Moving out of your space on campus?

  • If you have any questions about the process, please go to your nearest Service Center or contact our administrative office.
  • If you are at the end of your residence hall contract with UHDS and are seeking other housing, consider apartment housing at The Gem or Orchard Court.
  • Orchard Court and The Gem residents must fill out an Apartment Housing Notice of Intent to Vacate via Housing Portal.
  • For accommodations related to a disability, contact your resident director or email housing@oregonstate.edu. 

Moving out before the end of the academic year

Moving out before taking any action to notify University Housing & Dining Services while your contract is still current will result in continuing charges, and may result in additional fees for an improper checkout. Please follow the steps listed below, based on the status of your contract.

Are you canceling after your Housing and Dining contract has begun?
  1. Required: Log in to the Housing Portal and complete a Cancellation Request form, located under "Cancellation."
  2. Required: Schedule a cancellation debrief meeting following the instructions on the cancellation request.  
  3. Required: Move all belongings out and completely clean the room.
  4. Optional: Schedule a room inspection with one of your building's Resident Assistants or professional staff members.
  5. Required: Turn your keys in to your Service Center.
    • If your Service Center is closed, turn in your keys to the RA on duty, or the staff member who completes your room inspection. If your key is not returned, a $75 re-key charge will be billed to your account.
  6. Suggested: Let your hall staff members and others in your residence hall community know that you are leaving.
  7. Suggested: Check your student account at the Housing Portal for any charges or fees based on the condition of your room or move out.
Are you canceling your contract during a term break (during winter break or spring break)?
  1. Required: follow the steps listed in “canceling after your contract has begun,” above.
  2. Required: Please check your student account at Housing Portal, as there will be additional break housing charges if you occupy your room for any portion of the break period, after the term has ended.
    • For Fall 2024, if you move out before Dec. 8 the cancelation fee is $1500. If you move out after Dec. 8, the fee is $1000.
    • Students not returning for the Winter 2025 term must move out by Dec. 13 at 5 p.m. If you move out after Dec. 13, you will be charged for break housing at a rate of $25/day.
    • For Winter 2025, if you move before March 16, 2025, the cancelation fee is $1000. If you move out after March 16, the fee is $500.
    • Students not returning for Spring 2025 term must move out by March 21 at 5 p.m. If you move out after March 21, 2024, you will be charged for break housing at a rate of $25/day.
    • Spring term dining plan amounts will not be refunded once they have been added to your account on the first day of the term, March 31, 2025. When you cancel during the academic term, any dining plan money on your account will be converted to Rollover Dollars, which you may continue to spend at all UHDS campus dining locations and for robot food delivery, for one additional academic year.
If approved to move out:
  1. Required: Move all belongings out and completely clean the room.
  2. Optional: Schedule a room inspection with one of your building's Resident Assistants or professional staff members.
  3. Required: Turn in your key at your Service Center.
  4. Suggested: Check your student account at Housing Portal for any charges or fees based on the condition of your room or move out.

Moving out at the end of the academic year

All residence halls close at 5 p.m. on Friday of Finals Week at the end of Spring Term. Residents must move out by that time unless approved for a late stay or transitioning to summer housing.

Follow these steps to ensure your move-out goes smoothly.

1. Sign up. Set up a check out appointment with a UHDS staff member. You can schedule your appointment via Housing Portal.

  • For Spring term 2025, you can sign up for a room inspection appointment starting May 30. You must sign up for a room inspection appointment by June 10, 2025, at 5 p.m.

2. Clean. Move all belongings out and completely clean the room. If you have excess belongings to get rid of, consider donating them. Campus Recycling sponsors an annual end-of-year residence hall donation drive and donation bins are located in each residence hall during June. If you have a UHDS-provided MicroFridge™ in your room, it must be emptied, defrosted, and cleaned prior to your room inspection appointment.

3. Room Inspection. After your room is empty and clean, a staff member from your residence hall will inspect your room. If your room is not empty and clean at the time of your appointment, you will be asked to complete those tasks before you can check out.

4. Check out and turn in your key. Turn in your key at your Service Center within 30 minutes of your checkout appointment. If your Service Center is closed, turn in your keys to the RA on duty or the staff member who completes your room inspection. If your key is not returned, you will receive a $75 re-key charge.

5. Check your account. Check your student account at Housing Portal for any charges or fees based on the condition of your room or move out.

Moving out During Summer Term

Follow these steps to ensure your move-out goes smoothly.
  1. Clean. Move all belongings out and completely clean the room. If you have excess belongings to get rid of, consider donating them. Please neatly place any donations in your hall's donation bin on the first floor.
  2. Room Inspection. You have the option to request a room inspection from a UHDS staff member before you leave, but it is not required. If you would like to schedule an appointment, please contact the summer housing resident director. Your room must be completely empty and clean at the time of your appointment.
  3. Check out and turn in your key. Turn in your key at your Service Center. For Summer 2025, move-outs are processed at Arnold Service Center. If you had an inspection appointment with a staff member, you have 30 minutes after the appointment to turn in your key.
  4. Check your account. Check your student account at Housing Portal for any charges or fees based on the condition of your room or move out.

Check your Oregon State email for a message from University Housing & Dining Services containing your move-out deadline.

Canceling before your Housing & Dining contract begins

  1. Required: Submit your request through the housing portal to specify that you would like to cancel your Housing contract.
  2. Required: Watch for a confirmation email from University Housing and Dining, ensuring that the office received your cancellation request.
  3. Suggested: Check your student account at Housing Portal for any charges or fees.

Frequently Asked Questions

  • What if my roommate is staying in the room?
    • Complete the cleaning process for your side of the room. UHDS staff will still check the garbage can, window, and floor, to ensure cleanliness, so it is important to make sure that these common spaces are clean upon your check-out.

 

  • What happens to my mail when I check out? 
    • Mail is held for up to one week after your checkout date, and is forwarded for 30 days. Only USPS mail can be forwarded; UPS, FedEx, and other carrier packages must be picked up in person or returned to sender. If not picked up, your mail will be returned to sender, so please update your address with the various companies and people from whom you receive mail. Be sure to update your mailing address at Student Online Services as soon as you know your new address.

 

  • Will I be charged a cancellation fee?
    • Please refer to the Room and Dining Contract for cancellation fee information.
    • Any unused Dining Plan Dollars will remain available on the student's account, and will roll over for an additional academic year. 
    • As per requirements stated in the university's first-year live-on experience policy, students who choose not to live on campus are expected to live with their immediate family at an address on record with OSU as the student’s original address. 

 

  • What if I don’t agree with a UHDS charge on my account?
    • If you disagree with any of the fees that you have been assessed, please go to the Housing Portal and follow the instructions in the Financial Appeal process, found on the "Forms" page.
    • You must wait for a fee to export to your student account before you can appeal it.

 

  • How can I spend Dining Dollars remaining on my account?
    • If you have unused Dining Dollars on your account, remember that they will remain on your account as Rollover Dollars for one additional academic year. For more details, read section 17 of the UHDS Room and Dining Contract.
    • You may continue to spend your rollover Dining Dollars at UHDS restaurants and cafes, even if you no longer live on campus.
    • You can purchase groceries and household supplies at Cascadia Market, OSU's on-campus grocery store.
    • You can use your Dining Dollars for robot delivery. Place an order using the Starship app, and a robot will deliver your meal or snack to any outdoor location on campus.
    • You can donate unused Dining Dollars to the Full Plate Fund. This fund is a partnership between UHDS and the Human Services Resource Center; it allocates dining funds to OSU students experiencing food insecurity.

 

Steps to a clean room

Cleanliness is the absence of dirt, including dust, stains, bad smells and garbage. Cleaning is not only about appearance, but is critical to the overall health and productivity of each hall's residents.

 

Steps to a Clean Room

  1. Remove all belongings from your room.
  2. Take out your trash and recycling to the appropriate receptacles outside.
  3. Ensure all original furniture is in the room. You are responsible for all missing or broken furniture.
  4. Completely clean your room.
  • For your room, cleanliness upon checkout includes, but is not limited to:
    • All room surfaces wiped down (i.e. window sill, desk top, walls, etc.).
    • Floor is swept and mopped (or vacuumed if applicable).
    • Wardrobe and dresser are emptied and wiped down.
    • Room door, ceiling, and walls are free of tacks, tape, adhesive strips, stickers, or decorations.
    • Mattress is wiped down and bed is assembled correctly.
    • Room window has the screen in place and is free of stickers, smudges, cobwebs, etc.
    • All furniture is clean and in the condition that was noted upon check-in. Discrepancies may result in fees being assessed.
    • Trash and recycling bins have been emptied and are clean inside.
    • Garbage disposal is cleaned with soap and water (if applicable).
    • Stove range is wiped down (if applicable).
    • Toilet, shower, and sink surfaces are all wiped down (if applicable).
    • If you have a MicroFridge provided by UHDS, you must empty, clean, and defrost it.

Potential Fees: Failure to follow checkout procedures may result in an improper checkout fee of $50.00 or a cleaning fee up to $250. Failure to turn in key will result in a re-key charge of $75 per lock. This means that if you have more than one key (such as suite keys), you will incur multiple $75 charges if not turned in on time.

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