Moving Out

Checking Out During The Semester

Students who are checking out of their room in the middle of the academic year should complete all items on the Move-Out To Do List and return your key following any instructions communicated by Residence Life and Housing. Typically this includes returning your key directly to the Residence Life and Housing office. Failure to return your key will result in a fee. 

Students who have signed a year long housing contract and leave campus will be assessed a Contract Cancellation fee. 

RESIDENCE HALLS CLOSE FOR SPRING ON SATURDAY MAY 9TH AT 12PM

Students who are participating in commencement activities or otherwise need to request a Late Stay should complete the required form in their Housing Portal. 

Check Out

Students moving out are responsible for leaving their living spaces move-in ready prior to checking out of their room. All rooms will be inspected by Residence Life and Housing staff. Staff may assess a cleaning fee for those rooms left in bad condition, have sustained damage, have missing furniture or have damaged appliances. To avoid fees, we advise that you leave your space in its move-in condition.

• MOVE-OUT TO DO LIST
  • Unplug, defrost, and clean your refrigerator 24 hours prior to your move
  • Remove or properly dispose of personal items. Residence Life and Housing cannot store belongings during the summer months
  • Floors and furniture surfaces should be cleaned
  • Remove personal items from walls, windows, and doors
  • Wipe down and empty all appliances, drawers, cabinets, and storage areas.
  • Remember to close windows, open blinds, and lock your doors before departure
  • All university-issued furniture should be accounted for prior to your departure
  • Remove all personal items from your room; any items left behind will be disposed of
  • Report any maintenance or facilities issues prior to moving out
• RETURNING YOUR KEY

  Key return envelopes will be given to all students vacating their living spaces. If you have lost or misplaced your key envelope, stop by the Residence Life and Housing office to pick up a new key return envelope.

  Follow the instructions below to return your key:

  • Complete the information on the outside of the envelope in its entirety.
  • Place your key inside the envelope and seal the envelope securely.
  • Return your key to the office of Residence Life and Housing. If you are leaving during non-business hours, contact Residence Life and Housing for instructions on where to take your key.
  • NOTE: This process is for housing keys only - MAIL KEYS MUST BE DROPPED OFF AT THE MAIL CENTER (if you're not returning).

  After your key is returned, you will receive an email notification confirming that you have been officially “checked out.” Keep this receipt for your records. Due to the large volume of key returns, notification emails may be delayed for up to one week. Residents will be assessed a $100 fee per key for any keys that are not returned by Saturday, May 9, 2026.

  Mail Key Instructions

  • If you are leaving the university, return your mail box key to the Mail Center and provide a forwarding address
  • The mail key drop box is located on the the first floor of the UC, by the Mail Center
  • If you are returning and you have mail delivered to the university, give the Mail Center your summer mailing address

  After a student vacates their room, it will be inspected by a Residence Life and Housing team member for damage and any additional cleaning that may be needed. Any damages or extra cleaning charges exceeding the cleaning and damage deposit will be charged to the student's account.

  Charges may include:

  • Lock change fee/key not returned $100
  • Extra cleaning charges $50/hour minimum
  • Damage to structure or furniture = market price + labor costs
  • Abandoned property

Other End of the Year Information

 The end of an academic year can be a hectic and exciting time. Students are completing projects, taking finals, and preparing to move out of their room. Please plan ahead to make sure that there is a plan to successfully complete the semester.

• Storage
  Storage is not available in the residence halls. The university has contracted with Campus Storage, LLC as a preferred storage provider. Campus Storage information can be found on their website at https://www.campusstorage.com/, or by calling 1-877-992-2678.
• Quiet Hours During Finals

  24-hour quiet hours are in effect during study days and exam periods. During this time, all residents are expected to continue to adhere to university policies. Even though your finals may be done, your neighbors still may be preparing for final exams.

  Campus policies remain in effect throughout finals, closing, and checkouts. Good luck on your finals and have a safe and enjoyable break!

• Defrosting A Refrigerator
  1. Remove all food and unplug the fridge. If you have food you want to keep refrigerated, place it in the common area refrigerator with your name on it.
  2. Keep the fridge (and freezer, if you have a separate one) door open! This is super important as keeping the door closed will hold in the cold air. Keeping it open will allow the ice to melt.
  3. Put a towel/old tee shirt under your fridge to catch any water and prevent any water from soaking into the carpet. Wet carpet will grow mold and mildew. Check the towel/tee shirt occasionally to make sure it's not totally soaking wet - wring out if necessary, or get a new towel/tee shirt.
  4. If your refrigerator has a built-in freezer compartment rather than a separate freezer, place a tray (it comes with most mini fridges, but if not, a big bowl should work fine) under the freezer compartment to catch the melting ice and water.
  5. If you have a separate freezer (2-door fridge), use a towel or old shirt to soak up the melting ice and water.
  6. As the ice melts, pull out large chunks of ice to limit the water dripping out and speed up the process. Do not poke the ice or try to puncture it with a sharp object. If you puncture the wall of the freezer/refrigerator, the refrigerator won't work anymore.
  7. Wipe your refrigerator with disinfecting wipes or isopropyl alcohol and paper towels to clean up food remnants and any excess water. This is super important to make sure mold does not grow while your refrigerator is in storage.
  8. Let your refrigerator stay open for about an hour or so if you can to let any remaining water dry out.
  9. If you have tape, tape the door shut so it does not fly open when you move it. Also, tape the cord to the back of the refrigerator so it does not become a tripping hazard while you move the refrigerator.
• Cleaning Responsibilities/Trash/Recycling

  Living spaces, bathrooms and common areas are to be left clean and move-in ready for the next occupant.

  Large dumpsters are placed around campus during the Move Out period. Information about your closest dumpster can be found in your residence halls. 

  If it is necessary for university staff to clean a space, a minimum $50 cleaning fee will be assessed. If extra cleaning is needed in the hallway or bathroom, each resident will be charged. Remember to clean the closets, floor, ceiling, walls, doors, and furniture, including all drawers and shelves. Students should remove all personal belongings from their living spaces, bathroom, laundry room, kitchen, and common area. Items that are left behind will be thrown away or donated at the student's expense.

• Food Service

  Dining plans expire after the last meal service which is brunch on Saturday May 9th. Flex dollars expire at the same time which is the end of the academic year. 

  Please return any dishes, flatware or glasses that may have made its way into your living space to Goudy before leaving campus.

• Safety Reminders
  In an effort to care for one another and our shared community, please do not prop open doors to rooms and/or buildings while moving belongings. Please close and lock your windows and doors prior to departing.
• Keys

  Key return envelopes will be given to all students vacating their living spaces. Follow the instructions below to return your key:

  • Complete the information on the outside of the envelope in its entirety. If you have lost or misplaced your key envelope, stop by the Housing and Residence Life office to receive a new key return envelope
  • Place your key inside the envelope and seal the envelope securely.
  • Return your key to the office of Residence Life and Housing. If you are leaving during non-business hours, contact Residence Life and Housing for instructions on where to take your key.
  • NOTE: This process is for housing keys only - MAIL KEYS MUST BE DROPPED OFF AT THE MAIL CENTER (if you're not returning).

  After your key is returned, you will receive an email notification confirming that you have been officially “checked out.” Keep this receipt for your records. Due to the large volume of key returns, notification emails may be delayed for up to one week. Residents will be assessed a $100 fee per key for any keys that are not returned by Saturday, May 9th at 12pm.

Cleaning Fees and Deposits

Residence Life and Housing inspects all rooms after check out. 

If it is necessary to repair damages in a living space, maintenance charges will be assessed at market rate for materials and labor. If it is necessary for university staff to return a space to 'move-in ready' condition, residents will be billed for the required time and supplies. A minimum charge of $50.00 will be assessed for all cleaning necessary. Damages totaling less than $300 will be removed from the Cleaning Deposit. Damages above $300 will result in an additional fee on your student account.

For a list of common charges and the cost of estimates, please contact housing@willamette.edu.

We aim to have cleaning deposits returned to students by June 1st each year.