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Checkout Guide

No matter when you want to leave (checkout of) University Village, this guide will help you understand the checkout process and how to complete it properly.  While we are sad to see you leave, we also want to help make that process as smooth as possible!

Please read over all of the following to ensure you have a smooth checkout process!

Residents Moving Out of the University Village: You are responsible for thoroughly reading and understanding the expectations outlined in this University Village Checkout Guide as well as any/all communication that is sent to your PNW student email and/or given during your Final Floor Meeting. If you have roommate(s) who will be checking out after you, the expectations listed below do not change. All your personal belongings should be removed and all areas should be thoroughly cleaned and free of debris at the time of inspection. We expect you to work with your roommates to accomplish this task.

Please note, most information below applies to a spring/end of semester checkout process. Not everything below will be available to you depending on the date/time of your checkout. For questions, please email housing@pnw.edu and we will be happy to guide you through the checkout process. 

Important Dates

  • All Non-Summer Residents Move-out Date — Saturday, May 4 by 5 p.m.
  • Extended Stay Approved Residents Move-out Date** — Wednesday, May 8 by 5 p.m.

*If you need to stay after Saturday, May 4 at 5 p.m., please submit an extended stay application by Wednesday, May 1 at 12 p.m.  Due to the busy season that moveout and Spring-to-Summer transition is, please do not expect a response until Thursday, May 2.

Date
April 7 to 12MANDATORY: Attend the Final Floor Meeting to learn how to check out properly. You can attend ANY floor meeting! Check your email for details!
April 22Start signing up for a checkout time at the Front Desk of Griffin Hall.
April 2724-Hour Quiet Hours Start at 11:00 p.m.
May 4All Residents that do NOT have a summer contract must check out by 5:00 p.m.
May 424-Hour Quiet Hours End at 11:00 p.m.
May 4Summer Health and Safety Inspections will be conducted starting at 5:00 p.m., with no 24-hour follow-ups!
May 4Griffin Hall Summer Residents start moving to Peregrine Hall.
May 8Last day for all extended stay residents to move out by 5:00 p.m.
May 10Summer Residents must be finished moving to Peregrine Hall by 12:00 p.m.

Anyone who needs to stay past Move Out Day (May 4), will need to submit a Late Stay Request. Because your Housing Contract ends on Moveout day, you will need to request to stay in your room longer and possibly pay an Late Stay fee of $30.00 a day.

Please submit your Late Stay Form by Wednesday, May 1 at 12 p.m.

*Please note, not all requests will be approved.

You will not be able to stay in your current room past Wednesday, May 8 by 5 p.m. If you need to stay past this date, please be sure to note this in your Late Stay Request. Please know, you may be asked to move to a summer room (in another building) or sign up for a Summer Contract.

If you are not pursuing a post graduate education at Purdue University Northwest and you have sign up for the summer, it is your responsibility to fill out a Housing Contract Release Petition Form and attach documentation that supports your graduation (i.e. letter from your advisor, etc.) and submit it at least 10 days before the end of the semester. If you have any questions, please contact housing@pnw.edu.

If you are graduating, you will not be allowed to continue to live with us in the summer UNLESS you are registered for graduate classes in the Fall 2024 semester. We are not able to keep anyone on campus with us unless you are a registered student (in at least one class).

Because graduation will take place AFTER move out day this year, ALL GRADUATING STUDENTS need to submit an extended stay application by Wednesday, May 1 at 5 p.m.

If you have signed a Housing Contract for the 2024-2025 year but will not be returning to PNW in the fall, it is your responsibility to complete a Housing Contract Release Petition Form here and attach documentation that supports your withdrawal (i.e. letter from your advisor, acceptance letter from your new institution) and submit it at least 10 days before the end of the semester. If you have any questions, please contact housing@pnw.edu.

The Official Check-Out Process:

  1. Residents should know their finals schedule and plan to checkout 24 hours after their last final.
  2. Residents will then need to visit or call the FRONT DESK of Griffin Hall (number below) to schedule an official check-out time which must occur 24 hours from the date of their last final. Failure to schedule a checkout time may result in an improper check-out fee of $50.00. This must be done 24 hours in advance of your checkout date/time. 
    • Griffin Front Desk (219) 989-4150
  3. Residents may schedule check out appointments starting Monday, April 22. You can check-out anytime between the hours of 8 a.m. and 11 p.m. each day starting on Saturday, April 27. Each check-out will be scheduled for 20 minutes, please make sure you sign up for a time that you will not have to rush through.
  4. Residents will need to communicate with their roommates to determine who will clean which part of the common areas (kitchen, living room, vanity/bathroom areas). Each roommate should do their part to ensure the last person to leave the apartment will not have to clean up after anyone. Please review our Cleaning Process Outline to help you ensure your apartment is clean and ready for an RA to inspect during your checkout time.
  5. Residents should have everything cleaned and ready by their check out time. The RA will meet you AT YOUR ROOM at the time you signed up for. They will look at all areas of your apartment and record any damages or extra cleaning that is needed. You will then go with them to the front desk to sign your checkout agreement, check your mailbox, return your mail key and have your HRE Access Card erased (you will also be removed from the Housing Group on My PNW Life).
    • If you are the last resident to leave the apartment, the RA will go to your apartment to see if there are any trash/items left. If there is anything left, you will be asked to remove them. Failure to do so will result in an extra cleaning charge. Please work with your roommates to ensure everything is clean and taken care of before they leave.
    • Anything found in the kitchen/living room/vanity/bathroom by our staff AFTER you check out, will be thrown away/donated immediately.
  6. Residents should complete a FORWARDING ADDRESS FORM to ensure their deposit is sent to the right address.
  7. Set up Direct Deposit to receive your refund for the housing deposit (if eligible).  Using the direct deposit method to receive refunds in lieu of paper checks will ensure faster access to funds. The electronic process is also more secure and will eliminate the possibility of a check being lost in the mail. Click HERE for instructions.
  8. Residents are then free to leave and have a great summer!

The following tasks MUST be completed in order to have a successful check-out:

  • You will be allowed to check-in move-out guest to assist with your move. They must have follow our guest process.
  • Carts will be available at each Front desk to check out. You must leave a state issued photo ID at the front desk and sanitize the cart upon return.
  • Complete a FORWARDING ADDRESS FORM to ensure their deposit is sent to the right address.
  • Set up Direct Deposit to receive your refund for the housing deposit (if eligible).  Using the direct deposit method to receive refunds in lieu of paper checks will ensure faster access to funds. The electronic process is also more secure and will eliminate the possibility of a check being lost in the mail. Click HERE for instructions.
  • All personal belongings need to be removed from the kitchen and bathroom areas.
  • Your bedroom must have the furniture wiped down, put back in its original place, areas must be dusted, free of garbage, the walls need to be free of debris.
  • Trash needs to be removed and placed in the appropriate dumpster OUTSIDE. If a dumpster is overflowing, please find another dumpster.
  • Please review our Cleaning Process Outline to help you ensure your apartment is clean and ready for an RA to inspect during your checkout time.
  • All common areas (bathroom, kitchen, appliances, living room, etc.) need to be fully cleaned (inside and out).
  • Stop by or call your front desk to sign up for a checkout time 24 hours in advance of the time you want to checkout

Cleaning:
Want some help with this? Click here to see our Cleaning Tips and Tricks!

Storage Help:

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Graphic for Dorm Room Movers. Graphic is broken into 6 sections: 1. Sign up online or over the phone 2. We'll send you packing supplies 3. Pack your stuff in our boxes or out 4. Our insured movers pick up your stuff 4. We store or ship whatever you need 6. We deliver to your new residence

Get Started

Final inspections and repairs of all rooms are conducted by the University Village Maintenance and Custodial Staff after all check-outs have been completed. They are responsible for assessing any damage/repair charges. Those charges are reported to Housing and Residential Education Administration. Charges are then placed on the appropriate student account. Resident Assistants do not assess/determine damage/cleaning charges.

Please be patient with this process, it will take 6-8 weeks after our last move out date to complete. Due to the large amounts of move-outs happening at this time, this process will take longer than usual. 

All deposits will be held until room inspections can be completed. PLEASE MAKE SURE YOU FILL OUT THE FORWARDING ADDRESS FORM THAT WILL BE SENT TO YOUR PNW EMAIL WHEN YOU CHECK OUT, THIS IS WHERE YOUR DEPOSIT WILL BE SENT!

Peregrine Hall Summer Residents With Roommates Who Are Checking-Out

You are responsible for working with your roommates to ensure that the bathrooms, kitchens, and common areas of your apartments are cleaned as if you were moving out as well. This is an expectation because your roommates will be checking out and these items will be checked. If there are any damages or cleaning charges assessed to any common area, kitchen, or bathroom space, the charge(s) will be applied to everyone assigned to that apartment.

You will be receiving a roommate starting Saturday, May 4, so you will need to make sure your apartment is in a good condition and will make your new roommate feel welcomed.

To ensure this happens, Housing Staff will be conducting Health & Safety Inspections on Friday, May 3, 2024 starting at 10 a.m.

Make sure your bathroom, vanity area and common areas are clean, floors are clear and clean, and all surfaces are free of all food and trash. Any room that is not ready to receive a roommate will be documented and fined. There will NOT be any 24-hour follow ups as this is a very short timeline and you are being given ample time to prepare your apartment.

Residents must work together to make sure the apartment suite is ready for checkout. It is also highly encouraged that any repairs be reported through a work order before the checkout process begins. You can place your work order at your front desk at any time of day.

Possible Charges

Alert sign

Failure to comply with the preparation checkout list (above) may result in additional charges to the resident’s student account. We expect for the apartment suite to be returned in excellent condition. Residents may receive charges for additional damages not previously recorded in the online Room Condition Report upon move-in.

  • The bedroom is the individual resident’s responsibility. Any damages in the bedroom will be their responsibility regardless of who caused the damage.
  • The common areas of the apartment suite are the responsibility of all assigned occupants. Any damage costs in common areas will be divided among the residents of the suite unless administration is informed by the responsible individual. If no one comes forward to own the responsibility for the damages caused, the damage costs will be divided up among the assigned occupants.
  • Failure to move out in a timely manner will result in prorated charges, an improper check out fee, and be forced to vacate the University Village community. If a resident is forced to vacate, the Department of Housing and Residential Education will de-activate key cards, change locks, and store personal belongings to expedite the turnover process of the room. Please note, the resident will be charged for the packing and storage of any personal belongings left.

If your student account is assessed any damage/repair charges and you wish to contest any of the charges, you may submit an appeal by following these instructions:

  • Fill out the Housing Charges Appeal form
  • Appeals will be reviewed on a weekly basis, however, we ask that you allow at least four weeks for an Appeals decision to be made.
  • Please note that if you are not responsible for damages within your apartment, the responsible party must come forward and accept responsibility before you can be found not responsible.
  • Also note that you are responsible for the charges on your account until a decision has been reached regarding your appeal. Do not wait for an appeal decision to be made before paying your charges.

Reminders

  • Residents need to return their mailbox key and HRE Access Card during their check out appointment.
  • Any items that are left behind in the kitchen/living room/vanity/bathroom areas after checkout, will be donated immediately.
  • Any items of value that are left behind in bedrooms, will be stored for 30 days. If these items are not picked up within the 30 days, they will be donated.
  • We DO NOT offer any storage. You must take all of your items with you upon checking out.
  • Set up Direct Deposit to receive your refund for the housing deposit (if eligible).  Using the direct deposit method to receive refunds in lieu of paper checks will ensure faster access to funds. The electronic process is also more secure and will eliminate the possibility of a check being lost in the mail. Click HERE for instructions.
  • Residents need to complete a forwarding address form which will be sent to you via email when you check out.
    • Your mail will be forwarded for 2 months, after that time, we will return everything to the sender.
    • Bulk mail, magazines, and many discounted-rate postage classes cannot be forwarded due to United States Postal Service regulations. Please note that we cannot forward mail to International addresses.
    • Residents leaving the community may not forward their mail to a University Village address.
    • To improve the speed of our forwarding process, be sure to change addresses for the following commonly forgotten senders:
      • insurance providers
      • banks/credit card companies
      • magazines
      • student loan providers
      • cellular phone providers

Thank you in advance for your cooperation. Please feel free to contact your RA or our professional staff with any questions.

Good luck with finals!