Check-in & Check-out

ARRIVAL & Check-in

Check-in periods are strictly enforced - check your email for your respective schedule and plan travel accordingly. If a "hold" is placed on your student account for any reason, you must clear the hold before receiving your key; you are encouraged to check Banner Web for any holds and try to clear them before arriving on-campus for check-in.

Residence Hall Opening & Closing Schedule

Late Arrivals: If you arrive late to campus and miss your scheduled check-in, contact Public Safety (336)316-2909 to be let into your room temporarily. Then check-in at the next earliest opportunity.

All residential students must officially check-in and be issued a room key within 48 hours of arriving on-campus.

Getting ready for move-in? Check out our suggested packing list...

Packing List (updated 2.19.19).pdf

Room Condition Reports (RCRs)

Find your RCR form below!

On-campus residents are encouraged to complete a Room Condition Report (RCR) upon move-in. This is your opportunity to self-report on the move-in condition of your assigned residence halls space, including any preexisting damage. An RCR must be completed WITHIN FIVE DAYS of receiving your room key and/or moving in to be valid. Otherwise, the move-in conditions of all on-campus residential facilities and furnishing are presumed to be in fair-to-excellent condition. Normal wear and tear is to be expected and is acceptable.

Upon move-out, it is expected that you will leave your residence hall space and its furnishings in clean, original condition or better; this includes shared spaces, see Communal Responsibility section. Staff will inspect your residential space when you move out and compare its condition to what is reported on your RCR to assess for damages, missing items, and cleanliness issues for which you will be responsible. Assessed charges will be posted to your student account, see Damage Billing & Appeals section. In other words, you will be liable for any sub-standard conditions that are not reported on your RCR so it is in your best interest to take the time to complete this form carefully and by the deadline!

Departure & Check-out

When you move out and check-out of a room, you are expected to vacate and clean your residence hall in a timely manner and by the deadline established by Residential Education & Housing. Failure to vacate by the established deadline will result in fines of $50 per hour or part thereof that you or your belongings remain in the residence halls past said deadline.

There are two check-out options. There is a $75 improper check-out fine if you fail to follow these procedures.

Upon departure, DO NOT leave your key in your room. We cannot guarantee that we will be able to retrieve it and you may be charged for key replacement.

OPTION 1: In-Person Check-out

    1. First, coordinate a appointment with your Resident Advisor. This should be scheduled for a time that works for both of you, but also when you think you will be done moving out and cleaning.

        1. Remove all personal belongings from the space.

        2. Ensure that all college-owned furniture and property is in its original location.

        3. Clean, returning the space to its original condition.

        4. Remove trash and recycling directly to the respective, nearby dumpster. Do NOT leave it in your room or anywhere in the residence halls.

    2. At your scheduled appointment, your Resident Advisor will walk through and inspect your assigned space and will document any issues or damages on a Room Condition Report. Your RA is not in responsible for assessing the amount of a charge, only documenting what they see. See below for Damage Billing & Appeals.

    3. Your RA will collect your room key at this appointment.

    4. As you leave, be sure to lock all doors and windows.

OPTION 2: Express Check-out

    1. Remove all personal belongings from the space.

    2. Ensure that all college-owned furniture and property is in its original location.

    3. Clean, returning the space to its original condition.

    4. Remove trash and recycling directly to the respective, nearby dumpster. Do NOT leave it in your room or anywhere in the residence halls.

    5. As you leave, be sure to lock all doors and windows.

    6. At any time of day, go to the Key Drop Box located inside the side/ramp door of Founders Hall, you'll find envelopes and forms there. Seal your room key and a completed check-out form inside and envelope, and leave it in the drop box.

    7. A staff member will inspect your residence hall space in your absence and assess for damages, cleaning issues, etc. through a Room Condition Report. See below for Damage Billing & Appeals.

    8. IMPORTANT: By choosing the Express Check-out method, you waive your right to appeal charges for documented damages, cleaning issues, etc.

RETURN YOUR KEY BY YOUR CHECK-OUT DEADLINE. The charge for a missing key is $125 for stand-alone bedrooms (Binford, English, Mary Hobbs, Milner, Shore) and $200 for apartments and suites (Bryan and East, North, and South Apartments).

See also procedures and policies as outlined in the Guilford College Student Handbook and the Residential Contract.

Damage Billing & Appeals

Charges or fines for damages, missing items, or cleaning will be applied to the student’s account and the student will be notified by email. Students should not be charged for normal wear and tear at the discretion of ResEd&Housing. Any appeals must be submitted in writing through the Fines Appeal Form and within 10 business days from when the email notification is sent to the student.

Communal Responsibility

When unable to determine the responsible party, charges may be divided by those responsible for shared or common areas. As roommates depart at different times, please be aware that all students sharing a space are responsible for the state of that area. If the state of a common area results in charges, the total amount will be divided among all the residents unless someone comes forward to accept responsibility.

Not returning to Guilford next semester?... If this is the case (other than graduating seniors), you must go through an official withdrawal or leave of absence process with the College. For more information, contact the Academic & Student Affairs Office: (336)316-2186 or studentaffairs@guilford.edu.