Year-end Closing Information

• May 1: Deadline to register for summer housing through the Housing Portal.
• May 14: Last day for residential students to apply to stay late through the Housing Portal.
• May 17: University housing closes for all undergraduate students, 10 a.m. Any resident must be pre-approved by the Office of Housing and Residence Life to stay after 10 a.m.
• May 19: All undergraduate university housing closes by 10 a.m.
• May 22-26: Summer School Session I (students stay in their 2022-23 residence)
• May 26-27: Housing check-in for Summer (students relocate to Summer housing)

As you prepare to leave the University of Lynchburg, please read this information carefully so your check-out process is quick and painless.

You have two options: express check-out and standard check-out. Your RA will have a mandatory floor meeting (or touch base with all residents in another way) to discuss these options and your responsibilities related to closing.

Remember: You must check out (standard or express), you must be quiet, and you should return the room to the state it was in when you moved in — clean and orderly. If you have questions, please talk to your RA.

Express Check-out

Express check-out was developed to provide flexibility and save time. The express check-out option allows you to check out of your room at any time of the day or night prior to the check-out deadline. If you wish to check out with an RA present, you may still do so with standard check-out. Express check-out is optional. Please refer to information provided by your RA or by the Office of Housing and Residence Life.

Failure to complete and sign the express check-out form will constitute an improper check-out.

In order to use the express check-out option, you must:

• Inform your RA that you wish to exercise the “express check-out option.”
• Remove all belongings from your room.
• Clean the room carefully (see following pages for guidelines).
• Lock your room.
• Complete a check-out envelope, located at Campus Safety and Security (first floor, Hall Campus Center). Ensure the envelope is filled out thoroughly and accurately. Place your key(s) into the check-out envelope, seal the envelope, and place in the key drop box located at Campus Safety and Security.
  • If you have lost your room key, you may still use the check-out envelope. Simply seal the empty envelope, write “lost key” on it, and return the envelope to Campus Safety and Security. Note: If lost keys are reported lost to the Office of Housing and Residence Life PRIOR to check-out, the lost key charge is less than the “key not returned upon departure” charge.

Standard Check-out

Standard check-out is a good option if you have questions about damage responsibilities or if you would like to find out what you may be charged for and/or if you have the opportunity to correct the problem.

• Your room must be cleaned out at check-out time. All paper, trash, etc., must be removed.
• Trash bags will be available from the environmental services staff. During the closing process, all trash must be bagged and taken to your residence’s respective trash location or the dumpsters located on campus.
• Clean your doors and walls of graffiti, tape, etc., to avoid damage charges.
• If you are using standard check-out, you must sign up for a slot to check out with your RA. You must check out when you are ready to leave and your room is clean. If your RA is not available, find another RA or your hall director to assist you.
• If you have the new wooden furniture and are using a University loft kit, do not take your bed down.
• Graduating seniors and students preapproved to assist with Commencement exercises will be approved to stay in their campus residence until 10 a.m. Friday, May 20, 2022. Lists of these students’ names will be provided to the Office of Housing and Residence Life by sponsoring offices and departments. The Office of Housing and Residence Life will notify these students that they have been preapproved.
• If you are not approved to stay late, your ID card will be deactivated. Only ID cards approved by the Office of Housing and Residence Life will be able to access buildings.
• You must fully vacate your residence 24 hours after your last exam or by 10 a.m. Wednesday, May 18, 2022, whichever is sooner, unless preapproved by the Office of Housing and Residence Life to stay later.
• Any behavior that is deemed disruptive, loud, aggressive, or that in any way disturbs the orderly closedown of the halls or the quiet study atmosphere may result in immediate removal from the hall, pending a hearing.
• All residential facilities close by 10 a.m. Friday, May 20, 2022. For students staying for summer school or study abroad trips, arrangements will be made for changing locations. All students who are staying for University reasons must move to the summer location. There are no exceptions.
• Storage is not permitted in residential facilities at the University of Lynchburg.
• If you need summer housing, you need to complete a Summer Residential Living Agreement by Monday, May 1, 2022. Summer school housing check-in will take place May 25-27, 2022, as spaces become cleaned and available for student move in.

Below are some of the common things that result in fines. In order to avoid fines, make sure you do the following:

• Clean, scrub, mop, and vacuum. This is crucial. Be sure to clean the entire room or Southside residence. If you live on Southside, in Hundley Hall, or in Westover Hall, please be sure to clean the bathroom, kitchens, and living rooms. Students are often charged because these areas are dirty.
• Remove belongings. Students tend to leave behind items they do not want. Charges will be applied for items left behind.
• Remove adhesive tape (glow-in-the-dark stars, etc.). It takes a lot of time for physical plant staff to remove tape before preparing to paint.
• Do not remove command strips. Please leave these for physical plant staff to remove to avoid damages.
• Empty refrigerators. Throw out all food in your refrigerator before moving out.
• Remove personal furniture and refrigerators. Discard any personal furniture or refrigerators, or take them home with you. Again, charges will be assessed for items that are left behind.
• Empty ALL trash. This very often results in charges. Take the time to empty your bedroom, kitchen, and/or bathroom trash in the appropriate areas.
• Vacate on time. Move out of your residence on time, following the timeline provided by the Office of Housing and Residence Life. If you need to stay late, you must complete a Late Stay Request Form and be preapproved.
• Return your keys(s). You must return ALL keys to Campus Safety and Security (first floor, Hall Campus Center) using a check-out envelope, located at Campus Safety and Security. Note: It is cheaper to report a lost key now ($75) than to pay for a key not returned upon departure ($150).

To avoid a cleaning charge after check-out, please leave your room in the following condition:

• Furnishings: Empty and clean all closets and drawers. Rehang all closet doors.
• Floors: Sweep or vacuum your room. Do not sweep anything into the hallway.
• Hallways: Don’t place trash, wood, or furniture of any kind in hallways or common areas.
• Walls: Remove all posters, nails, and tape. Clean marks off walls.
• Doors: Remove all stickers, inside and out. Remove tape and staples and clean off all writing/marks.
• Windows: Close and lock windows. Remove all stickers and marks.

Some conditions which may result in assessment for damages, include, but are not limited to:

• Writing on doors.
• Unattached/missing closet doors.
• Dart holes anywhere.
• Burn marks on desks, doors, mattress, and/or carpet.
• Holes in the walls, doors, or molding strips.
• Cracked windows or mirrors.
• Damaged or missing phone jack, door lock, towel rack, or internet jack.
• Failure to remove items, such as couches, rugs, or lofts.
• Stickers/decals/tape on windows, doors, walls, or mirrors.
• Discarding trash or furniture in hallways or common areas.
• Missing or damaged beds or furniture.