Spring End of Semester Information and Procedures

This information is for current Spring residents checking out of their assigned space by the Check-out deadline of Wednesday, May 7 at 12:00 p.m. 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 p.m. on Wednesday, May 6. 

Do I need to check out with my Resident Assistant (RA)?

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!

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 7. 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.
  • 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.

You must 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. 

How do I return my residential key?

• DO NOT LEAVE your residential key in your room or with a friend/roommate/family member to be submitted after you leave. 
• DO NOT LEAVE campus with your residential key!  We do not allow students to mail back their key after checking out and leaving campus.

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

• Check-Out with an RA:
  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. 
  
  
• Check-Out at Residential Living and Learning at University Hall:
  Students who are unable to meet with their RA to complete the Check-out process may complete the Check-out at Residential Living and 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 a.m. – 4:30 p.m. 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 Residential Living and Learning when you checked into your assigned space, now is the time for you to notify the office staff so a lock change and/or key replacement may be ordered before you check out. Lost Key/Lock Change 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.

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 several 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 p.m. 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 MyHousing.

The Late Stay Housing Request for Spring will be available on MyHousing beginning February 1 and the application will close at 12:00pm on May 6th.  Late Stay Housing Requests should be submitted for students requesting to stay in their assigned space between May 6 at 12:00 p.m. and May 11 at 10:00 am.  The Late Stay Check-out deadline is May 11 at 10:00 am.  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 night the student remains past the closing deadline, May 6.

If you need to request campus housing past 10:00 am on May 11, please submit a Summer Housing Application on MyHousing.

Graduation and Competing Athletes

Working Students: Students who are volunteering in an official capacity at graduation, or who continue to work for the University past the closing deadline of 12 p.m. on Wednesday, May 6th must also complete a Late Stay Request AND submit a letter from their campus supervisor verifying their commitment along with their request.

Graduating Seniors: Graduating Seniors attending graduation ceremonies must be moved out no later than 12:00 p.m. on Sunday, May 12th. These students will be provided with an approved late stay at no charge through 12:00 p.m. on Sunday, May 12th.  Any graduating senior that needs to stay beyond this closing deadline MUST submit a Request for Late Stay on MyHousing.  Requests are not guaranteed, so submit your request as early as possible and have a backup plan if your request is not approved.

Competing Athletes: Student-athletes on a university athletic team with a season extension due to competition will be approved for a Late Stay at no fee through a date specified by Stetson Athletics.  These students will receive a Late Stay approval email to their Stetson email account with their approved late stay date.  Any student-athlete that needs to stay beyond this approved late stay date MUST submit a Request for Late Stay on MyHousing.  Requests are not guaranteed, so submit your request as early as possible and have a backup plan if your request is not approved. 

How do I apply for Summer Housing?

The Summer Housing Application will be available on MyHousing beginning April 1st. Summer Housing move-in begins May 17. However, current Spring residents requesting Summer Housing may also request to remain in their spring housing assignment during the spring-to-summer housing transition period (May 6 – May 17). Students approved to remain on campus during the spring-to-summer housing transition period 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 6 at 12:00 pm) 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 have submitted a Request for Late Stay Housing for Spring and received official approval from Residential Living and Learning to remain on campus after the official Spring check-out deadline of 12:00 pm on May 7th. 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?

Students who are approved for Late Stay Housing will receive an official approval email from Residential Living and Learning to their Stetson email. This email confirms the student's approved Late Stay Housing Date and any late stay housing fees for which the student is responsible. Check your Stetson email for this confirmation or contact our office at [email protected] to confirm your approved Late Stay Date. 

Do I need to check out with my Resident Assistant (RA)?

Yes!  RAs will be available during the Late Stay Housing period to complete check-out walkthroughs with our Late Stay Housing residents.  Please contact our office at [email protected] if you are unsure how to connect with your RA. The check-out walkthrough 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 avoid improper check-out fees, so be sure to sign up for your meeting early!

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 7. 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.
  • 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.

You must 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. 

How do I return my residential key?

• DO NOT LEAVE your residential key in your room or with a friend/roommate/family member to be submitted after you leave. 
• DO NOT LEAVE campus with your residential key!  We do not allow students to mail back their key after checking out and leaving campus.

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

• Check-Out with an RA:
  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. 
  
  
• Check-Out at Residential Living and Learning at University Hall:
  Students who are unable to meet with their RA to complete the Check-out process may complete the Check-out at Residential Living and 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 a.m. – 4:30 p.m. 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 Residential Living and Learning when you checked into your assigned space, now is the time for you to notify the office staff so a lock change and/or key replacement may be ordered before you check out. Lost Key/Lock Change 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.

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 offering several different services to make 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 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.).

Graduation and Competing Athletes

Working Students: Students who are volunteering in an official capacity at graduation, or who continue to work for the University past the closing deadline of 12 p.m. on Wednesday, May 6th must also complete a Late Stay Request AND submit a letter from their campus supervisor verifying their commitment along with their request.

Graduating Seniors: Graduating Seniors attending graduation ceremonies must be moved out no later than 12:00 p.m. on Sunday, May 12th. These students will be provided with an approved late stay at no charge through 12:00 p.m. on Sunday, May 12th.  Any graduating senior that needs to stay beyond this closing deadline MUST submit a Request for Late Stay on MyHousing.  Requests are not guaranteed, so submit your request as early as possible and have a backup plan if your request is not approved.

Competing Athletes: Student-athletes on a university athletic team with a season extension due to competition will be approved for a Late Stay at no fee through a date specified by Stetson Athletics.  These students will receive a Late Stay approval email to their Stetson email account with their approved late stay date.  Any student-athlete that needs to stay beyond this approved late stay date MUST submit a Request for Late Stay on MyHousing.  Requests are not guaranteed, so submit your request as early as possible and have a backup plan if your request is not approved. 

How do I apply for Summer Housing?

The Summer Housing Application will be available on MyHousing beginning April 1st. Summer Housing move-in begins May 17. However, current Spring residents requesting Summer Housing may also request to remain in their spring housing assignment during the spring-to-summer housing transition period (May 6 – May 17). Students approved to remain on campus during the spring-to-summer housing transition period 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 6 at 12:00 pm) 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 semester. 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 semester, you must submit a Summer Housing Application, available on MyHousing beginning April 1st. The earliest Summer Move-In Date is May 17. However, students living on campus for Spring are eligible to remain on campus in their spring housing assignment during the Spring-to-Summer Housing Transition period (May 6 – May 17)!

I plan to stay on campus for the Spring-to-Summer Housing Transition period. Do I need to check out at the end of the Spring semester?

If you are approved to live on campus for Summer Session 1 beginning May 17 and you plan to live on campus for the Spring-to-Summer Transition period (May 6 – May 17), you do not need to move out by the Spring check-out deadline of May 6 at 12:00 pm. You will be added to our Late Stay Housing Roster and permitted to stay until Summer Housing begins on May 17. Students remaining on campus through the start of the summer semester will be required to move out of their spring assignments and into their summer assignments from May 17 – May 18. You must follow the check-out procedures below when you move out of your spring assignment and into your summer assignment.

I am living on campus for Summer, but will not be staying on campus during the Spring-to-Summer Housing Transition period. 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 Housing Transition period (May 6 – May 17), you will follow the same spring check-out procedures as all other students checking out of campus housing at the end of the spring semester. Please refer to the Spring Closing: Check-Out Deadline May 6 at noon section at the top of the webpage for your check-out instructions and deadlines.

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 7. 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.
  • 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.

You must 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. 

How do I return my residential key?

• DO NOT LEAVE your residential key in your room or with a friend/roommate/family member to be submitted after you leave. 
• DO NOT LEAVE campus with your residential key!  We do not allow students to mail back their key after checking out and leaving campus.

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

• Check-Out with an RA:
  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. 
• Check-Out at Residential Living and Learning at University Hall:
  Students who are unable to meet with their RA to complete the Check-out process may complete the Check-out at Residential Living and 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 a.m. – 4:30 p.m. 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 Residential Living and Learning when you checked into your assigned space, now is the time for you to notify the office staff so a lock change and/or key replacement may be ordered before you check out. Lost Key/Lock Change 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.