Residence Hall Check In/Check Out Process

On This Page:
Questions about Check-In
Hall Check-Out

What is the purpose of Check-In? 

Residence Hall check-in and check-out procedures for the fall, spring, and summer sessions are processes through which the Student Services Office accounts for a resident's occupancy and provides essential services such as Card Access. Students who check in and check out properly create a record of their occupancy with the Student Services Office. Students who leave their residence hall assignment without checking out properly forfeit their right to any refund of their base room fee that they may be eligible to receive. Please retain copies of all/any receipts given to you during the check-in or check-out process at your residence hall Residential Service Desk.

To check in students must go to their Residential Service Desk to complete the following:

• Sign for your room key 
• Check your ID for Card Access
• Complete a Room Condition Form

Students also receive important documents at Check-In such as:

• The Daily Planner for Academic Success
• Letter from the Dean of Students 
• Information concerning alcoholic beverages regulations, House Council and Variable Rate Surcharge

Important Note: In order to receive UMass Amherst communications in a timely manner, it is expected that you will set up your OIT e-mail account and the voice mail in your room after you move in, and that you will check your e-mail, voice mail and mailbox on a regular basis. Be sure to include your cell phone number in your personal information on SPIRE, and sign up for campus alert emergency text messaging at www.oit.umass.edu/spire/for_students 

Questions about Check-In

What if I move into my room before Opening Day, do I have to check in?
Yes. If you move into your housing assignment before Opening Day during the early arrival period, and do not check in, you will be assessed the early arrival fee and face disciplinary proceedings.

What happens if I do not check in during the designated opening period?
If you do not check in properly at your Residential Service Desk during the designated opening period, your housing assignment will be canceled on the first day of classes, and your UCard will be deactivated. Your no-show status could also affect your enrollment status, as the university may believe you will not be attending classes.

What if I plan to arrive after the end of the designated opening period?
You must contact the Residential Life Student Services Office, 545-2100, before classes begin and inform them of your intended arrival date.

Do I have to check in if I change my assignment during the semester?
Yes. You are required to follow all of the Residential Life procedures for room changes. Upon being given permission to move to a new assignment from either your Residence Director or Residential Life, you will have 48 hours to move. You must check in properly to your new assignment through the Residential Service Desk as well as check out properly through your previous Residential Service Desk. Failure to check out properly by returning your key and completing an inventory may result in housing charges being placed on your bursars account.

Please Note: If you move into another student's space, or a vacant space, and have not followed these procedures, you will be billed an unauthorized move fee, relocated to your actual housing assignment, and face disciplinary proceedings.

Hall Check-Out 

How do I check out of my room?

Mid Semester

If you are withdrawing from the University and/or canceling your assignment mid-semester, you must remove all of your belongings from the room and check out through the Residential Service Desk by returning your key. After you have completed your check-out, you must contact the Residential Life Student Services Office to verify your check-out. You will receive an email from the Residential Service Desk staff confirming your check out. If you vacate your residence hall assignment during the refund period, the day you check out will determine your refund.

Please Note: Leaving your key with your roommate, a floor mate, under the door of the Residential Service Desk or not returning it at all are all examples of improper check-outs. Residential Life considers you in occupancy of an assignment until you return your room key to the Residential Service Desk. Your check out confirmation email is an important piece of documentation and our office strongly encourages you to check out properly and to retain all receipts.

End of Fall Semester

Students living in non 9-month residence halls leaving for the winter session break who are planning to return to the same assignment for spring semester do not need check out completely, remove their belongings from the room or return their room key.

Students who have cancelled or requested an assignment change for spring semester including a pull-in must remove their property from their room, and turn in all keys and temporary access cards that were assigned to you to the Residential Service Desk by the designated closing date and time.

You will be billed for lost keys and temporary access cards if you fail to turn in these items before leaving campus. Keys and temporary access cards may not be turned in after the residence halls have closed for the semester. You must leave your room broom-clean. You may be charged a cleaning fee if you fail to do so. After closing, Facilities Operations staff will verify the status of your room based on the Room Condition Form you submitted after checking in to your space. Appeals of charges are not allowed if your Room Condition Form was not completed. If you have any questions about the check out procedures, please consult your Residential Service Desk staff.

Please Note: Checking out of your assignment at the end of the fall semester does not indicate your intentions to cancel your housing assignment. All requests for cancellation of an assignment must be made directly with the Residential Life Student Services Office either by phone or in person at 235 Whitmore. For more information on cancelling your assignment please click here.

End of Spring Semester 

All residents must remove their belongings from their room, complete an inventory checklist, and turn in all keys and temporary access cards that were assigned to them by the designated closing date and time to the Residential Service Desk.

The Service Desk staff will sign for these items and send a confirmation email to your student email account. You will be billed for lost keys and temporary access cards if you fail to turn in these items before leaving campus. Keys and temporary access cards may not be turned in after the residence halls have closed for the semester. You must leave your room broom-clean. You may be charged a cleaning fee if you fail to do so. You will be held financially accountable for the condition of your room and furnishings at the point you checked out of your assignment. Appeals of charges are not allowed if you failed to submit your Room Condition Form as part of check-in. If you have any questions about the check out procedures, please consult your Residential Service Desk staff.

Can I check out between semesters?

If you are withdrawn from the University or cancel your assignment and have not removed your belongings by the end of finals week, you must contact the Residential Life Student Services Office to arrange a check out time with your area office.

If you do not remove your belongings before the designated opening periods, you will be assessed an administrative fee as well as a blocked room fee for failure to prepare your room for an incoming roommate for the spring semester. These fees are in addition to any cancellation fee you may have already incurred. Refer to the rates and fees page for more information.