California Institute of Technology
Housing Office
Check-Out Procedures

PRIOR TO MOVING OUT

File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online at least fifteen (15) days before you intend to vacate. If you do not give us fifteen (15) days notice, you will still be charged rent for the fifteen (15) days after you inform us. The 15 days start on the day you submit your form.  Failure to submit the Intent to Vacate/Room Move form prior to moving will result in an improper check-out/room move fee.

*** Update: For the Health and Safety of our residents and staff, Housing Maintenance is currently not scheduling and/or performing pre-moveout inspections for any of our properties.  Please see below for guidelines that should be followed before checking out of Caltech Housing to avoid damage charges:

•             Make sure all personal items and trash is removed from the unit/room prior to turning in your keys.

•             Make sure all areas in the unit are cleaned.  If living in a shared unit, this will include your bedroom and common areas.

•             If applicable, return all furniture to its proper location.

•             Make sure there are no major damages to the unit/room.

•             We encourage our residents to perform a final walk through of their unit/room and take pictures of the condition they are leaving it in prior to checking out and turning in the keys.  Please send the pictures to fixit@caltech.edu.

• Pick up a CHECK-OUT ENVELOPE.
• Follow “Move-out Procedures Checklist” below.
• Arrange to have your mail forwarded at least two weeks prior to moving out through USPS.  Caltech is not responsible for forwarding your mail.
• If applicable, inform your utility companies (e.g. telephone, internet, cable services) of your move and cancel or move the services as appropriate.
• Update your personal and emergency contact information with Caltech through your access account.
• If you have an account with the Bursar’s Office and are leaving Caltech, please contact them at x2988 for an exit interview before you depart.

WHILE MOVING OUT

• Remove all personal belongings. Be sure to check all drawers, cabinets, balconies/ patios and storage areas.
• Items left behind will be discarded and fees will apply.
• If applicable, remove any self-installed adhesive or nails from walls, doors and windows.
• Remove all food from the refrigerator and kitchen cupboards.
• Throw away all trash and clear away any items from the patio or balcony.
• If applicable, return furniture to its proper location. Remove all personal furniture.
• Any damages beyond what Caltech Housing deems normal wear and tear will be charged to the resident.

AFTER MOVING OUT

• Residents with combination locks, please reset your combination to the combination originally assigned to you or indicate your new combination on the CHECK-OUT ENVELOPE.
• If applicable, lock the door to your private bedroom. If you have roommates, they are not allowed to move into your room without permission from the Caltech Housing Office and filing the appropriate forms. Both parties will be charged the IMPROPER CHECK-OUT/ROOM MOVE FEE if this happens.
• Return the CHECK-OUT ENVELOPE with all keys/remotes to the Caltech Housing Office located in the Center for Student Services. If you vacate after business hours, there is a drop box located to the right of the front door of the Housing Office. Your rent will be prorated according to the date when the keys were received by the Housing Office.
• Failure to check-out properly will result in an IMPROPER CHECK-OUT/ROOM MOVE FEE as stated in your Housing Contract.

ROOM MOVE

• File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online. Failure to submit the Intent to Vacate/Room Move form prior to moving will result in an improper check-out/room move fee. 15 day notice is NOT required if you moving from one Caltech location to another.
• SCHEDULE A PRE- MOVE OUT INSPECTION (Not required).
  • Call 626-395-6175 to schedule your inspection at least one week in advance to avoid scheduling conflicts. Inspections are Tuesday, Wednesday and Thursday during the hours of 1:00 p.m. and 4:00 p.m.
  • For inspection the Unit/Room does not have to be completely empty or cleaned.
  • It is mandatory to be present at the inspection.
• Pick up a CHECK-OUT ENVELOPE.
• Follow “Move-out Procedures Checklist” below.

Move-Out Procedure Checklist

PREPARING FOR THE POST-MOVE-OUT INSPECTION
To not incur any charges, you must restore your unit to the condition it was in when you moved in, less normal wear and tear as deemed by Caltech Housing. Make sure that the following has been done before you depart:
1.         Check that your rent is paid in full.
2.         Empty your unit of all personal belongings.
3.         Return all keys and remotes to the Housing Office on indicated date of check-out.

Failure to complete the check-out procedures within the prescribed time period will result in an improper check-out fee and additional surcharges per day to be billed directly to the resident until such procedures are completed.

Your unit must be cleaned using the checklist below as a guide.

GENERAL INFORMATION
All keys, mail key, pool key, and garage door openers must be returned on your check-out day directly to the Housing Office located in the Center for Student Services. If you vacate after business hours, there is a drop box located to the right of the front door of the Housing Office. Your rent will be prorated according to the date when the keys were returned/received. DO NOT GIVE YOUR KEYS TO THE NEW RESIDENTS. Any keys not returned will result in a lock change at your expense.

CARPET CLEANING
If in the course of your personal walk though or your pre-move out walk through with Housing personnel it is determined that the carpeting is not in the same condition as it was at the time of  move-in (less normal wear and tear), then the carpet must be properly cleaned. You can have a professional company clean the apartment carpets or you can do it yourself by renting a carpet cleaning system. Cleaning the carpet is the last item to be done before final inspection, since placing furniture on wet carpet may leave dents and dirty marks and may require you to re-clean. Failure to vacate the unit with clean carpets will result in a carpet cleaning fee. If Caltech Housing has to clean your carpet, fees will apply.

CLEANING CHECKLIST
The following items will be checked at the time of the inspection. Please be sure that you have checked each and every item carefully. If everything is complete, no cleaning/damage fee will be charged. Let's work together to make your inspection a success!

IN GENERAL- MAKE SURE TO CLEAN THE FOLLOWING

• Door off its hinges
• Rips in carpet or large stains
• Nail holes or larger tack holes in walls that require patching as well as repainting
• Broken appliance interiors (e.g. refrigerator shelf)
• Water damage on wall from hanging plants
• Water stains on wood floors and windowsills caused by resident neglect (e.g. windows being left open during rainstorms)
• Sticky/greasy cabinet surfaces,appliances
• Grime-coated bathtub, toilet, countertops
• Missing mini-blinds, curtains, excessive stains, dirt etc
• Mirrors caked with lipstick, makeup and soap scum
• Appliance damage due to resident misuse
• Toilets, sinks, and tubs damaged due to resident not reporting clogs or problems

I certify that all statements made on this form are true and complete. I accept responsibility for any rent due for not providing 15 days written notice of my intent to vacate. By submitting this form, I agree to follow all of the room-move or check-out procedures and guidelines listed above and that I will return my keys directly to the Housing Office on the date of my departure.

IF YOU DO NOT RECEIVE A CONFIRMATION EMAIL YOU WILL NEED TO RESUBMIT YOUR FORM.