Avoiding Fines by following Room Change and Online Room Check-in and Check-out Procedures
FROM: Hakeem Croom, Assistant Dean of Students
The following information explains Hampden-Sydney College's procedures for a room change and/or room check-in and check-out. A student must complete the room change process within 48 hours from the time of approval from the Dean or the approval will be invalid. Please note that only under special circumstances will freshmen be allowed to make a room change before November 1. (see Housing Regulations in The Key.)
1. Contact Dean Hakeem Croom (firstname.lastname@example.org) to make an appointment to meet with him regarding a room change. If the change involves other students, they should also arrange to meet with the Dean to assure that a change is agreed to by all parties involved. (Unauthorized room changes at any time are subject to a minimum fine of $300.00, and the room change being denied.)
2. Check-Out - When a room change is granted by the Dean, your Resident Advisor or House Manager will get a ROOM CHANGE NOTICE e-mail from Ms. Huskey in the Office of Student Affairs. You should contact your Resident Advisor or House Manager and have him conduct an inspection and ONLINE check out of your room. Should you be liable for any damages, they will be charged to your student account. When the check-out Room Furnishings and Condition Report is complete, you should sign it online. A confirmation e-mail will be sent to your H-SC e-mail account.
3. Department Notification -
ROOM CHECK-OUT - (Mid-Term or End of Semester Check-Out) If you decide to leave the College during or at the end of the semester, please notify the Office of Student Affairs. You should also contact your Resident Advisor or House Manager. He will complete an inspection of your room and have you sign your Online Room Furnishings and Condition Report.You will be billed should you be liable for any damages. Students who are asked to leave the College must vacate their room by the DEADLINE set in his administrative letter.
KEYS - Any keys issued to you are College property and must be returned to Buildings and Grounds or you will be fined.
YEAR-END – check out procedures are more detailed than mid-term or end of semester check-out. Therefore, those procedures will be outlined in a memo that you will receive via your campus e-mail near the end of the second semester. You should carefully read and become familiar with them and the subsequent fines, should you fail to follow those procedures.