Coordinator within 24 hours or a incur a $50 fine
    • 2nd violation: Incur a $100 fine

    Any policy violations that accompany noise will go to a conduct hearing in addition to the outcomes listed above.

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    In-Hall Summer Storage 

    Storage is available on first-come, first-served basis. We anticipate storage space to fill up; once it is full, residents will need to store belongings off-campus. Storage boxes are typically available for purchase in the mailroom.

    • Storage for students returning to live on campus in Fall 2019 is available in Burlingham 4th floor, regardless of your Fall 2019 housing assignment.
    • Long-term storage (studying abroad in Fall 2019, but returning to housing next Winter or Spring 2020) is only available in McCormick Hall, 1st floor.
    • Bike storage is in Gilbert Hall 1st floor (you may store your bike here own your own).
    Storage Regulations:
    1. You may store 2 boxes: 23” x 18” x 18” (or similar sized box purchased from the mail room) or 1 box and 1 small refrigerator (must be thawed, dry and cleaned before storing)
    2. Materials must be packed in 2mm plastic bags and then put neatly into boxes that are shut tight and sealed.
    3. To check your items into storage, go to the Burlingham 4th Floor Storage Room, by the top of central stairs, during these times ONLY (note: only if you are using long-term storage, call the South RA on Call, available evenings and weekends, at 971-275-2028 to meet at 1st floor McCormick):
      1. Friday, May 10 from 7-8 pm
      2. Wednesday, May 15 from 7-8 pm
      3. Saturday, May 18 from 7-8 pm
      4. Sunday, May 19th from 9-10 am
    4. Items in storage must be properly labeled (markers, paper, and tape will be provided at storage check-in).
    5. Items are stored in the building at the resident’s risk. While the staff makes every effort to protect residents’ personal property, we cannot guarantee the security and safety of your belongings.
    6. Items stored may only be picked up by the resident storing them.
    7. Any items not picked up will be considered abandoned property and may result in shipping charges if the property must be returned.
    8. Information about picking-up storage items in August 2019 will be announced via email. You may not collect your items outside of the scheduled pick-up times, even if you are reporting back to campus at an earlier date for a University-sanctioned purpose.

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    Front Desk Items Due

    This is also your notice that all Front-Desk items are due by Tuesday, May 7 at 10 p.m. for end-of-semester inventorying. The RA on Call will be available by phone to check out available vacuums and cleaning supplies between 7 to 9 p.m. each night of finals:

    • Vandervelden, Burlingham and Gilbert: 971-275-2028
    • Walter, Cascade, Clark and McCormick: 971-275-2027

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    Garbage & Recycling

    Due to the large amounts of waste generated at the end of the year that overfill the hall bins and create large messes which inevitably result in a building-wide cleaning charge, all residents are be required to take garbage and recycling directly to the dumpsters once the hall bins are full.

    *Any garbage or recycling piled above bins, overflowing, or spilled in the hallway or recycling rooms will result in a charge to the responsible person(s) or the entire community*

    Any garbage or recycling piled above bins, overflowing, left beside bins, or spilled in the hallway or recycling rooms will result in a charge of the responsible person (if their identity is known) or the entire community. We will have additional dumpsters around campus for your convenience and RAs can provide you with garbage bags if needed.

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    Give & Go Donations

    This program aims to decrease waste, promote reuse, and offer altruistic opportunities by inviting you to donate unwanted items and support community organizations.

    Donations of the following items will be accepted: clothing, shoes, towels, linens, electronics, house wares, small appliances, cleaning supplies, non-perishable food, toiletries, school and craft supplies and books. Look for signs advertising Give & Go hours and locations.

    Give & Go hours: To be announced.

    Locations:

    Walter/McCormick parking lot
    Behind Cascade, parking area between the UC and Price Hall
    Vandervelden/Gilbert parking lot
     

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    Questions?

    Contact your hall's Residence Life staff member

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    Year-Round Check-Out Information

    How to Check Out of Your Room

    If you are changing rooms, leaving mid-semester, or moving out at the end of the term, you must first be approved by the Department of Housing. Once approved, select one of the following:

    For both methods, you must report your check-out time to your RA within 24 hours of your departure. Regardless of the option you select, you must check out of your room by the date established by the Housing Office. Additionally, staff will not check you out of your space if you have not been approved by the Housing Office to vacate.

    Checking out with a staff member 

    • Sign up for a check-out appointment with your RA at least 24 hours in advance of your departure (note: your RA may not be available to check you out at your desired time; you may work with your RA to find another staff member to check you out, or you may need to use the Check-Out Key Envelope method)
    • Pack up and clean your unit before your check-out meeting.
    • Attend your check-out appointment to turn in your keys and complete check-out paperwork; your unit will be locked at the end of this meeting.
    • Depart
    • Check your email for any notifications regarding possible charges related to damages, cleaning or improper-check-out.

    Checking out independently with an Check-Out Key Envelope

    • Pick up an Key Envelope from your RA at least 24 hours in advance of your departure
    • Pack up and clean your unit before turning in your Key Envelope
    • When you are ready to leave, fill out the form on the envelope, place your room key(s) inside (mail keys must not be placed in this envelope; they should go directly to Mail Services), and turn the envelope in to your front desk's drop box
    • Depart
    • Check your email for any notifications regarding possible charges related to damages, cleaning or improper-check-out

    Note: If you choose this check-out method (checking out on your own with a Key Envelope), you waive your right to appeal any fines, fees, or damages resulting from the staff assessment of the room

    If you fail to properly turn in your Key Envelope by the time you indicated to your RA or SRA, or do not meet with a staff member to check-out of your space, you will be charged a $50 improper check-out fee.

    Check-Out Tips: Avoid Fines

    • Avoid cleaning charges to your room by vacuuming, wiping down all surfaces, and checking to make sure your belongings are out of every drawer by check-out appointment time. The room should be clean enough for another student to move in after you.
    • Do not try to repair any damages to your room. This could result in further repair costs.
    • Make an appointment to check out with your RA, or report when you will be submitting your Check-Out Key Envelope and departing at least 24 hours in advance.
    • Meet your check-out deadline and attend your check-out appointment.

    Follow directions from your RA, AC and the Residence Hall Handbook. Any of the following actions shall constitute an Improper Check-Out (subject to a $50 fine):

    • The resident vacates their space and does not complete the check-out process with a Residence Life staff member or Check-Out Key Envelope. By not properly checking out, the student waives his or her right to appeal any fines, fees, or damages resulting from the Facilities and Residence Life assessment of the room upon check-out.
    • The resident fails to make advanced check-out arrangements with the designated Residence Life staff member at least 24 hours in advance or by the advertised deadline, whichever occurs first.
    • The resident fails to check-out of the space by the date and time arranged with the staff member prescribed in their housing contract.
    • The resident fails to follow other check-out instructions, including but not limited to leaving trash or more than a drawer full of personal property in the space after vacating.

    Storage options for if you move out to study abroad in spring

    If you are studying abroad for spring semester and need a place to store some items, you have one of two options:

    1. Store your items in McCormick Hall (1st floor) until May 2019
    2. Store your items in Burlingham Hall (4th floor) until August 2019

    For either storing option, you can to contact the RA's on-call between 7pm and 9pm to check your items into storage.

    You may ONLY store one box and one fridge, or two boxes (size guidelines can be found in the Residence Hall Handbook.) Storage space is limited and is offered on a first come, first served basis.

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