Fall Move-Out

Traditional halls will close for Winter Break on Thursday, December 18, 2025 at 11:00 a.m. Non-Break residents who fail to vacate by this time will be subject to a $150 Unauthorized Occupancy Fee. 

Students who are not sure they will return in the spring are strongly encouraged to check out at the end of fall semester. Your assignment will not be impacted unless you request a cancellation or become withdrawn.

Communications:

Break Housing Residents 2025

Non Break Housing Residents

Hybrid Halls residents and Break Hall RAs

Students who are returning to the same room for spring semester can leave items in their room and are not required to check out. Students should take any important items, such as electronics, medications and IDs/passports as you will not have access to your hall over Winter break. Students should also keep their key in a safe place over winter session as they will need it when they return for spring semester.

Closing Checklist

• Clean Up
  • Pick up items/clothing from the floor
  • Sweep/Vacuum your floor
  • Dispose of any perishable food items
  • Take out all recyclables and trash
• Pack Up – You will not have access to the building or your room during break! Make sure you take everything you need with you, including:
  • IDs and Passports
  • Medication
  • Electronics, chargers, coursework, valuables, etc
• Conserve Energy
  • Unplug everything except refrigerators and aquariums
  • Close and secure windows in your room. Leave your shades open
  • Turn off the lights
• Lock Up
  • Lock your door as you leave and take your key with you
  • Store your key and UCard in a safe place - you will need them when you return

The following students are expected to check out:

• Students who are cancelling for spring semester
• Students who have selected a new assignment for spring semester
• Students who have been pulled into a new space for spring semester
• Students who have performed a swap for spring semester

To check out, a student must remove their belongings and turn in their key to the Residential Service Desk prior to halls closing. Please see the other sections based on whether you live in a Break Housing residence hall or a traditional residence hall.

Please view the Move-Out FAQs if you have questions after reviewing the information below. 

During your move-out, you may park in your permitted lot until you are fully packed and ready to load your belongings. Moving bins will be in buildings with elevators beginning December 16. Please do not take a bin until you are fully packed so others may use them when ready. Bin use is limited to 40 minutes. When you are ready to load your vehicle, pull up to the loading area outside your hall. Your car is limited to 20 minutes in the loading area. When you finish using the bin, please return it to your bin sign out location.

Steps to completing a proper check out

1. Return your room to its original state from Fall Move-In. This includes:

• De-lofting/De-bunking beds
• One set of furniture clear of any belongings and ready for a new occupant
• Room swept and cleaned

2. Remove all of your belongings from the room

• Take out all trash and place recyclables in their proper bins
• If applicable, submit an i-service request for bed rail or space heater pick up.
• Close and lock all windows
• Close and lock your door
• Check your mailbox prior to leaving
• Pick up any packages at your Residential Service Desk
• Turn in your room key to your Residential Service Desk and any temporary access cards you may have signed out.

If you are unable to check out of your assignment during the RSD business hours, you can return your key via drop box at the Residential Service Desk: 

1. You must request an envelope from your RSD during their business hours.
2. Place your room key in the envelope and seal the envelope.
3. Write your name SPIRE ID, Building and Room number on the envelope.
4. Place your envelope in the RSD Drop Box.

If you do not return your key to your Residential Service Desk or RSD Drop Box location, you are subject to a $250 lock recore fee.

Forget to return your key at Checkout? Instructions regarding how to mail your room key back can be found in the Key Return and Room Access tab. Students who mail back their room key will be assessed a $100 administrative processing fee. Mailed keys must be postmarked by 12/23/2025 in order to be eligible for a reduction.

What to plan with your roommate, suitemates and apartment mates:

• Discuss a plan for cleaning shared spaces before you go.
• Coordinate help returning the furniture to its original position as when you arrived.

Move Out Day:

• If your hall has an elevator, bins will be available to sign out.
• Once done, please return the bin to your lobby. Do not leave bins outside.
• Return your key at the Residential Service Desk, or to the key envelope drop box outside your Service Desk using the key envelope.
• Failure to return your key will result in a $250 Lock Recore fee.
• Students can mail back their key and be assessed a $100 administrative processing fee if postmarked by 12/23/2025 (saves $150 compared to a lost key).
• Check your mailbox and Residential Service Desk for mail and packages one more time before leaving campus.
• Failure to vacate your space on time will result in an unauthorized occupancy fee of $150.

If you forgot to return your key, please view the Key Return and Room Access tab.
 

Room Inspections

Residential Life staff and Environmental Health and Safety will conduct ongoing inspections of rooms during winter break. Inspections consist of visual surveys of rooms. Illegal items and other policy violations in plain view will be documented and referred to the appropriate authorities.
 

Card Access

Card Access will expire on Dec. 18, 2025 at 11:00 a.m. If you need to gain access to your hall after this time please view the Key Return and Room Access tab. If you have been issued a Temporary Card, please return it to your Residential Service Desk to avoid a $40 card replacement charge.
 

Personal Property

Students are allowed to leave belongings in their room over winter session. Students are encouraged to take all essential and valuable items with you when you vacate for winter break. Residents are not allowed access to the Residence Halls during winter break. The University does not guarantee the security of property left in the residence halls and does not carry insurance that compensates residents for losses due to fire, theft, water damage, etc. 

Students who forget a critical item, such as medication or a passport, can contact Residential Services at 413-577-7777 to request temporary access to their room. Students who request access to a closed hall will be subject to a $50 break access fee during business hours and a $150 break access fee for access after hours. Business hours are Monday – Friday from 9:00 a.m. – 4:00 p.m. Please Note: The Residential Services Office will be closed December 25, 2025 through January 1, 2026.

Changing your assignment or cancelling to study abroad next semester? Our official storage provider, Dorm Room Movers, can provide assistance.

The process is simple:

1. Boxes and tape will be sent to you
2. You pack
3. The movers will pick up your items, store them while you're away, and deliver everything back to you when you return. Additionally, Dorm Room movers can ship boxes anywhere in the U.S. or to over 30 countries.

Learn more and register on their website to get moving and join over 60,000 students that have made life easier for themselves and their parents.
 

Temporary Break Housing and Winter Break Housing

Students who require accommodations over Winter Break can come to Residential Life Assignments to discuss a permanent reassignment to a break housing space. Students who do not wish to change their permanent assignment can apply for temporary break housing in an unused lounge or room in a break housing hall, if any are available. Since this is a significant cost and we are not able to guarantee temporary options to all students who may seek it, we encourage students to research off-campus sublets or other options in the area as well.

Students are also able to apply for Winter Break only housing at the Mount Ida Campus in Newton, MA. Students who are interested can find more information on the Mount Ida Campus Housing Website.
 

Mail

The last day Residential Service Desks will receive mail and packages for non-break Residence Halls is Wednesday, December 17.  Mail and packages are not delivered to non-break halls during winter break. Please ensure to forward any important packages to the appropriate address over the break period. For more information view What Happens to My Mail Over the Break. 

Mail and packages will not be delivered during campus closures.

North, Cashin, Grayson and Prince Residence Halls will remain open over Winter Session. Approved residents in Brett, Gorman and James are also able to remain over Winter Session. Brett, Gorman and James residents who wish to stay on campus must contact Residential Life Assignments office at 413-545-2100 for approval before December 12, 2025. Students living in Break Housing halls should also review the changes in Dining Services.

Break Housing residents who either cancel their spring assignment or select out of Break Housing for the spring are expected to fully check out of their current space by no later than January 8, 2026 at 4:00pm. Please review the Check Out Instructions tab when you are preparing to check out.
 

Winter Break Residential Service Desk Hours

All RSDs will be open on December 18 from 9:00 a.m. – 11:00 a.m. Brett, Cashin, Crabtree, Dickinson, Thoreau and Prince RSDs will move to the Winter Break schedule on December 18, 2025 through January 25, 2025. Residential Service Desk Hours during Winter Break are as follows:

Monday – Friday: 9:00 a.m. – 4:30 p.m. (closed for lunch 12:00 p.m. – 12:30 p.m.)
Saturday – Sunday: 12:00 p.m. – 6:00 p.m.

Please Note: All Residential Service Desks will be closed 12/25/2025 – 1/1/2026.

Service Desks are closed when the campus is closed due to weather events or a scheduled closure. Mail and packages will not be delivered to campus during campus closures.

The phone number of your Residential Service Desk (RSD).

All Residential Service Desks will resume standard hours of operation beginning January 26, 2026.
 

Lockout Assist Service (Brett, Cashin, Gorman, Grayson, James, Prince)

Students who lock themselves out of their room during Residential Service Desk Hours can contact the Residential Service Desk to request a Lockout Assist. Students who lock themselves out of their room outside of Residential Service Desk Hours should contact the RA On Duty between 8:00 p.m. – 7:00 a.m. For all other times, students who lock themselves out can contact the Facilities Services Center by calling 413-545-6401. 

Requesting a Lockout Assist requires staff to come directly to your room to unlock your door and verify that you have your room key. Please note that there is a $50 Lockout Assist Fee which will be applied to the student’s Bursar bill.
 

Lockout Assist Service (North)

Students who lock themselves out of their room during Residential Service Desk Hours can contact the Residential Service Desk to request a Lockout Assist. Students who lock themselves out of their room outside of Residential Service Desk Hours should contact the Operations Center by calling 413-545-6401. Requesting a Lockout Assist requires staff to come directly to your room to unlock your door and verify that you have your room key. Please note that there is a $50 Lockout Assist Fee which will be applied to the student’s Bursar bill.

Key Return

If you were required to check out and return your key, but did not do so before leaving campus, please follow the appropriate process below. Failure to return your originally issued key to your RSD may result in a lock recore fee up to $250.00.
 

I Do Not Have My Room Key

If you have lost your key but still need to check out, please contact our office as soon as possible at 413-577-7777 during business hours.
 

I Have My Room Key

You can mail your key to the address listed below. Please be aware there is a $100 administrative processing fee for mailed keys.

Operations Center
123 Berkshire House
121 County Circle
Amherst, MA 01003-9313

Mailing Requirements

• Keys must be postmarked by December 23, 2025.
• Enclosed in the envelope you must include: student's name, student ID, hall and room number.
• You are strongly encouraged to utilize a shipping method which includes tracking information.
• Do NOT mail your key in a standard business envelope. It will rip through the envelope during processing at the post office.
  Padded envelopes, as shown below, are recommended to prevent the loss of your key in the mail*.
  *Keys lost in the mail will result in the student being billed a $250 recore fee.

Room Access

All non break housing halls are closed during Winter Break. Students looking to gain access to their room over break must contact Residential Services at 413 577-7777 before returning to campus for forgotten items. Residential Services is open Monday-Friday 9:00am - 4:30pm not including campus closure days.  During weekday hours, students will be granted access to their room for one hour and be assessed a $50 break access fee.

Approved Items
Identification: passport, driver’s license, etc.
Prescription medication
Academic work (textbooks, papers, etc.)
Academic Computer Equipment
Legal Documents

Gaining Access Outside of Business Hours

If you need to gain access to your room outside of business hours please contact the Residential Life Operations Center at 413-545-6401.  Students will be granted access to their room for one hour and be assessed a $150 after hours break access fee.