End of Semester & Winter Housing Information

Important Notice for undergraduate students not attending Stony Brook University for Spring 2024: You must complete a full check-out by Tuesday, January 2, 2024, at 12PM in order to not incur any spring 2024 housing charges for nights stayed in the spring 2024 billing period. Full details are below in "For Students Planning to Move Out of Housing at the end of the Fall Semester"

All on-campus housing buildings are open for the winter intersession period.

Housing is open and available to residents throughout winter break as long as one is enrolled for the Spring 2024 semester. For undergraduate agreement holders, the winter housing session is included as part of the Fall & Spring semester housing terms. For graduate agreement holders, monthly billing continues as usual. There is no credit for any nights that a resident does not stay on campus, and students may come and go as they please. 

Regardless of their intent to be on campus for the winter session, all residents must complete the Fall 2023 End of Semester process in the housing portal by December 8, 2023 at Noon (12PM). The Fall 2023 End of Semester application will be available beginning November 1, 2023, in the housing portal. 

End of Semester & Winter Housing Important Information: 

• For Residents Returning for Spring 2024

  All residents must fill out the End of Semester & Winter Plans tab on the Housing Portal by Friday, December 8, 2023

  Housing is open and available to residents the entirety of winter break at no additional cost as long as you are enrolled for the Spring 2024 semester. 

  If you are planning to live on campus for Spring 2024, you should NOT return your room keys or complete a check-out.

  While winter housing is part of fall/spring housing bills, not all students will stay on campus for some or all of the winter session. If you are going to be away from campus for more than a night or two, please be sure to do the following to ensure that you come back to a comfortable environment:

  • Close and lock your window. Windows left open contribute to frozen/burst pipes. 
  • Leave your curtains open.
  • Remove food and other items that may attract pests or will spoil.
  • If applicable, set your thermostat to 70 degrees Fahrenheit.
  • Remove all trash from your room/apartment.
  • Consider taking valuables with you.
  • Ensure common areas of your suite and apartment are presentable and welcoming should a new assignment be made to your suite or apartment.
  • Ensure that your items are only on your half of the room if you have a vacancy in your bedroom and that the room is ready for a new resident. New residents may move in prior to your return from any travels.

  If your plans change after the initial submission deadline of December 8, 2023, residents are expected to update their plans on the Housing Portal. 

• For Students Planning to Move Out of Housing at the end of the Fall Semester

  All residents must fill out the End of Semester & Winter Plans tab on the Housing Portal by Friday, December 8, 2023

  Once students have checked in and received their room keys, they are financially liable until the end of their current housing agreement. 

  There are limited reasons why someone who terminates their agreement by moving out may be released from financial responsibility at the time of check-out or between housing semesters. Automatically approved reasons to leave housing at the end of the fall semester that residents have no financial liability for the Spring semester include:

  • Graduating at the end of the Fall semester
  • Spring semester SBU External Study
  • Withdrawal from the university for Spring 2024 
  • Finishing your program at the end of the fall semester (National Student Exchange, Intensive English Center student, International Academic Program student)

  Students who do not fall into one of the categories above, which allow for automatic release from financial liability, will continue to be financially liable for their Spring semester housing bills. The reasons listed below will release a resident from their housing agreement during the agreement period when there is significant supporting and detailed documentation to the request being stated and approved through appropriate procedures: 

  • Finishing a doctoral program outside of the normal December/May graduation periods
  • Going on military leave
  • Experiencing an unexpected financial hardship
  • Having an unexpected new role as a caregiver
  • Experiencing a new imminent safety concern that can’t be rectified through a room change

  Students can appeal to be released from financial liability by submitting documentation through the appeals process. More information can be found on the Campus Residences financial liability policies website linked here. 

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  Regardless of their reason for moving out, all residents may stay until these dates at no additional charge since they are part of the Fall 2023 Housing bill and there is no credit for early move out:

  • Tuesday, January 2, 2024, at 12PM for students in Undergraduate Housing.
  • Sunday, December 31, 2023, at 12PM for students in Graduate Housing.

  Staying beyond noon on these dates will result in additional charges as dates beyond these are part of the Spring semester. 

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  Residents are permitted to have guests assist them with moving out of the residence halls. Students must abide by the current guest policy at the time of moving out. 

  To check out, please ensure you do the following: 

  • Remove all personal property from your bedroom. 
  • Ensure that you have removed all property from your common areas and suite/apartment bathroom. 
  • Reset furniture to its original layout.
  • Sweep/vacuum your room, wipe down surfaces, and remove all trash. 
  • Leave your closet and dresser/pedestal doors open so that staff can quickly confirm all property is removed and complete your checkout quickly. 
  • Close and lock your window.
  • Leave your curtains open.
  • If applicable, set your thermostat to 70 degrees Fahrenheit. 
  • Close and lock your bedroom & suite/apartment door. 
  • Remove any lanyards/keychains that your key may be on.

  After doing the above steps, residents who are checking out will do so at the following locations: 

  Between December 12, 2023, and December 22, 2023:

  • 9 AM - 9 PM: You will check out with an RA on call. To check out, please visit the RA on call in the RA office; if they are not there, please call them at the posted number for your community. 
  • 9 PM - 9 AM: You will need to use the express check-out option. To utilize the express check-out option, you will need to visit the RA on call in the office the day you are checking out to pick up the key return envelope. The RA on call will direct you where to return the envelope at the time of your check-out. 

  Before December 12, 2023, and after December 22, 2023: 

  • 9 AM - 5 PM, Monday-Friday: You will check-out with the area office in your community. To checkout, please visit the Area Office and an office assistant will escort you to your room. Offices are closed on state holidays. 
  • 5 PM - 9 PM: Call the RA on call to complete your check-out
  • 9 PM - 9 AM: You will need to use the express check-out option. To utilize the express check-out option, you will need to visit the Area Office during posted hours to pick up an express check-out envelope. The Area Office will provide directions as to where to return the completed envelope at the time of your check-out. 

  If you have any questions about how to complete your check-out, please speak with your building’s RA or RHD.