End of the Semester Guide to Leaving Campus

Thank you for making Willamette University your home this academic year. We hope your stay was memorable, fun, and supportive. Below you will find information about move-out and end-of-year hall closing procedures. If you have any questions, make sure to contact your RA, Residence Life Coordinator, or the Residence Life and Housing office at housing@willamette.edu

Residence Halls close on Thursday, May 9, 2024, for Non-Graduating Students

Non-Graduating Students

All non-graduating students staying in residence halls and apartments must vacate their space and return their key within 24 hours of their last final exam OR Thursday, May 9, 2024, at 12:00 pm, noon, whichever comes first. Card access will be deactivated at this time. Instructions for returning your key are found below.

Graduating Seniors

Graduating students may remain in their living space until noon on the day after graduation. Graduating seniors must vacate their living space and return their key by May 20, 2024, at 12:00, noon.

Extended Spring Housing for Students Participating in Commencement

Any student required to stay to participate in Commencement may extend their stay in their existing space. All students who are approved for extending housing because of graduation must vacate their space and return their key by 12:00, noon, the day following the graduation ceremony, May 20, 2024. Card access will be deactivated at this time. If you are requesting to stay late, you must complete the Late Stay application located on the WU Housing portal.

Campus storage

On campus storage is not available to students. The university has contracted with Campus Storage, LLC as a preferred storage provider. Campus Storage information can be found on their website or by calling 1-877-992-2678.

Check-Out Procedures & Closing Check-List

Students are responsible for leaving their living spaces move-in ready prior to checking out of their room.

Move-Out To Do List

  • Unplug, defrost, and clean your refrigerator 24 hours prior to your move
  • In apartments, wipe down and empty all appliances, drawers, and cabinets
  • In residence halls, wipe down and empty all drawers, and storage areas
  • Remove personal items from walls, windows, and doors
  • 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 or properly dispose of personal furniture items, (rugs, futons, chairs, etc.) Residence Life and Housing cannot store belongings during the summer months
  • Remove all personal items from your room; any items left behind will be disposed of
  • Floors and furniture surfaces should be cleaned
  • Report any maintenance or facilities issues prior to moving out

All rooms will be inspected by Residence Life and Housing staff. Additional information on how to prepare your room to be move-in ready, can be found on the Residence Life and Housing closing information page. Staff may assess a cleaning fee for those rooms left in bad condition, have sustained damage, or have missing furniture or damaged appliances. To avoid fees, we advise that you leave your space in its move-in condition. You will be considered checked out when you receive a confirmation email from Residence Life and Housing.

Returning Your Room Key

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.
  • Place your key in an official key drop-off location. See all key return locations below.
  • NOTE: This process is for housing keys only - MAIL KEYS MUST BE DROPPED OFF AT THE MAIL CENTER.

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 11, 2024 (Monday, May 20, 2024 for graduating/approved late stay students).

Key Return Locations

  • Eastside
    • Baxter Community: 1st floor by the common area
    • Matthews Community: 1st floor by the North entrance to Matthews Hall
  • Kaneko
    • Kaneko Commons: Across from the Kaneko 103 office
  • Westside
    • Lausanne: 1st floor near the main staircase
    • Doney: 1st first floor near the main staircase
    • Lee/York: 1st floor across from the kitchen
    • UAPS: 1st floor near the vending machine

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
  • Damage to structure or furniture = market price + labor costs
  • Abandoned property

How to Defrost your Refrigerator

These instructions were given to us by a student for students, as it's likely to be a new experience.

  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.
  1. Storage
  2. Cleaning Responsibilities/Trash/Recycling
  3. Safety
  4. Keys
  5. Maintenance/Cleaning Charges
  6. Food Service
  7. Quiet Hours During Finals

1. 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.

2. Cleaning Responsibilities/Trash/Recycling

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

3. Safety

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.

4. Keys

Your room/apartment key is to be returned using the checkout envelope. Failure to return your key at checkout will result in a $100 charge to re-key the lock and issue new keys.

5. Maintenance/Cleaning Charges

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

6. Food Service

Meal plans and flex dollars expire after the last meal service which is brunch on Saturday, May 9, 2024. 

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

7. 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 summer!

Willamette University

Residence Life and Housing

Matthews Academic Commons
900 State Street
Salem Oregon 97301 U.S.A.
Phone: 503-370-6212
Fax: 503-370-6709
Hours: M-F, 8 AM - 5 PM (PST)

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