Residential and Dining Services Policies

Check-In

Date

Check-In is on or after the first day of your contract.. Current contract dates are located on the contract page.

Time

Check-In times and days vary by quarter: Fall Check-In is 9 am - 4:30 pm on the Saturday before Orientation Week, Winter and Spring Check-In is 10 am-2 pm on the Sunday before the start of the quarter. Summer Check-In varies depending on the term selected. Contact the Residential and Dining Services Office for specific summer dates. 360.867.6132.

Procedure

On Check-In day go to the Check-In location, with identification. During normal business hours, go to the Residential and Dining Services Office. For after hours Check-In, contact the on-duty Resident Assistant by calling Police Services until 11 pm. 360.867.6832. A courtesy phone located on the second floor of A Building may be used to contact Police Services.

Identify yourself; sign your Check-In Form and Key Card. You will receive your keys, room inventory and address information card. Assigned students are the only ones able to sign the Check-In documents and receive keys.

Signing your Check-In Form means you agree to abide by all state laws, Thurston County ordinances and regulations, College regulations, the Student Conduct Code and Residential and Dining Services Contract and Policies.

After Check-In you are free to move in at any time.

Fall Check-In

Day

This is the Saturday prior to Orientation Week and takes place in front of the Housing Community Center 9 am-4:30 pm. Bring your personal identification. After hours Check-In is at the Residential and Dining Services Office on the third floor of A Building 5-11 pm. There is no Check-In after 11 pm.

Parking

Parking on this day is unique. After you have completed Check-In and been issued keys, you will be given an unloading pass to temporarily park closer to your assigned building while you unload.

Parking regulations are enforced on all other days. All vehicles must have a permit to park at Evergreen. Quarterly and annual parking permits can be purchased in the Housing Community Center on Fall Check-In Day or at the Parking Office in Seminar Building One. 

Late Check-in

If you have not checked in before Thursday of the first week of Fall quarter you will lose your deposit and Fall assignment unless you have made prior arrangements in writing with the Residential and Dining Services Office.

During Orientation Week normal business hours at the Residential and Dining Services Office are 10 am-4:30 pm weekdays. After hours Check-In is 4:30-11 pm weekdays and 10 am-11 pm weekends. Call Police Services at 360.867.6832 and request the on-duty Resident Assistant to meet you at the office to check you in.

Early Check-In

There is no early Check-In. If you must arrive early please make motel/hotel reservations.

Roommate Information

After receiving your room assignment, you may call to ask the Residential and Dining Services Office about your prospective roommates. Under the Family Educational Rights and Privacy Act Residential and Dining Services cannot release personal information on any students who have requested that their records be listed as confidential. If you wish for your information to be listed as confidential or wish to remove your confidential status you may make changes by logging onto Gateway.

Summer Check-In

Summer Check-In varies depending on the term selected. Contact the Residential and Dining Services Office for specific dates. 360.867.6132.

Winter/Spring Check-In

Winter and/or Spring Check-In day is the Sunday prior to the first week of class and takes place in the Residential and Dining Services Office 10 am-2 pm. Bring your personal identification.

After hours Check-In is 2-11 pm on Check-In day. Call Police Services at 360.867.6832 and request the on-duty Resident Assistant to meet you at the office to check you in. There is no Check-In after 11 pm.

Students may check in on any day between the Sunday Check-In day and Wednesday of the first week of class. Check-In during the first week of class is at the Residential and Dining Services Office 10 am-4:30 pm weekdays. After hours Check-In is 4:30-11 pm weekdays and 10 am-11 pm weekends. Call Police Services at 360.867.6832 and request the on-duty Resident Assistant to meet you at the office to check you in. There is no Check-In after 11 pm.

If you have not checked in before Thursday of the first week of Winter/Spring quarter you will lose your deposit and assignment unless you have made prior arrangements in writing with the Residential and Dining Services Office.

Check-Out

Dates & Times

You must Check-Out before 12 noon on the final day of Fall or Winter quarter to avoid additional charges and/or penalties. Spring quarter you must Check-Out before 6 pm on the Saturday after Graduation. There is no late Check-Out. See Evergreen Academic Calendar: Dates at a Glance on the web for current-year dates.

Questions

Call the Residential and Dining Services Office at 867.6132 with procedural and scheduling questions or call 867.6467 if you have specific repair or cleaning questions.

Procedure

Summary
You must complete all of the following steps for proper Check-Out. Failure to do so may result in being billed for an improper Check-Out, lock-change charges, cleaning and/or damage charges.

Policy
Complete a Cleaning and Damage Disclaimer Form with your roommates agreeing to cleaning and damage responsibility. Have your roommates and your Resident Assistant sign and bring the Cleaning and Damage Disclaimer Form to the Residential and Dining Services Office where it will be filed to clarify any potential billing issues.

Before you Check-Out update your forwarding address in Gateway or in person at Registration and Records. Remove all personal belongings from your bedroom and common areas; clean your bedroom and common areas per your Cleaning and Damage Disclaimer agreements. Return all furniture listed on your inventory to its original location, place the mattress pad on the bed, trash can next to the desk, secure your window and lock your bedroom and front door. You are now ready to go to the Residential and Dining Services Office to return all keys and sign Check-Out forms.

After you have checked out, a staff member will assess the room for any cleaning and/or damages. If you want to be present during the assessment you need to request an appointment with your Resident Assistant before Check-Out. There are no assessment appointments after the Tuesday of June Evaluation Week.

If you Check-Out within 30 days of the end of the quarter, you will be billed for the remainder of the quarter's rent.

Contract Breaks

You may break your contract and check out at any time with the following charges to your student account: the full rental rate for the current quarter and a $250 fee per remaining quarter/s of your contract. You must follow all Check-Out procedures.

Contract Release

Residents who complete an Application for Release from Residential and Dining Services Contract form, with Registration and Records veriication, will be released from the Residential and Dining Services Contract without inancial penalty for the following reasons: Withdrawal from College; Academic Leave of Absence; Graduation; Academic absence from the Olympia campus by participating in an internship or academic program outside Thurston County for a period of 30 consecutive days or more during an academic quarter; or Medical Release. Medical Release requires a licensed physician's statement on ofice letterhead explaining why the medical condition requires moving out of Residential and Dining Services, and approval by the Assistant Director for Residential Life. If you check out within 30 days of the end of the academic quarter, you are obligated to pay rent for the entire quarter.

Fall/Winter Check-Out

Fall and Winter quarter Check-Out typically takes place during Evaluation Week in the Residential and Dining Services Office 10 am-4:30 pm weekdays. Check-Out must be completed by 12 noon on the last day of Fall/Winter quarter. After hours Check-Out is 4:30-11 pm weekdays and 10 am-11 pm on the weekend before the end of quarter. Call Police Services at 867.6832 and request the on-duty Resident Assistant to meet you at the office to check you out. There is no Check-Out after 11 pm.

Improper Check-Out

You must complete a Check-Out Form, have a Residential and Dining Services Staff or Resident Assistant initial it and return all keys to avoid paying an Improper Check-Out fee of $60.

Late Check-Out

There is no late Check-Out. You must check out by the last day of Fall, Winter or Spring quarters. If you check out after 12 noon on the last Friday of Fall or Winter quarter you will be billed for the following quarter's rent.

If you check out after 6 pm on the Saturday after Graduation you will be charged a $300 penalty, an Improper Check-Out fee of $60, plus any charges for impounded possessions.

Spring/June Check-Out

Spring quarter Check-Out before 1 pm on the Wednesday of Evaluation Week takes place in the Residential and Dining Services Office 9 am-5 pm weekdays. After hours Check-Out is 5 pm-11 pm weekdays and 10 am-11 pm the weekend before the end of quarter. Call Police Services at 867.6832 and request the on-duty Resident Assistant to meet you at the office to check you out. There is no Check-Out after 11 pm.

The June Check-Out Office in the Fishbowl, 2nd floor of A building opens on Wednesday of Evaluation week from 1 pm-9 pm, Thursday 9 am-9 pm, Friday 9 am-9 pm and Saturday 9am until 6 pm.

 June Check-Out must be completed before 6 pm on the Saturday after Graduation. There is no late Check-Out. There is a $300 charge for any Check-Outs after 6pm.

Summer Check-Out

Summer quarter Check-Out varies depending on the term elected. Contact the Residential and Dining Services Office for specific dates. 360.867.6132. All Summer terms must Check-Out by 12 noon on the final day of Summer quarter. Check-Out is weekdays 10 am-4:30 pm in the Residential and Dining Services Office. After hours Check-Out is 4:30-11 pm weekdays and 10 am-11 pm the weekend before the end of quarter. Call Police Services at 867.6832 and request the on-duty Resident Assistant to meet you at the office to check you out. There is no Check-Out after 11 pm.