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Residence Hall Check-In and Check-Out Policy and Procedures

Purpose

The purpose of this policy is to outline check in and check out policies and procedures for those students residing in residence halls at Columbia College.

Scope

This policy applies to all Day Campus students residing in residence halls at Columbia College.  

Policy

Residence halls open and close as follows:

  • Rooms are contracted for the academic school year. Thanksgiving break, winter break, spring break and summer are not included.
  • Arrangements for housing during a break period may be made through Residential Life at an additional cost. Residents signed up to stay over break periods must attend a break housing meeting.
  • At the end of the semester residents are required to move out of the hall no later than 24 hours after their last scheduled exam.

Check-In/Room Condition Report (RCR)

Upon moving into a residence hall room, the student will be given a room condition report (RCR) form to complete and sign. The student’s room will be inspected by the Resident Assistant for any damages existing prior to the student’s arrival. It is the student’s responsibility to list any damages in the room on the RCR. If at any time during the year the student changes rooms, he or she must be sure to properly check out of the old room, complete and sign a new room inventory form for the new room. The information listed on the form is the basis for determining if damages are to be charged to the student at check-out. If a report is missing or incomplete, the staff will assume the room was in perfect condition at the time of check-in.

Hall Closing

Specific break periods as described below require the residence halls to close. Students may not remain in the residence hall without prior approval. Students seeking to remain in the residence hall during breaks may sign up for break housing for an additional fee. Students should note that no partial charges will be granted regardless of their length of stay during the break. Due to staffing considerations, students will not be allowed to host guests during this time without written consent of the Area Coordinator. The residence halls will be closed on the following dates:

              Thanksgiving: 6pm Friday, November 17 – 12pm Sunday, November 26

              Winter: 12pm Friday, December 15 – 12pm Saturday, January 6

              Spring: 6pm Friday, March 23 – 12pm Sunday, April 1

              Summer: Closing: 12pm Friday, April 27

Check Out

During closing periods, certain procedures must be followed to ensure the room is properly shutdown and vacated. Failure to adhere to these procedures may result in disciplinary action and/or a $50 improper check-out fee.

 

THANKSGIVING, WINTER AND SPRING BREAK CHECK-OUT

When checking out of a room for break:

  • Empty and wash any food containers.
  • Clean and unplug refrigerators (winter only).
  • Empty wastebaskets.
  • Disconnect all electrical appliances except fish tanks. Students must take fish.
  • Close and lock windows. Close blinds.
  • Turn off lights.
  • Lock door.
  • Do not turn off heating units, but turn them to low. Personal property shall not be placed near the heating units
  • Take home any personal items needed during the break

NOTE: Members of the Residential Life staff will enter student rooms to ensure the students have followed these procedures. 

 

ROOM CHANGES and CHECK-OUT (DURING SEMESTER)

Students should consult the Area Coordinator for moving procedures. If moving to another hall students must contact the Area Coordinator in advance to determine when they may move. All moves must be approved in advance by the Director of Residential Life or the Area Coordinator.  

 

When checking out of a room:

  • The Resident Assistant must inspect the room before the student leaves. Students should not ask a Resident Assistant to check them out until all students’ belongings are out of the room.
  • Students must sign the room condition report (RCR) form.
  • Students must turn in their key.
  • The room should be in the same condition as when the student arrived. Damages to the room will be billed to the student.
  • When students move their belongings to their new room/hall, they must complete a new RCR with a staff member.

 

RESIDENTS NOT RETURNING AT SEMESTER END/FINAL CLOSING IN MAY

Students should sign-up with the Resident Assistant as to the date and time the student will be checking out of the residence hall. The student must sign-up at least 24 hours in advance.

 

When checking out:

  • The Resident Assistant must inspect the room before the student leaves. Students should not ask a Resident Assistant to check them out until they have removed their belongings and the room is clean and free of trash and debris.
  • Students must sign the room condition report (RCR) form.
  • Students must turn in their key. If students are leaving Columbia College they must also turn in their student ID.
  • Damages to the room will be billed to the student.
  • Once the student is checked out, he or she is not to return to the room.
  • Complete a forwarding address card.
  • If the student fails to check out properly, she or he will be charged a $50 improper check-out fee.

 

 

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