Summarized:

The move-out day is listed on your contract.
Additional info is available for early departures/late departures.
To complete the move out process, resident must:

  • Communicate with house Membership Coordinator their expected move-out day.
  • Clean their room/bathroom and remove all personal belongings
    (or be subject to cleaning fees)
  • Return their keys to the College Houses office
  • Submit a checkout/deposit return form

Deposits will be issued within 30 days of the resident’s checkout date (or the end of the contract, whichever is later).

Move Out Date – Early and Late Move Out

The move-out day is listed on your contract. Residents are expected to notify their house Membership Coordinator of their move out date; even if it is on the move-out date. Typically Membership Coordinator’s will communicate their method of collecting resident move-out dates. Residents moving out early are not eligible for additional rent discounts; their room is reserved for the full semester.

Late move-out is not guaranteed and a resident must be in good financial standing AND have the house’s Membership Coordinator’s approval before the move-out date to be eligible for late move-out. Late move out is $10/night until 7 days before the next contract period (including the night of your final date of occupancy and the move-out date). After that, the rate increases to $35/night. Residents who do not have an active contract for the next contract term MUST check out of their room at least 2 nights before the next listed move in date*Late move out charges are deducted from the residents deposit if there are sufficient funds to cover all of their costs/fees, otherwise the charges should be paid before departure.

*To request a move out time later than January 6th, 2020 , then complete this form.

Key Returns

Any keys and fobs given to you by your house or the office need to be returned to the office, even if the resident is moving out temporarily. When returning the keys, we need to know the resident’s name, house, and room number (preferably in an envelope). Key envelopes* will be available in common spaces with key return instructions. If a resident is returning the keys outside of business hours, they can be returned through the office’s mail slot. If returning keys through door slot, it is recommended you take a picture of the key envelope outside the door.

Residents will be charged for any keys not returned, and their room will not be considered forfeited until the keys are returned. If the keys are never returned, a resident’s move-out date will be the day before the next contract’s move in day, and late move out charges will be applied.

*If a house requires paper check outs, then the keys must be included with the check out form in an envelope (which will be provided at the house.)

Room Cleaning Expectations and Charges

Residents are expected to clean their room and bathroom to a set standard before moving out. If the standards are not met, the resident will be charged. If the room or bathroom is shared with other residents, the resident pay a proportional amount of the charge (i.e. if 3 people share a bathroom not cleaned to the standard, the resident moving out will pay a third of the bathroom cleaning charge). The house IHM (Interim House Manager), or other house officers, assess if the resident fulfilled the cleaning expectations. If the resident wants to confirm their room and bathroom are up to standard, they should contact the MemCo/IHM and make an appointment. College Houses may provide additional cleanings of the room and bathroom at no additional charge to the resident member.

To avoid a room cleaning charge of $28.00 the resident must ensure:

  • Walls: free of dust, clean to touch
  • Shelving: washed, sanitized
  • Furniture: dust free
  • Vinyl plank flooring mopped clean
  • Ledges cloth wiped clean
  • Closets and built-ins wiped clean/dust free
  • Room must be clutter free
  • Shelving, closets and desk drawers free of personal items

To avoid a bathroom cleaning charge of $45.00 the resident must ensure:

  • Shower curtain (if present) free of mold and mildew
  • Sink fixtures clean
  • Floors cleaned: mopped and sanitized
  • Toilet seat and bowl sparkling clean- sanitized
  • Toilet outer portions and back clean sanitized
  • Clean Counter-tops, cabinets and shelving

Final Rent Payment

As noted in your lease, you remain responsible for the entire semester rent payment as outlined in the contract. Your deposit CANNOT be applied to your final rent payment.

Check Out/ Deposit Return $$$

Residents must complete an only checkout form in order to receive their deposit. Your house may require a paper check out form, but the online checkout form must still be completed. Deposits returns will be issued 30 days after the final day of the contract, 30 days after your checkout date (if you leave after the last day of the contract), or 30 days after we receive your checkout form (whichever is latest).

If your house requires a paper check out form, then it is solely your responsibility to return the check out form & keys to the office. If a resident is submitting the check out form with keys outside of business hours, they can be submitted through the office’s mail slot. Envelopes with return instructions will be provided to the houses’ common space.

Residents have 3 options for a deposit return (you will select an option on your checkout form):

  • US Mail: College Houses can mail deposit checks via United States Postal Service. You must provide a mailing address where you will be able to receive mail more than 30 days after the end of your contract.
  • Pick Up: You may pick up my check in person from the College Houses office when it is ready. You will need to be available in Austin at least 30 days after the end of your contract.
  • PayPal: College Houses can return your deposit electronically via PayPal.

*If you will not be in the United States 30 days after the end of the contract (or your checkout date, if later), the only way College Houses will issue your deposit is via PayPal. If you do not have a PayPal account, you can create one at www.PayPal.com.

If you have questions about your deposit return options or special circumstances surrounding your deposit return, please contact Terrie, the accountant, at [email protected].

Residents are expected to clean their rooms thoroughly to prepare them for the next occupant. College Houses may bill the resident for damages if the room requires additional cleaning or maintenance.

Commons Charges

Commons charges are a charge given to multiple residents of a house (typically the whole house or a suite within the house) when preventable damages of the property occurred OR shared spaces of the house are in need of cleaning. Typically if commons charges occur, it’s during interim (the time between move out and move in) to ensure incoming new members have a working, safe, and clean environment upon move-in. In the past, commons charges has varied from $0 to $100, but were closer to $20 or less in most cases. There isn’t necessarily commons charges if the residents of the house ensure there doesn’t need to be commons charge, which involves typically the residents performing consistent labor until the contract end date and interim labor.

Not all property damages fixes or contracted cleanings are commons charges. In terms of property damages, if the cause was any of membership that semester, and it wasn’t billed to those responsible, then the cost of the damage is charged to everyone. Commons cleaning occurs if areas labor normally covers, or that is members’ responsibility to clean themselves (like bathrooms or suite space) isn’t thoroughly cleaned.

If you have any questions about commons charges, including how to reduce/ prevent it for your house, then contact Ken, the Operations Director, at [email protected].

Disposal of Personal Belongings

Move Out can cause a great amount of waste and cost. The resident is responsible for the disposal of their own belongings. Resident’s can accrue an Abandoned Property Fee of $150 for possessions left in their room. The house can receive commons charges for too many unclaimed furniture items and trash in commons spaces. College Houses provides opportunities to dispose of donatable items consistently, as well as, College Houses will work with residents and the houses for coordinating the disposal of items.

If you have any questions about disposal of items, contact Ken, the Operations Director, at [email protected].

Move Out Charges

There are potential charges that can occur upon a resident’s move out which will be charged to the deposit if the charges do not exceed the deposit. These charges may also apply to residents who are switching rooms or houses.

Late Check-Out:
$10 to $35 a day

Room Cleaning Fee:
up to $28 (to be split with roommate if double)

Private Bathroom Cleaning Fee:
up to $45 (to be split with whoever shares the bathroom)

Commons Area Cleaning Fee:
varies and cost is split between who has access to common spaces

Keys Not Returned:
*Late Check-Out charges will be applied if keys are not returned.
Key Fob – $20
Room/Suite/Stairwell – $15
Mailbox – $10

Room Repainting Charge: $300

Abandoned Property Fee: $150 per item

Missing College Houses Furniture: varies by replacement cost

Room Damages: varies dependent on the cost of the damages

Non-returned Parking Pass (only for Fall check-outs): Withheld deposit Parking Passes

Important Terms for Semester Contract Cancellations

  • Students Graduating from a local college or university in December may qualify for a No Penalty (free) semester contract cancellation if they provide documentation by the 1st of the month of move-out. Contact [email protected] if you can provide documentation. Students studying abroad or completing non-local degrees are not eligible for the No Penalty option. This option is not available for Spring or Summer contracts.
  • Residents who do not meet the conditions for a Reduced Penalty Semester Contract Break (for example, canceling their contract effective before or during the term of the semester) are subject to the full cancellation fee and release terms as outlined in the Contract Break Policy and Guidelines art www.collegehouses.org/forms.