Sent on behalf of Housing, Dining and Hospitality and the Community and College Residence Life Offices

Dear Triton Parents and Families,

The end of the academic year can be a stressful time for students and families. Between finals, campus and college commencement ceremonies and moving out of campus residences, there's a lot to navigate.

If your student lives in on-campus housing, their contract will expire on Saturday, June 15, 2024 at 6:00 p.m.  It is mandatory for all students to move out out within 24 hours of their last final or by the end of their contract, whichever occurs first.

Housing Dining Hospitality (HDH) and the Residence Life Offices of the undergraduate colleges and living areas at UC San Diego have been emailing student residents about the best ways to start preparing for their move-out NOW. 

The following is a summary of the messaging your student has received from HDH and the Residence Life Office where your student lives. We encourage you to review this information with your student and use it to help your student plan how they can get a jump-start on the move-out process.  Whether it's suggesting they incorporate packing and moving their belongings into their daily routine or offering recommendations about how to balance studying for finals and their responsibility to thoroughly clean their living spaces in preparation for move-out, your student will benefit from your support.

We hope the information provided will be of help in learning more about campus resources you can share with your student, should they come to you for advice.

Understanding Move-Out:

• Visit the Move-In/Move-Out page on the HDH website for a quick overview of the specific guidelines for move-out. 

• All current residents will do an Express Check-Out when they have completely moved out and are ready to turn in their keys and depart campus.

• The Express Check-Out form will be available in the Housing Portal beginning May 31, 2024. Students will be able to access the form using their Single Sign-On credentials

• All units will be assessed for damages after move-out. Your student may incur a damage fee should there be excessive cleaning or physical damages noted in your student’s suite or apartment.

Stay Informed: 

Additional information will be posted online on the HDH Move-In/Move-Out page in the coming weeks, so check back frequently for more details. Your student will also receive more detailed move-out information from their RA/HA and Residence Life Office, so encourage your student to check their inbox and keep an eye out.

Get a Head Start:

If your student is planning to come home this Memorial Day weekend (May 25 – 27), encourage them to pack a few extra bags or ship a box or two of their belongings home to make move-out easier

• The Trove is centrally located in the northwest corner of the Price Center. They provide on-site parcel processing via US Postal Service and offer discounts on UPS and FedEx service.
• Note: International packages require a computer-generated USPS customs form.

Consider moving out after June 1:

• Residents can begin moving out as early as June 1, 2024. Moving out after June 1 does not require an approved contract termination, as the last two weeks of each quarter are not prorated.
• We encourage students to take advantage of this opportunity, especially if they do not have in-person commitments for finals.

Consider moving out between June 10-14:

We strongly urge all residents to move out prior to June 15, especially if using multiple vehicles, to avoid impacted traffic and parking due to Commencement. 

• Between June 10 – 14, temporary loading signs will be posted near residence halls and apartments for quick loading access.
• If your student needs to park for longer than the posted loading time, they should use a nearby pay station parking.

If your student must move out on June 15:

• Transportation Services is currently working on activating their Commencement/Move-out webpage, which will detail campus entry-points for move-out, parking instructions and a link to a move-out access voucher specifically for use on Saturday, June 15, the busiest traffic day of the week due to Commencement.
• This voucher will help transportation staff identify the most convenient location to direct students and their families to for move-out. The voucher can be printed out or shown on a phone or tablet for access.
• The community or college residential area where your student lives will have a voucher unique to that neighborhood. Here is an example so you and your student know what to look for. 

LIMITED exceptions may be approved for a late stay request past the contract move-out deadline of June 15, 2024 at 6:00 p.m. via a required online written request.  Students have been instructed to submit any Late Stay Requests through the Housing Portal by June 3, 2024. Please note the following:

• Submitting a request does not guarantee an approval to stay later that the move-out deadline of June 15, 2024 at 6:00 p.m.
• The Residence Life Office where your student lives will review your student's request. Limited approvals for a late stay will be made if the request meets certain criteria. Your student may be asked to provide documentation following their request for an extension. 
• Failing to follow the applicable steps can result in a fee assessed for Improper Checkout.

MAKE MOVING EASIER: 

• We encourage your student to bring a personal dolly or cart to assist in their move. Note that limited carts will be made available in some living areas.
• Dining Services will offer free boxes to residents between May 20 and June 14 (while supplies last). Markets will also offer some packing supplies for sale. Box pick up locations will be provided to students in the coming weeks.

MAIL SERVICES:

• Student mail will be delivered through Finals Week. After that, mail will be forwarded to the permanent address listed in your student’s record for 60 days (U.S. addresses only).  Your student can check that address or edit a new address via their My TritonLink account.

• Packages: USPS packages delivered after Finals Week will be forwarded to your student’s permanent U.S. address for 60 days; packages from all other carriers will be returned to sender, so make sure your plans accordingly!

DONATIONS:

• Encourage your student to donate what they don’t pack! HDH and the Residence Life Offices have partnered with Disabled American Veterans (DAV) to provide donation bins for any clothes, housewares, or small appliances your student doesn’t want to take home.
• DAV bins are distributed in convenient locations in all the college neighborhoods.

FOOD DONATIONS:

• HDH is partnering with the Triton Food Pantry to collect non-perishable food items. Food donation bins for non-perishable, unopened items will be set up by Dining Services from June 5 – 15 at various dining facilities and markets. The donations will go to the Triton Food Pantry locations to serve students through summer and the academic year.

DAMAGE RESPONSIBILITY AND LATE CHARGES:

• As stated in your student’s Housing Contract (Section 10), residents are financially responsible for any damage to their bedroom, apartment, common areas and furnishings (including leaving excess trash or abandoned belongings).
• Residents assessed for damages will receive notice via their UC San Diego email by early July. All damage charges will be on your student’s July billing statement and viewable on TritonLink in July.
• All residence halls and apartments will be closed and locked after 6:00 p.m. on Saturday, June 15, 2024.  By that time, your student’s suite or apartment must be cleaned and vacated, and your student's keys must be turned in. Students not completely moved out by this time (or by their approved late move-out time granted by requested exception) may be assessed late charges.

HDH and the Residence Life Offices where your student lives are ready to assist where we can.  Please encourage your student to continue to read and be aware of further updates and reminders from HDH, their RA/HA and their Residence Life Office with more details pertaining to the move-out process. We hope that these communications will help you and your student develop an ideal plan for their transition out of the second home they’ve created here this year.

Thank you for your partnership. 

Sincerely,

Housing Dining Hospitality and
the Community and College Residence Life Offices