UV Checkout Guide: Spring 2021

As the end of the semester gets closer and closer, many of our residents will be leaving us and checking out.  While we are sad to see you leave, we also want to help make that process as smooth as possible!

Please read over the following to ensure you have a smooth checkout process:

Important Dates

  • All Non-Summer Residents Move-out Date — Saturday, May 8 by 5 p.m.
  • Extended Stay Approved Residents Move-out Date** — Saturday, May 15 by 5 p.m.

*If you need to stay after Saturday, May 8 at 5 p.m., please submit an extended stay application by Wednesday, May 5th at 5 p.m.

April 26 Start signing up for a checkout time at the Griffin Front Desk!
May 1 24 Hour Quiet Hours Start at 11 p.m.
May 8 All Residents that do NOT have a summer contract must check out by 5 p.m.
May 8 24 Hour Quiet Hours End at 11 p.m.
May 12 Griffin Hall Summer Residents start move to Peregrine Hall
May 15 Last day for all extended stay residents to move out
May 10 Summer Health and Safety Inspections will be conducted starting at 10 a.m., no 24 hour follow ups!
May 17 Summer Residents must be finished moving to Peregrine Hall by 5 p.m.

Residents Moving Out of the University Village

You are responsible for thoroughly reading and understanding the expectations outlined in this University Village Check Out Guide. 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.

Special Notice to Residents Graduating in May:

If you are not pursuing a post graduate education at Purdue University Northwest and you have an Annual Contract, it is your responsibility to fill out a Housing Contract Release Petition Form here: https://www.pnw.edu/housing/forms/ 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 Jacqueline Chambers, Housing Operations Coordinator, as soon as possible (chamb101@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 2021 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 GRADS need to submit an extended stay application by Wednesday, May 5th at 5 p.m.

Residents Transferring / Withdrawing from Purdue Northwest

If you will no longer be a student at Purdue University Northwest and have an Annual Contract, it is your responsibility to complete a Housing Contract Release Petition Form here: https://www.pnw.edu/housing/forms/ 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 Jacqueline Chambers, Housing Operations Coordinator, as soon as possible (chamb101@pnw.edu).

Official Check-Out Process

Residents will need to visit or call (219-989-4150) the Griffin Front Desk (between 8am-2am) to schedule an official check-out time which must occur 24 hours from the date of their last final. Failure to schedule a check-out time may result in an improper check-out fee of $50.00.

Residents may schedule check out appointments starting Friday, April 26th. You can check-out anytime between the hours of 8 a.m. and 11 p.m. each day starting on Saturday, May 1st. Each check-out will be scheduled for 20 minutes, to ensure social distancing.

If you are the last resident to leave the apartment, the RA will go to your apartment to see if there is 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.

We ask that residents maintain social distancing by doing the following:

  • No more than two people in the elevators at a time
  • No more than two people in the hallway at a time
  • Do not sign up to check out at the same time as your roommate or neighbors. Your check out time will be cancelled if your appointment time does not allow for proper social distancing.

Check-Out Preparation

Check-outs will have two hours to complete. The following tasks MUST be completed in order to have a successful check-out:

  • You will be allowed 2 move-out guest to assist with your move. They must have a state ID with them while in the building.
  • Carts will be available at the Griffin Front desk to check out. You must leave a state issued photo ID at the front desk and sanitize the cart upon return.
  • 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
  • All common areas (bathroom, kitchen, appliances, living room, etc.) need to be fully cleaned
  • Stop by or call the front desk of Griffin Hall to sign up for a check out time (8am-2am)
  • Arrive at the Griffin Front desk at your check out time to complete your check out with an RA (bring your mailbox key and ID with you!)
    • If you are the last student to leave your apartment, the RA will inspect the apartment and then return to complete your check out. Thank you for your patience as we ensure everything was completed successfully.
    • Anything found in the kitchen by our staff AFTER you check out, will be thrown away/donated immediately.

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 Wednesday, May 12, 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 Monday, May 10, 2021 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.

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

Cleaning and Storage Tips:

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

Storage Help

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Possible ChargesAlert sign

Failure to comply with the preparation check out list 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.

Final Room Inspection

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!

Housing Billing Appeal Process

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 mail box key and sticker during their check out appointment.
  • Any items that are left behind in the kitchen area after checkout, will be donated immediately.
  • Any items 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.
  • 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 1 month, after that point, 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!

Department of Housing and Residential Education