Intent To Vacate Or Room Move Application

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. Failure to submit the Intent to Vacate/Room Move form prior to moving will result in an improper check-out/room move fee.

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 will normally be made during the hours of 9:00 a.m. and 4:00 p.m. Monday through Friday. Inspections will NOT be made on Saturday or Sunday.
- For inspection the Unit/Room does not have to be completely empty or cleaned.
- It is to your advantage to be present at the inspection.
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 and storage areas.
Personal items left behind will be discarded.
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 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 first informing 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.

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 will normally be made during the hours of 9:00 a.m. and 4:00 p.m. Monday through Friday. Inspections will NOT be made on Saturday or Sunday.
- For inspection the Unit/Room does not have to be completely empty or cleaned.
- It is to your advantage 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. 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 from a drug/grocery store for around $20.00. 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, it will be a minimum $75.00 charge.

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

Floors
Carpets – professionally cleaned
Ceilings, walls, corners, baseboards and heat registers (remove spider webs)
Windows, sills and blinds
Light fixtures; replace bulbs if needed
Ceiling fan blades and lights
Casings around all doors
Light switch and electrical outlet covers
Clean inside all cabinets and drawers, wipe down exteriors
Clean countertops and sinks
Defrost refrigerator(s), clean inside and out, including doors and shelves, and clean rubber gaskets around both doors (remove crumbs)
Remove all knobs and clean
Clean dishwasher; including inside trays and racks and outside of door, especially edges
Clean stovetop (lift up stovetop and clean underneath), under burners and burner drip pans, oven (including racks), and broiler pan and drawer
*IF YOU HAVE A SELF-CLEANING OVEN, DO NOT USE OVEN CLEANER *
Clean range hood and wash filter; Clean and check lights - replace bulb if needed
Clean exhaust fans in bathrooms
Clean bathtubs/showers, doors, chrome and walls (leave no residue - test with your hand)
Clean toilets completely
Wipe down towel racks, soap dishes and toilet paper holders
Clean and test smoke detector
Clean thermostat

ORDINARY WEAR AND TEAR - CALTECH'S RESPONSIBILITY

Curtains faded by the sun
Water-stained linoleum by shower
Minor marks on or nicks in wall
Dents in the wall where a door handle bumped it
Moderate dirt or spotting on carpet
A few small tack or nail holes in wall
A rug worn thin by normal use
Worn gaskets on refrigerator doors
Dark patches of ingrained soil on hardwood floors that have lost their finish and have been worn down to bare wood
Faded paint on walls
Warped cabinet doors that won't close
Stains on old porcelain fixtures that have lost their protective coating
Moderately dirty mini-blinds
Bathroom mirror beginning to "de-silver" (black spots)
Clothes dryer that delivers cold air because the thermostat has given out
Toilet flushes inadequately because mineral deposits have clogged the jets

DAMAGE OR EXCESSIVE FILTH - RESIDENT'S RESPONSIBILITY

Door off its hinges
Rips in carpet or stains from pets, kids, water/liquids
Multiple nail holes or larger 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
Grime-coated bathtub, toilet, countertops
Missing mini-blinds, curtains, 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

Contact Information

First Name

Last Name

Applicant UID#

Please retype your email

Primary Phone

Intent to Vacate or Room Move

Status

Department

Extension

Mail Code

Address

Apartment/Room #

I will be Vacating on

MM/DD/YYYY

Special Reason for Vacating(DOCUMENTATION MAY BE REQUIRED)

Reason for vacating

New Assignment (if applicable)

Non-Sanctioned reason for vacating(A CANCELLATION FEE WILL APPLY)

Other Reason (if applicable)

Comments

Additional Information

Additional Comments

Application Certification

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.

Once you have submitted this form you will receive a confirmation email.

By checking this box, I agree to all of the terms above.

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California Institute of Technology Housing Office Check-Out Procedures

Move-Out Procedure Checklist

IN GENERAL- MAKE SURE TO CLEAN THE FOLLOWING

ORDINARY WEAR AND TEAR - CALTECH'S RESPONSIBILITY

DAMAGE OR EXCESSIVE FILTH - RESIDENT'S RESPONSIBILITY

California Institute of Technology
Housing Office
Check-Out Procedures