Opening and Closing Information
Instructions for Spring Closing in the Residence Halls
Good luck to each of you in your studies as we near the end of the semester. In preparation for a monumental Commencement with unprecedented student attendance, I am sharing specific instructions regarding closure of the residence halls.
Please read this carefully and make packing and travel plans well in advance of move-out day so that the end of the year can be as smooth as possible, and we can all be fully present at the final Commencement.
- SBC graduates must be completely moved out of their rooms no later than 5:00 p.m. on Saturday, May 16th.
- All students attending Commencement, but not graduating, must be completely moved out of their rooms prior to 8:00 a.m. on Saturday, May 16th.
- Given the anticipated parking challenges and vehicle access near buildings, especially on Saturday, May 16th, students attending graduation are asked to have rooms packed in advance of Commencement Day – some suggestions:
- Communicate with your RA – She is there to help you, give suggestions, but she also needs to coordinate when she can check you out. Please work with her. None of the RAs can leave until all rooms have been inspected. It is not an easy job.
- Pack boxes to ship through the Post Office.
- If you make trips home, take some things with you each time
- Start getting rid of trash in your room today. It gets really messy on move-out day when there are fewer students still on campus. One can only imagine the amount with 75% of students throwing things out on Commencement Day.
- Start donating items that you know you will not take with you.
- Pack cars up Friday evening or before.
ROOM CONDITION AND CHECK OUT PROCEDURE:
All students are expected to follow these procedures, including graduating seniors.
- Schedule a time to have your RA inspect your room and complete your Room Condition Report.
- Remove all personal belongings. Please do not leave items in your room that you no longer need or want.
- Donation boxes for the thrift store in Amherst will also be available in common areas.
- Remove all trash; place in appropriate receptacles and recycle as much as possible.
- Rooms should be left in move-in condition: sweep the floor, clean out refrigerators – everything needs to go, remove items from common areas like parlors and kitchens.
- Close and lock window(s); leave shade(s) up.
- Turn off the light and fan.
- Lock the door.
- Place the bright pink check out card on your door if you are the last person to leave the room (this signals to Residence Life and Housekeeping that your room is vacant).
- Take your keys in the packet provided by your RA to CCL, and drop them in the box outside Annie's Office (or give them to Gloria or Annie).
PLEASE DO NOT GIVE YOUR KEYS TO ANYONE OTHER THAN CCL STAFF AND DO NOT TAKE YOUR KEYS HOME!
Any damages present that were not listed on the Room Condition Report (RCR), completed at the time of check-in, will be billed to your account.
Students who leave their room clean and damage-free will be refunded their $75 room deposit fee. Any fees associated with item removal or room/hall damage will be assessed to the identified owner. If the owner cannot be identified, the entire room/floor will share the cost for removal and/or damage.
Over the past few years, I have been pleased to learn that Sweet Briar Women appreciate knowing the “why” to better understand how to get things done effectively and efficiently. Therefore, I have not only shared instructions, but the reasons below. I have complete confidence that you all will understand and do your best to assist.
Important Facts and Context:
- Nearly 75% of the student body registered to remain on campus for Commencement. This is a record number. If you have not informed my office, you cannot remain on campus.
- One-third of the RAs are graduating and will not be able to assist with closing procedures on Commencement Day.
- Nearly all room inspections will have to be done on Commencement Day. Many rooms will need to be inspected between 8:00–10:00 a.m. so residence life staff may also attend Commencement.
- Housekeeping needs to clean the buildings and prepare all rooms for Reunion, which is also seeing record-breaking numbers in anticipated attendance. Housekeeping is also understaffed, as people are finding jobs elsewhere—let’s please help make their jobs as easy as possible.
- Commencement begins at 10:00 a.m. on Saturday, May 16th.
- Vehicle access to the quads will be restricted from Wednesday, May 13th through noon on Saturday, May 16th.
- There is a standing fee of $100 per hour assessed for anyone remaining in their room past the check-out time.
- The Honor Code remains in effect for all students.
OTHER FINAL DETAILS:
Books: Remember to return borrowed books to the Library. If you would like to donate unwanted books, look for a CALL box nearest you.
Quad Access: Due to graduation set up, automobiles will not be permitted on the Quad from Wednesday, May 13 through noon on Saturday, May 16. Please contact the Department of Campus Safety at ext. 6144 if you have any questions.
Rented Refrigerators: A separate email will give you instructions regarding when Melvin Corporation will be collecting all rented microfridges. Microfridges must be defrosted and cleaned impeccably, just as they were when you received them. We have a great reputation with Melvin Corp for returning the units in excellent condition – let’s keep that up!
Forwarding Mail: Your first class US Mail will not be automatically forwarded to your home address during the summer months. You will need to complete a change of address form at the Post Office to receive your mail over the summer. Newspapers and magazines can be forwarded for 60 days. While UPS will not forward packages, the US Postal Service will do so. If you are remaining on campus this summer, please notify the Post Office. If your permanent address will be changing over the summer, please advise the Dean’s Office to ensure that you will receive necessary information.
Shipping: Items can be shipped several ways. Other than the US Post Office, all other methods are done through the Central Receiving Office, which is open Monday through Friday 8:30 am–4:00 p.m. They are located in the Post Office in Meta Glass. Don’t wait, start planning now. The last day to ship items will be May 15.Trucking companies are generally better for heavy items and take about two weeks to deliver. They will usually allow for COD, although prepayment is less expensive.
UPS can handle packages that are no larger than 130” (length and girth combined); generally takes less than five days to deliver; will not forward packages; does carry insurance; but is very particular about the method of packing. They will not permit: cellophane tape packages wrapped in paper, or masking tape or string. They do prefer you use duct or reinforced tape and sturdy boxes.
Hints on shipping:
- Always include the shipping address on the inside of the box.
- Always protect hard or breakable items by packing soft items around them. UPS will not insure items, if this is not done.
- Odd shaped items need to fit inside boxes or UPS will not ship them.
- The College reserves the right to refuse any package that is not prepared properly for shipping.
- If your item is a stereo or computer and you wish to insure it, it must be packaged in the original box.
- Please have your ready-to-ship items packaged and labeled correctly before arriving at the Post Office. This will speed up the process for everyone.
For specific information, please contact the Mailing Service Office at extension 6176.
Information for 2014-15 Academic Year
Returning for fall semester: Check-in for returning students is scheduled for Sunday, August 24, through Tuesday, August 26, from 9 a.m. to 5 p.m. in the Co-curricular Life Office (CCL).
Thanksgiving Holiday: Thanksgiving vacation begins at 5:30 p.m. Friday, Nov. 21, 2014. Residence areas close at 8 a.m. Saturday, Nov. 22, and reopen at 8 a.m. Sunday, Nov. 30. The first meal served will be dinner on Sunday, Nov. 30. Classes resume at 8:30 a.m. Monday, Dec. 1.
Semester Break: The final exam period is Sunday, Dec. 14-Friday, Dec. 19. Residence areas close at 8 a.m. Saturday, Dec. 20. (Students are expected to communicate with their RAs regarding departure plans and should vacate campus within 24 hours following their last exam.)
Spring Semester: Residence areas reopen for residents returning for the spring semester at 8 a.m. Tuesday, Jan. 20, 2015; the first meal served will be lunch that day. Classes begin on Wednesday, Jan. 21.
Spring Vacation: Spring vacation begins at 5:30 p.m. Friday, March 6. Residence areas close at 8 a.m. Saturday, March 7, and reopen at 8 a.m. Sunday, March 15. The first meal served will be dinner on March 15. Classes resume at 8:30 a.m. Monday, March 16.
End of Year: The final exam period is Friday, May 8-Wednesday, May 13. Residence areas close at 5 p.m Thursday, May 14 for underclasswomen, except for those approved by the director of Residence Life to remain on campus for commencement.
Questions should be directed to the Office of Residence Life at (434) 381-6420 or [email protected]