At the end of the fall semester, students who will be returning for the spring semester may leave their personal belongings in their room as they will be returning to their current room assignment for the spring semester (unless otherwise noted). Students who are not returning for the spring semester must remove all personal belongings and follow departure instructions before leaving campus. Please note that SUNY Poly does not provide storage for students’ personal belongings.

The last day for fall 2023 residency is Friday, December 15; students must check out by 3 pm. The last day for spring 2024 residency is Friday, May 3;. Students who aren’t participating in commencement must check out by 3 pm. Students who are participating in commencement must check out by 5 pm.

Toward the end of the semester, residential students will receive a SUNY Poly email in which they will select their departure date and time. All residential students must select a departure date and time before checking out, and a Resident Assistant will be present to assist with the check-out process.

Check Out/Departure Instructions – Fall Semester

• Close all windows
• Unplug your mini-refrigerator (if applicable)
• Clean your bathroom
• Vacuum or sweep the floors
• Collect all trash and deposit in the outside bin
• Turn off all lights
• Lock the door before departing
• Students who are not returning to Poly for the spring semester must meet with their Resident Assistant to complete a Room Condition Report (RCR), must return their room/mailbox key(s) to the Residential Life Office during business hours, and complete a Key Return Receipt. If the student(s) check out after business hours, keys need to be returned to the Resident Assistant or the Assistant Director. Students who neglect to return their key(s) will be charged $150 per key.

Students who will not be returning to live in residence must also follow the above guidelines and meet with their Resident Assistant to complete a room condition report (RCR), return their room key, and fill out a Key Return Receipt.

Check Out/Departure Instructions – Spring Semester

• Remove all belongings
• Close all windows
• Clean your bathroom
• Vacuum or sweep the floors
• Collect all trash and deposit in the outside bin
• Turn off all lights
• Lock the door before departing
• Meet with your Resident Assistant to complete a Room Condition Report (RCR). Students must return their room/mailbox key(s) to the Residential Life Office if it’s during business hours (8:30 am-4:30 pm) and complete a Key Return Receipt. If students check out after business hours, keys need to be returned to a Resident Assistant or the Assistant Director of their complex. Students who neglect to return their key(s) will be charged $150 per key.

Damage Billing

Residential students are responsible for the condition of their entire room including bedroom, common room, and shared living area. If damage is noted in any area that has not been reported on the Room Condition Report (RCR), the occupant(s) will be responsible. Communication between roommate/suitemates is highly encouraged if there are concerns or questions regarding unreported damage. If damage is assessed in any of these areas and the responsible party is unknown, the damage charges will be divided equally between the roommates/suitemates who lived in the space. Students may also be billed if the staff determines that excessive cleaning to the above noted areas is required after departure. For additional information regarding damage charges, please refer to the list of Residence Hall Damage Charges.