Dear Campus Residents,

As the end of the semester is quickly approaching, we hope that you are starting to think of your packing plans.

In this message you will read info about the following topics:

• Packing Reminders
• Photos and Inventory of your Belongings
• Closing/Checkout Procedures
• Spring Move-in Info

Packing Reminders

You will need to properly pack and label your items before departing in November. Failure to do so will result in your items being packed at your expense, and the loss of a half point in the 2021-2022 housing assignment process.

All packing supplies are now available in your residence hall lobby. Take as many boxes as you think you will need. Make sure you get one (1) roll of tape and any bubble wrap and cardboard padding you will need to secure any breakable items or electronics. You will receive 3 sheets of pre-filled labels and tags from your RA to place on each box/item that you pack. If you need additional labels or tags, please email ohare@vanderbilt.edu with “Labels Needed” in the subject line.

Photos and Inventory of your Belongings

We recommend any valuable items be taken with you over the break and not be packed.  Please take photos and document an inventory of all items packed for your room. Movement of items during The Flip is being carefully coordinated and all items will be treated with the utmost care. However, if a rare instance of damage is reported, time-stamped photos and inventory lists will be required to establish proof of ownership and condition.

Fall Semester Closing/Checkout Information

Residence halls will officially close at 9:00 a.m. on Sunday, November 22, 2020. Three scenarios are outlined below; please follow the one that applies to your circumstances:

• A: I am leaving for break and returning for Spring 2021
• B: I am leaving for break and NOT returning for Spring 2021
• C: I have been approved to stay during the Interim Break

A: I am leaving for break and returning for Spring 2021

Schedule a virtual health and safety inspection appointment with your RA by November 12, 2020.

• Virtual health and safety inspections will occur between November 16 – 22, 2020, and should be scheduled for the day you plan to depart campus close to your departure time
  • If you are departing between 10:00 p.m. and 8:00 a.m., you should schedule your health and safety inspection with your RA the night before
• Contact your RA to schedule your virtual health and safety inspection

Complete the following before virtually meeting with your RA:

• Ensure you have filled out The Flip survey in the Student Housing Portal
• Plan to be present in your room for your scheduled inspection. The RA will virtually check for damages, cleanliness, packed & labeled belongings, and a functioning room key
• All your belongings transitioning into spring housing must be packed and labeled appropriately
• Empty trash and take it to the dumpster
• Empty, defrost, and clean your refrigerator
• Lock windows and lower and open blinds
• Confirm during the inspection that the room key functions appropriately on the door and provide your RA with your keycode. (This will be charged if the key is lost.)
• Turn off room lights and lock the door
• Turn in room key at the key drop-off after room inspection

DO NOT PACK the following items: Keys, Passport/I.Ds, money, valuables, and school materials you wish to have during the winter break. You will NOT be able to retrieve belongings after your departure until Spring 2021 move-in. 

**Failure to complete a proper inspection process with an RA may result in being assessed an improper check out fee and penalized per the university’s guidelines on the Flip. 

B: I am leaving for break and NOT returning for Spring 2021

Schedule a virtual checkout appointment with your RA by November 12, 2020.

• Virtual checkouts will occur between November 16 – 22, 2020, and should be scheduled for the day you plan to depart campus close to your departure time
  • If you are departing between 10:00 p.m. and 8:00 a.m., you should schedule your checkout with your RA the night before
• Contact your RA to schedule your virtual check out

Complete the following before virtually meeting with your RA:

• Ensure you have filled out The Flip survey in the Student Housing Portal
• Completely remove all belongings before calling the RA for inspection. The RA will virtually check for damages, cleanliness, packed & labeled belongings, and a functioning room key
• Empty trash and take it to the dumpster
• Empty, defrost, and clean your refrigerator
• Lock windows and lower and open blinds
• Confirm during the inspection that the room key functions appropriately on the door and provide your RA with your keycode. (This will be charged if the key is lost)
• Turn off room lights and lock the door
• Turn in room key at the key drop-off after room inspection

**Failure to complete a proper inspection process with an RA may result in being assessed an improper check out fee.

C: I have been approved to stay during the Interim Break

Schedule a health and safety inspection appointment with your RA by November 12, 2020.

• Virtual health and safety inspections will occur between November 16 – 22, 2020
• Complete a virtual inspection and follow the normal process of packing/labeling belongings you will not need during the break
• RAs will work with you individually to ensure you’re prepared for the relocation/transition process
• You will be contacted next week with additional information regarding Interim Housing

**Failure to complete a proper inspection process with an RA may result in being assessed an improper check out fee and penalized per the university’s guidelines on the Flip.

In all of the scenarios above, your checkout WILL NOT BE COMPLETED if any of the steps listed are not completed, and you will be asked to reschedule to another time.

Spring Move-In Information

Spring 2021 move-in will take place between Friday, January 22, 2021 and Sunday, January 24, 2021 from 8:00 a.m. and 5:00 p.m. CST daily. Students will be required to report their selected move-in day in the Student Housing Portal in January. Move-in assistants will not be permitted during the spring move-in process. More details about move-in will be shared in January.

If you have additional questions, please visit our Flip website here or contact the Office of Housing and Residential Experience at ohare@vanderbilt.edu.

We wish you a safe and relaxing break!