Moving Out

HAVE YOU BEEN APPROVED TO MOVE OUT OF YOUR RESIDENCE?

Moving out before taking any action to notify or request approval from REACH while your contract is still current will result in continuing charges. Failure to follow posted and written information about the check-out process may result in additional administrative charges being added to your student account. This includes moving out during the middle of the year due to room changes, petition to vacate or removal from the residential community.

When it’s time to move out, you will follow the checkout process listed below. Any additional closing information for the end of the semester will be provided via email.  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.

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 check out form is submitted will reflect the date the resident has vacated the residential community.

By completing the check out form, residents attest to completing the outlined tasks and fully understand and accept any and all charges associated with the checkout.

Residents will be charged for damages and excessive cleaning found in the space. A resident will need to email housing@sonoma.edu if they are taking responsibility for a specific damage or cleaning issue in the apartment. Residents are highly encouraged to take pictures upon vacating the empty space for their records.

Any questions regarding your check-out can be directed to your Area Coordinator or the REACH Office.

CHECK OUT PROCESS - To complete the process follow the steps listed below:

Approved to Change Rooms?

  • Pack up all your belongings and clean your room (empty drawers, wipe down countertops and inside drawers, empty closet, vacuum, take out trash and recycling, clean bathroom)
  • Go to REACH Office on the 3rd floor of the Student Center to get a temp card for your old room and your ID card encoded for the new room.
  • 5-10 business days after your move, check your financial account through your SSU Online portal for any charges or fees based on the condition of your room or move out.

Check Out before the end of the semester?

  • Received confirmation in writing from the REACH regarding move out date.
  • Pack up all your belongings and clean your room (empty drawers, wipe down countertops and inside drawers, empty closet, vacuum, take out trash and recycling, clean bathroom)
  • Return furniture to move in ready
  • Go to the REACH Office on the 3rd floor of the Student Center during business hours to properly check out.
  • 5-10 business days after you check-out, review your financial account through your SSU Online portal for any credits or charges based on the condition of your room or move out.
  • Connect with Parking Services if you have purchased a parking decal for the Housing Parking Lots that needs to be returned or exchanged.
  • Update your mailing address, email address and phone number with the University.

Check Out at the end of the Fall semester (December)

  • Received confirmation in writing from the REACH regarding move out date.
  • Pack up all your belongings and clean your room (empty drawers, wipe down countertops and inside drawers, empty closet, vacuum, take out trash and recycling, clean bathroom).
  • Return furniture to move in ready
  • In-Person Check Out (optional) - schedule a time to have REACH staff perform an in-person walk through with you at your residence prior to Check Out.
  • Go to REACH Office on the 3rd floor of the Student Center during business hours to properly check out.
    • Deactivate your ID card for your room. This can be completed prior to your actual move out. Failure to do this will result in an improper check out fee.
    • Check Out on your Housing Portal - the date this form is submitted will reflect the date the resident has vacated their room.
  • In January, review your financial account through your SSU Online portal for any charges or fees based on the condition of your room or move out.
  • Connect with Parking Services if you have purchased a parking decal for the Housing Parking Lots that needs to be returned or exchanged.
  • Update your mailing address, email address and phone number with the University.

Check Out at the end of the Academic Year (May) 

Please click on Move Out 2023 for a set by step process. Residents will be responsible to know this information.

Below is some helpful information to help with planning:

  • 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, can request to check out by 9:00 a.m. the day after their commencement.
  • Pack up all your belongings and clean your room (empty drawers, wipe down countertops and inside drawers, empty closet, vacuum, take out trash and recycling, clean bathroom)
  • Return furniture to move in ready

Check Out

  • Optional: In-Person Check Out - schedule a time to have REACH staff perform an in-person walk through with you at your residence prior to Check Out.
  • Required: Check Out on your Housing Portal - the date this form is submitted will reflect the date the resident has vacated their room.
  • Check your financial account through your SSU Online portal for any charges or fees based on the condition of your room or move out.

CHECK OUT FEES

Please see the table below for examples of estimated charges.  Some examples of typical charges include (costs are subject to change):

Item

Details

Estimate

Improper Check Out (May Check Out not included)

Deactivating your student ID card in the REACH Office, located on the third floor of the Student Center

$50

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 per door

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 $34 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