Residence Halls: End of Quarter Information

Spring 2017


General Checkout Information

You must check out of your residence hall room by 12 noon on Saturday, June 10. HFS encourages you to check out no more than 24 hours after your last exam in order to maintain an academic environment for those who are still studying. Checking out means cleaning your room, completing a room inspection and returning your keys to the designated location.

All rooms are inspected by a Residential Life staff member when a resident checks out. You may opt for a Deferred Inspection Checkout or a Standard Checkout. The Deferred Inspection Checkout option is not available to you if you are the last (or only) person to check out of your room, or if you and your roommates do not agree to the terms on the Deferred Inspection Agreement. Additional information is available on your building-specific page.

Standard Checkout Procedure (with a room inspection)

  • Sign up for a room inspection and checkout appointment by contacting your RA or visiting your Residential Life Office no later than 12 pm on Friday, June 2 for your intended vacate date and time.
  • Remove all personal belongings, thoroughly clean your room, and return all furniture to its original configuration and location. No personal possessions should be in the room when you check out.
  • In addition to following the standard cleaning guidelines, roommates are responsible for cleaning their bathroom and the chalkboard wall surrounding the residence hall doorway. Any damage or cleaning charges for these areas will be divided equally between the roommates.
  • Meet with an RA at the appointed time for your room inspection and checkout appointment. You will be given a copy of your Room Condition Report to sign.

Deferred Inspection Checkout Procedure

Not available to residents of single rooms. Only for the first roommate(s) to leave; the last or only person to vacate a room must follow the Standard Checkout Procedure below.

  • Print and complete a Deferred Inspection Agreement with all of your roommates—one form per room—and turn it in to your Residential Life Office no later than 12 pm on Friday, June 2.
  • The first roommate(s) leaving do not need to schedule an inspection appointment or meet with an RA but must return keys to the appropriate residence hall desk.
  • Failure to check out and return keys and temporary access cards to the desk by 12 noon on Saturday, June 11 will result in charges being applied to your account.

Checkout Extensions for Graduating Seniors

If you are participating in commencement ceremonies, you may be granted a checkout extension by applying with your Resident Director. You must apply for an extension no later than Friday, June 2. If you are granted an extension you must check out by 7 pm on Saturday, June 10. You may not stay in the halls past Saturday, June 10 unless you are living with HFS for summer quarter.

Students who are not participating in commencement ceremonies are not eligible for a checkout extension.

Carts

To assist in your move-out, carts and vacuums will be available for temporary checkout during finals week. Times and locations of cart and vacuum checkout are different in many buildings. Check with your building’s Residential Life Staff or residence hall front desk staff to learn specific details.

Parking

WHILE MOVING OUT: If you do not have a spring quarter parking permit, you must purchase a daily permit at one of the gatehouses as you drive onto campus. If you are in the process of moving out of your spring quarter room or into your summer quarter room, please do not leave your car unattended in a parking space unless you have a valid UW parking permit for that area. Cars without permits are subject to parking violations.

Parking locations for North campus include a small portion of lot N5, Klickitat Lane NE, and lots N7, N10 and N13. West campus parking locations include lots W39, W33, part of W10 and part of W12, as well as load/unload zones on Adams Lane NE, NE 41st and NE 40th and Brooklyn. Please check your residence hall’s page, linked to the right, for specific parking locations.

SUMMER AND AUTUMN PARKING: New applications and renewals for current residents for parking may be submitted through UW Commuter Services.

Quiet Hours

24-hour Finals Week Quiet Hours begin at 7 pm on Wednesday, May 31, and continue through noon on Saturday, June 10. Good luck on your final exams, papers and projects!

Account Updates

Address: Please update your mailing address online via MyUW on or before June 1. Failure to do so may result in items being delayed or returned to sender, or refunds being misdirected to an incorrect address. Mail will be forwarded for 180 days after you check out. You are encouraged to notify your publishers and correspondents of your new address to expedite the delivery of your mail.

Authorizations: Visit your Application and Assignment Home Page to update or remove account authorizations on file with HFS. It is important that you do this whether or not you plan to continue with HFS. 

Account Refunds

Any charges on your housing account must be paid before you vacate; late charges will be assessed on balances over $200 starting on June 10. Account balances can be checked on your Statement of Account page.  

Unless your account is held due to charges for damages, cleaning, an unpaid balance or other reasons, any refundable housing deposit will be issued after you vacate. The safest, quickest, and easiest way to receive you refund is through direct deposit. Direct deposits can be sent to any financial institution within the United States that participates in the Automated Clearing House (ACH). When you provide us with your direct deposit information any refund will be made directly to your bank account. If you sign up by June 9 to receive your refund by direct deposit, you can expect it to be deposited into your account by June 30.

If you do not have direct deposit information on file, your refund will be issued by check to your local address in MyUW. Refunds issued by check will be mailed by July 15.

Please update your address through MyUW prior to vacating in order to expedite the correct delivery of your refund. Please note: If you are returning to campus for a future quarter, the housing deposit will remain on your account.

If your address on file is a non-US address your refund will be made to the credit card last used to make a payment on your account (if applicable). All other refunds will be issued via check. Refunds will be issued on June 30. Please allow an additional five to seven days for deposits to reach your account. Check refunds can take two to three weeks to arrive in the mail. If you do not receive your expected refund by July 30, please contact the Student Services Office.

Dining 

Dining Funds are nonrefundable and nontransferable. Any dining funds remaining on your account after June 10 will be forfeited. Please speak to a UW Dining manager at District Market if you would like to use a surplus balance to purchase items in bulk, such as  nonperishable food, UW-branded apparel and kitchen supplies.

Any balance of funds on your Husky Card Account will remain accessible for your use and will carry over to next year.

Summer School Residents

If you have been assigned to the same room for summer in Elm Hall or Stevens Court, you do not need to do anything to check out for spring quarter or to check in for summer quarter.

If you are moving to a new room in Elm Hall or a Stevens Court apartment for summer quarter, you must still check out of your current room and check in to your new room at the Lander Desk. You may remain in your spring quarter room until 12 noon on Sunday, June 11 if the room you are moving to for summer quarter is not available by 12 noon on Saturday. You are encouraged to complete your move within 24 hours of your new room becoming available. Additional information about moving to summer housing is available on the Spring to Summer Transition page.

Please note that Custodial staff will be entering partially-occupied apartments in Stevens Court in order to clean before new summer residents move in.

Cancelling your Autumn Quarter Housing

If you have applied to live on campus for 2017–18 and change your mind, you may cancel via your Application and Assignment Home PageCancellation charges will apply. If you are a priority 1 applicant and cancel your application, you will lose your returning resident status. Should you reapply, you will be a priority 5 applicant, meaning you will be assigned after all new freshmen and transfer students; it is possible you won't be assigned until after autumn quarter begins.