End of Year Residence Hall Closing Procedures 2024

The Office of Residence Life wishes you a great last couple of weeks of the semester and good luck with your finals! 

There is a change in how room keys will be accepted for return this year. No student is to leave keys in their rooms upon vacating campus. 

It is expected that you keep the following requirements in mind as you prepare to vacate campus housing this May.

• You MUST complete your electronic closing form when you vacate the campus, failure to do so will result in a $25 fine to your student account
• Failure to properly vacate campus will result in conduct sanctions and fines
• Residential 24-Hour Quiet Hours will begin at 11 pm on Sunday April 28th and last util 8am on Wednesday May 1st. 

Pertinent Information for Departing Campus

Vacating Campus:

Non-graduating students must vacate their room/apartment within 24 hours of their last scheduled exam, or no later than May 8th at 10:00 a.m., whichever comes first. 

Graduating students must vacate their room/apartment by May 12th at 10:00 a.m. 

End-of-Year Electronic Closing Form is open until 10 am on May 8th. This is mandatory for all students to complete. 

If a student needs to remain on campus later than 24 hours after their last final exam, no later than May 12th, they are required to request approval from the Office of Residence Life. This can be done by completing the Vacation Housing Request Form located on the Office of Residence Life Knightlife page, students must be logged in to Knightlife to access it. Students who do not receive approval in advance and remain on campus will be subject to student conduct and/or be charged a fee. 

Students are not permitted to reside on campus from 10 a.m. on May 12th through May 18th, this includes students who have been approved for summer housing. See below for more information on summer housing.

Required Closing Procedures:

• It is expected that residents clean their rooms and that all trash/recycling has been removed from the room.
• Return all original furnishings to the residence 
• Remove all personal belongings – any items left in the room after departure will be disposed of and students will be charged an excessive cleaning fee
• Turn off all lights within the room.
• Close window drapes and shut and lock windows
• Be mindful about packing your vehicles the night before you leave – it can be an invitation to thieves
• Students are required to complete and sign the electronic Closing Form and return their room keys to the Residence Life Professional staff. NO KEYS ARE TO BE LEFT IN ANY RESIDENCE. RAs will not collect room keys.
  • See specifications for key return below 

Failure to properly close your room, new damage, etc… may result in charges to your student account. Rooms will be inspected during closing. 

Key Return

Residential Room Keys:

All residential room keys are required to be returned to the Office of Residence Life upon departure from campus. Failure to turn in residence keys will result in a lock change fee charged to the student account(s). Residence Life will not accept mailroom keys, lab keys, or any non-residential keys. Keys will not be accepted by mailing them to our office. 

Students should turn in their room key through one of the following avenues:

• Bring the room key to Price Hall M-F open 8 am-4:30 pm and sign off with a staff member the key has been returned. We will have the following extended hours for room key drop-off:
  • Wednesday, May 1, 8 am-6 pm @ Price Hall 1003
  • Thursday, May 2, 8 am-6 pm @  Price Hall 1003
  • Friday,  May 3, 8 am-6 pm @ Price Hall 1003
  • Saturday, May 4, 8:30 am-3:00 pm @ Price Hall 1003
  • Sunday, May 5, 8:30 am-3:00 pm @ Price Hall 1003
  • Monday, May 6, 8 am-6 pm @ Price Hall 1003
  • Tuesday, May 7, 8 am-6 pm @ Price Hall 1003
  • May 8-10 normal business hours @ Price Hall 1003
  • Saturday, May 11, 8 am-4:00 pm @ Price Hall 1003
  • Sunday, May 12, 8 am-12:00 pm @ Price Hall 1003
• EXPRESS KEY DROP OFF – Drop the key off at Campus Safety and Security open 24/7. Dropping your key off at Campus Safety and Security you will complete documentation indicating that you are leaving the key through express drop off with Campus Safety & Security and give up the option to dispute fines related to non-recieved/turned in keys. 

Mailroom Keys:

If a student is not returning to Clarkson, they are required to turn in their mailroom key to the student mailroom located in the Student Center basement. Failure to return a mail key will result in a fee to their student account Students returning their mailroom keys will need to leave a forwarding address. Residence Life staff are NOT responsible for returning mailroom keys that are left in residential rooms.  Contact the Clarkson Mailroom for their hours by emailing studentmail@clarkson.edu or calling 315/268-6543.     

If a student is returning to Clarkson, they should keep their mailkey as it will be their mailkey for the duration of their time at Clarkson. 

Other University Keys (lab keys, office keys, club spaces, etc.):

Any other University keys, including lab keys, must be returned to the Office of Human Resources located on the first floor of Graham Hall between Monday and Friday from 8:00 a.m. to 4:30 p.m. or Campus Safety and Security in the ERC, open 24/7. To ensure that students are credited with returning their keys, they need to include their name and student ID# with the key. Questions should be emailed to clarksonhr@clarkson.edu.

Retrieval of Confiscated Items:

Any previously confiscated items can be picked up before vacating campus from Brian Moulton in Graham Hall, email him at blmoulto@clarkson.edu to coordinate. 

Dining Service Closure Schedule:

Any unused meal swipes or Declining Balance will not roll over from Spring to Fall.

Dining hall schedule changes for the end of the semester will be shared by Sodexo. 

Items Left in Residences:

Any items left in the residence after the building is closed by University officials will be removed and thrown out. The university will not store items or ship them. Students are invited to leave any unwanted items at the Take It or Leave It tents, see below. Any fees/charges for damage to the room, cleaning, item removal, or any missing furniture will be billed to students’ accounts who are assigned as occupant(s) of the room. As is indicated in the Student Regulations (X Residential Regulations, VI Damages), common area damage is charged to all residents when the responsible individuals are not identified.

Take it or Leave It Tents:

This year the Take It or Leave It Program runs from May 2nd to May 10th. Donations should be left at one of the tents set up by each residence hall building (beginning with the dorms and then moving to the apartments). A large tent will be set up on the south lawn of the ERC where donations can also be brought.

Summer Housing:

• Summer Housing is only available to approved students and runs from May 18 -August 2nd. Students cannot stay on campus outside of those dates regardless of the reason, please plan accordingly.
• Items cannot be left unattended on campus (no item storage). 
• Students can apply for summer housing by completing the Summer Housing Request Form located on the Office of Residence Life Knightlife page until May 10th. The student must be logged in to Knightlife to access it. Students will be notified of the approval or denial of their request within 72 (business) hours of submitting the request. Students who do not receive approval in advance and remain on campus will be subject to student conduct and/or be charged a fee. Prices for summer housing are TBD. Summer housing locations will be pre-determined based on the program/reason a student is staying on campus, housing will be mainly in Hamlin/Powers or Townhouses.
• The summer housing form on Knight Life is only for students who are not part of the designated summer programs, ex. hockey, CUPO, Honors, etc. Group Advisors are responsible for providing participant lists to the Office of Residence Life. 

Returning for the Fall ‘24 Semester

New students are required to follow their Orientation schedule and guidelines as it pertains to moving in. 

Returning student move-in begins at 8:00 a.m. on Saturday, August 24th. Students can move in on either Saturday, August 24th or Sunday, August 25th. Keys will be available for pick up at your residential area with your RA/HA. Classes begin at 8 am on Monday, August 26th. 

Returning students who are part of a University group, ie. athletic team, ROTC, SPEED team, hosting a Pre-Orientation event, etc., must have the coach, advisor, or leader of the group contact Residential Housing Manager, Emma Blaiklock at eblaiklo@clarkson.edu before July 1st, requesting permission to return early that includes a full list of participants.

Students who wish to request to come back early and are not affiliated with a University approved group may request to do so by completing the Early Arrival Request form located on the Office of Residence Life Knightlife page. If approved, there will be a $50 per day fee for each day the student stays on campus before August 24th. This will be billed to student accounts. We will bill students unless they indicate to us before their requested date that they are not going to be needed for early arrival. 

Students can be approved to return to campus early at no cost by signing up to assist with the Campus Move-In Crew! See below. 

MOVE-IN CREW

Sign Up for the Fall Move-in Crew! 

Please apply for the Fall 2023 Move-In Crew! Sign-ups will be accepted until Sunday, July 28th.  Fill out the brief form to sign up!  https://forms.gle/xYPAbsTYVEiTVvk6A More information is below.

Move-In Crew volunteers must have an infinitely friendly attitude, and the ability to smile (and smile, and smile!) even in the face of potentials like sweltering heat, rain, and fatigue.

Accepted crew members will be permitted to move onto campus no earlier than 8 a.m. on Thursday, August 22nd. If a student must request an earlier arrival, they may do so through the Office of Residence Life. If approved, the student will be required to pay a $50/night early arrival fee.

Move-In Crew will work on Move-In Day on Friday, August 23rd. Students in the Move-In Crew must be available for the full day from 9 a.m. – 5 p.m. as they will be assigned one four-hour shift for that day. We are unable to accommodate shift requests. If you are a no-show for the Move-In crew you will be charged a $50 fee. If you move into campus and you do not attend your shift you will also be charged $50. 

Crew members must read a mandatory training document that will be emailed to them over the summer. Each crew member will receive a free t-shirt unless they already have a shirt.

Applicants will be notified of their acceptance status via email by Friday, August 2nd.

Good luck with finals, enjoy the last few weeks of the semester, and have a great summer!

The Office of Residence Life