Guide to Winter Break Closing

We hope that your living experience has been enjoyable and productive. December is a busy time of the year. It is important that you pay close attention to the information provided below. Students will be held accountable for leaving their residences in order and closing the buildings safely.

Winter Break: Residences Close on Sunday, December 15, 2019 at 12:00 noon

Residence halls1 and sorority houses are closed for Winter Break which is from Sunday, December 15, 2019 - Sunday, January 19, 2020. Students are responsible for leaving campus within 24 hours of their last final exam, or by noon on Sunday, December 15 - whichever date is earlier. Please make arrangements to be out of your residence according to your final exam schedule.  Take everything that you may need with you (e.g. medicine, credit cards, snowboard, holiday gifts, passport, etc.), as there is no access to residence halls or sororities during Winter Break.  Also, please make arrangements for plants and fish to be cared for off-campus.

RAs will provide information for their residents on what to do before campus closes for Winter Break. This may be in the form of a hall/wing meeting, email, or bulletin board posting. If you have questions regarding your responsibilities, please contact your RA.

1 The University Apartments, Doney First Floor North Apartments, Lee Apartments, and the Kaneko Apartments do not close over Winter Break.

Going home for break and returning to the same room in the spring?  Here is your to-do list.

If you are returning to the same room in the spring, you may leave your belongings there.  If you brought a bike to campus, make sure it is secured inside of your residence and secured during the break.  The University assumes no liability for personal property at any time.

  • Remove all food from the room and mini-fridge.
  • Clean out your mini-fridge, but do not unplug it.
  • Unplug any electrical appliances (except mini-fridges).
  • Close your window blinds.
  • Lock the windows and door.

Moving Out after Fall Semester?  Here is your to-do list.

Winter graduates, spring study abroad students, ASP students, anyone who is moving out after the fall semester or not returning to the same fall room assignment should use the check list below for move-out instructions.

  • Clean and vacuum your room/suite/apartment. Look for the cleaning poster for tips on cleaning private bathrooms and apartment kitchens. Spaces must be "move-in ready" to receive your cleaning deposit back/avoid cleaning charges.
  • Before the closing deadline, pack and make arrangements to store your belongings if you are leaving Salem. RAs have storage labels. You can store up to two boxes on campus, space limited.
  • Return all room/suite/apartment items to their original place/condition.
  • Schedule a check-out time with your RA.
  • Take your trash out to the dumpster.
  • Check-out with your RA.
  • Return your keys to your RA.
  • If you are leaving the University, return your mail box key to the Mail Center and provide a forwarding address.

Important Spring 2020 Opening Dates

  • Mon, January 13:  Law and MBA classes begin
  • Thurs, January 16:  Sororities with designated chapter housing open at 12:00 noon
  • Sun, January 19:  Residence halls open at 12:00 noon
  • Sun, January 19:  Food service opens for dinner at Goudy
  • Tues, January 21:  CAS classes begin
  • Fri, January 24:  Last day to change meal plans for Spring semester
  1. Apartments
  2. Quiet Hours, Study Days, & Finals
  3. Dining Service
  4. Holiday Decorations
  5. Safety & Security
  6. ASP Students Departure Date
  7. How to Check-Out if You are Changing Rooms
  8. How to Check-Out if You are Leaving after Fall Semester
  9. Extra Trash
  10. Parking
  11. Facilities Maintenance During Winter Break
  12. Administrative Office Hours during Winter Break
  13. How to Check-In Spring Semester

1. Apartments

The University Apartments, Doney First Floor North Apartments, Lee Apartments, and the Kaneko Apartments do not close over Winter Break.

If you leave for any period of time but will be returning for the spring semester, follow the same procedures listed for the residence halls, and do not defrost your refrigerator over the break.

If all occupants are moving out at the end of the fall semester, the apartment must be in "move-in ready" condition at check-out for everyone to receive their cleaning deposit back. There are no partial cleaning deposit refunds.


2. Quiet Hours, Study Days, & Finals

Quiet Hours will begin on Friday, December 6. A relief hour will occur every day from 6-7 p.m. During that time residents must still abide by the Courtesy Hours policy. No events or activities other than study breaks are to occur during this period. Please note that final exams for the Law School start on December 4.

  • Mon-Fri, December 4-13:  Law Final Exams
  • Sat and Mon, December 7 and 9:  CAS Study Days
  • Tues-Sat, December 10-14:  CAS Final Exams
  • Tues-Fri, December 17-20:  MBA Final Exams


3. Dining Service

As is customary for the Friday of Finals week, a special board plan dinner will be served at the Kaneko Cafe on Fri, December 13 for students who have Saturday finals. Dinner will be served from 5:00 - 7:30 p.m. Please note that Goudy will not be open on Fri, December 13 for dinner. On Saturday, December 14, Goudy will be open at 7:00 a.m. for students to purchase continental breakfast with their dining plan points before going to their finals at 8:00 a.m.

  • The last meal served at Goudy for the fall semester will be brunch on Sat, December 14.
    • For students with final exams on Sat, December 14, remember that boxed meals (sandwich, chips, whole fruit, cookie, and canned soda or bottled water) can be arranged for pick up at brunch. Please contact Bon Appétit in advance to request a boxed lunch by emailing tmatte@willamette.edu by Tues, December 10 at 5 p.m., then pick up will be Sat, December 14 before 1:30 p.m.
  • The first meal served at Goudy for the spring semester will be dinner on Sunday, January 19.
  • Don't forget, dining plan points roll over to the spring semester!


4. Holiday Decorations

Live decorations such as trees, holly, and wreaths are not allowed in student rooms/apartments. The use of candles is not permitted. Electrical cords and light cords cannot be stapled up, run under doors, across hallways, or anywhere they can be pinched, broken, and shorted out. Only use approved power strips. We recommend small fire-safe artificial trees, ornaments, and door decorations. Please remove all decorations from your room/residence apartment before you leave for Winter Break. Housekeepers are not responsible for removing decorations from common areas. Those that are not taken down and properly disposed of will be removed and the student or residence responsible will be charged for the service.


5. Safety & Security

When packing up your car to leave for Winter Break, please be mindful of not leaving valuables in your car overnight. Packed cars with belongings in plain sight are an invitation for theft. Keep doors to residence halls and sorority houses locked. Do not prop open an outside door while you are taking things to your car. Propped doors put the entire community at risk to unwelcome visitors.


6. ASP Students Departure Date

ASP students leave Sat, December 14. ASP students schedule appointments to inventory their room with their RA on Friday, December 13. ASP student housing keys should be returned as instructed to TIUA staff.

We have enjoyed having you as a part of the Willamette community. Best wishes as you continue your studies at TIU.


7. How to Check-Out if You are Changing Rooms

If you have received approval from your Area Coordinator to move to another room/apartment, make an appointment with your RA to inventory your space, turn in your key, and put your belongings in storage by 12:00 noon, Sun, December 15. Coordinate with your RA for access to storage in your residence hall. For your protection, it is important for you to log into your Bearcat BnB to review your Room Condition Report upon Check-Out of your space, noting if any charges are being assessed for damages. Failure to check out with your RA will result in a $50.00 improper checkout fee.

You are responsible for cleaning your room/apartment for the next occupant (see check list below). You are expected to leave your room/apartment in "move-in ready" condition. This includes, cleaning, vacuuming, removing all trash to the dumpster outside, returning all items to their original place/condition, making a check-out appointment with your RA, returning your key at check-out, giving the Mail Center a forwarding address (if you are leaving the University). Failure to follow cleaning instructions will result in a cleaning fee or loss of your cleaning deposit in the apartments.

If you move/leave the University at Winter Break and do not return your key, you will be charged $100.00 to change the lock for the security of the next resident.


8. How to Check-Out if You are Leaving after Fall Semester

If you are graduating or not returning to Willamette University after the fall semester, make an appointment with your RA to inventory your room/apartment and turn in your key to your RA by 12:00 noon, Sun, December 15. For your protection, it is important for you to log into your Bearcat BnB to review your Room Condition Report upon Check-Out of your space, noting if any charges are being assessed for damages. Failure to check out with your RA will result in a $50.00 improper checkout fee.

You are responsible for cleaning your room/apartment for the next occupant (see check list below). You are expected to leave your room/apartment in "move-in ready" condition. This includes, cleaning, vacuuming, removing all trash to the dumpster outside, returning all items to their original place/condition, making a check-out appointment with your RA, returning your key at check-out, giving the Mail Center a forwarding address (if you are leaving the University). Failure to follow cleaning instructions will result in a cleaning fee or loss of your cleaning deposit in the apartments.

If you move/leave the University at Winter Break and do not return your key, you will be charged $100.00 to change the lock for the security of the next resident.


9. Extra Trash

Garbage bags will be distributed by RAs for students to take trash out of their living spaces before Winter Break. It is your responsibility to take your trash and decorations out to the dumpsters. If a University staff member has to dispose of trash, the hall and its residents are subject to charges.


10. Parking

The parking regulations will be modified during finals week to allow for loading items into vehicles as students leave for Winter Break. Parking in otherwise restricted areas will be allowed for a maximum of 15 minutes for the purpose of loading your vehicle. Under no circumstances is driving or parking on the grass or other landscaped areas permitted. If you have questions call Campus Safety at 503-370-6911.


11. Facilities Maintenance During Winter Break

University staff members will be entering student rooms/apartments during the beak for the following reasons: (1) to ensure that windows are locked and all electrical equipment is unplugged (except refrigerators in apartments); (2) to complete work orders submitted to the University prior to semester break; and (3) in an emergency (e.g., broken water pipe, heating failure, fire). If any policy violations are found, they will be addressed accordingly.


12. Administrative Office Hours during Winter Break

All administrative offices are closed Mon, December 23, 2019 through Fri, January 3, 2020. Offices will reopen on Mon, January 6, 2020 at 8:00 am. Selected offices are open Sun, January 19. Housing and Conferences office hours are 12:00-5:00 p.m.


13. How to Check-In Spring Semester

If you have a new housing assignment for spring semester, come to Housing & Conferences (Matthews Academic Commons) to pick up your key. Office hours are 12:00-5:00 p.m., Sun, January 19. Students returning to the same room/apartment may go directly to their hall.


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