Spring Move Out Process
Residents are responsible for knowing and understanding the move out process. Closing information is provided on this page. Any additional closing information will be provided via email, flyers, and building meetings as needed. Failure to follow posted and written information about the checkout process may result in additional administrative charges being added to your student account. When it’s time to move out, you will follow the checkout process listed below.
Any questions regarding your checkout can be directed to your Area Coordinator or the REACH Office.
Attend your building meeting for full details about closing procedures in your community (check with your RA for location, date and time).
Residents are expected to move out 24 hours after their last final. Students who have a final on Friday are required to move out Saturday no later than 11:00 a.m. Residents graduating or working the Commencement ceremony, please see FAQs below.
All residents must complete either an in-person check out or an express check out upon their departure from their on-campus residence. The date the checkout form is submitted will reflect the date the resident has vacated the residential community.
By completing the checkout form, residents attest to completing the check out process and fully understand and accept any and all charges associated with the checkout. Please note your account may be charged an improper/late checkout charge if the checkout process is not followed, in addition to any cleaning or damage charges.
Remove personal belongings and complete the cleaning checklist. Follow the Move Out Checklist. If property is left behind, it will be treated as abandoned property, and you will be charged for the removal of the items. Abandoned property may be donated or otherwise disposed of without liability.
Residents will be charged for damages found and excessive cleaning required in the space. A resident will need to email housing@sonoma.edu from their SSU email address if they are taking responsibility for a specific damage or cleaning issue in the apartment. Residents are highly encouraged to take pictures of the empty space for their records.
Check Out
These checkout details are for the 2024-25 academic year. Please note that you must complete your checkout at your departure. Residents who need to request an extension because they are graduating may do so in their Housing Portal.
All residents must complete either an in-person check out or an express check out upon their departure from their on-campus residence. The date the checkout form is submitted will reflect the date the resident has vacated the residential community.
By completing the checkout form, residents attest to completing the check out process and fully understand and accept any and all charges associated with the checkout. Please note your account may be charged an improper/late checkout charge if the checkout process is not followed, in addition to any cleaning or damage charges
Express Check Out Process
- Remove personal belongings and complete the cleaning checklist. Follow the Move Out Checklist.
- Complete the Express Check Out form, available through the Housing Portal (The date this form is submitted will reflect the date the resident has vacated the residential community)
In-person check out is available the week of finals between the hours of 9:00 a.m. - 5:00 p.m. Monday through Friday. If you believe you have an extenuating circumstance and need an in-person check out outside of these hours, please contact your RA at least 48 hours in advance for availability.
- Schedule checkout time by emailing the REACH Office at housing@sonoma.edu at least 48 hours in advance.
- Remove personal belongings and complete the cleaning checklist. Follow the Move Out Checklist.
- On your departure date, meet with REACH staff to inspect your space and complete your checkout. You will submit an In Person Check Out form at this time.
Frequently Asked Questions
Below is a list of commonly asked questions.
Failure to follow the checkout process may result in additional administrative charges. Please see the table below for examples of estimated charges. This table is an example and does not reflect all types of charges that may be assessed.
| item | Details | Estimate |
| Door replacement | Any crack, hole or sign of wood damage to any door. Do not patch any door yourself. *Closet doors are not included in this pricing. | $285 |
| Bedroom Closet Doors | Any crack, hole or sign of wood damage to any bedroom closet door. | $189 |
| Patching a wall | Any hole, dent, gouge to a wall or ceiling that causes damage to sheetrock. Do not patch any walls by yourself. You will still be charged. | Starting at $78 per hole, depending on size |
| Window screen replacement | Any tear in the window screen or damage to the frame. This includes if the window screen is missing or stolen. | $44 per window screen |
| Window blinds replacement | Any tear in blind slats, bent slats, or blinds not functioning properly. | Starting at $56 depending on style and size of blinds |
| Smoke Detectors | Tampering with smoke detectors is a life safety issue. Residents found covering or otherwise tampering with life safety devices will be subject to judicial sanctions. Tampered or covered smoke detectors will require a device inspection by Facilities Management at the expense of the resident. | $144 |
| Mattress | Needs to be replaced for any reason (ex: stained, torn, missing). | $166 |
| Trash removal | Trash removal needed in any area of the residence as noted by room inspection. | Depending on quantity of trash removal needed, charges range from $34 and up |
| Property Left Behind | Any personal property left behind, including mini fridges or furniture. | Charges range from $30 and up. Large items or furniture start at $69 per item. Personal (mini) refrigerator removal starts at $127 |
| Kitchen not cleaned | Refrigerator and/or freezer not cleaned out, stove, oven, microwave not cleaned, and/or sink and counters not wiped down. | Depending on level of cleaning needed, charges range from $15 and up |
| Bedroom/ bathroom not cleaned | Floor not vacuumed or swept, toilet, sink, vanity, or shower not cleaned, mirror or window sills not wiped down, command strips, push pins, or thumb tacks not removed. | Depending on level of cleaning needed, charges range from $15 and up |
HOW IT WORKS: The areas marked on the map are collection sites for residents to recycle, discard and donate unwanted items. Do your part in minimizing waste as well as taking pride in the community by utilizing these sites properly and in a respectful manner.
E-WASTE: Each community will have large cardboard boxes to dispose of E-Waste
Move Out Checklist
Are you ready to move out of your residence?
| Move Out Checklist *Note: you will not turn in this checklist | |
| Remove all personal items from bedroom and common space | |
| Remove all personal items from patios, breezeways and bike racks | |
| Be sure to check drawers, desks, upper shelves and cabinets, etc., for any items left behind | |
| Clean your room, bathroom, and common areas | |
| Clean out refrigerator, stove, microwave, and oven | |
| Wipe down sinks and countertops | |
| Empty trash & recycling in the appropriate receptacles (see Map) | |
| Utilize the donation bins located in Cabernet, Sauvignon and Beaujolais Villages to donate gently used items. (See Map) | |
| Properly dispose of EWaste. Example of E-Waste: TVs, computer monitors, printers, scanners, keyboards, mice, cables, circuit boards, lamps, clocks, flashlights, and calculators. (See Map) | |
| Make sure your windows and blinds are fully closed and locked | |
| Turn thermostat off | |
| Turn off all lights | |
| Close your bedroom door and make sure it is locked and secured | |
| Confirm you have all your mail and packages | |
| Update default address for shipments (Amazon, Hello Fresh, subscription boxes, etc.) | |
| Update your forwarding address in your MySSU Portal |
Residents approved to start summer housing May 17 will remain in their Spring assignment UNTIL the summer assignment is ready. At that time, the resident will move to the summer assignment.
Residents participating in graduation can extend their checkout time. Log onto your Housing Portal to complete a request to extend your checkout time. (This is only available to residents who are graduating or working Commencement).
REACH is asking that all residents plan to leave 24 hours after their last final. Our summer conference program opens our residential community to conference guests shortly after Commencement, thus, our Facilities staff need time to turn over each of the buildings. The sooner residents move out, the sooner the buildings can be inspected, repaired and cleaned for summer use. Please move out 24 hours after your last final. Residents who have a final on Friday can move out no later than Saturday at 11:00 a.m.
The key to a successful move out is planning ahead. REACH is asking that all residents plan to leave 24 hours after their last final. Please move out 24 hours after your last final. Residents who have a final on Friday can move out no later than Saturday at 11:00 a.m.
Residents participating in graduation (graduating or working the Commencement ceremony) can extend their checkout time. Log onto your Housing Portal to complete a request to extend your checkout time. (This is only available to residents who are graduating or working Commencement).