Fall 2024:Move-Out

Fall 2024 End of Semester Packet

The Fall 2024 End of Semester Packet contains information that will help prepare you for fall (Thanksgiving) break, the end of semester, and Winter Break in the residence halls. This packet includes important closing dates and deadlines, eligibility to remain in housing after the fall term, room vacancy information, leaving for break, non-returning student’s check-out procedures, mail, and dining services information. Please read this packet in its entirety.

Approved Spring 2025 Housing Cancellation

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.

Unapproved Spring 2025 Housing Cancellation Requests

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.

Resident Check-Out Procedures: 30 East, Arc, & Dwight Residents Only

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

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

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

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.

Resident Check Out Procedures: University Center Residents ONLY

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 sent on November 1.

Check Out Steps for Any Resident Moving Out

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).**

Early Check Out: May 1st-3rd, 6th-10th between 9am-5pm
If you plan to check during one of these listed dates, your move out will be considered an “Early Check-Out". Please visit the HRE office on the 2nd floor of 30 East Balbo Dr. to hand in your keys and complete a damage waiver form. A room inspection will not be completed at the time of your checkout. You will be asked to sign a damage waiver form stating that if any damage or cleanliness issues are found during EOS inspections, you waive the option to appeal any damage charges that may be found and added to your student account. If you do not wish to proceed with signing the damage waiver form, you will be asked to wait until after 7pm once RAs go on duty to have a room inspection completed.
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 11th & 12th
- If you plan to check out of your space May 11th and 12th, you will be available to select a timeslot in the Housing Portal starting April 22nd at 12pm (noon). Timeslots will be in 20-minute increments and will be available from 8am-8pm on May 11th and 8am to 12pm on May 12th. Failure to sign up for a checkout time will result in a $150 improper checkout fee.
- Students must sign up for a check-out time through the housing portal that will go live on April 22nd at noon.
- When your check-out date and time arrives, please go to the lobby of your building to start the checkout process. A staff member will inspect your designated bedroom and the common areas (kitchen, living area, and bathrooms) of the apartment, recording their condition for reference. Your room must be completely empty of personal belongings at the time of your scheduled checkout.
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
- Residents with an approved checkout will be permitted to stay in their housing assignment past the formal checkout dates provided. This extension is only extendable for one extra day (May 13, 2024). Residents with an approved extension must vacate their space no later than May 13, 2024, by 12pm (noon). If you are in need of an extension, please email the HRE office at housing@colum.edu for consideration.
- When your check-out date and time arrives, please go to the lobby of your building to start the checkout process. A staff member will inspect your designated bedroom and the common areas (kitchen, living area, and bathrooms) of the apartment, recording their condition for reference. Your room must be completely empty of personal belongings at the time of your scheduled checkout.
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.