Students must move out 48 hours after their last final unless approved to remain for graduation commencement. All card access will be turned off on the morning of Thursday, May 15 unless students are approved to remain for graduation commencement activities.
All halls will officially close at 10am on Sunday, May 18 after graduation. Please review the spring 2025 check out information early so you will be prepared for your move-out day.
Residence Life strongly encourages you to carefully read all information provided on closing, as you are responsible for checking out of your space correctly. Due to the short turn-around time between closing and the start of the summer session, Residence Life will not be able to allow for any late departures.
Students are required to check out of their residence hall no later than 48 hours after their final academic commitment/final and no later than 10am on May 18.
- Exceptions will be made for:
- Graduating residents
- Non-graduating students who are participating in official commencement activities as an active graduate or volunteer, have an intercollegiate athletic team obligation, or have an academic requirement (e.g., law write-on) will need to submit a request to [[living]] for approval with documentation by Friday, May 2.
- If you are volunteering or participating in Commencement activities in an official capacity and have signed up through university approved apps, you do not have to send email requests as we will work directly with the commencement volunteers team to verify your status.
- If you are a non-graduating resident NOT participating in an APPROVED activity, you are expected to check out no later than 48 hours after completing your last regularly scheduled exam or final academic commitment, barring extenuating circumstances.
- All finals end on Tuesday, May 13.
- Resident hall access will be turned off on Thursday morning, May 15.
- Only graduating residents and those approved to stay late will retain ID access through Residence Life.
- ALL Residence Halls officially close for the spring semester at 10am on Sunday, May 18.
How To Check Out
You will need to plan accordingly based on your departure date. Residents must check out with a Residence Life staff member:
- May 2 - May 9: Schedule a time to check out of your room with an RA (Resident Assistant) member from your building or complex.
- May 10 - May 17: Your duty office will be staffed with RA's to check you out from 10am-noon, 2pm-4pm, and during regularly scheduled duty hours.
- Express check-out: If you depart campus outside of scheduled check-out times with a staff member, you may utilize express check-out.
- Residents who choose express check-out are subject to charges for any or all damages/loss or cleaning of the room.
- Improper check-out: If a student fails to check out with a staff member or complete express check-out, an improper check-out fee of $250.00 will be applied to the student's account.
- Abandoned property: The university will retain abandoned property in accordance with state laws. Should items remain unclaimed, they will be stored at the departing resident's expense, with a minimum cost of $150.
- Third Party Storage Companies: Currently, the only student storage companies that the University has established agreements with and are authorized to operate on campus are Dorm Room Movers and PODs (Dunmar Moving and Storage).
Closing Checklist
- Remove all non-university furniture such as lofts, carpets, chairs, bookshelves, refrigerators, cinder blocks, etc. Do not leave these items in the stairways, hallways, or lobby areas.
- If you leave personal property that needs to be collected and stored, you will be subject to a $150.00 minimum service and storage fee.
- Items rented from Dorms Direct can remain in the room, as they will be collected after you check out.
- Remove all posters, tape, stickers, and nails from furniture, walls, ceilings, closets and doors.
- Remove all items from your room door bulletin board.
- Remove all personal belongings.
- Close and lock your windows.
- Complete a light cleaning; sweep/dust room.
- Take out all garbage and recyclables.
- Sweep the floors.
- If applicable, wipe down all surfaces in apartment common areas (kitchens, living rooms, bathrooms, etc.).
- Leave all furniture, drawers and cabinet/closet doors open.
- Turn the AC to low fan speed.
- Turn off the lights.
- Lock the door behind you.
- Residents must check out with a Residence Life staff member. If you depart campus outside of scheduled check-out times with a staff member, you may utilize express check-out.
- Return your room/apartment key(s) during check-out with staff or at the duty office upon departure. No mailed keys will be accepted. A $60 lock change fee ($80 for most apartments) will be billed for any keys not returned.
Avoid Additional Charges
Regardless of when you check out, you can avoid charges by following these guidelines:
- Damage billing happens for any discrepancy in the condition of your room from check-in to now beyond normal wear and tear.
- Before you leave, discuss with your roommate(s) who is cleaning and repairing what is in your room before you both leave for the summer. Damages in the room will default to ALL room residents unless residents of the room notify Residence Life through an email from the responsible party from their W&M email account.
- A good practice is to leave all drawers and wardrobes open in your room when you leave. This serves as a last check of your room that you are not leaving anything behind.
- Assure all university furniture, including the recycling bin, is assembled in the room/apartment.
- Make sure to pay your Community Council representative any common area damage charges. This will avoid a $15.00 administrative charge if you have to be billed by the university.
Sample Charges for Closing Items Billed by Residence Life
These charges are subject to change and/or adjustment depending on what is needed.
- $25 and higher: Extra cleaning (depending on labor)
- $100: Repaint ceiling
- $400: Repaint room walls ($100.00 per wall; more than two walls will result in an entire room painted)
- $45: Replace 2' x 1.5' bulletin board
- $65: Replace 2' x 3'' bulletin board
- $30: Replace overhead light cover
- $30: Reassemble bed
- $50: Disassemble and remove loft
- $50 and higher: Remove personal belongings and/or trash, depending on labor
- $115: Mattress damaged or missing
- $140: Replace desk chair
- $30: Replace missing recycling bin
- $20 or higher: Replace window blinds, depending on window size
- $90: Replace window screen
- $20: Replace ceiling tile (one); $50.00 for each additional required
- $50 and higher: Repair damaged or bent ceiling grid for acoustical tiles, depending on time and materials required
- $75: Replace smoke detector/AV alarm
- $30: Repair or reattach the smoke detector/AV alarm
- $60: Failure to return the key by 10am the Sunday after Commencement
- $15: Administrative charge if Hall Council common area charges are billed
Note: These are estimates of charges. The actual charges may vary (higher or lower) depending on the extent of damages.
- Rooms/apartments with NORMAL wear and tear (minor scuffs, etc.) will not be billed. Any intentional, malicious or beyond reasonable markings may be billed.
- SMALL holes (tack, nail) can be repaired with spackle, but the university will not provide those supplies. LARGER holes, spackled or not, may be billable.
- Students should make a thoughtful attempt to repair any damage. Still, roommates should discuss any potential wall/ceiling damage. Whichever student is taking financial responsibility should email that notification to their Area Director, or all residents in the space will be billed.
Common Area Damage/Loss
It is understood that the residents are responsible for any damage or loss caused or non-routine cleaning or trash removal required to the common areas of the residence halls and their furnishings, including vending machines and other equipment placed in the residence halls, as a convenience to the residents. Common areas include corridors, recreation rooms, kitchens, study rooms, living rooms, laundry rooms, public baths and lounges. When damage occurs, the student(s) will be billed directly for the repairs. Individual Community Councils (along with Residence Life Staff) have the authority to assess and assign charges for these damages.
Common area charges that the Community Councils assign will be collected directly by Community Council representatives prior to the end of the semester. Residents are expected to provide payment to the Community Council representative. If, at the end of the year, charges assigned by the Community Council have not been paid, Residence Life will bill the student directly with the addition of a $15 administrative charge. Damages may also result in university student conduct referral. Those students who are responsible for vandalism or theft may be removed from and/or denied future housing in university residence halls.
Checking out 5,000+ students in such a short time is a major task and requires working together to make it as smooth and fair as possible. Please remember that RAs and HAs are students and they, too, are working on papers and preparing for final exams.
Thanks in advance for your patience and cooperation. Have a great summer!
