Spring 2025 Closing Information

Closing Dates

Residence Hall Closing Dates:

• Non-Graduating Students: Saturday, May 3 at 9AM CDT
• May 2025 Graduating Seniors: Saturday, May 10 at 1PM CDT

Unless approved for a move-out extension, failure to vacate by your designated closing date and time will result in late check-out charges at the rate of $200/day.

All departing flights/travel arrangements must be made with consideration of the hall closing deadline.  Extension requests due to flights booked after Saturday, May 3 will not be considered.

Requests due to summer leases/sublets beginning after Saturday, May 3 will not be considered. Please arrange your lease dates based on hall closing dates.

Housing Extension Requests for Non-Graduating Students

Commencement week housing extensions are available to the following non-graduating students:

• Students with a sibling graduating from Vanderbilt in May 2025

Commencement Week Extension Request:

• Available in the Housing Portal beginning Monday, March 31

Check-Out Procedures

All students are required to properly check out of their residence hall by completing the Check-Out Form in the Housing Portal and returning their functional, university-issued room key to their designated key drop box.  Students who fail to complete their Check-Out Form forfeit the ability to appeal any potential damage charges.

Check-Out Procedures

Step 1:

• Pack and remove all personal items.
• Ensure all drawers, cabinets, closets, etc. are free of all personal items and trash.
• Completely clean out refrigerators (apartments, lodges, and suites).
• Arrange pickup and remove any rental items (Blackstar beds, Hydrodore, etc.) prior to checking out.
• Remove your bike and/or scooter from the outdoor storage racks.  Bikes/scooters cannot be left on campus over the summer months.
• Take all trash and recyclables to the proper outdoor receptacles.
• Clean your space (sweep, dust, and wipe down surfaces).  Deep cleans are not required.

Step 2:

• Complete the Check-Out Form in the Housing Portal under the Applications and Forms menu when you are ready to depart.  As part of your form, you will need to upload at least one (1) photo of your vacated room and your room key (with the key code visible) with your key return envelope.
  • Students residing in suites and apartments are encouraged to upload multiple photos of the various rooms/spaces within the unit.

Step 3:

• Return your key to the key drop box in your hall lobby.  Envelopes are provided at each location.  Please submit a photo with your Check-Out Form of your completed key return envelope and room key with the key code clearly visible.
  • Failure to return a functional, university-issued key from your assigned room will result in a $125 key charge.  Keys must be returned at your time of departure.  Keys are not accepted via mail.

After your departure, staff will inspect your room and you will be contacted via email by TBA if any damage charges are assessed.

Key Return Locations

• Warren & Moore – Kissam Center Desk
• Carmichael, E. Bronson Ingram & McGill – E. Bronson Ingram Desk
• Rothschild & Zeppos – Zeppos Desk
• Cole, Branscomb (Lupton, Scales, Stapleton & Vaughn), McTyeire & Tolman – Branscomb Desk
• Blakemore – Blakemore Desk
• Highland Quad (Chaffin, Lewis & Morgan) – Lewis Desk
• Village at Vanderbilt (South Tower and Townhouses) – Hank Ingram Desk
• Commons – Hank Ingram Desk

Housing and Residential Experience will enter spaces of students who have departed between 8AM and 10PM daily to complete room inspections.

Carts: Limited carts are available for use in each building.  After use, please return carts to their designated locations.  Carts should not be stored in student rooms or left in hallways/outside.

Bicycles and Scooters: Please be sure to remove your bicycle and/or scooter from the outdoor storage racks.  These items cannot be left on campus after you depart.

Mail Forwarding: Prior to departing campus, please be sure to complete a mail forwarding form located on the Mail Services website.

Move-Out Loading Areas & Traffic Information

All loading areas have a 30-minute limit, and your hazard lights must remain on while actively loading.  Vehicles exceeding the 30-minute limit, blocking the flow traffic, or in designated reserved/accessible parking without proper permits are subject to ticketing/removal. 

Warren & Moore Colleges

• Moore College:
  • Curb in lot 3 along the building
  • Wednesday, April 30 – Saturday, May 3 and Saturday, May 10 ONLY:
    • Lot 3 diagonal parking spaces
    • Kirkland Circle (Side along Moore ONLY)
• Warren College:
  • Lot 4
  • Saturday, May 10:  Kissam Center Garage

E. Bronson Ingram College

• 23rd Ave. Extension Circle
• Behind E. Bronson Ingram College
  • Do NOT block the loading dock.

Cole, McGill & Tolman

• Cole Alley
  • Two-way traffic flow must be maintained.
  • Do NOT park in spaces designated for St. Augustine’s Chapel.

Branscomb/McTyeire

• Branscomb Circle
• Available loading areas from Monday, April 28 – Saturday, May 3 ONLY:
  • Paid parking spaces on 24th Ave. by the Scales entry are designated for loading at no charge.
  • Bike Lane on Vanderbilt Place.
  • Marked spaces in Lot 40 (site of the former University Club).
    • Due to ongoing construction, lot 40 can only be accessed from Garland Ave.
• 24th Ave. Temporary Roadway between Keck FEL Center and Garland Ave.
  • Monday, April 28 – Saturday, May 3:  Students will be permitted to pull along the left curb (McTyeire side) of roadway for loading.  Vehicles cannot block the flow traffic.
    • Please note that this portion of 24th Ave. is one way from Vanderbilt Place and exiting onto Garland Ave.
    • Vehicles parking/loading in the designated FEL parking spaces will be ticketed and removed.

Blakemore

• Lot 298A in front of Blakemore House

West End Neighborhood (Greek Houses, Rothschild & Zeppos Colleges)

• West End Neighborhood (24th Ave. and Kensington Place) will be available for loading.
  • Vehicles must maintain one-way traffic flow.
    • Vehicles must enter at 24th Ave. and Vanderbilt Place and exit at 25th Ave. and Kensington Place or 24th Ave. and West End Ave.
  • No loading in the Zeppos/Rothschild fire lane or the Zeppos Archway on 25th Ave.

Highland Quad (Chaffin, Lewis, & Morgan)

• Morgan Circle
  • Wednesday, April 30 – Saturday, May 3 from 8AM – 6PM:  Vehicles will be permitted to pull onto the sidewalk in front of the Morgan Circle at the direction of MTTM (Middle Tennessee Traffic Management) for loading.  Students pulling onto the sidewalk must have their items curbside and ready to load.  The driver must stay with the vehicle at all times.  Abandoned vehicles are subject to removal at the owner’s expense.  Outside of these specified times, vehicles are NOT permitted on the sidewalk.
• Lot 24 behind Lewis House
  • Do NOT block access to the dumpsters.

Ingram Commons (Tuesday, April 22 – Saturday, May 3)

• Vehicles are permitted to load in circles/curbs by each house
• North House Residents (Monday, April 28 – Saturday, May 3):  Paid parking spaces in lot 95 by the Cohen building are designated for loading at no charge.

Storage & Shipping

On-campus storage is NOT available.

Students are welcome to use any storage and shipping vendors of their choice.  All vendors must be escorted when they are in the residence halls, and all items must be removed from your space prior to your departure.

Students are responsible for coordinating and removing any rental items (Blackstar beds, Hydrodore, etc.) from their spaces PRIOR to departing.  Charges will be assessed for any items not removed.

Donations & Trash/Recycling

Donations

Donation bins will be placed in the residence halls on Monday, April 21.  All donations must be received no later than Monday, May 5 at 5PM.  No donations will be accepted after this time.

The following items cannot be accepted:

• No Liquids or Powder
• No Mattress Pads or Toppers
• No Broken, Stained/Dirty, or Incomplete Items
• No Undergarments (All clothing items such as shirts, tank tops, and pants should be cleaned before donating)
• No Food/Perishable Items

Trash & Recycling

Students are responsible to taking all trash and recyclables to designated disposal areas outside of their building.  Trash associated with moving out should not be placed in building common area receptacles.  Additional dumpsters will be placed around the residence halls during move out.

please check back frequently for updates.
If you have QUESTIONS, please contact your RA or Area Coordinator, or email us at Housing@vanderbilt.edu.