Fall End of Semester Information and Procedures

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

• 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 residential keys, student ID, 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 after the halls close.
  • Remember to donate non-perishable food items to the Hatter Pantry at Griffith Hall.
• 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/Apartment residents, clean your suite/apartment bathroom and common space. Facilities staff will not be cleaning bathrooms over the Winter Break.
• 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.”
  • Review our Room Temperature Control Guide for instructions on using your thermostat.
• Turn off all lights and fans.
• Lock your door behind you as you leave.

It is important that you complete all of the above tasks before leaving campus. Residential Living & Learning staff will be conducting a final inspection of rooms after the halls close 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.

This information is for current Fall residents returning to the same housing assignment for the Spring semester. Please read all the 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?

Fall residents are expected to vacate their assigned space at the close of the Fall semester, no later than no later than the published closing deadline.

Do I need to check out with my resident assistant?

If you plan to return to your current Fall assigned space for the Spring, you DO NOT need to schedule a check-out time with your Resident Assistant or complete a check-out at Residential Living and Learning. Simply follow the closing procedures and checklist outlined 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 and begin to plan accordingly.

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

All residents should plan to vacate their assigned space by the published closing date and 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 MyHousing.

The Late Stay, Winter Break Housing and Winter Break Apartment Residency Application will be available on MyHousing from November 1 through December 11.

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 who remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out and late stay fees.

Students living in residential areas on campus will remain in their assigned spaces for the Late Stay, Winter Break Housing and Winter Break Apartment Residency periods.

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

Residents that are not approved for Winter Break Housing/Winter Break Apartment Residency will not be permitted to enter the residential buildings during the Winter Break period. Electronic ID Card Access will be disabled 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?

This information is for current Fall residents who plan to live off-campus for the Spring semester. Please read all the 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 [email protected] or 386-822-7140.

Have you completed the Residency Exemption Request for Spring?

All current Fall residents who are interested in applying to live off-campus for the Spring semester MUST submit the Request for Residency Exemption available now on MyHousing. If approved, cancellation fees for canceling the Spring portion of the Housing Agreement are equal to half of the remaining rent for the entire housing agreement period from the date the student officially checks out of the space. The lowest published rate on campus will be used to calculate this fee.

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 the published closing deadline.

Can I check out before the closing deadline?

Yes! You can check out at any time before the published closing deadline. Please follow the Fall Move Out/Check-Out Procedures outlined below.

Do I need to check out with my Resident Assistant?

Yes, If you plan to live off-campus or will not be returning to Stetson for the Spring semester, you do need to schedule a check-out time with your Resident Assistant to complete an official walkthrough of your space. Then return your keys and complete an official check-out with Residential Living & Learning. Simply follow the official check-out procedures outlined below. Most importantly, you must return your residential keys to Residential Living & Learning before leaving campus at the end of the semester.

Fall Move-Out & Check-Out Procedures

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

Move-Out Procedures

• STEP 1: Attend the Fall Closing Meeting scheduled by your RA
• STEP 2: Schedule a Check-Out Appointment with your RA
• STEP 3: Complete Move Out Checklist
  • 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.
  • De-loft your bed (if it is in the lofted position) and return all furniture to its original location within the room.
  • Remove all food items from the community kitchen refrigerator. Any items left behind will be discarded.
    • Remember to donate non-perishable food items to the Hatter Pantry at Griffith Hall.
  • 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
  • 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.
  • Close and lock all windows and leave window blinds open with the slats tilted upwards
  • Turn off all lights and fans

• STEP 4: Complete your Check-Out Appointment with your RA
• STEP 5: Lock your door behind you as you leave
• STEP 6: Complete Official Check-Out and Return Key(s)

How to Complete an Official Check-Out

• Complete all items on the move out 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 key envelope to complete the check-out process:
  • If during business hours (Monday – Friday 8:00 a.m.– 4:30 p.m.), 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 Residential Living & Learning. Envelopes are available in the drop-box.

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.

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

All residents should plan to vacate their assigned space by the published closing deadline. 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 MyHousing.

The Late Stay, Winter Break Housing, and Winter Break Apartment Residency Application will be available on MyHousing from November 1st through December 11. If you will not be returning to campus housing for the Spring semester, you may only request Late Stay Housing.

*Residents who 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 who remain in residential housing after the checkout deadline without prior approval may be responsible for improper check-out fees.

Students living in residential areas on campus will remain in their assigned spaces for the Late Stay period.

The University offers housing for students who have a need for housing for the entirety of the break.

Winter Break Housing is available to current Fall residents who will return to campus for spring semester and need to remain on campus during the winter break period. Residents planning to stay for any portion of Winter Break, including Late Stay, must submit the required application through MyHousing and receive approval before the Fall semester closing deadline. Review the important dates, application requirements, costs, and closing procedures below to prepare for your stay.

STEP 1: Review Options and Costs

Winter Break Housing

Residents approved to remain in traditional residential areas will be charged a one-time fee of $580 for the full Winter Break period, December 12, 2026, through January 10, 2027. The fee applies regardless of how many days or weeks you stay.

Winter Break Apartment Residency

For residents living in designated apartment areas, Winter Break housing costs are included in the semester rent. No additional Winter Break Apartment Residency charge applies.

Winter Break Open Locations:

• Stetson Cove Apartments
• Stetson Oaks Apartments
• Stetson Palms Apartments
• University Village Apartments

Winter Break Billing

Winter Break Housing charges will be posted to your student account. RL&L will email you when the charges have been applied.

• Charges will be based on the Winter Break dates requested in your application.

• If your requested dates change, you must notify RL&L so your charges can be reviewed and adjusted, if applicable.

• Payment must be made by the due date listed on your student account.

Check your account through myStetson for current balances and payment deadlines.

STEP 2. Apply for Winter Break Housing

Who needs to apply?

All current Fall residents planning to stay on campus for any portion of Winter Break must submit a request. This includes residents requesting Late Stay. The Late Stay, Winter Break Housing, and Winter Break Apartment Residency Application will be available through MyHousing from November 1 through December 11, 2026.

What happens after I apply?

• RL&L will review your application.

• You will receive a decision through your Stetson email.

• You must receive approval before remaining in your assigned space past the semester closing deadline.

Important: Students who remain in residential housing after the checkout deadline without prior approval may be charged improper check-out fees.

Answers to Your Questions

Will I Keep My Current Room or Apartment?

Yes. Students approved for Winter Break Housing or Winter Break Apartment Residency will remain in their current Fall semester assignments during the break. You do not need to relocate to another room or apartment.

Do I Need to Complete a Semester Checkout?

If you have been approved to remain on campus for Winter Break, you do not need to schedule a checkout appointment with your Resident Assistant (RA) or complete a checkout with RL&L.

Before the residence halls close, your RA will provide a Winter Break Resident placard for your room or apartment door.

Please remember to:

• Keep the placard in place throughout Winter Break.

• Contact your RA to obtain a replacement as soon as possible if the placard is removed or damaged.

• Keep your residential keys in a safe place throughout the break.

The placard notifies Facilities, Public Safety, and RL&L staff that your space is occupied and that you have been approved to remain on campus.

I have items in the Community Refrigerators, what should I do with them?

If you use a community refrigerator, clearly label all food items with your name and indicate that you are a Winter Break Housing resident. Custodial Services staff will empty community refrigerators after the residence halls close. Unlabeled food items will be discarded.

I do not plan to be here all Winter Break, what do I have to do?

You may stay for part or all of Winter Break if your application is approved. If you plan to leave campus for an extended period, complete the applicable steps on the Fall Closing Checklist before departing. The $580 Winter Break Housing fee covers the full break period, regardless of how long you remain in your assigned space.

Please complete all applicable Fall Closing Checklist steps before leaving campus for an extended period.

Who is exempt from Winter Break Housing charges?

Approved residents who meet one or more of the following conditions will not be charged for Winter Break Housing:

• In-season student-athletes: Students required to remain in residential facilities to participate in an in-season Stetson athletic sport, such as basketball.

• Resident Assistants: RAs required to work during the Winter Break period.

• Apartment residents: Students residing in the designated apartment areas covered by the Winter Break Apartment Residency arrangement.

Are there Dining Locations Open?

Stetson Dining locations will be closed during the Winter Break period. Please review the Stetson Dining Hours of Operation webpage for updates to dining locations and operating hours during university holidays and break periods. Plan ahead to ensure you have access to meals and other necessities while dining locations are closed.

Additional Questions?

For questions about Winter Break Housing applications, approvals, assignments, or billing, contact Residential Living & Learning (RL&L).