2025 May Closing Instructions

5/7 (WED) @ 10AM:   

· 24 Hour Quiet Begins. 

· Any students found violating this policy can be removed from the halls for the duration of Finals Week. 

5/12 (MON) TO 5/13 (TUES):                       

· Study Days 

· Students can begin to check out of the halls beginning 10AM

5/14 (WED) TO 5/20 (TUES):                       

· Finals Week 

· Students MUST check out 24 hours after their LAST FINAL and no later than Tues, May 20 by 10PM. 

5/12 (MON) - 5/20 (TUES):                       

· Please refer to CHECK OUT PROCESSES (pg 1) & HOW TO CHECK OUT OF YOUR ROOM CHECKLIST (pg 2) for more instructions.

· Large trash dumpsters will be available 

5/16 (FRI) BY NOON: 

· Graduating Seniors MUST be on the APPROVED Grad List from the REGISTRAR OFFICE to qualify for late checkout.

· Summer School residents must provide “confirmation” from BURSAR OFFICE to ORL.

5/20 (TUES) BY 10PM: 

· Residence Halls CLOSE for all undergraduate students. 

5/21 (WED) BY 6PM:                           

· Graduation Day & Grads check out of halls by 6pm

· Initial microfridge pick up 

5/23(FRI):

·Final Microfridge company will collect all appliances.

5/26 (MON):                 

· Memorial Day: No Classes & Offices Closed

5/27 (TUES):                             

· Summer Session IV begins.

24- HOUR QUIET HOURS

Beginning Wed, May 7 @ 10AM, all residence halls will begin observing 24-Hr quiet hours for finals week.

REMINDER:

Student MUST check out 24 hours after their last final and check out by no later than Tues, May 20 by 10pm

Any student found violating the student conduct policies including the noise policy can:

1. Be immediately removed from the halls for the remainder of the semester even if the student has any finals left.
2. Have to commute or find their own housing for any remaining finals. 
3. Be judicially referred (at minimum) for violating quiet hour policy. 
4. Potentially lose their 25 -26 housing.

CHECK OUT PROCESS

Residential students MUST check out 24 hours after their LAST FINAL and no later than Tues, May 20 by 10PM.

• This includes but is not limited to any off-campus jobs, other engagements or internships. 
• All exceptions must be pre-approved by RHD.  We encourage all residents to check out properly with an RA. 
• RHDs will do a final inspection after the building close for any common area damages/ issues which will be assessed as necessary to residents or the building. RAs DO NOT determine any room or common area damage billing. 

CHECK OUT OPTIONS

 OPTION 1: There will be schedules to facilitate checkouts at the RA Office. Students who sign up for a specific time MUST keep their scheduled time. 

STUDENTS MUST: 

1. Sign up for a checkout at the RA office. 

2. Check out 24 hours after their last final and no later than the times listed.  This is including but not limited to any off-campus jobs, other engagements or internships. No late stays will be permitted to stay past Tues, May 20 by 10PM.

3. Empty out their mailbox of all personal mail. 

4. Turn in ROOM /SUITE KEY(S) & MAILBOX KEY directly to a staff member prior to leaving the building.

5. At this point an RA will double check your room and process your check out from the building. Remember to hand in your room and mailbox keys.   

OPTION 2: EXPRESS CHECKOUT 

If you miss your scheduled time, students can fill out an EXPRESS CHECKOUT envelope. 

PLEASE NOTE: 

1. Envelopes MUST BE TURNED INTO THE RA OFFICE. Envelopes slid under student doors will result in an improper checkout charge of $110.
2. By using the Express Checkout option, any fines or damages found in the room during the RHD walk through cannot be contested or appealed.
3. We CANNOT ACCEPT any keys if they are mailed back to the university, slid under doors or left with roommates! Improper checkout charges will be assessed to student accounts.

IMPROPER CHECKOUT 

Any student checkouts that occur AFTER 10PM WILL result in an improper checkout charge.

Improper checkout charges (minimally starting at $110) are assessed to any residential students who: 

1. Does not check out properly with a staff member and return both the room & mailbox key. 

2. Does not clean their room prior to leaving. 

3. Leaves any belongings in the room including fridges/ furniture/clothing, carpets/ rugs/ trash etc. 

Residents must:

___  1.  Schedule a time for check out with the RA or RA Office.

___  2.  Empty out your personal mailboxes before you check out.  Please note: Only first-class mail will be forwarded to the home address listed with the school.     

___  3.  Take all the trash to the outside dumpsters.  Please note:  Any trash left in the rooms/ halls will result in a charge for the resident/the floor. 

___  4.  Remove all personal items from the rooms including personal fridge, clothing, food, cinder blocks, electronics, computers, books etc. 

___  5.  All fridges must be defrosted.  Please be sure to place a towel under the fridge and prop the fridge door as you defrost to avoid water damage issues to the floor and minimize the potential for mold/mildew in your fridge. Please Note: Microfridge pick-ups will occur once students are out of the room.  Fridges must be defrosted and cleaned before you check out. 

___  6.  All perishable and unprotected foods must be taken to the dumpsters. 

___  7.  Close & lock all room windows. Room blinds open only 2/3 of the way.

___  8.  Leave the heating/ cooling units on AUTO when possible.

___  9.  Lock your room door before you leave.

___  10.  Remember to turn in all your keys into a staff member before you leave. DO NOT SLIDE UNDER ANY DOORS OR GIVE TO ROOMMATES. 

As always, if you have questions about how to get rid of any personal items from the room, please speak to your RA or RHD for more information.

• All Residence Halls will CLOSE on TUES, MAY 20 @ 10PM for all undergraduate students. 
• Students MUST check out 24 hours after their LAST FINAL and no later than TUES, MAY 20 @ 10PM. This includes but is not limited to any off campus jobs, other engagements or internships. All exceptions must be  pre-approved by RHD.  We encourage all residents to check out properly with an RA.  
  RHDs will do a final inspection after the building close for any common area damages/ issues which will be assessed as necessary to residents or the building.
• Students who do not comply with these guidelines can potentially face additional charges to their student accounts.  
• You are required to TURN IN YOUR SUITE &/OR ROOM AND MAILBOX KEYS before leaving campus for the Spring 2025 semester.

Office of Registrar (Applying for Graduation):

· To become a candidate for graduation and to participate in the commencement exercises, a student must complete and submit an online "Application for Graduation" via the Office of the Registrar.

· Application deadline information can be found on the Academic Calendar.

· The online graduation application is located on connect.oldwestbury.edu under "Registrar Forms" > Undergraduate Graduate Application OR Master's Degree Graduation Application.

· After submission, an automatic reply with the subject "Graduation Undergraduate Application Status" will be sent to your Old Westbury e-mail account. This confirms submission and our receipt of your application. (Make sure to monitor your SPAM, JUNK, CLUTTER, or FOCUS, folders.)

· After review of your academic record, an additional e-mail will be sent to you from gradapp@oldwesbury.edu regarding your application status. If your application is accepted, a graduation fee will be charged to your student account. 

MOVING OUT OF THE HALLS SENIORS:

· Graduating Seniors MUST be on the APPROVED Grad List from the REGISTRAR OFFICE by 5/16 (FRI) by Noon

· Students who are NOT APPROVED must move out 24 hours after their last final and no later than 10pm on Tues, May 20

· Graduation will be: Wed, May 21 & approved Seniors move out by no later than 6PM

· Graduates MUST check out with your RA or RHD 

SUMMER SCHOOL

Students taking summer classes may live on campus ONLY for the duration of their summer class schedule. 

Þ Withdrawing/ cancelling classes will mean that students must check out immediately 

Þ All students are required to have a summer meal plan 

Þ Students must do the following to qualify:

1.  Fill out a 2025 Summer Housing Application at the Office of Residential Life beginning Mon, April 21.
2. The Office of Residential Life must receive clearance from the Bursar Office to qualify for summer housing. by Noon on Fri, May 16.   
3. Approved students will receive instructions for Summer Move In once they have been cleared by Bursar Office. 

Questions? Contact:

Office of Residential Life

516.876.3210

reslife@oldwestbury.edu

August 14th:  All students must clear their financial holds before the deadline to avoid having BOTH CLASSES & HOUSING dropped from your accounts.  Dates are subject to change.

Questions can be directed to:

Financial Aid

Phone: 516-876-3000 Option 3

Email: financialaid@oldwestbury.edu

Location: Campus Center, Room H-100A

Hours: 9 a.m. - 4:45 p.m., Mon.-Fri.

BURSAR
Phone: 516-876-3000 Option 2
Email: bursar@oldwestbury.edu
Location: Campus Center, Room H-100B
Hours: 9 a.m. - 4:45 p.m., Mon.-Fri.

• For non-graduating students you must be PRE-APPROVED by the Office of Residential Life to have both meal and housing removed from Spring housing.  Please note the conditions in the Residence Hall License Agreement which would pre-approve your release from your contract including:
• Email the Office of Residential Life at reslife@oldwestbury.edu requesting a “Residence Hall License Agreement Release Request" Form.  Please make sure that you are including your name, 700# and cellphone if we need to contact you.  
• We strongly encourage students to fill out the paperwork properly and provide ALL the necessary documentation. Submissions without any appropriate documentation will be automatically denied.  Please note: THIS IS ONLY A REQUEST AND NOT A GUARANTEED CANCELLATION.