Sweet Briar values the enhanced educational experience that living on campus provides for students to live and learn
together. It is an opportunity to grow, learn and share; a time to establish meaningful relationships, to learn more
about oneself through daily interaction with others, and to accept the responsibilities and privileges of group living
in a college environment. Residential living on campus is more than a room in a building or apartment; it is part of
the total educational experience at Sweet Briar.
Each residence area maintains, to some degree, its own identity and, upon a majority and/or unanimous vote,
depending upon the issue, may establish through a community agreement additional guidelines than those described
in the Student Handbook.
Resident Advisors (RAs) live in each student residence area and serve as a resource to students, build community
in student residence areas and to serve as a liaison with the Office of Residence Life to support the College in its
overall operation of the residence life program.
Everything You Need To Know About Spring 2013 Semester Closing
From The Office of Residence Life
QUIET HOURS: 24 Hour Quiet Hours will begin on Thursday, May 9th at 7:00 a.m.
Please be considerate of your community, as not everyone will be finished with exams, projects, papers, etc. on the same day. Quiet hours will end at noon on May 15th.
First Years, Sophomores, and Juniors are expected to check out and vacate the residence halls by 5:00 p.m. on Thursday, May 16th or within 24 hours of their last exam – whichever comes first. Students who plan to attend graduation may stay in their rooms until 8:00 a.m. on Saturday, May 18th. However, you must notify Residence Life no later than 5:00 p.m. on Friday, May 10th. You may do this by signing up at the reception desk in CCL or via email (firstname.lastname@example.org). Remember to include your name, building and room number!
Seniors and their guests must vacate the halls by 5:30 p.m. on Saturday, May 18, 2013. Anyone remaining in the halls past that time will be fined $100/hour (see 2012-13 Student Handbook, p. 97). All personal belongings must be cleared from the halls by this time. Any remaining items will become property of the college and will be disposed of appropriately.
The Housekeeping Staff will be working on a tight schedule, due to Reunion Weekend. By vacating the halls when expected, it allows the Physical Plant and Housekeeping staff to gain access to rooms to clean and re-set up. Your assistance in this process is necessary and greatly appreciated.
ROOM CONDITION AND CHECK OUT PROCEDURE:
The checkout process is as follows: When you have completely removed all of your belongings from your room, find you RA to check you out. (This may need to be set in advance to ensure that your RA is present when you are ready to leave). Your RA will review with you, your RCR (Room Condition Report form) and note any damage, missing items, and/or a poor room condition, i.e. excessive trash. You will be expected to sign your RCR and leave your keys in the envelope with your RA. To ensure that you are given credit for returning keys, please sign and seal the envelope.
In order to allow greater flexibility we are offering an ‘Express Check Out Option’. This process will allow you to check out without having to locate a staff member. It is important to note that if you select to use Express Check Out, you agree to accept any and all charges that may be assessed for any damage, missing items, and/or poor room condition. If your room has been damaged in any way, we advise that you make arrangements to discuss this with your RA before leaving. If billing is necessary, unless the responsible person is known, the roommates will share the costs. When the last resident of your room is ready to leave, simply leave your keys in the supplied envelope on a desk or dresser in your room and attach the signed check out card (see attached) to your door. NOTE: All residents of the room must sign the check out card. Again, to ensure that you are given credit for returning keys, please sign and seal the envelope.
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 permanent address on file. Seniors 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 OR if the owner cannot be identified, the entire room/floor will share the cost for removal and/or damage.
All students are expected to follow this procedure, including seniors.
§ Rooms should be left in move-in condition.
§ Remove all personal belongings. Please do not leave items in your room that you no longer need or want. If you would like a specific person to have a specific item, please give it to that person directly. Donation boxes will also be available in common areas.
§ Remove all trash; place in appropriate receptacles and recycle as much as possible.
§ Sweep the floor.
§ Close and lock window(s); leave shade(s) up.
§ Turn off the light and fan.
§ Lock the door.
§ Leave all keys in the envelope supplied on the desk or dresser, signed and sealed or with your RA.
§ Place the check out card on your door if you are the last person to leave the room.
OTHERS THINGS TO THINK ABOUT:
Books: Remember to return borrowed books to the Library. If you would like to donate unwanted books, look for a CALL box nearest you.
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.
Quad Access: Due to graduation set up, automobiles will not be permitted on the Quad from Wednesday, May 15, 2013 through noon on Saturday, May 18, 2013. Please contact the
Department of Safety if you should have any questions at extension 6144.
Rented Refrigerators: Melvin Corporation will be collecting all rented microfridges. Microfridges must be defrosted and cleaned impeccably, just as they were when you received them.
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. We are encouraging you to start early. The last day to ship items will be May 17, 2013.
Trucking companies are another method. They will usually allow for COD, although prepayment is less expensive; are generally better for heavy items and takes about two weeks to deliver.
UPS is a third way of shipping items. UPS can only 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 they will not be shipped by UPS.
§ 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.
If you have any questions, please contact the Mailing Service Office at extension 6176.
____ Microfridge defrosted, cleaned and ready to be returned?
____ Belongings shipped home? Note: May 17th is the last day to ship
____ Borrowed books returned?
____ Bills paid?
____ Academic obligations met?
____ Transportation arrangements made? Note: Halls close on Thursday, May 16th at 5:00 p.m.
____ All belongings removed from rooms, bathrooms, and hallways?
____ Room cleaned and damage free?
____ Arranged a check out time with a RA?
____ Room windows closed, locked, and shade(s) open?
____ Room door locked?
____ Room Condition Report (RCR) signed with RA?
____ Check out card left on the door – if you are the last one to leave the room?
____ Room & building keys left in the key packet signed and sealed per instructions?
It is up to the individual to find an external storage company. This is a list of storage companies in and around the Lynchburg area. (For more options, please look in your local yellow pages.) Prices will vary at each storage company.
List of Storage Companies
§ Amherst Storage Inn (434) 946-9898
§ AAAA Self Storage (434) 509-0029
§ Stow Away Storage (434) 929-1623
§ U-Haul Self Storage (434) 528-3115
§ Uncle Bob’s Self Storage (434) 845-3621
Please note times for Fall return: Opening for returning students is scheduled for Sunday, August 25th from 9:00 a.m. to 5:00 p.m. or Tuesday, August 27th from 9:00 a.m. to 5:00 p.m.
No exceptions will be granted so plan ahead!
Have a great summer!