Check-Out Process

Follow instructions below for a smooth process and to avoid incurring housing fines for lost keys, trash, room cleanliness, removal of abandoned property, etc.

END OF YEAR 2023 CHECK OUT

Date: Residence Halls close on May 3, 2023 at NOON.

Students needing to stay between May 3 at noon - May 7 at noon must apply for extended stay and set a check out appointment between May 4-7.

* Not an End of Year check out? Check outs due to reasons other than end of year must submit a contract cancellation through the housing portal and then follow check out steps below.

Step 1: Set check out appointment through housing portal

Appointments open for selection on April 17 at 10am and close on May 02 at 3pm
Appointments start April 24 and end May 03
How to set an appointment:
- Log into housing portal
- Click on Appointments
- Select Spring 2023 Check Out Appointments
  - Follow instructions to set up appointment
  - To change appointment, go back to selection page, cancel, and set up a new appointment

Step 2: Prior to your appointment, remove personal items and clean your room

Remove personal items
Clean out drawers
Wipe off surfaces
Sweep all areas
Clean bathroom and shower (if living in suite or apartment)
Take out trash

Step 3: A staff member will meet you at your room at the time of your check out appointment

Before staff member meets you, remove all personal items from room and leave open all drawers and cabinet doors.
A staff member will review every space in your room/suite/apartment for cleanliness and damages. See cost of damages here.
If anything changes with your selected appointment time, please contact the RA on call number posted for your building.

Step 4: Return all keys to staff member to avoid additional fees

Hand keys to staff member to avoid incurring lock change fees ($65.00).

Step 5: Check out through housing portal

RA will provide QR code to the check out form in the housing portal.

* Failure to follow any of these steps may cause residents to incur improper check out ($75) fees, lost key fees ($35) and/or lock change fees ($65).

Need to mail back your keys?

Keys must be mailed within a week of having left the room. After that key and lock replacement fees will apply.

Keys must be mailed back as soon as possible to avoid key and lock replacement fees.
Residents can mail their key back to Residence Life following the specifications listed below.
Residence Life is not responsible for returned keys that are lost in the mail.
1. Key must be sent Certified Mail or FedEx.
2. Key must be placed in a sturdy envelope that cannot be easily damaged by the keys inside. It is recommended to utilize a bubble mailer/envelope.
3. Keys lost in transit are the responsibility of the resident. Failure to return your keys may result in additional charges for lock changes and key replacements.
4. Key must be mailed to:

Arkansas Tech University Department of Residence Life
Doc Bryan Student Services Center, Suite 153
1605 Coliseum Drive
Russellville, AR 72801

After Term Started

Checking Out AFTER TERM HAS STARTED

The instructions below are for students checking out due to withdrawl or approval of contract cancellation.

Please make sure to follow instructions provided to avoid incurring housing fines for lost keys, trash, room cleanliness, removal of abandoned property, etc.

A contract cancellation must be submitted through the housing portal to make sure housing charges are prorated.

Remove everything from your residence hall / apartment space
Make sure heat is on and thermostat is set to 68 degrees, if applicable
Take out trash
Lock all windows and doors (if applicable)
- Apartment residents: Lock individual doors and main door
- The last person to leave is responsible for making sure trash is taken out and doors are locked
Return key (s) to the Residence Life office in Doc Bryan 153, Monday-Friday, 8am to 5pm. If afterhours, contact RA on call. Please note that keys must be returned to finish the check-out process.

* Need to mail back your keys?

Keys must be mailed within a week of having left the room. After that key and lock replacement fees will apply.

Keys must be mailed back as soon as possible to avoid key and lock replacement fees.
Residents can mail their key back to Residence Life following the specifications listed below.
Residence Life is not responsible for returned keys that are lost in the mail.
1. Key must be sent Certified Mail or FedEx.
2. Key must be placed in a sturdy envelope that cannot be easily damaged by the keys inside. It is recommended to utilize a bubble mailer/envelope.
3. Keys lost in transit are the responsibility of the resident. Failure to return your keys may result in additional charges for lock changes and key replacements.
4. Key must be mailed to:

Arkansas Tech University Department of Residence Life
Doc Bryan Student Services Center, Suite 153
1605 Coliseum Drive
Russellville, AR 72801

Winter Break 2022

Returning spring

Fall students returning in the spring do not need to check out or return keys. The fall room is also the spring room.

Students going home for winter break must follow these safety procedures:

Clean fridge, drawers, & cupboards of perishables!
Take out trash.
Do not turn off your radiator/thermostat. Set your temperature accordingly:
- Paine, Turner, Brown, Caraway: Please set your unit at medium fan speed (if medium speed setting is not available, use the lowest setting).
- Nutt: Please set the controls to roughly 50% on the heat/cool dial.
- Baswell and Wilson: Please set thermostats to 70 & fan speed to “automatic" (If you do not have fan speed control, just set to the temperature).
- Tucker: Please set the unit temperature to 70.
- University Commons apartments and Stadium Suites: Please set thermostats to 72 & fan to “automatic”
Close & lock windows! Close the blinds!
Turn off the lights!
Close and lock door when leaving. Take your ID & keys with you!

notES:

Card access will be off, take all that you need.
Staff will enter rooms to check on health & safety violations and move items from double occupied spaces.
You may receive a roommate, clear open spaces/bed in room.

not returning spring (due to special situation, graduation, withdrawAl, or transfer)

Please make sure to follow instructions provided to avoid incurring housing fines for lost keys, trash, room cleanliness, removal of abandoned property, etc.

A contract cancellation must be submitted through the housing portal to make sure spring booking and charges are removed.

Remove everything from your residence hall / apartment space
Make sure heat is on and thermostat is set to 68 degrees, if applicable
Take out trash
Lock all windows and doors (if applicable)
- Apartment residents: Lock individual doors and main door
- The last person to leave is responsible for making sure trash is taken out and doors are locked
Return key (s) to the Residence Life office in Doc Bryan 153 between Monday-Friday, 8am to 5pm. If afterhours, contact RA on call. Please note that keys must be returned to finish the check out or cancellation process.

* Need to mail back your keys?

Keys must be mailed within a week of having left the room. After that key and lock replacement fees will apply.

Keys must be mailed back as soon as possible to avoid key and lock replacement fees.
Residents can mail their key back to Residence Life following the specifications listed below.
Residence Life is not responsible for returned keys that are lost in the mail.
1. Key must be sent Certified Mail or FedEx.
2. Key must be placed in a sturdy envelope that cannot be easily damaged by the keys inside. It is recommended to utilize a bubble mailer/envelope.
3. Keys lost in transit are the responsibility of the resident. Failure to return your keys may result in additional charges for lock changes and key replacements.
4. Key must be mailed to:

Arkansas Tech University Department of Residence Life
Doc Bryan Student Services Center, Suite 153
1605 Coliseum Drive
Russellville, AR 72801