Checkout Charges

Residential Checkout Charges

During the annual move out at the end of the spring semester, a Check-Out process is communicated to and must be completed by each individual student.  Check-outs are required by ‘student’ and not by ‘room’.

Upon move in at the start of the year, residents are required to check 'in' to their room. This allows each resident to insert notes regarding any room/furniture damages.  Upon move-out later in the year and visual verification by staff, notes regarding any damages or missing furniture are compared to those made during the check-in process.  Any discrepancies between the two, other than normal ‘wear-and-tear’ are then billed to student accounts.  Damages or missing furniture noted at check-in protect the resident against unwarranted charges. 

This information is clearly communicated to students using various methods during the year as listed below. 

Check-out procedures are outlined each year in the annual student handbook posted on the UD web site early each summer.  As stated on page 67 "...all fines are final three weeks after the residence hall closing date of the semester in which the fines were assessed.  Check-out fines are only appealable in the month they were assigned."

The check-out deadline is published on the annual Student Affairs Critical Dates Calendar on the UD web site.  The deadline is also extensively publicized close to the end of each year directly to residents via campus flyers, banners, Haggar TVs , mandatory year end hall meetings and various official university emails as listed below.  Reminder: Email is our primary means of communication with students so the responsibility to check email messages for official communications lies with the student.

Click here to view the agenda regarding spring closing covered in all residence halls on April 29th. 

Click here to view the mass email sent to all ‘traditional’ hall residents May 2nd before closing.

Click here to view the mass email sent to all Clark hall residents May 2nd before closing.

Click here to view the mass email sent to all campus apartment residents May 2nd before closing.

Click here to view the final reminder regarding spring closing sent to all campus residents on May 9th.

A dedicated bulletin board announcement was posted in each residence hall the last week of April.  Mandatory hall meetings were held in each hall the week before finals to go over proper moveout procedures.  Flyers were also posted in residential areas on campus in early May.

Traditional Hall residents all received a ‘Key Return Envelope’ prior to closing.  Checkout information is clearly printed on the outside of the envelope. 

Upon the annual move in for the fall semester, the key packets of all residents (including those with swipe access on their ID cards) contains a flyer dedicated to explaining the check ‘in’ and ‘out’ process - Traditional Hall Notice; Clark Hall Notice; Campus Apartment Notice.


 Additional questions regarding checkout charges may be directed via email to studentaffairs@udallas.edu