Spring End of Term Information and Procedures

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

This information is for current Spring residents checking out of their assigned space by the Check-out deadline of Wednesday, May 8 at 12:00 pm. Please read all the information in this document to be sure you have all the information you need for Spring closing.

When do I need to check out my Spring assignment?

Residents are expected to vacate their assigned space at the close of the Spring semester, no later than 12:00 pm on Wednesday, May 8. 

Do I need to check out with my resident assistant?

Yes! Your RA will reach out to you in the weeks leading up to closing with information on how to sign up for a Check-out meeting. This meeting will occur when your room is clear and clean and you are ready to complete your Check-out.  Completing your Check-out with your RA will help you to avoid improper Check-out fees, so be sure to sign up for your meeting early!

How do I return my residential key(s)?

Do not leave your residential keys in your room and do not leave campus with your residential keys!  We do not allow students to mail back their keys after checking out and leaving campus.

There are two ways to return your keys when you check out.

  • Connect with your Resident Assistant when you are ready to check out and leave campus. The RA will provide you with a Check-out envelope that you will fill out, seal your keys inside, and give to your RA to officially check out.  If you cannot locate your RA when you are ready to leave, you can contact the RA on duty. You can also hand in your check-out key envelope with the key inside to the RA on Duty if your own RA or another community RA is unavailable. 

  • Students who are unable to meet with their RA to complete the Check-out process may complete the Check-out at Residential Living & Learning at University Hall (644 N. Woodland Boulevard). You can return your keys and check out at our front desk during regular business hours, Monday – Friday 8:00 am – 4:30 pm. If you cannot arrive during regular business hours, you can use the key return drop box located just outside the entrance to our office. Check-out envelopes are available in the drop-box. Simply fill out the envelope, seal your keys inside, and drop the envelope in the drop-box to successfully check out.
    PLEASE NOTE: Completing check-out without meeting with your RA first is referred to as an Express Check-out.  Students completing Express Check-out waive their right to appeal damage charges assessed at semester closing.

Missing or Lost Your Key(s)?
If you have misplaced t
he key(s) assigned to you by RL&L when you checked into your assigned space, now is the time for you to notify the office staff within Residential Living and Learning of this so that a lock change and/or key replacement may be ordered before you check out. Charges will be applied to your student account if applicable.

You must still complete a check-out envelope and submit it to Residential Living and Learning as your official notice of check-out.  You will indicate on the envelope that you have lost your keys.  Without a check-out envelope, our office will be unable to determine when you officially checked out of your assigned space and you may be charged improper Check-out and late stay fees.

Spring Closing Procedures

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

Your Spring Closing Checklist: 

    • Attend the Spring Closing Meeting scheduled by your RA
    • Take home all pets, including aquatic animals – Please don’t leave your fish friends behind!
    • Make sure to remove all personal items from the room. Any items left behind will be considered abandoned property and will be disposed of appropriately at the student’s expense.
    • Clean, Unplug and Defrost your Refrigerator in advance. Leave the refrigerator door open to allow the air to circulate and be sure to lay down a towel to soak up the water as the ice melts. (Defrosting can take several days, so plan accordingly!)
    • Remove all personal food items from the community kitchen refrigerator no later than May 2. Any items left behind will be discarded.  
    • Remove all trash and recycling from the room and dispose of it in the blue dumpsters. Recycling bins have been removed from the halls to reduce contamination. 
    • 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
    • Suites/Apartments: Clean your suite/apartment bathroom and common space. Students may be charged excessive cleaning fees if the spaces are not left in a clean condition.
    • Complete a Check-out appointment with your RA. 
    • Lock your door behind you when you leave.
    • Submit a Check-out Envelope to Residential Living and Learning before leaving campus. Envelopes are available at Residential Living and Learning at University Hall.  Envelopes are available in the drop-box at the entrance to Residential Living and Learning if you are checking out after business hours.
    • Return all residential keys to Residential Living & Learning.  See "How Do I Return My Residential Key(s)?" above for instructions.
    • Take home your bicycle if you have one on campus. Bikes will be removed from bike racks and donated in June by Public Safety.

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 complete the checklist items above may result in charges posted to your student account, and/or referral to the student conduct process. 

Thinking about storage or shipping items home?
If you are an international or out-of-state student and will be returning for an upcoming academic term, you may wish to consider storing your belongings over the break period.  Our university has partnered with Storage Scholars, a storage and shipping company that offers a number of different services to make your storage and shipping seamless and convenient.  Check out the Stetson University Storage Scholars website customized for our university to learn more about their services and to get a price quote!

In addition to Storage Scholars, our Campus Post Office can assist you in estimating the cost of shipping your items home and determining what shipping agency to use (i.e., Federal Express, UPS, US Mail, etc.).

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

Residential buildings close for the Spring semester at 12:00 pm on Wednesday, May 8. All residents should plan to vacate their assigned space 24 hours after their last final or no later than this date/time, whichever comes first. However, some students may have exceptional circumstances that require them to remain past the closing deadline. These students may submit a Late Stay Housing Request or Summer Housing Request on Housing Central.

The Late Stay Housing Request for Spring will be available on Housing Central beginning April 1.  Requests for Late Stay are due May 1. Late Stay Housing Requests should be submitted for students requesting to stay in their assigned space between May 8 at 12:00 pm and May 12 at 12:00 pm.  The Late Stay Check-out deadline is May 12th at 12:00pm.  If approved, you will be permitted to remain on campus past the spring closing deadline until the approved late stay date and time. Upon check out, please follow the procedures listed above in this section. There is a Late Stay $50 charge for each day the student remains past the closing deadline, May 8.

  • Students who are volunteering in an official capacity at graduation, or who continue to work for the University must also complete a Late Stay Request AND submit a letter from their campus supervisor verifying their commitment along with their request.
  • Graduating seniors and student-athletes in season must also submit a Late Stay Request.

The Summer Housing Application is available on March 1st on Housing Central. Summer semester move-in begins May 19. However, current Spring residents requesting Summer term housing may also request to remain in campus housing during the spring-to-summer transition period (May 8 – May 19). If approved, you will be permitted to remain in your Spring assignment on campus past the spring closing deadline until the transition from Spring housing to Summer Housing on May 19. Students approved to remain on campus during the Spring to Summer Housing transition should review the Spring Closing: Residents Requesting Summer Housing.

Requests for Late Stay and Summer Housing will be reviewed and students will be provided with a decision via their Stetson email. Students may not remain past the Check-out deadline (May 8) without prior approval via the application process. Students who remain in residential housing after the Check-out deadline without prior approval may be responsible for improper check-out fees.

This information is for current Spring residents who plan to live on campus for the upcoming Summer term. Please read all the information in this document to be sure you have all the information you need for Spring Closing.

Have you submitted your request for Summer Housing?

If you plan to live on campus for all or part of the Summer term, you must submit a Summer 2023 Housing Application available now on Housing Central. The earliest Summer Move-In Date is May 19. However, students currently living on campus for Spring are eligible to remain on campus during the Spring to Summer Transition Period (May 8 – May 19)!

I am living on campus for Summer, but will not be staying on campus during the Spring to Summer Transition Period (May 8 – May 19). When do I need to check out?

If you will be living on campus for Summer, but will not need campus housing for the Spring to Summer Transition (May 8 – May 19), you will follow the same spring checkout procedures as all other students checking out of campus housing at the end of the spring term. Please refer to the Spring Closing: Check-Out Deadline May 8 @ 12:00 pm section at the top of the webpage for your checkout instructions and deadlines.

I plan to remain on campus for the Spring to Summer Transition Period (May 8 – May 19). Do I need to check out at the end of the Spring term?

If you are approved to live on campus for Summer Session 1 beginning May 19 and you plan to live on campus for the Spring to Summer Transition Period (May 8 – May 19), you do not need to move out by the Spring checkout deadline of May 8 at 12:00 pm. You will be added to our Late Stay Roster and permitted to stay until Summer Housing begins on May 19. Students remaining on campus through the start of the summer term will be required to move out of their spring assignments and into their summer assignments from May 19 – May 20. You will need to follow the checkout procedures below when you move out of your spring assignment and into your summer assignment.

Spring Closing Procedures for Spring to Summer Transition Residents

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

Your Spring Closing Checklist: 

    • Attend the Spring Closing Meeting scheduled by your RA
    • Take home all pets, including aquatic animals – Please don’t leave your fish friends behind!
    • Make sure to remove all personal items from the room. Any items left behind will be considered abandoned property and will be disposed of appropriately at the student’s expense.
    • Clean, Unplug and Defrost your Refrigerator in advance. Leave the refrigerator door open to allow the air to circulate and be sure to lay down a towel to soak up the water as the ice melts. (Defrosting can take several days, so plan accordingly!)
    • Remove all personal food items from the community kitchen refrigerator no later than May 2. Any items left behind will be discarded.  
    • Remove all trash and recycling from the room and dispose of it in the blue dumpsters. Recycling bins have been removed from the halls to reduce contamination. 
    • 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
    • Suites/Apartments: Clean your suite/apartment bathroom and common space. Students may be charged excessive cleaning fees if the spaces are not left in a clean condition.
    • Complete a checkout appointment with your Summer RA. 
    • Lock your door behind you when you leave.
    • Submit a Check-out Envelope to Residential Living and Learning before leaving campus. Envelopes are available at Residential Living and Learning at University Hall.  Envelopes are available in the drop-box at the entrance to Residential Living and Learning if you are checking-out after business hours.
    • Return all residential keys to Residential Living & Learning.  See "How Do I Return My Residential Key(s)?" below for instructions.
    • Take home your bicycle if you have one on campus. Bikes will be removed from bike racks and donated in June by Public Safety.

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 charges posted to your student account, and/or referral to the student conduct process. 

How do I return my residential key(s)?

Do not leave your residential keys in your room and do not leave campus with your residential keys!  We do not allow students to mail back their keys after checking out and leaving campus.

There are two ways to return your keys when you check out.

  • Connect with your Resident Assistant when you are ready to check out and leave campus. The RA will provide you with a Check-out envelope that you will fill out, seal your keys inside, and give to your RA to officially check out.  If you cannot locate your RA when you are ready to leave, you can contact the RA on duty. You can also hand in your check-out key envelope with the key inside to the RA on Duty if your own RA or another community RA is unavailable. 

  • Students who are unable to meet with their RA to complete the Check-out process may complete the Check-out at Residential Living & Learning at University Hall (644 N. Woodland Boulevard). You can return your keys and check out at our front desk during regular business hours, Monday – Friday 8:00 am – 4:30 pm. If you cannot arrive during regular business hours, you can use the key return drop box located just outside the entrance to our office. Check-out envelopes are available in the drop-box. Simply fill out the envelope, seal your keys inside, and drop the envelope in the drop-box to successfully check out.
    PLEASE NOTE: Completing check-out without meeting with your RA first is referred to as an Express Check-out.  Students completing Express Check-out waive their right to appeal damage charges assessed at semester closing.

Missing or Lost Your Key(s)?
If you have misplaced the key(s) assigned to you by RL&L when you checked into your assigned space, now is the time for you to notify the office staff within Residential Living and Learning of this so that a lock change and/or key replacement may be ordered prior to you checking out. Charges will be applied to your student account if applicable.

You must still complete a check-out envelope and submit it to Residential Living and Learning as your official notice of check-out.  You will indicate on the envelope that you have lost your keys.  Without a check-out envelope, our office will be unable to determine when you officially checked out of your assigned space and you may be charged improper Check-out and late stay fees.