Moving Out of Campus Housing

End-of-Semester Move-out 

Students who won’t be returning to their current living assignment for the following semester must check out of their rooms within 24 hours of their last exam and before the residence halls and apartments close. This includes students who requested a Room Change or a Housing Release

Please review the Housing Calendar for the end-of-semester closing times and dates. 

Please follow the instructions below as you move out of your room, suite or apartment. 
 

Before Moving Out 

Step 1: Attend a Damage Billing Meeting

Staff will give you important information on how to avoid being billed at the end of the semester or academic year. Ask your RA when your building or housing area’s meeting will be held.

Step 2: Meet with your Residence Hall Director

Discuss anything for which you or your roommates/suitemates could be billed — including any damage, mounted shelves or mirrors, and/or missing items. 

If you don’t submit a completed Damage Responsibility Form to your RD, the damage will be billed to all roommates/suitemates equally.

Damage Appeals 

The Appeal Process Deadline is July 5, 2022. All appeals submitted after this date will not be considered unless there are extenuating circumstances. The charge for damages including key replacement and lock changes, will be upheld if the appeal is not completed by July 5, 2022

Appeals will not be accepted via telephone. To submit an appeal follow these instructions: 

  • Residence Halls (Quads): Please submit the Damage Appeal Form electronically. This form can be used for both damage appeals as well as key replacement and lock change appeals. 
     
  • Apartments: Please email [email protected] using “Damage Appeal” as the subject. You do not need to fill out a damage appeal form if you live on Empire Commons, Liberty Terrace or Freedom Apartments. 

A written notification of the appeal decision will be made via University email within four to six weeks regarding the status of their appeal. The Residential Life Staff’s Decision is final and cannot be appealed.

A hold may be placed upon your student account if an appeal and/or payment is not made by the indicated deadline. 

The following are grounds for filing a Damage Appeal: 

  1. Damage you believe to be the result of “normal” wear and tear. 

  1. Incorrect and/or billed in error. 

The University’s Physical Plant Department is responsible for all repairs and determines the cost of the damage. These amounts are pre-determined and are based upon charges for time/labor and materials. The cost to repair or replace fixtures in rooms may not be appealed.  

Final room inspections are not conducted by student staff at the time of check-out. Resident Directors are responsible for assessing damages in rooms and conducting inspections within 72 hours of departure.

Step 3: Attend a Closing Section Meeting

You’ll get all the information you need about moving out during this Zoom meeting. Ask your RA for the meeting details.

Step 4: Start cleaning up your space

In the weeks leading up to move-out, garbage bags, brooms and dust pans are available in your housing area’s office. 

During the spring move-out, dumpsters are also available outside if you need to throw away any large items, such as furniture, rugs or lamps.

On Moving Day

Step 1: Prepare to check out

Once you have checked out of your room, you will not be able to re-enter the room for any reason. Before you check out, make sure you have: 

  • Closed all windows 

  • Removed all your personal belongings 

  • Taken all trash and recycling to the trash and recycling room 

  • Removed all tape and residue from walls, doors, etc. 

  • Swept the floors and left the room clean 

  • Double checked that all drawers and closets are empty 

If you rented a MicroFridge, make sure it is empty, clean and unplugged. (Review our MicroFridge defrosting and cleaning instructions.) It will be picked up after you leave campus.

You are responsible for the condition not only of your bedroom but also of any living areas you shared with roommates or suitemates — such as bathrooms and common areas. 

If damage in assessed in these areas and the responsible party is unknown, the damage charges will be divided evenly among the roommates/suitemates who shared the space.

Step 2: Check out and return your keys

Pick up an Express Check-out form at your housing area’s office before your move-out day. 

On move-out day, put your completed form and your keys inside the envelope. Bring the sealed envelope to your housing area’s office. 

You must turn in your keys before you leave campus. Keys will not be accepted by mail. If you do not return your keys at check-out, the locks will be changed immediately and you will be charged $90.

Other Considerations 

Moving & Storage

Don’s Moving and Storage offers move-in, move-out and summer storage services to UAlbany students. Note: This is the only storage and moving company allowed on our campus. 

Don’s Moving and Storage can help you move your belongings into or out of your campus housing. They can also pick up storage boxes during move-out, store them and then drop them off during move-in. 

Visit Don’s Moving and Storage website for contact information and pricing. 

 

For additional questions or concerns regarding moving and storage, please contact University Auxiliary Services.

MicroFridge Defrosting & Cleaning

Follow these steps to defrost and clean your MicroFridge: 

  1. Remove everything from inside your fridge and freezer. 

  2. Unplug the MicroFridge unit. 

  3. Lay a towel or newspaper in the interior bottom of the fridge and freezer. Ensure the towel extends outside the front of the fridge to catch any dripping water. 

  4. Allow the fridge and freezer to defrost for at least 12 hours with the doors open. Do not use any sharp objects to scrape out the ice to avoid damaging the unit. 

  5. Clean and wipe down the fridge, freezer, microwave, shelves and racks using a mild cleaning solution or plain water. Wipe again with a dry cloth. 

  6. Allow the unit to dry completely with the doors open. 

 

For additional questions or concerns regarding MicroFridges, please contact University Auxiliary Services.

Textbook Rental Returns

Return your rented books to the bookstore early or via mail to avoid the lines. If your books are not returned by the deadline, you’ll be charged replacement and processing fees. 

Visit the UAlbany Bookstore’s website for instructions. 

Book Buybacks

You can sell textbooks you own back to the bookstore.  

The best time to sell back books is finals week but you can always bring them in earlier. You must have your ID card and ID number with you. Visit the UAlbany Bookstore’s website for more information. 

You can also sell your textbooks back online

Mail Forwarding

Mail Services can only deliver mail to students who currently live on campus.  

If you’re moving off campus permanently or temporarily, you should request your mail be forwarded to your new address. 

Students who are graduating, moving off campus, withdrawing, taking a leave of absence or otherwise leaving campus permanently or indefinitely should submit a Change of Address Form

Students who are leaving campus for the summer are also encouraged to submit a Change of Address Form. Residential Life will provide Mail Services with the names and new locations of any students approved for Summer Housing

Campus Funds

Leftover Discount Dollars and Munch Money expire at the end of each spring semester. We recommend that you use your remaining funds at the dining venues on campus or vending machines. Please refer to the Discount Dollar spending guide to help you budget your spending throughout the semester.  

Podium funds roll over each semester as long as you are an enrolled student. If you are officially leaving the University with leftover Podium funds, you can request a Podium refund through the ID Card Office.

 

For additional questions or concerns regarding campus funds, please contact University Auxiliary Services.

 

Preparing for Recess Departures

UAlbany suspends classes, activities and residence hall housing three times during the academic year for scheduled recess periods, such as Thanksgiving, Winter Intersession and Spring Recess. 

Students who will be returning to their current residence hall room or suite after scheduled recesses may leave their belongings but must vacate their rooms before residence halls (quads) close. Quad residents who need to remain on campus should apply for recess housing.

University Apartments remain open during all scheduled recess periods. 

 

2022-2023 Academic Year Recesses

Recess Period When Residence Halls without Recess Housing Close When Residence Halls without Recess Housing Reopen
Thanksgiving Break 11 a.m. Wednesday, November 23, 2022 11 a.m. Sunday, November 27, 2022
Winter Intersession 11 a.m. Wednesday, December 14, 2022 11 a.m. Sunday, January 15, 2023
Spring Recess 6 p.m. Friday, March 10, 2023 11 a.m. Sunday, March 29, 2023


Note: Students who have a UAlbany class on Saturday, March 18, 2023, can make special arrangements with Residential Life for Spring Recess 2023. Please contact your Quad Information Center for more information.

 

Before Leaving for Recess

  • Attend your residence hall’s closing meeting. 

  • Report any window problems to your housing area’s office. 

  • Close and lock all windows. 

  • Make sure all heat registers are in the open position. Contact your Quad Information Center if you need assistance. 

  • Unplug all electronics. 

  • For Winter Intersession, empty and unplug refrigerators and leave the fridge doors open. (Review our MicroFridge defrosting and cleaning instructions.)

  • Take all garbage and recycling to the trash room. 

  • Leave window shades open in the up position. Residential Life staff will close the window shades.

  • Bring home all valuables, medications, passports, and room, suite and/or apartment keys. 

  • Lock your bedroom, suite and/or apartment doors before you leave. 

  • Make sure to bring your room assignment keys back to campus with you. 

Only students who have been approved for recess housing or who live in the University Apartments can remain on campus during recess periods. Card access for all other quad residents will be turned off until residence halls reopen.

 

Questions?  

Contact Residential Life at [email protected] or 518-442-5875

Download a campus map.