End of Term Information and Procedures

Please click on the end of term information and procedures that best fit your particular situation and plans for next term. 

Fall 2020 Closing: Residents Returning for Spring

PDF Version of Closing Information

This information is for current Fall 2020 residents returning to their assigned space for the Spring 2021 term. Please read all information in this document to be sure you have all the information you need for Fall closing, Winter Break, and Spring opening.

When do I need to leave for winter break?

Residents are expected to vacate their assigned space at the close of the Fall semester, no later than 12:00pm on Wednesday, November 25. 

Do I need to check out with my resident assistant?

If you plan to return to your assigned space for the spring, you do not need to schedule a check out time with your Resident Assistant or complete a check out with Residential Living & Learning. Simply follow the closing procedures and checklist outlined in this document below. You will keep your residential keys with you over the break, but make sure to keep them in a safe place so you don’t lose them or forget them when you return to campus. 

Fall Closing Procedures

Please review the Fall Closing Checklist below and begin to plan accordingly.

Your Fall Closing Checklist: 

  • Attend the Fall Closing Meeting scheduled by your RA
  • Take home all pets, including aquatic animals – Please don’t leave your fish friends behind!
  • Make sure to pack all medications, passports, identification, and valuables. You will NOT be able to return to your room during Winter Break.
  • Clean, Unplug, and Defrost your Refrigerator. (Defrosting can take several days, so plan accordingly!)
  • Leave the refrigerator door open to allow the air to circulate. All food items left inside the refrigerator will be discarded.
  • Remove all personal food items from the community kitchen refrigerator. Any items left behind will be discarded.
  • Unplug all electronic devices (computers, lamps, radios, microwaves, coffee makers, etc)
  • Disable all alarm clocks (most alarm clocks/devices have a backup battery that will sound the alarm even when unplugged)
  • Move all objects (paper, furniture, personal belongings, etc) at least 12 inches away from any air vent (to ensure proper airflow in your room while you are gone).
  • Remove all trash and recycling from the room and dispose of it in the dumpsters or recycling bins
  • For Suite/Apartments: Clean your suite/apartment bathroom and common space. Facilities staff will not be cleaning bathrooms over the Winter Break as has been done in past years.
  • Close and lock all windows and leave window blinds open with the slats tilted upwards
  • If you have a thermostat:
  • For Some – make sure the fan is set to “Auto” and turn the temperature back to the unoccupied* set point (82 degrees in cooling mode or 55 degrees in heating).
  • For All Others – Return the +/- 2 degree setting to “0.”
  • Turn off all lights and fans
  • Lock your door behind you as you leave  

It is important that you complete all of the above items before leaving. Residential Living and Learning staff will be conducting a final inspection of rooms to ensure these measures have been taken. Failure to do so may result in the disposal of perishable food items left behind, charges posted to your student account, and/or referral to the student conduct process. 

Can family/friends help me leave campus?

Because the university and residential buildings are in Tier 1, we can only allow two guests per resident to enter the residence halls to assist with closing processes. All guests must complete visitor screening before entering the residential buildings. Screening can be completed during business hours at the Welcome Center. After business hours, screening can be completed at Public Safety. 

I need to stay past the fall closing deadline. What do I do?

Residential buildings close for the Fall semester at 12:00pm on Wednesday, November 25th. All residents should plan to vacate their assigned space by this date/time. However, some students may have exceptional circumstances that require them to remain past the closing deadline. These students may request Late Stay Housing or Winter Break Housing by submitting a request on Housing Central.

The Late Stay & Winter Break Housing Application 2020 is now available on Housing Central for students not living in residential apartments.

The Winter Break Apartment Residency Request 2020 is now available on Housing Central for students living in residential apartments.

Applications will be reviewed and students will be provided with a decision via their Stetson email. Students may not remain past the checkout deadline without prior approval via the application process. Students that remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out fees.

Will I be able to get into my assigned building/room over break?

Residents that are not approved for Winter Break Housing will not be permitted to enter the residential buildings during the Winter Break period (12:00pm November 25 – 8:00am January 10). Electronic ID Card Access will be shut off during the break. Any resident requesting to gain access to their room over the break will need to contact Residential Living & Learning BEFORE traveling to campus to discuss their options.

When can I return to my assigned room in the spring?

Spring check in will begin at 8:00am on Sunday, January 10 and go through Wednesday, January 13. Spring classes will begin Thursday, January 14.

All students must complete COVID-19 Gateway Testing before returning to their assigned room.

Sign up for a testing time by clicking the date they plan to return to campus below.

Sunday, Jan. 10, 2021 *Residence Halls open Jan. 10
Monday, Jan. 11, 2021
Tuesday, Jan. 12, 2021
Wednesday, Jan. 13, 2021 

Is covid-19 gateway testing required?

If you feel you shouldn’t or can’t be tested, you do have options. Please fill out the Exemption Request Form.

  • Students and employees who are 100% online and do not intend to use any in-person campus resources (academic buildings, library, athletic or recreational facilities, CUB, offices, etc.) can be removed from the testing pool. Students and employees who are 100% online and want to use campus resources must take part in gateway testing.
  • If you are unable to schedule a test appointment on campus during the days and times offered, a testing accommodation request should be submitted through the exemption process. These requests could be the result of travel plans, vacation, illness or other emergency situations. This process provides reasonable accommodations and alternatives for on-campus testing.
  • Students and employees who want to request a medical or religious accommodation should fill out the exemption form. This process provides reasonable accommodations and alternatives for on-campus testing. Testing accommodations may or may not pull the individual out of the required testing population.

For questions or concerns, please reach out to the Screening and Testing Subgroup at covidtesting@stetson.edu, or visit the FAQ page, COVID-19 Testing category.

Fall 2020 Closing: HOTEL Residents Returning for Spring

PDF Version of Closing Information

This information is for current Fall 2020 residents assigned to the local hotels who will be returning to on-campus housing for the Spring 2021 term.  Please read all information in this document to be sure you have all the information you need for Fall closing, Winter Break, and Spring opening.

When do I need to leave for Winter Break? 

Residents are expected to vacate their assigned space at the hotel at the close of the Fall semester, no later than 12:00pm on Wednesday, November 25.  

Do I need to check out with my Resident Assistant?

You do not need to schedule a check out time with your Resident Assistant or complete a check out with Residential Living & Learning. However, you MUST complete a checkout at the hotel front desk. Simply follow the Fall Closing Procedures and checklist outlined in this document below.

Fall closing procedures

Please review the Fall Closing Checklist below and begin to plan accordingly.

Fall Move Out Checklist:

  • Attend the Fall Closing Meeting scheduled by your RA
  • Remove all personal belongings from your room and any common space (in suites/apartments). Any items left behind will be considered abandoned property and will be discarded.
  • Remove all trash and recycling from your room and dispose of it in the dumpsters or recycling bins
  • Ensure that your room is clean and free of all trash and debris
  • Follow the checkout procedures below
How to Check Out of the Hotel
  • Complete all items on the closing checklist above
  • Stop at the Hotel Front Desk to complete check out
  • Notify the staff that you are checking out and will not be returning
  • Sign the checkout roster at the Front Desk

It is important that you complete all of the above items before leaving. Residential Living and Learning staff will be conducting a final inspection of rooms to ensure these measures have been taken. Failure to do so may result in the disposal of personal property left behind, charges posted to your student account, and/or referral to the student conduct process. 

I have not received my spring assignment yet. When will I receive my assignment?

RL&L is currently working to assign as many hotel residents to their Spring 2021 assignments prior to the end of the semester. However, we will be unable to provide all hotel residents with their Spring 2021 assignments before the Fall closing deadline.

For students that do not receive their assignment prior to the closing deadline, assignments will continue to be made and communicated over the Winter Break period. The final deadline to provide all students with their Spring semester assignments is January 6. These students will return to campus and move in when the halls open in Spring.
(See “When Can I Return to My Assigned Room In the Spring?” FAQ below.) 

Can I leave my belongings at the hotel over break?

No. You will not be able to leave your belongings at the hotel over the break. You will need to check out of the hotel completely by the fall check out deadline, 12:00pm Wednesday, November 25. If you have not received your Spring 2021 assignment by the check-out deadline, all personal belongings will need to be taken home or stored for the Winter Break period. RL&L will be reaching out with a storage option as we approach the end of the term. 

I need to stay past the fall closing deadline. What do I do?

Residential buildings close for the Fall semester at 12:00pm on Wednesday, November 25th. All residents should plan to vacate their assigned space by this date/time. However, some students may have exceptional circumstances that require them to remain past the closing deadline. These students may request Late Stay Housing or Winter Break Housing by submitting a request on Housing Central.

The Late Stay & Winter Break Housing Application 2020 is now available on Housing Central for students assigned to the local hotels for the fall semester.

Students living in local hotels requesting Late Stay Housing may be allowed to remain in their assigned Hotel until their requested check out date/time. This will depend on the availability of space after November 25. RL&L will work with the students to ensure housing through their requested late stay date/time.

Students living in local hotels requesting Winter Break Housing will be required to move into their Spring semester residential assignment prior to 12:00pm on November 25. They will then be able to remain in their new spring assignment during the requested Winter Break period.

Applications will be reviewed and students will be provided with a decision via their Stetson email. Students may not remain past the checkout deadline without prior approval via the application process. Students that remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out fees. 

If approved, please review the Fall Closing Procedures and Information for Students Requesting Winter Break Housing.

Will I be able to get into my assigned building/room over winter break?

Residents that are not approved for Winter Break Housing will not be permitted to enter the residential buildings during the Winter Break period (12:00pm November 25 – 8:00am January 10). Electronic ID Card Access will be shut off during the break. Any resident requesting to gain access to their room over the break will need to contact Residential Living & Learning BEFORE traveling to campus to discuss their options. 

When can I return to my assigned room in the spring?

Spring check-in will begin at 8:00am on Sunday, January 10, and go through Wednesday, January 13. Spring classes will begin Thursday, January 14.

All Students must complete COVID-19 Gateway Testing before returning to their assigned room.

Sign up for a testing time by clicking the date they plan to return to campus below.

Sunday, Jan. 10, 2021 *Residence Halls open Jan. 10
Monday, Jan. 11, 2021
Tuesday, Jan. 12, 2021
Wednesday, Jan. 13, 2021 

Is covid-19 gateway testing required?

If you feel you shouldn’t or can’t be tested, you do have options. Please fill out the Exemption Request Form.

  • Students and employees who are 100% online and do not intend to use any in-person campus resources (academic buildings, library, athletic or recreational facilities, CUB, offices, etc.) can be removed from the testing pool. Students and employees who are 100% online and want to use campus resources must take part in gateway testing.
  • If you are unable to schedule a test appointment on campus during the days and times offered, a testing accommodation request should be submitted through the exemption process. These requests could be the result of travel plans, vacation, illness or other emergency situations. This process provides reasonable accommodations and alternatives for on-campus testing.
  • Students and employees who want to request a medical or religious accommodation should fill out the exemption form. This process provides reasonable accommodations and alternatives for on-campus testing. Testing accommodations may or may not pull the individual out of the required testing population.

For questions or concerns, please reach out to the Screening and Testing Subgroup at covidtesting@stetson.edu, or visit the FAQ page, COVID-19 Testing category. 

Fall 2020 Closing: Residents Requesting Winter Break Housing

PDF Version of Closing Information

This information is for current Fall 2020 residents that plan to live on campus for the Spring 2021 term and plan to live on campus for Winter Break. Please read all information in this document to be sure you have all the information you need for Winter Break Housing.

Have you submitted your request for winter break housing?

All current Fall 2020 residents that plan to live on campus for the Spring 2021 term are eligible for Winter Break Housing. Residents that plan to live on campus for part or all of Winter Break MUST submit a request for Winter Break Housing on Housing Central.

For students NOT living in a residential apartment, the Late Stay & Winter Break Housing Application 2020 is now available on Housing.

For students living in a residential apartment, the Winter Break Apartment Residency Request 2020 is now available on Housing Central for students living in residential apartments.

Applications will be reviewed and students will be provided with a decision via their Stetson email. Students may not remain past the checkout deadline without prior approval via the application process. Students that remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out fees. 

Do I need to check out at the end of the term?

If you plan to live on campus for the Winter Break period, you do not need to schedule a check out time with your Resident Assistant (RA) and do not need to complete a check out with Residential Living & Learning.

Prior to the closing date, your RA will provide you with a Winter Break Resident placard for your room/apartment door. This placard will notify staff that you are living in your assigned space during Winter Break. Please make sure this placard stays in place and that it is replaced ASAP if it is taken down for any reason.

You will keep your residential keys with you over the break, but make sure to keep them in a safe place so you don’t lose them! 

I only plan to stay for part of the winter break. What should I do when I leave?

Winter Break begins at 12:00pm on November 25 and ends at 8:00am on January 10. Students approved for Winter Break Housing may stay for part or all of Winter Break. If you plan to leave for a prolonged period of time during the break you will want to complete the checklist steps below. Please review the Fall Closing Checklist below and begin to plan accordingly.

Fall Closing Checklist: 

  • Attend the Fall Closing Meeting scheduled by your RA
  • Take home all pets, including aquatic animals – Please don’t leave your fish friends behind!
  • Make sure to pack all medications, passports, identification, and valuables. You will NOT be able to return to your room during Winter Break.
  • Clean, Unplug and Defrost your Refrigerator. (Defrosting can take several days, so plan accordingly!)
  • Leave the refrigerator door open to allow the air to circulate. All food items left inside the refrigerator will be discarded.
  • Remove all personal food items from the community kitchen refrigerator. Any items left behind will be discarded.
  • Unplug all electronic devices (computers, lamps, radios, microwaves, coffee makers, etc)
  • Disable all alarm clocks (most alarm clocks/devices have a backup battery that will sound the alarm even when unplugged)
  • Move all objects (paper, furniture, personal belongings, etc) at least 12 inches away from any air vent (to ensure proper airflow in your room while you are gone).
  • Remove all trash and recycling from the room and dispose of it in the dumpsters or recycling bins
  • For Suite/Apartments: Clean your suite/apartment bathroom and common space. Facilities staff will not be cleaning bathrooms over the Winter Break as has been done in past years.
  • Close and lock all windows and leave window blinds open with the slats tilted upwards
    • If you have a thermostat:
    • For Some – make sure the fan is set to “Auto” and turn the temperature back to the unoccupied* set point (82 degrees in cooling mode or 55 degrees in heating).
  • For All Others – Return the +/- 2 degree setting to “0.”
  • Turn off all lights and fans
  • Lock your door behind you as you leave
  • It is important that you complete all of the above items before leaving for any prolonged period of time during the Winter Break.  

Can family/friends visit with me over winter break?

Because the university and residential buildings are in Tier 1, residents are not allowed to have guests in their rooms/apartments. If you plan to leave for a prolonged period of time during the break and need assistance with packing up and leaving campus, only two guests per resident are allowed to enter the residence halls and apartments to assist. All guests must complete visitor screening before entering the residential buildings. Screening can be completed during business hours at the Welcome Center. After business hours, screening can be completed at Public Safety.

Will stetson dining locations be open during the winter break?

Stetson Dining locations will be closed during the Winter Break period. Please visit the Stetson Dining Hours webpage to review updates and adjustments to dining locations and hours during university holidays and break periods. 

When will I complete the required covid-19 gateway testing?

Winter Break residents will be required to complete COVID-19 Gateway Testing on January 9th, the first day testing appointments are available. All Student ID cards will be disabled and access to university buildings (including residential buildings) will be shut off until testing is complete.

ALL STUDENTS MUST COMPLETE COVID-19 GATEWAY TESTING.

Winter Break Residents must sign up for a testing time on Saturday, January 9th by clicking the link below.

Saturday, Jan. 9, 2021 

Is covid-19 gateway testing required?

If you feel you shouldn’t or can’t be tested, you do have options. Please fill out the Exemption Request Form.

  • Students and employees who are 100% online and do not intend to use any in-person campus resources (academic buildings, library, athletic or recreational facilities, CUB, offices, etc.) can be removed from the testing pool. Students and employees who are 100% online and want to use campus resources must take part in gateway testing.
  • If you are unable to schedule a test appointment on campus during the days and times offered, a testing accommodation request should be submitted through the exemption process. These requests could be the result of travel plans, vacation, illness or other emergency situations. This process provides reasonable accommodations and alternatives for on-campus testing.
  • Students and employees who want to request a medical or religious accommodation should fill out the exemption form. This process provides reasonable accommodations and alternatives for on-campus testing. Testing accommodations may or may not pull the individual out of the required testing population.

For questions or concerns, please reach out to the Screening and Testing Subgroup at covidtesting@stetson.edu, or visit the FAQ page, COVID-19 Testing category.

Fall 2020 Closing: Residents NOT Returning for Spring

PDF Version of Closing Information

This information is for current Fall 2020 residents that plan to live off-campus for the Spring 2021 term. Please read all information in this document to be sure you have all the information you need for Fall closing.

Note: If you will not be returning to Stetson University for the Spring, you must notify the Registrar’s Office ASAP. You can reach out to the Office of the Registrar at registrar@stetson.edu or 386.822.7140.

Have you completed the Residency Exemption Request for Spring?

All current Fall 2020 residents that plan to live off campus for the Spring term MUST submit the Residency Exemption Request for Spring 2020 available now on Housing Central. Cancellation fees for cancelling the Spring portion of the 2020-2021 Housing Contract are outlined below.

Residency Exemption Request for Spring 2020 submitted:

  • On or before November 20: NO CANCELLATION FEE

  • November 20 – January 20: $500.00 CANCELLATION FEE
  • January 21 – February 10: 25% of Semester Rent
  • February 11 – March 3: 50% of Semester Rent
  • March 4 – March 24: 75% of Semester Rent
  • After March 24: Full Semester Rent 

When do I need to leave for winter break?

All residents are expected to vacate their assigned space at the close of the Fall semester, no later than 12:00pm on Wednesday, November 25. 

Can I check out before the closing deadline of November 25?

Yes. You can check out at any time on or before 12:00pm on November 25. Please follow the check out procedures outlined below.

Do I need to check out with my Resident Assistant?

If you plan to live off campus for the Spring 2020 term, you DO need to complete an official check out with Residential Living & Learning. However, you DO NOT need to schedule a check out time with your Resident Assistant. Simply follow the official check out procedures outlined in this document below. MOST IMPORTANTLY, you must return your residential keys to Residential Living & Learning BEFORE leaving campus at the end of the term. 

Fall Move Out/Check Out Procedures for Campus Residents

Please review the Fall Move Out Checklist below and begin to plan accordingly.

Fall Move Out Checklist

  • Attend the Fall Closing Meeting scheduled by your RA
  • Remove all personal belongings from your room and any common space (in suites/apartments). Any items left behind will be considered abandoned property and will be discarded.
  • Remove all food items from the community kitchen refrigerator. Any items left behind will be discarded.
  • Remove all trash and recycling from the room and dispose of it in the dumpsters or recycling bins
  • Ensure that your room is clean and free of all trash and debris
  • Close and lock all windows and leave window blinds open with the slats tilted upwards
  • If you have a thermostat:
  • For Some – make sure the fan is set to “Auto” and turn the temperature back to the unoccupied* set point (82 degrees in cooling mode or 55 degrees in heating).
  • For All Others – Return the +/- 2 degree setting to “0."
  • Turn off all lights and fans
  • Lock your door behind you as you leave

How to Complete an Official Check Out

  • Complete all items on the closing checklist above
  • Visit the Residential Living & Learning Office at University Hall (644 N. Woodland Blvd, DeLand, FL 32723)
  • Complete a Check Out/Key Return Envelope
  • Place your residential key(s) inside the envelope
  • Submit your envelope for check out
  • If during business hours (Monday – Friday 8:00am – 4:30pm), submit the envelope at the RL&L Front Desk. Envelopes are available at the Front Desk.
  • If after business hours, use the key drop box outside the main entrance to RL&L. Envelopes are available in the dropbox.

It is important that you complete all of the above items before leaving. Residential Living and Learning staff will be conducting a final inspection of rooms to ensure these measures have been taken. Failure to do so may result in the disposal of personal belongings and food items left behind, charges posted to your student account, and/or referral to the student conduct process.

Fall Move Out/Check Out Procedures for Hotel Residents

Please review the Fall Closing Checklist below and begin to plan accordingly.

Fall Move Out Checklist

  • Attend the Fall Closing Meeting scheduled by your RA
  • Remove all personal belongings from your room and any common space (in suites/apartments). Any items left behind will be considered abandoned property and will be discarded.
  • Remove all trash and recycling from your room and dispose of it in the dumpsters or recycling bins
  • Ensure that your room is clean and free of all trash and debris
  • Follow the checkout procedures below

How to Check Out of the Hotel

  • Complete all items on the closing checklist above
  • Stop at the Hotel Front Desk to complete check out
  • Notify the staff that you are checking out and will not be returning
  • Sign the checkout roster at the Front Desk

It is important that you complete all of the above items before leaving. Residential Living and Learning staff will be conducting a final inspection of rooms to ensure these measures have been taken. Failure to do so may result in the disposal of personal property left behind, charges posted to your student account, and/or referral to the student conduct process.

Can family/friends help me move out?

Because the university and residential buildings are in Tier 1, we can only allow two guests per resident to enter the residence halls to assist with closing processes. All guests must complete visitor screening before entering the residential buildings. Screening can be completed during business hours at the Welcome Center. After business hours, screening can be completed at Public Safety.

I need to check out after the fall closing deadline. What do I do?

Residential buildings close for the Fall semester at 12:00pm on Wednesday, November 25th. All residents should plan to vacate their assigned space by this date/time. However, some students may have exceptional circumstances that require them to remain past the closing deadline. These students may request Late Stay Housing by submitting a request on Housing Central.

The Late Stay & Winter Break Housing Application 2020 is now available on Housing Central for students not living in residential apartments. If you will not be returning to campus housing for the Spring term, you may only request Late Stay Housing (12:00pm November 25 – 10:00am November 30).
*Residents that will not be living on campus in the Spring are not eligible for Winter Break Housing.*

The Winter Break Apartment Residency Request 2020 is now available on Housing Central for students living in residential apartments. If you will not be returning to campus housing for the Spring term, you may only request Late Stay Housing (12:00pm November 25 – 10:00am November 30).
*Residents that will not be living on campus in the Spring are not eligible for Winter Break Housing.*

Applications will be reviewed and students will be provided with a decision via their Stetson email. Students may not remain past the checkout deadline without prior approval via the application process. Students that remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out fees.