Check-in/Out Information and Procedures

Campus housing spaces are contracted out for a full academic year that includes housing over fall break in November and spring break in March. Housing over winter break and summer break is not included as part of the campus housing contract.

Students who need housing over winter breaks and summer breaks are able to apply for housing during these periods in their student housing portal. Residence Life will announce application periods via email to enrolled students. Housing rates for these periods are announced at the time applications open.

See below for specific information about checking in and checking out of campus housing.

Arrival & Check-in Procedure

All residential students are required to check-in upon arrival at the start of each semester. During this process, they will sign for their room key, review any information provided by staff, and provide updated contact information.

Check-in periods are strictly enforced – check your housing portal for your respective schedule and plan travel accordingly. You are able to select a move-in time in your housing portal for each term. Once selected, you will have detailed information about where you should go to check-in during that window. You’ll also have additional important information about what you should bring with you and what you should expect in the process.

• New students arriving after 12pm on move-in day in the fall term should notify Residence Life at [email protected] so we can ensure that New Student Orientation staff are aware of your late arrival.
• Any student arriving after classes have started for the term should notify Residence Life at [email protected] so we can let you know when/where you can check in, and should notify the Registrar at [email protected] so they can help inform your faculty of your late arrival as necessary.

If a “hold” has been placed on your student account for any reason, you may be required to clear the hold before receiving your key. If you have a hold and are unsure if it will impact your move-in, please reach out, and our team will confirm your eligibility to move in.

Campus Housing Opening & Closing Schedules

The campus housing opening and closing schedules operate concurrently with the College’s Academic Calendar and apply to all on-campus housing facilities and residential students. Check-in and check-out procedures and schedules are strictly enforced. Detailed closing information is shared with students via email their housing portal, in meetings, and through signage in the 2-3 weeks prior to the end of each semester.

Tentative schedules for campus housing opening and closing for each term can be found below. Students should review their Campus Housing & Meal Plan Contract in their housing portal for more information.

All dates, times, and procedures are subject to change as needed.

Early Arrivals and Late Departures

Students are NOT permitted to move into campus housing prior to their respective check-in times or stay late as outlined in the schedules and expectations above unless they have been approved for an early arrival or late departure.  Students can request one night for an early arrival or late departure using forms located in their housing portal If approved, students will be billed $50 for this arrival or departure. If approved for move than one night, stuents will be billed an additional $20 per night.

Those who are granted explicit permission from Residence Life to arrive early or depart late may not host any guests in campus housing and may not allow others to access these spaces during those periods of time without permission from Residence Life.  Students found in violation of these expectations may be removed from housing immediately, face student conduct charges, and jeopardize the group’s future access to the halls.

Earlham includes fall break and spring break as part of the fall and spring semesters. This means that there is no additional charge to students who wish to remain in their campus housing assignments during these periods. The meal plan is not active during this time, and students are responsible for providing their own meals. Information about free campus meals, community resources, and more is shared with students leading up to these periods.

Students who anticipate staying for any part of these breaks are required to register for break housing using a form provided in their housing portal so that our office knows who is here and who isn’t – which is critical in the event of an emergency.

End of Fall and Spring Terms

Students are NOT permitted to remain in campus housing during Winter Break or after their respective closing deadlines at the end of the Spring Term unless they have an approved break housing application to transition directly to break housing or have been approved for a late departure. 

Students found in campus housing after their deadline to vacate will incur a fine of $50 per day or part thereof that they, or their belongings, remain in campus housing past their respective deadline and may face student conduct charges and immediate removal from campus. 

All students must vacate by their respective deadlines.  See also “Storage and Occupancy” below. 

Storage and Occupancy

Fall to Spring: Students returning to on-campus housing from Fall to the following Spring Semester may leave belongings in their assigned rooms over the Winter Break, but must make sure the room is secured and take valuables and necessities with them as they will not have access to the room over Winter Break while campus housing is officially closed.

Summer & Off-Campus Programs: The College has limited storage options available to students over the summer for residential students who lived on campus in the spring and will return to campus in the fall, and those participating in college-sponsored off-campus programs. Specific storage pick-up and drop-off periods are listed in the campus housing opening and closing schedules above. Information about storage schedules, guidelines, and procedures is shared with students 2-3 weeks prior to the conclusion of the fall and spring terms.

Withdrawals or Leaving Earlham: Students who are leaving Earlham during or at the end of any term must remove all belongings, return the room and its furnishings to the original condition, return the room key, and check-out by the established, respective closing date/time. Students found in campus housing after their deadline to vacate will incur a fine of $50 per day or part thereof that they, or their belongings, remain in the campus housing. Storage is not available to graduating students or those who withdrawal, take a leave of absence, lose their housing privileges, or are suspended or expelled.

Abandoned Belongings: Any items left behind in campus housing by a student who is no longer assigned to that room will be considered abandoned property and will be discarded by the College at the expense of the student.

Room Condition Reports (RCRs)

Residential students are encouraged to complete a Room Condition report (RCR) upon move-in. This is your opportunity to self-report on the move-in condition of your assigned campus housing space and furnishings, including any pre-existing damage. An RCR must be completed within five days of receiving your room key and/or moving in to be valid. Otherwise, the move-in conditions of all campus housing spaces and furnishings are presumed to be in fair-to-excellent condition. Normal wear and tear is to be expected and is acceptable.

RCRs are available to complete in your housing portal.

Upon move-out, it is expected that you will leave your campus housing space and its furnishings in clean, original condition or better; this includes shared spaces. Staff will inspect your campus housing space when you move out and compare its condition to what is reported on your RCR to assess for damages, missing items, and cleanliness issues for which you will be responsible. Assessed charges will be posted to your student account. In other words, you will be liable for any sub-standard conditions that are not reported on your RCR so it is in your best interest to take the time to complete this form carefully and by the established deadline.

Departure and Check-out Procedures

When you move-out and check-out of a room, you are expected to vacate and clean your campus housing space in a timely manner and by the deadline established by Residence Lif. Failure to vacate by the established deadline will result in fines of $50 per day or part thereof that you, or your belongings, remain in campus housing past said deadline.

There are two checkout options. There is a $50 improper checkout fine that will be applied to your account if you fail to follow these procedures.

Upon departure, DO NOT leave your key in your room, slide your key under a staff member’s door, or leave your key with a friend to return on your behalf. We cannot guarantee that we will be able to retrieve it, and you may be charged $200 for a key replacement.

RETURN YOUR KEY BY YOUR CHECK-OUT DEADLINE. The charge for a missing key is $200 per key. Students issued two keys for houses, apartments, and suites may be assessed $400 if they fail to return both keys.

When unable to determine the responsible party for damages, charges may be divided by those responsible for shared or common areas. As roommates depart at different times, please be aware that all students sharing a space are responsible for the state of that area. If the state of a common area results in charges, the total amount will be divided among all the residents unless someone comes forward to accept responsibility.

Charges or fines for damages, missing items, or cleaning will be applied to the student’s account and the student will be notified by email. Students should not be charged for normal wear and tear at the discretion of Residence Life. Any appeals must be submitted in writing through the Damage Billing Appeal Form in the housing portal within 10 business days from when the email notification is sent to the student.