Spring 2025: Move-Out

Find more detailed information on Spring 2025 Move-Out in our Closing Packet!

Click Here: Resident Spring 2025 Semester Closing Information Packet

 

Spring check-out procedures are categorized into the following (2) categories - Early Check Outs & Scheduled Express Check Outs:  

 Early Check Outs will take place Monday - Friday during the following dates and times: 

• May 1-2 (Thursday & Friday): 10am - 12pm & 1pm - 4pm 
• May 5-9 (Monday- Friday): 10am - 12pm & 1pm - 4pm 
• May 12-13 (Monday & Tuesday): 10am - 12pm & 1pm – 4pm 
• *HRE will not be offering Weekend Checkouts. More details below. 

These check-outs will take place at the Housing and Residence Experience (HRE) office on the 2nd FL of 30 E Balbo. Students are not required to sign up for an Early Checkout in MCR, they can simply go to the HRE office on their desired date and time. During the Early Check Out process, students must drop off ALL keys at the HRE office and will not have their room inspected at the time of check-out. Housing & Residential Experience & Property Management staff will conduct room inspections once all students have vacated their space at the end of the Spring semester.  

  

Scheduled Express Check Outs will take place during the following dates and times: 

• May 14-15 (Wednesday & Thursday): 1pm-4pm 
• May 16-17 (Friday & Saturday): 8am-8pm 
• May 18 (Sunday): 8am-12pm 
• May 19 (Monday): 8am-12pm (graduating seniors and those assisting with graduation) 

Students will schedule their May 14-18 checkout appointments in MCR. The appointments are available now to be scheduled. There are multiple timeslots available on each day at different time periods. You should sign up for a time that reflects the timeframe you will be all packed and ready to turn in your keys.  

 

Scheduling a Move-Out Reservation in MCR

• Access the MCR Housing portal: https://colum.mcrhousing.app 
• If you do not see menu options, click the three dashes in the top right to expand the menu 
• On the left-hand side, you should select “Move-In/Out Reservation” 
• Make sure to change the term settings to “Spring 2025”. 
• Once you get to that page, click “Move-Out Reservation.”  
• From there you will see all the available move-out reservation timeslots.  
• The Move-Out Reservation scheduler will allow you to select a move-out reservation window, that reflects the hours listed below: 
  • May 14 from 1pm – 4pm (1-hour increments) 
  • May 15 from 1pm – 4pm (1-hour increments) 
  • May 16 from 8am – 8pm (2-hour increments) 
  • May 17 from 8am – 8pm (4-hour increments) 
  • May 18 from 8am – 12pm (1-hours increments) 

At the time of checkout, you will meet HRE staff in the lobby of your building to complete the checkout process and hand in your keys. Do not go to the lobby unless you are ready to hand in your keys and no longer need access to the apartment. You will be asked to complete an Express Checkout form at your schedule timeslot. 

No student will have their space inspected at the time of their appointment. Housing & Residential Experience & Building Property Management staff will conduct room inspections once all students have vacated their space at the end of the Spring semester. 

The last day to schedule an Express Checkout is May 9, 2025. Students who plan to move out between May 14-18 that do not schedule an Express Checkout timeslot are subject to a $150 improper checkout fee. 

  

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Move-Out Spring 2025 

 

Move-out for the end of the Academic Year will occur May 18th by 12pm (noon) CST. More specific information and details will be shared in April 2025 in reference on how you can schedule a move-out appointment. Dates listed below will be updated later in the Spring semester. Please be on the lookout for any updates regarding move-out appointments to come from the Housing & Residential Experience Office via your Columbia email address.

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Graduating Seniors & Graduation Assistants

 

Due to the scheduling of commencement ceremonies, graduating seniors and those who are assisting with graduation can be approved for a one-day extension. Graduating seniors and graduation assistants will be eligible to move out of their housing assignment on May 19th between 8am and 12pm (noon).

The HRE office will receive your name and information from the registrar/those coordinating graduation. HRE will email students who are approved for this extension in advance and notify you of your approval. If you are approved, but do not wish to leave on Monday, May 19 between 8am and 12pm, please sign up for an appointment May 14-18 that works with your schedule.

If you believe you are approved for an extension but do not receive an approval email, please reach out to the Housing & Residential Experience office for further review. 

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Resident Check Out Procedures: University Center Residents ONLY (Applicable Instructions Regardless of Term)

 

If you are checking out and currently live at the University Center, you will drop your keys off in the Express Checkout Station once all your belongings are out of your unit and complete the Express Checkout Form via the UC Resident Portal. You will return your UC ID and key(s) at this time. Please follow all procedures outlined in the UC End of Semester packet. UC End of Semester packets will be sent to your Columbia email address.

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Check Out Steps for Any Resident Moving Out (Applicable Instructions Regardless of Term)

• Before you check out, here is a list of things that need to be done in order to avoid unnecessary fees.   
• Sign-up for a check-out time via the MCR Housing Portal (if applicable, as noted above).  
• Failure to sign up for a checkout time will result in a $150 improper checkout fee  
• Make sure to update your address to receive mail 
• Mail is not forwarded to students over the summer nor kept on campus 
• Pack up all your belongings 
• Do not leave any personal items or furniture that was not initially provided 
• Empty all drawers, wardrobes, and closets. 
• Remove all adhesives from walls, ceilings, & doors 
• Wipe down & sanitize all surfaces 
• Vacuum and mop every floor 
• Clean the microwave, refrigerator, and stove 
• Clean all faucets, sinks, toilets, and bathtubs 
• Throw away all trash bags and empty boxes in the designated area for your building 
• Close & lock every window 
• Empty your mailbox 
• Make sure you have every key, key card, and/or key fob given to you when you moved in 

Failure to accurately complete the check-out process will result in a $150 improper check-out fee. Please be advised that building management also enters every space after everyone has vacated and will bill for any additional damage(s) and/or lack of cleanliness. 

 
**If you vacate your space without an approved cancellation reason (indicated above) and no move-out reservation, you will be subject to improper checkout fees, as well as cancellation fees and penalties associated with terminating your housing contract early (see above).** 

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Approved Housing Cancellation

(Historical Information for Fall 2024 into Spring 2025) 

 

Graduating, participating in SiLA or a studying abroad program, a Fall-Only exchange student, or planning to withdraw from Columbia are all considered penalty-free approved cancellation reasons. If you plan to vacate your space at the end of the Fall 2024 semester, please complete the intent to cancel form which is called "Fall 2024 Housing Cancellation Intent " in MCR under "Housing Forms" and then under "Forms”: https://colum.mcrhousing.app   

Students with an approved cancellation reason will not be charged cancellation penalties and will have their Spring 2025 housing assignment cancelled.  

Students not returning for Spring 2025 must be moved out no later than 12:00 pm (noon) CST on December 14, 2024. Failure to properly vacate by this time will result in a $150 improper checkout and additional charges for daily occupancy.   

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Unapproved Housing Cancellation Requests 

(Historical Information for Fall 2024 into Spring 2025) 

 

If you do not fall into one of the approved cancellation categories and are seeking to move off-campus for Spring 2025, please review the following: 

All students were advised not to sign the housing contract agreement if they were unsure about on-campus housing for the full academic year or were using on-campus housing as a backup. Students that signed the housing contract agreement are responsible for the housing contract terms, conditions and costs for the entire academic year (Fall and Spring semesters). 

All signed housing contracts are binding. 

If you plan to vacate your space at the end of the Fall 2024 semester, please complete the intent to cancel form which is called "Fall 2024 Housing Cancellation Intent " in MCR under "Housing Forms" and then under "Forms”: https://colum.mcrhousing.app   

Students with unapproved cancellation reasons will be charged in accordance with Section XVII of the Housing Agreement: 

XVII. TERMINATION OF CONTRACT BY STUDENT 

• Any Columbia student with a signed housing contract is bound by the full terms of the contact and is responsible for the full contractual charges for room and, if applicable, meal plan, unless a release is approved by the Dean of Students or their designee. Such approvals include, but are not limited to: transferring institutions, graduating, approved study abroad or participation in Semester in Los Angeles. 
• Any student with a signed housing contract who cancels their housing contract prior to the start of the contract period will forfeit their prepayment deposit submitted at the time of application but will incur no further charges. 
• Any student with a signed housing contact who cancels their housing contract after the start of their contract period will be subject to the following penalties: 
  • Forfeiture of housing prepayment deposit submitted at the time of application. 
  • Forfeiture of their optional meal plan cost (if applicable) if cancellation occurs after the 10th academic day of the semester. 
  • A $250 cancellation fee. 
  • 75% of the remaining contracted room cost. 

Depending on a student’s particular circumstances, a student may be released from their housing contract agreement at a reduced cost. Requests for a reduction in cancellation penalties should be sent to the Dean of Students at dos@colum.edu with as much detail as possible including rationale why they should not be bound by the terms of the Housing Agreement.  

 

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Resident Check-Out Procedures: 30 East, Arc, & Dwight Residents Only (Historical Information for Fall 2024) 

The following is from Fall 2024 and does not pertain to the end of the Spring 2025 semester.*

Current Residents not returning for Spring 2025 are required to schedule a Move Out Reservation in the MCR Housing Portal as soon as possible. Residents moving out Dec 6-15, 2024, must schedule their appointment by December 2, 2024, at 12:00 pm (noon). Residents moving out earlier, November 14-December 5, 2024, must schedule their appointment at least 72 hours in advance of their desired move-out date for the HRE team to process the reservation. Failure to move out according to HRE procedures, failure to schedule a move-out reservation, and/or failure to schedule a move-out reservation by the deadlines will result in a $150 improper check-out fee along with any fees for damages and/or missing keys. 

• Residents will simply be giving their keys to an RA at their scheduled reservation. A room check will not be conducted. 
• Students do not need to schedule a time to move out their belongings.  You are only scheduling a time to return your keys; thus your room should be fully emptied at the time of your reservation. 
• The Guest Policy remains in effect.  Students may check-in up to (2) guests to assist with their move. 

Scheduling a Move-Out Reservation 

Residents at 30E, Arc, and Dwight:

• Access MCR portal: https://colum.mcrhousing.app   
• To schedule the reservation in MCR, students must have completed a Fall 2024 application previously either “Fall 2024 Housing Contract ONLY” or “Portal Access”. 
• If you neglected to do this at the beginning of the fall semester, the move-out scheduler will not be visible. You MUST complete the app available to you before the system gives you access to more MCR features. 
• These features will immediately become visible upon completion. 
• On the left-hand side, you should select “Move-In/Out Reservation” 
• Once you get to that page, click “Move-Out Reservation.”  
• From there you will see all the available move-out reservation timeslots.  
• The Move-Out Reservation scheduler will allow them to select a move-out reservation window, that reflects the hours listed below: 

November 14 - December 5, 2024  The following is from Fall 2024 and does not pertain to the end of the Spring 2025 semester.*

• Move-Out reservations will occur in time blocks Monday-Friday between 7pm and 10pm. 
• Move-Out reservations will occur in time blocks Saturday or Sunday between 9am and 9pm. 
• Students should call the RA Duty phone at your chosen reservation time.  
• You should be fully packed and moved out at the time of your reservation and ready to turn over your keys. 
• An RA will meet you in the lobby to collect your keys. 
  •  RA Duty Phone Numbers per building:  
    • The Arc: (312) 428-8909  
    • 30 East: (312) 428-8324  
    • The Dwight: (312) 401-1913 

December 6 - 13, 2024  The following is from Fall 2024 and does not pertain to the end of the Spring 2025 semester.*

• Move-Out Reservations will be in 15-minute increments and occur daily Dec 6 - Dec 13 between 9AM to 5PM 
• Residents should meet in the lobby of your building at your reservation time to give an RA your keys.  
• You should be fully packed and moved out at the time of your reservation and ready to turn over your keys. 

Saturday, December 14, 2024 The following is from Fall 2024 and does not pertain to the end of the Spring 2025 semester.*

• Move-Out Reservations will occur on Saturday from 8AM until 12PM. 
• Students will have that entire morning time block in which to drop off keys with RAs stationed in the lobby of their building. 
• You should be fully packed and moved out at the time of your reservation and ready to turn over your keys. 

 

• Early Check Out: May 1&2; 5-9; 12&13 2025

  If you plan to check during one of these listed dates, your move out will be considered an “Early Check-Out". These check-outs will take place at the Housing and Residence Experience (HRE) office on the 2nd FL of 30 E Balbo. Students are not required to sign up for an Early Checkout in MCR, they can simply go to the HRE office on their desired date and time. During the Early Check Out process, students must drop off ALL keys at the HRE office and will not have their room inspected at the time of check-out. Housing & Residential Experience & Property Management staff will conduct room inspections once all students have vacated their space at the end of the Spring semester.  

• After Hours Early Check-out: May 1st-3rd, 6th-10th after 7pm

  If you plan to check during one of these listed dates, your move out will be considered as an “After Hours Early Check-Out". Please call the RA duty phone number associated with your building after 7pm. The RA on duty will conduct a room inspection and will collect your keys upon your check-out.

  RA Duty Phone Numbers per building:

  • The Arc: (312) 428-8909
  • 30 East/The Flats: (312) 428-8324
  • The Dwight: (312) 401-1913
• Scheduled Check–Out: May 14-18 2025
  Scheduled Express Check Outs will take place during the following dates and times: 
  

  • May 14-15 (Wednesday & Thursday): 1pm-4pm 
  • May 16-17 (Friday & Saturday): 8am-8pm 
  • May 18 (Sunday): 8am-12pm 
  • May 19 (Monday): 8am-12pm (graduating seniors and those assisting with graduation) 

   

  Students will schedule their May 14-18 checkout appointments in MCR. The appointments are available now to be scheduled. There are multiple timeslots available on each day at different time periods. You should sign up for a time that reflects the timeframe you will be all packed and ready to turn in your keys.  

  • At the time of checkout, you will meet HRE staff in the lobby of your building to complete the checkout process and hand in your keys. Do not go to the lobby unless you are ready to hand in your keys and no longer need access to the apartment. You will be asked to complete an Express Checkout form at your schedule timeslot. 
  • No student will have their space inspected at the time of their appointment. Housing & Residential Experience & Building Property Management staff will conduct room inspections once all students have vacated their space at the end of the Spring semester. 

  The last day to schedule an Express Checkout is May 9, 2025. Students who plan to move out between May 14-18 that do not schedule an Express Checkout timeslot are subject to a $150 improper checkout fee. 

   

  Students intending to leave May 14 - May 18 must sign up for a check-out time through the housing portal. Check-out timeslots are already available in MCR. Deadline to schedule a timeslot and to avoid an improper checkout fee is May 9. 

   

  Schedule Your Timeslot in MCR: 

  Scheduling a Move-Out Reservation 

  • Access the MCR Housing portal: https://colum.mcrhousing.app   
  • If you do not see menu options, click the three dashes in the top right to expand the menu 
  • On the left-hand side, you should select “Move-In/Out Reservation” 
  • Make sure to change the term settings to “Spring 2025”. 
  • Once you get to that page, click “Move-Out Reservation.”  
  • From there you will see all the available move-out reservation timeslots.  
  • The Move-Out Reservation scheduler will allow you to select a move-out reservation window, that reflects the hours listed below: 
    • May 14 from 1pm – 4pm (1-hour increments) 
    • May 15 from 1pm – 4pm (1-hour increments) 
    • May 16 from 8am – 8pm (2-hour increments) 
    • May 17 from 8am – 8pm (4-hour increments) 
    • May 18 from 8am – 12pm (1-hours increments) 

  
  
  

  Troubleshooting: Can’t access the Move-Out Scheduler? 

  • To schedule the reservation in MCR, students must have completed a housing application previously. The prior application competed could be “Fall 2024 Housing Contract ONLY,” “Portal Access,” “Spring 2025 Housing Application,” or “2025-2026 Academic Year Housing Application” 
  • If the Move-In/Out Reservation tab is not visible, this means you do not have ANY application on file. You MUST complete one of the apps available to you before the system gives you access to more MCR features. 
  • To do so: 
  • Click on “Housing Forms” then click on “Housing Applications” 
  • Please complete the “Portal Access” application 
  • The Move Out Scheduler features will immediately become visible upon completion 
• Extended Check-Out: For residents who need an extension due to graduating, participating in the graduation ceremony, or is an international student with a restricted travel itinerary

  Graduating Seniors & Graduation Assistants

  Due to the scheduling of commencement ceremonies, graduating seniors and those who are assisting with graduation can be approved for a one-day extension. Graduating seniors and graduation assistants will be eligible to move out of their housing assignment on May 19th between 8am and 12pm (noon). The HRE office will receive your name and information from the registrar/those coordinating graduation. HRE will email students who are approved for this extension in advance and notify you of your approval. If you are approved, but do not wish to leave on Monday, May 19 between 8am and 12pm, please sign up for an appointment May 14-18 that works with your schedule.  

   

  Non-traditional hours 

  If you require a check-out during non-traditional hours, ex: after midnight or during the early morning on a weekend, please email HRE (housing@colum.edu) for further review and consideration. 

  In your email, please include the reason for needing to depart outside of the set Early Checkouts and Express Checkouts and include any relevant documents, i.e. screenshot your flight plans. HRE will review the reasoning and materials provided.  If approved, HRE will provide you with alternative checkout steps you will be required to follow to avoid improper checkout fees. You will still be responsible for any room damage or trash that is found or missing keys that are not returned upon your indicted return time. 

• Special Circumstances

  We know that some of you will have extenuating circumstances that may prevent you from being able to follow the standard checkout procedure.  

  • Non-traditional hours: If you are planning to check-out during non-traditional hours (midnight-early morning hours), this requires advanced approval by the HRE office. If you are approved, you will receive a separate email from our office with separate check-out instructions. 

  • Summer lease: If you are leasing an apartment in one of our residence halls for the summer, you need to contact that respective property manager about your transition into your new space. You may not be able to remain in your academic year space until your summer lease starts and will have to move out. Housing and Residential Experience does not house students over the summer. 

  Have additional questions or concerns about the check-out process? Please feel free to contact our office via email (housing@colum.edu). Please include your name and MyColumbia ID number in all written correspondence.

• University Center Residents Moving Out

  If you are checking out and currently live at the University Center, you will drop your keys off in the Express Checkout box on the 2nd floor located at the Resident Service Desk. It is located next to the fitness center. This is a self-service station that can be completed at any time, 24/7. Please complete the Express Checkout Form and turn in your UC ID and Key(s) at this time.
  

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