Check-In & Check-Out
Check-In
According to the academic calendar, the Office of Residence Life determines the first day of occupancy. No resident will be allowed to check-in if s/he has not completed and signed a Residence Hall and Dining Services License. Upon check-in, the Resident Advisor will issue a room key. Each resident is required to complete an Emergency Information Card and a Room Condition Report (RCR). The Emergency Card and RCR are then filed in the Office of Residence Life.
Student Handbook
All residents agree (by signature on the RCR) "to read, review and abide by all policies stated" in the Residence Life section of the Saint Mary’s College Student Handbook.
Post Office Boxes
A US Post Office Box (P.O. Box) is guaranteed to all SMC resident students. Information on obtaining a post office box at the US Post Office located at Saint Mary’s College will be provided to residents during the first week of residency. Post office boxes are assigned for use during the academic year only (September through May).
In addition to room check-out procedures listed below, each resident must follow all SMC-Post Office procedures for the forwarding of mail or the closing of his/her campus P.O. Box at the end of the academic year or when s/he moves off campus. Failure to forward mail - or to close a post office box and return the P.O. Box key - before moving off campus will result in additional charges.
Check-Out
All residents are required to check-out with the appropriate Resident Advisor. Check-out appointments are to be scheduled in advance. Failure to meet with a Resident Advisor will result in an improper check-out fee. Residents must remove all personal belongings, garbage, and any item that was not assigned to the room by the College. Upon check-out, each resident must turn-in the key that was originally assigned upon check-in. An Improper Check-Out Fee and/or a Re-Keying Fee will be assessed for a lost key. Any damage and/or cleaning charges for rooms (or suites), including common areas, will be noted on the RCR upon check-out. If individual responsibility for property damage and/or cleaning charges cannot be determined, fines will be assessed for each resident of the room (or suite).
Residence Hall Closures - Holiday Breaks
Residence Halls are closed for Christmas Break. Campus Dining services are closed for Thanksgiving, Christmas, JanTerm and Easter Breaks. (See the Notice of Important Dates published by ORL.) During residence hall closures, locks are changed (or, in some instances, "capped") on outside residence hall doors until such time as the residence halls re-open.
Requests to stay on campus during Christmas break will be approved on an individual basis by the Office of Residence Life. Requests must be submitted electronically via the Holiday Break Request link on the Residence Life section of SMCNet. Deadlines (for submission of requests) will be strictly upheld. Late fees will be assessed on all late requests. Upon approval by the Office of Residence Life, residents must sign a Holiday Housing License (after which further instructions for obtaining an interim key and an “Occupied” door sign for use during the break will be provided).
Withdrawals from Housing and/or SMC
Any termination of Residence Hall Housing License agreements must be authorized by Residence Life. A Residence Hall Withdrawal form must be completed and submitted to Residence Life prior to moving out. Proper check-out procedures must be followed including, but not limited to, scheduling a check-out appointment and returning the room key to the appropriate Resident Advisor. A Residence Hall License agreement may be canceled prior to the start of the academic year only upon written notice to the Office of Residence Life. There will be no refunds and the $350 non-refundable housing deposit will be forfeited. Residents may terminate spring charges if written notice is given to the Office of Residence Life of intent to cancel by the end of fall term. Failure to provide notice by this date will result in a $450 late notification charge. Once the spring term has begun residents forfeit that term's fees and there will be no refunds.
Study Abroad – Residence Hall Withdrawal
Residents who are studying abroad must complete and submit a Residence Hall Withdrawal / Study Abroad Information form. Proper check-out procedures must be followed including, but not limited to, scheduling a check-out appointment and returning the room key to the appropriate Resident Advisor. Study-Abroad participants who wish to live on campus upon their return will need to provide additional contact information to ORL for use in establishing campus housing opportunities.
Traveling During January Term (JanTerm)
Residents traveling for JanTerm do not need to move out of their rooms. It is highly encouraged, however, that residents not leave valuables on campus when they leave for break. All residents traveling for Jan Term must notify the appropriate Resident Advisor
