ClosingJune 2015

https://vimeo.com/114062190#t=2441s

We recognize the end of the year presents challenging and

often emotional transitions for students

We want to help reduce stress for residents and families

We want residents to be successful and avoid fines

We need to prepare for June clean-up, summer housing and

summer conferences

We want you to be able to leave for summer!

Why is this Stuff Important?

Friday, June 12: • 5:00pm – housing closes• ONLY approved students will be able to stay past closing

• Graduating seniors• RAs or other RAD staff

• Late check-out fee is $300

Saturday, June 13:• 7:00am – approved late-stay students in priority spaces must be out

• A, I, J, Mods• 12:00pm – all other late-stay students must be out• 2:00pm – RAs should be checked out

Closing Dates

Week 6 • RA In-service about closing

Week 7 • Closing bulletin boards up (by Sunday, May 17)• Hand out Exit LLAs

Week 8• Health and Safety Inspections – promote closing and Exit LLAs• Follow up on Exit LLAs

Week 9• Closing Community Meetings – collect back Exit LLAs• Post closing reminder notices on resident doors (by Sun, May 31)• Wednesday, 3pm – front office training w/ Jaycie

Important Dates Prior to Closing

Week 10• RAs begin to facilitate pre-checkout meetings with residents • RAs begin to monitor common areas for issues

Eval Week• Monday, 6-8pm – All RAD staff end of year celebration dinner• RAs facilitate pre-checkout meetings with each resident upon

appointment• RAs work check-out front office shift (one 3-hour shift Wed-Sat)• Monitor hallways, lounges, stairwells, sorting centers for issues• Keep tabs on residents and when they are leaving• Friday, 1pm – Graduation

Important Dates Prior to Closing

• RDs will hand them out at staff meetings next week

• Helpful info and reminders about closing and moving out

• Should be put up by Sunday, May 17

Closing Bulletin Boards

• Hand out during week 7

• Collect back by week 9 Closing Community Meetings

• Offer your assistance to help the roommates complete them

• Explain the importance of this as a tool to help roommates

successfully complete their move-out process, sharing

responsibilities equitably and hopefully avoiding fines

• Document located under “Community Development” on RA

Resources Page

• Your RD will give you copies at week 7 staff meeting

Exit LLAs

• Use provided agenda

• Hold during week 9, between Monday-Wednesday, May 25-27

• Advertise at least 48 hours in advance, using multiple methods

• Take attendance on your roster

• Collect back Exit LLAs

• Follow up with residents who missed the meeting

• Post closing materials during week 9, by Sunday, May 31

Closing Community Meetings

http://doodle.com/8a4uyutaybiv99au

• BEFORE they return keys to the front office, they should walk

through the room with you

• Residents should sign up with you 24 hours in advance for a pre-

checkout appointment (15 minutes) – failure to do so may result in

an improper check-out fee of at least $60

• Use Doodle for residents to sign up for appointments• Have this setup and link sent out to residents by Sunday,

May 31 (beginning of week 10) • Make sure to reflect your own academic schedule, but keep

plenty of times available

Pre-Checkout Meetings

• What you’re looking for:

• Have they removed all of their belongings from the room/building?

• Have they cleaned?• Is there any obvious damage, if so, who’s responsible?• Lock window(s) and door(s)

• Do NOT take keys—they should return them to the check-out office• You’ll sign a 1/8 sheet for them to return to the office with their keys

to show the desk staff they completed this step

Pre-Checkout Meetings

• FOAs will still be assessing spaces for billing

• Let your RD know if there was anything problematic or if you learned

something needed to be billed to a particular person(s)

• Keep track of residents who have left on your roster

• If there are residents who haven’t signed up for an appointment or

you aren’t sure what their plan is, follow up with them asap

• Use Doodle for residents to sign up for appointments• Have this setup and link sent out to residents by Sunday,

May 31 (beginning of week 10) • Make sure to reflect your own academic schedule, but keep

plenty of times available

Pre-Checkout Meetings

• What if:• Someone can’t find a time on my Doodle schedule?• Someone shows up at my room and says they need to meet

with me now (no prior appointment)?• Someone’s space doesn’t look check-out ready?• Someone refuses to/doesn’t have time to complete all the

necessary check-out steps?• Someone leaves without meeting with me?

All the “What ifs…”

• You’ll receive a temporary A-D exterior key during Eval Week• A-D will be put on a different core as of 5pm Friday

• You should plan to stay until 2pm on Saturday, unless told otherwise

by your supervising RD

• Friday of closing, we’ll feed you dinner at 6pm• On own for breakfast/lunch Saturday

Other Things

• Return all RA apparel (including hats) and supplies to your RD

• Return admin/staff keys to your RD

• Complete your own check-out• Remove all belongings from your room/unit and clean it• Return your housing keys to the SGS office on the 2nd floor of

A-building• Give yourself a big pat on the back!

To Do Before You Leave

THANK YOU!Questions?