Dear Students,

We hope you are well as you prepare for the reading period and finals week. This email includes detailed information about the Fall closing of the residence halls, which is essential for you to know before departing.

The residence halls will close at 12 noon on Thursday, December 22, after the conclusion of the final exam period. Swipe access to the residence halls will be turned off at this time for all students except those granted extended housing by the Office of Residential Life. If you have been approved for extended housing, please check your approval email for full details.

Instructions for Key Return:

As our records indicate that you will not live on campus in Spring 2023, you are responsible for checking out of your room, removing all belongings, and returning your key to a staff member prior to your departure from campus. 

REQUIRED: Schedule a Check-Out Appointment online (via the forms page) at least 72 hours prior to your desired check-out time. Once you have scheduled your time - Staff will meet you at your room to check your space, assess damages, complete your Room Condition Form, and retrieve your key.

• If leaving outside of check-out hours, you may opt for an express check-out. This option does not allow for students to contest any damage charges and requires students to retrieve an express check-out form and return their key at the Key Office. Failure to return key results in lock change charges. 

There is a charge for failure to return keys and check-out by published deadlines. Lock changes resulting from missing keys will be performed as soon as possible after termination of occupancy, typically within seven business days. All keys must be returned immediately upon termination of occupancy. Any duplication of keys is prohibited. If you illegally duplicate keys you will be billed for a lock change and referred to the Office of Student Conduct and Community Standards. 

Before You Leave:

• Take all Items with you - we will be reassigning your room to another student for the Spring 2023 semester.
• Per the Housing Agreement, unclaimed items may be packed, stored, and/or shipped at your expense if such removal is deemed necessary by our office.
• Close and lock all your windows. Please put the screens up and storm windows down, if applicable. If any windows or locks are broken, please call Facilities Management at 401-863-7800.
• Lock all doors and shut off lights.
• Properly dispose of all trash and open food from your room and refrigerator. Use designated trash rooms. Trash and food may not be left in the hallway. Do not throw away food trash in restroom trash cans. Custodial services will be curtailed for the first half of winter break, meaning trash left in restrooms may not be removed until full staffing returns on January 9.
• If you have any unopened non-perishable food items you no longer need, consider donating them to the Bear Market Food Exchange, on the 4th Floor of Page-Robinson building before December 22.
• Take any pets or animals home. Any student found to have left an animal (approved or non-approved), including fish and reptiles, alone in their residence hall room over break will be referred to the Office of Student Conduct and Community Standards or the Department of Public Safety. Students may also lose the ability to house the animal on campus in future semesters.
• If you have had any restricted items confiscated by the Office of Residential Life or Environmental Health and Safety during the Health and Safety Inspection process, you are responsible for retrieving these items prior to your departure for the winter break. While you may reclaim confiscated items, you may not bring them back into the residence halls. To make arrangements for pick up, please email reslife_facilities@brown.edu. All unclaimed items will be discarded on Thursday, December 22, 2022 at 5pm ET.
• Please review the damage billing information and ensure you vacate your room in good condition to avoid being charged.
• A limited number of Bins are available for rent. Free for 2 hours, charges increase after 2 hours. See key office for details. (at peak times, there may be a wait for bins)
• Please note that Residential Life does not offer storage.

If you need more information on fall closing, please view this webinar.

Please reply to this email if you have any questions.

We wish you the very best with the end of your semester and a peaceful Winter Break. 

Sincerely,

Amanda Surgens

Pronouns: she/her/hers

Director of Residential Operations & Strategic Planning

Office of Residential Life

Brown University | Providence, RI 02912