Move Out, Transitions, & Extended Stays


When moving out during the semester or at the end of your contract, follow this guide to ensure a smooth transition and to avoid charges. 

Checkout Expectations


Residents permanently vacating their room at any time during the year are expected to checkout properly. The checkout procedure varies by situation, but all residents vacating a space on campus are required to do the following:

  • In accordance with recommendations of the Michigan Health Department and the concern for the safety of all students and visitors, we encourage residents to limit the number of people they bring with them to campus to assist in the move out process.
  • All students and visitors must abide by posted signage, wear masks and maintain social distancing. 
  • Complete your self check out envelope located in lobbies and Front Desks.
  • Turn in all university issued keys and entrance cards in Express Checkout Envelope. Lock all doors and windows.
  • Remove all belongings and sufficiently clean the room or apartment (see below for cleaning checklist)
  • Complete the Housing Checklist provided by a staff member.
  • Return unit furniture to original layout. Appropriate layout instructions will be provided to each community.
  • See the cancellation policy if checking out due to mid-year or mid-semester cancellation.
  • Housing reserves the right to determine whether a room or apartment is sufficiently clean.
  • All of our community spaces will be cleaned prior to move out and regularly throughout the semester.
  • Don't forget to bring extra boxes, tape, and packing supplies.

Additionally, all residents are advised that:

  • Failure to checkout properly and on time may result in an improper checkout fee of $25.00.
  • All residents are jointly responsible for the care, cleanliness, and protection of the common areas of their suite or apartment. When damages occur inside a room or apartment and Housing does not know who caused them, charges may be split among the residents of that unit.
  • All billing decisions regarding room condition and damages can be appealed within 30 days of notification. All appeal decisions are final.
  • Resident's private property remaining after vacating or upon the expiration of the Housing Agreement will be considered abandoned and will be disposed of.
  • Residents must go into the MyHousing preferences to change their address for mail forwarding purposes.
  • Any resident that does not check out and fails to vacate the premises will be billed $75.00 for failure to vacate and $35 per day the unit is occupied.
  • Click here for list of additional fees that you may be responsible for.

Cleaning Checklist


In order to avoid unnecessary damage, cleaning or administrative charges, please ensure that your unit is properly emptied and cleaned. It is recommended that you review these expectations thoroughly.

  • All personal belongings must be removed from unit. This includes shower curtains, hangers, cleaning items, etc. Any items requiring removal by housing staff will result in additional charges.
  • All trash should be properly disposed of. You are encouraged to recycle items via recycling bins and/or donate items in good condition to Project Donation.
  • All drawers, shelves and cupboards must be emptied and wiped out. Ensure drawers/doors can open.
  • All furniture and countertop surfaces should be wiped clean with a non-abrasive general purpose cleaner.
  • All floors should be swept/vacuumed.
  • Refrigerators/Freezers should be emptied of all items with all shelves and drawers completely wiped clean prior to departure.
  • Ovens and stovetops should be cleaned thoroughly using a general purpose cleaner, degreaser or oven cleaner.
  • Remove posters/pictures from walls.
  • Remove tape/stickers from walls & furniture.
  • Walls, floor and fixtures of shower/tub should be thoroughly cleaned with a non-abrasive cleaner.
  • Toilet bowl and seat should be thoroughly cleaned with appropriate toilet/bathroom cleaner.
  • Clean shower/bath tub.
  • All walls should be wiped clean of any dust, spills, marks, etc.
  • Loft furniture/beds. See layout on bulletin boards.
  • Wipe down all surfaces. 
  • Clean, shut & lock windows. Close blinds. 
  • Turn off lights and thermostat. 
  • Lock door. 

Self Check Out Process


Self Checkout 
Available 24 Hours/Day, 7 Days/Week

  • Checkout envelopes are available at community desks (or in specified locations listed below).
  • Once your unit is in check-out ready condition (see cleaning checklist) and you are ready to depart, please:
    • Fill out the envelope and place key and access card inside.
    • Turn in your sealed and completed envelope to your front desk.
  • After you checkout, a staff member will document any damages in the room and ensure that you have removed all your belongings. 
  • Fees related to move out will be placed on student accounts in mid-May, and you will be notified via your student email.

Key Drop Off Locations

Building

Key Drop Box Location

Holton-Hooker

Drop box at Holton-Hooker Front Desk

Copeland

Misdirected Mailbox Slot in Lobby

Robinson

Misdirected Mailbox Slot in Lobby

Pew, Pickard, DeVos

Drop Box in North C Main Entrance Near Kleiner

Kirkpatrick, Seidman, Stafford, Swanson

Misdirected Mailbox Slot in Lobby

North C

Drop Box in North C Main Entrance Near Kleiner

Weed, Hoobler, Ott, Johnson

Misdirected Mailbox Slot in Lobby

Niemeyer

Misdirected Mailbox Slot in Lobby

Laker Village

Laker Village North Desk Drop Box (outside of desk)

South Apartments

Misdirected Mailbox Slot in Lobby

Murray, VanSteeland

Misdirected Mailbox Slot in Lobby or Niemeyer Front Desk 

Winter, Secchia

Winter Hall Front Desk

Hills, Frey

Misdirected Mailbox Slot in Lobby

Calder

Misdirected Mailbox Slot in Lobby

Maple, Oak, Pine

Misdirected Mailbox Slot in Robinson Lobby (use student ID to access building)

Kistler

Slide Under Assistant Living Center Director Office Door

Grand Valley Apartments

GVA Community Center and slide underneath door of office 101 or 102 or South E Front Desk

Fall to Winter Housing Transitions


Fall semester Final Exams end on Saturday, December 18, and Winter semester classes begin on Monday, January 10. Living centers will close at 10 p.m. on Saturday, December 18 and re-open at 8 a.m. on Saturday, January 1. You may leave belongings in your unit as the buildings will be locked. All University offices are closed from Thursday, December 24 through Sunday, January 2.

Any students staying in the community beyond Saturday, December 18, 2021, at 10 p.m. are REQUIRED to complete a Break Stay Form. The form is DUE by Monday, December, 6 2021 at 5 p.m.

Before you leave and enjoy your winter break, for health, safety, and security, please do the following: 

  •  Empty all trash bins and recycling.  Bring bags to the trash room/dumpster
  •  Discard any perishable food items that may spoil prior to your return
  •  Shut and lock windows and close your blinds
  •  Shut and lock unit door
  •  Turn off all faucets in the kitchen and bathroom and flush toilet
  •  Unplug all electronics (except refrigerator) and turn off all lights
  •  Turn down your thermostat to 55 - do not turn off
  •  Remove any valuable items

Winter to Spring/Summer Housing Transitions


The Winter 2022 term move-out is Saturday, April 30, 2022 by 10 p.m. Students should complete a check out with their community front desk upon departure. See the full list of desk and building hours.

Any students staying in the community beyond Saturday, May 1, 2021 at 10 p.m. are REQUIRED to complete an Extended Stay Form. The form is DUE by Monday, April 18, 2022 at 5 p.m.

  • Living centers and apartments close on Saturday, April 30, 2022 at 10 p.m. 
  • Students transitioning to on-campus housing will be notified to move between April 25 and May 1, 2022.
  • Students transitioning must be available to move within 24 hours of notice. Failure to move within this time frame could result in administrative fees.
  • Late requests will be considered for an administrative late fee of $25.
  • Students with a Spring/Summer contract who DO NOT complete the Extended Stay Form are expected to move out by Saturday, April 30, 2022 and may move back into housing the week of May 2 during campus move in week.

Spring/Summer to Fall Housing Transitions


The Summer 2022 term move-out is Wednesday, August 10 by 10 p.m. Students should complete a check out with their community front desk upon departure. See the full list of desk and building hours.

Any students staying in the community beyond Wednesday, August 11 at 10 p.m. are REQUIRED to complete an Extended Stay Form. The form will be available starting Wednesday, July 20, and is DUE by Wednesday, July 27 at 5 p.m.

  • Living centers and apartments close on Wednesday, August 6 at 10 p.m. 
  • Students transitioning to on-campus Fall housing will be notified to move between August 7-10.
  • Students transitioning must be available to move within 24 hours of notice. Failure to move within this time frame could result in administrative fees.
  • Late requests will be considered for an administrative late fee of $25.
  • Students with a Fall contract who DO NOT complete the Extended Stay Form are expected to move out by Wednesday, August 6, and may move back into housing the week of August 18 during campus move-in week.

Extended Stay Requests


If you are planning on staying in your unit after May 1 but not for the Spring/Summer semester, you must submit an extended stay request form. 

Extended stay is for students who have submitted a contract release form and will not be returning for the Spring/Summer semester, but are requesting to stay past Saturday, May 1. There is a charge of $35/day. 

If you are NOT going to be living on campus for the Spring/Summer semester and need to be in your unit any time after 10 p.m. Saturday, May 1, submission of a EXTENDED STAY FORM is requiredExtended Stay Forms must be submitted by April 19 online. You are NOT guaranteed permission to stay. Housing and Residence Life reserves the right to grant or deny any Extended Stay request.

To submit a request, go to your myHousing Portal via myBanner, Select "Apply | Cancel | Forms" and then choose Extended Stay.

Note: If you are NOT returning to on-campus Housing for the winter semester, please review the cancel process, complete a Contract Release Form, submit the Contract Release Form to your Living Center Director and review proper checkout information

Break Stay Requests


Break stay requests are for students who are planning to stay on campus during break periods such as Thanksgiving and Winter break. 

Thanksgiving break stay information and dates will be updated this fall. 

  • Complete the Break Stay Request in myBanner once it is available under "Apply | Forms | Cancel".
  • Living Centers and Apartments close at 10 p.m. Any residents intending to remain in campus housing beyond this time MUST submit the Break Stay Form and be approved.
  • You are required to follow all University guidelines, as well as, all Housing and Residence Life policies during your break stay.
  • The University reserves the right to make alternate room assignments during break periods.
  • A break stay sign will be posted on your door to alert housing and facilities staff that you are in residence during the break. 
  • Please note: the institution will be closed. This includes offices and general services. If you need assistance during this time, contact GVPD at (616) 331-3255 or in case of an emergency, dial 911. 

Note: If you are NOT returning to on-campus Housing for the winter semester, please review the cancel process, complete a Contract Release Form, submit the Contract Release Form to your Living Center Director, and review proper checkout information

Click Here For More Information About Break Stay Requests