Move Out/Closing Information

• Students must depart within 24 hours after their last final exam OR by 7 p.m. on May 16 (whichever comes first)
• Failure to move by the stated deadline and/or failure to complete one of the two check-out methods results in an improper check-out fee of $50.
• Review the schedule below if you would like to check-out with a Student Staff Member or complete an Express Check-out form.
• Student Staff cannot confirm a damage assessment or guarantee no damage assessment will occur
  • Department Professional Staff conducts final damage assessment after residence halls have vacated

• Express Check-out, Online Form

  • You do not have to check-out with a Student Staff Member.
  • You have removed all personal belongings from the space.
  • Must fill out the Express Check-out form online to indicate you have departed.

• Formal Check-out, In Person with a Staff Member

  • You check-out with a Student Staff Member (see schedule below).
  • You have removed all personal belongings from the space.
  • A student staff member cannot guarantee that you will not receive any damage charges. Their role is to document your communication at the point of your check-out.

Before May 12, 2025
In-person check-outs are available if coordinated in advance with your RA, RD/AC, or contacting housing@fitchburgstate.edu well in advance to set a time.

May 12-15, 2025 (Finals Week)
In-person check-outs are available between 10 a.m. and 8 p.m. by calling Main Housing at 978.665.3219. Between 8 - 10 p.m., you should connect with the RAs on duty for your building.
After 10 p.m., only the Express Check-Out form is an option. The Express Check-Out form is an option during the daytime too and does not require an in-person check out. 

Deadline to request late stay by selecting the May 17 Move Out Time slot is Wednesday, May 14, for $35 fee. No fee if graduating or volunteering/working commencement, but we do still ask you complete the Late Stay form in Housing.Cloud. 

• Past deadline requested late stays will be charged $50.
• Late stays must use Express Check-out form.

May 16, 2025 (Last day of Finals)
In-person check-outs are conducted between 10 a.m. and 7 p.m.

• Between 10 a.m. and 12 p.m. Call Housing for an in-person at 978.665.3219.
• Between 12 and 7 p.m. go to your areas office.

All residents must be out of the buildings by 7 p.m. (unless an approved late stay).

Prior to checking out of the halls, you are required to leave your room in an acceptable condition.

• Return your room to its original condition (as it was when you moved in)
• Clean your room/suite/apartment thoroughly
• Remove all trash and personal property from your room/suite/apartment and properly dispose of it (in dumpsters provided)
• Remove all tape, marks and decorations from your floors, walls, ceilings, windows and furniture
• Be sure your window screens are in place
• Close and lock all windows and doors. Turn off all lights and faucets

What is the time-frame for damage billing… How does it work?

After the halls close, a professional staff member will complete a final check of the room and determine any necessary billing.

• If you receive a bill for damages, it will be sent to you via email to your @student.fitchburgstate.edu account in June.
• Any common area damage will be assessed to all residents of the building and are not appealable.

How do I appeal a charge?

If assessed a bill for damage, you will receive information on how to appeal this charge through an appeal form and any deadlines for this process. You have to complete your appeal by the deadline date listed - that is one week before the payment is due for the damage billing.

Bins are available during business hours (8 a.m. - 5 p.m. weekdays) from the Main Housing office, if they do not appear to be available from your respective building office.

On Wednesday, May 14, bins will be available all day from your respective building’s office or lobby.

Students can come to the Housing and Residential Services Office and check out a bin for one hour when they are ready to change or move out their belongings. Students that keep the bins more than one hour are subject to a late return fee.

Bins can not be guaranteed to always be available. During university-wide check-outs students should consult posted schedules or call 978.665.3219.

The halls close on May 16 at 7 p.m.

• All students are required to depart 24 hours after their last exam or by 7 p.m. on May 16 (whichever comes first). 
  • Graduating Seniors and Commencement volunteers may request to stay until Commencement Day via Housing.Cloud.
• If you do not vacate your space by that date/time you will be assessed a late stay fee of $50.
  • Review the section below on “What if I can’t leave by checkout?” for further information
• Card access shuts down at this time if you are not a registered late stay.

• You must either Complete the Express Check-out form OR have a student staff member do an in-person room check out
• There is a $50 improper check-out charge if you do not check out with a staff member OR complete an Express Check-out form.
  • Community/Group Charges cannot be appealed
• What to expect if requesting an in-person check out: A staff member will meet you at their room and complete the inspection of your space
  • All personal items must be removed from the space (or the residents side of the room) before the inspection can begin.
  • A student staff member cannot guarantee that you will not receive any damage charges. Their role is to document your communication at the point of your check-out

Upon student check out, we immediately begin preparing the halls for summer use and fall opening by cleaning out all rooms.

• All belongings left after closing are immediately considered abandoned property and will be removed after closing and disposed
• We do not guarantee that they will be made available, but if you think you forgot something, contact Housing AS SOON AS POSSIBLE at housing@fitchburgstate.edu or calling 978.665.3219 and leaving a voicemail if staff was unavailable to answer at the time of your call.

Students who cannot leave the halls by closing time are eligible to register for a late stay by completing the Late Stay Form in Housing.Cloud no later than May 14.

• An approved late stay will grant access to your space until 4 p.m. on May 17.
• There is a $35 charge per night for a late stay.
• If you do NOT apply and are here past 7 p.m. on Friday, May 16 you will be assessed an improper check-out, charged $50 and provided access until 4 p.m. May 17. 

Complete the cancellation form. Cancellation fees will apply as outlined in that document and the Housing Occupancy Agreement you signed when applying for housing.

• Halls officially close for all students (except graduating seniors, graduation volunteers, and winter break stay residents) on Thursday, Dec. 19, 2024
  • Form as a short-term Late Stay (graduation volunteer, etc.)
  • Form to stay all of Winter Break
  • Spring 2025 Housing Cancellation Form (graduating, internship, buy-out, etc.)
• Students should leave 24 hours after their last exam, but must leave no later than 7 p.m. on Thursday, Dec. 19 at the latest.
• All suites for fall closing: all personal items must be removed from common area bathrooms for CPM to do deep cleaning over break. Any personal items left will be considered abandoned property and will be discarded. Suites are in:
  • Aubuchon
  • Mara Village (all)
  • Russell A and D tower suites
  • Cedar House

NOT returning for Spring 2025 (including graduating seniors)

• Room must be cleaned (check in condition).
• Personal belongings must be removed from the location.
  • Room condition inspections will be conducted by Resident Assistants (RA) when closing of the halls on Dec. 19.
• All trash/recycling should be removed from the room and disposed in an appropriate manner (dumpsters outside).
• If you live in an apartment or suite, please work with your suitemates to be sure that the bathroom and common area are also clean and free of trash and personal belongings. 
• Close and lock all windows.
• Make sure the door is closed and locked behind you.

Returning for Spring 2025

• All trash should be removed from your room and disposed of in an appropriate manner (dumpsters outside).
• All electronic items must be unplugged.
  • All perishable food items must be disposed of
  • Personal Mini-Fridges: place a towel when unplugging
  • Townhouse/Simonds apartment fridges should remain plugged in
• If you live in an apartment or suite, please work with your suitemates to be sure that the bathroom and common area are also clean and free of trash and personal belongings. 
• Close all the windows.
• Make sure the door is closed and locked behind you.

• Housing staff will do initial checks of rooms. 
• After closing, Resident Directors will go through each room to assess damages when the room is completely empty. 
• All occupants of a room will split damage charges evenly if one or more roommates do not claim responsibility.
• In building/hall common areas (hallways, bathrooms, lounges, etc.), charges will be shared by all who have access to those areas and are not appealable.