Checkout Guide
No matter when you want to leave/checkout of University Village, this guide will help you understand the checkout process and how to complete it properly.
While we are sad to see you leave, we also want to help make that process as smooth as possible.
Please read over all of the following to ensure you have a smooth checkout process!
Have questions? Please email housing@pnw.edu and we will be happy to guide you through the checkout process.
Residents Moving Out of the University Village
You are responsible for thoroughly reading and understanding the expectations outlined in this University Village Checkout Guide as well as any/all communication that is sent to your PNW student email and/or given during your Final Floor Meeting.
If you have roommate(s) who will be checking out after you, the expectations listed below do not change. All your personal belongings should be removed and all areas should be thoroughly cleaned and free of debris at the time of inspection. We expect you to work with your roommates to accomplish this task.
Please note, most information below applies to a spring/end of semester checkout process. Not everything below will be available to you depending on the date/time of your checkout.
Important Dates
- All Non-Summer Residents Move-out Date — Saturday, May 10 by 5 p.m.
- Extended Stay Approved Residents Move-out Date** — Wednesday, May 14 by 5 p.m.
*If you need to stay after Saturday, May 14 at 5 p.m., please submit an extended stay application by April 25th
Anyone who needs to stay past Move Out Day (May 10), will need to submit a Extended Stay Request. Because your Housing Contract ends on Moveout day, you will need to request to stay in your room longer and possibly pay an Late Stay fee of $30.00 a day.
Please submit your Extended Stay Form by Friday, April 25th
*Please note, not all requests will be approved.
If you are graduating, you will not be allowed to continue to live with us in the summer UNLESS you are registered for graduate classes in the Fall 2024 semester. We are not able to keep anyone on campus with us unless you are a registered student (in at least one class).
Because graduation will take place on the last day of move out this year, ALL GRADUATING STUDENTS please submit an extended stay application by Friday, April 25th. You will have an additional 24 hours and will be extended until May 11th. We want you to enjoy your day and celebrate all of your hard work!
If you have signed a Housing Contract for the 2025-2026 year but will not be returning to PNW in the fall, it is your responsibility to complete a Housing Contract Cancellation Form here and attach documentation that supports your withdrawal (i.e. letter from your advisor, acceptance letter from your new institution) and submit it at least 10 days before the end of the semester. If you have any questions, please contact housing@pnw.edu.
The Official Check-Out Process:
Residents should know their finals schedule and plan to checkout 24 hours after their last final. Residents will need to communicate with their roommates to determine who will clean which part of the common areas (kitchen, living room, vanity/bathroom areas). Each roommate should do their part to ensure the last person to leave the apartment will not have to clean up after anyone. Please review our Cleaning Process Outline to help you ensure your apartment is clean and ready for an RA to inspect during your checkout time. Residents should have everything cleaned and ready by check out.
- If you are the last resident to leave the apartment, the RA will go to your apartment to see if there are any trash/items left. If there is anything left, you will be asked to remove them. Failure to do so will result in an extra cleaning charge. Please work with your roommates to ensure everything is clean and taken care of before they leave.
- Anything found in the kitchen/living room/vanity/bathroom by our staff AFTER you check out, will be thrown away/donated immediately.
CHECK OUT STEPS
- Log in to MyPNW where you go to complete your housing application
- There will be a Self Check out option select and continue to check out
- Please read the first page, once you complete your check out you will no longer have access to your room.
- Wait to complete the checkout until all of your belongings are removed from the apartment
- Once you are checked out you will turn in your mailbox key and your access card in Griffin. Then your check out is complete and you may leave. (If you would rather have an RA present at the time of check out, send Laura an email at ltrosien@pnw.edu by April 28th)
The following tasks MUST be completed in order to have a successful check out:
- You will be allowed to check-in move out guest to assist with your move. They must have follow our guest process.
- Carts will be available at each Front desk to check out. You must leave a state issued photo ID at the front desk and sanitize the cart upon return.
- Complete a FORWARDING ADDRESS FORM to ensure their deposit is sent to the right address.
- Set up Direct Deposit to receive your refund for the housing deposit (if eligible). Using the direct deposit method to receive refunds in lieu of paper checks will ensure faster access to funds. The electronic process is also more secure and will eliminate the possibility of a check being lost in the mail. Click HERE for instructions.
- All personal belongings need to be removed from the kitchen and bathroom areas.
- Your bedroom must have the furniture wiped down, put back in its original place, areas must be dusted, free of garbage, the walls need to be free of debris.
- Trash needs to be removed and placed in the appropriate dumpster OUTSIDE. If a dumpster is overflowing, please find another dumpster.
- Please review our Cleaning Process Outline to help you ensure your apartment is clean and ready for an RA to inspect during your checkout time.
- All common areas (bathroom, kitchen, appliances, living room, etc.) need to be fully cleaned (inside and out).
Cleaning:
Want some help with this? Click here to see our Cleaning Tips and Tricks!
Storage Help:
Move-out day will be here before you know it. Our official storage provider, Dorm Room Movers can help you with your stuff this summer so you can focus on what really matters, college!
This is how easy it is: They send you boxes and tape. You pack – that’s it. Their movers will pick up your items, store them while you’re away and deliver everything back to you when you return! Dorm Room Movers can also ship boxes home or wherever you need them.
Register now and join over 50,000 students that have made life easier for themselves and their parents by leaving storage & shipping to Dorm Room Movers!
No stress because:
- They send you boxes and tape to pack.
- Picked-up and delivered by professional movers.
- $100 insurance per box or unboxed item.
- Climate-protected storage and 24/7 security.
- BBB A+ accredited.
Final inspections and repairs of all rooms are conducted by the University Village Maintenance and Custodial Staff after all check-outs have been completed. They are responsible for assessing any damage/repair charges. Those charges are reported to Housing and Residential Education Administration. Charges are then placed on the appropriate student account. Resident Assistants do not assess/determine damage/cleaning charges.
Please be patient with this process, it will take 6-8 weeks after our last move out date to complete. Due to the large amounts of move-outs happening at this time, this process will take longer than usual.
All deposits will be held until room inspections can be completed. PLEASE MAKE SURE YOU FILL OUT THE FORWARDING ADDRESS FORM THAT WILL BE SENT TO YOUR PNW EMAIL WHEN YOU CHECK OUT, THIS IS WHERE YOUR DEPOSIT WILL BE SENT!
Griffin Hall Summer Residents With Roommates Who Are Checking-Out
You are responsible for working with your roommates to ensure that the bathrooms, kitchens and common areas of your apartments are cleaned as if you were moving out as well. This is an expectation because your roommates will be checking out and these items will be checked. If there are any damages or cleaning charges assessed to any common area, kitchen, or bathroom space, the charge(s) will be applied to everyone assigned to that apartment.
You will be receiving a roommate as early as May 12th, so you will need to make sure your apartment is in a good condition and will make your new roommate feel welcomed.
To ensure this happens, Housing Staff will be conducting Health & Safety Inspections on Friday, May 10, 2025.
Make sure your bathroom, vanity area and common areas are clean, floors are clear and clean and all surfaces are free of all food and trash. Any room that is not ready to receive a roommate will be documented and fined. There will NOT be any 24-hour follow ups as this is a very short timeline and you are being given ample time to prepare your apartment.
Residents must work together to make sure the apartment suite is ready for checkout. It is also highly encouraged that any repairs be reported through a work order before the checkout process begins. You can place your work order at your front desk at any time of day.
Possible Charges
The expectation for the apartment suite to be returned in excellent condition. Residents may receive charges for additional damages not previously recorded in the online Room Condition Report upon move-in.
- The bedroom is the individual resident’s responsibility. Any damages in the bedroom will be their responsibility regardless of who caused the damage.
- The common areas of the apartment suite are the responsibility of all assigned occupants. Any damage costs in common areas will be divided among the residents of the suite unless administration is informed by the responsible individual. If no one comes forward to own the responsibility for the damages caused, the damage costs will be divided up among the assigned occupants.
If your student account is assessed any damage/repair charges and you wish to contest any of the charges, you may submit an appeal by following these instructions:
- Fill out the Housing Charges Appeal form
- Appeals will be reviewed on a weekly basis, however, we ask that you allow at least four weeks for an Appeals decision to be made.
- Please note that if you are not responsible for damages within your apartment, the responsible party must come forward and accept responsibility before you can be found not responsible.
- Also note that you are responsible for the charges on your account until a decision has been reached regarding your appeal. Do not wait for an appeal decision to be made before paying your charges.
Reminders
- Residents need to return their mailbox key and HRE Access Card during their check out appointment.
- Any items that are left behind in the kitchen/living room/vanity/bathroom areas after checkout, will be donated immediately.
- Any items of value that are left behind in bedrooms, will be stored for 30 days. If these items are not picked up within the 30 days, they will be donated.
- We DO NOT offer any storage. You must take all of your items with you upon checking out.
- Set up Direct Deposit to receive your refund for the housing deposit (if eligible). Using the direct deposit method to receive refunds in lieu of paper checks will ensure faster access to funds. The electronic process is also more secure and will eliminate the possibility of a check being lost in the mail. Click HERE for instructions.
- Residents need to complete a forwarding address form which will be sent to you via email when you check out.
- Your mail will be return to the sender.
- Bulk mail, magazines and many discounted-rate postage classes cannot be forwarded due to United States Postal Service regulations. Please note that we cannot forward mail to International addresses.
- Residents leaving the community may not forward their mail to a University Village address.
- To improve the speed of our forwarding process, be sure to change addresses for the following commonly forgotten senders:
- insurance providers
- banks/credit card companies
- magazines
- student loan providers
- cellular phone providers
Thank you in advance for your cooperation. Please feel free to contact your RA or our professional staff with any questions.