Moving Out
Move out takes planning and preparation, but we want to ensure that the process is smooth for all residents. We have outlined our policies and procedures so you can meet important deadlines and not incur additional charges.
Procedures and Forms
If you need to cancel your contract before you have moved into Caltech housing, you must:
- Immediately submit the Intent to Vacate/Cancellation/Room Move form and select "Cancellation." You may be subject to cancellation fees per the housing contract.
If you are currently living in Caltech housing and need to vacate before the end of your contract, you must:
- Submit the Intent to Vacate/Cancellation/Room Move form no later than 15 days prior to your departure and select "Cancellation." You may be subject to cancellation fees per the housing contract.
If you are no longer eligible for housing, you have five days in which to vacate after receiving notification from our office.
- Submit the Intent to Vacate/Cancellation/Room Move form no later than 24 hours after receiving notification. You should select "Intent to Vacate" and you will not be charged cancellation fees.
When you have fully vacated your unit in any of these situations, you must submit a Check Out form.
Failure to vacate premises by the termination or check-out date will result in a fee of $300.00 a day (noon each day)
To request a room change, you must:
- Obtain approval from the House Picks Officer and the Housing Office
- Submit the Intent to Vacate/Cancellation/Room Move form and select "Room Move."
If your request has been granted, you must:
- Remove all of your personal possessions by the check-out date given to you from our office
- Submit the Check Out form.
Note: Items left behind will be disposed of at your expense.
If you are moving out at the end of your housing contract, you must:
- Submit an Undergraduate Housing Intent to Vacate form.
- Remove all personal belongings and leave the assignment free of trash.
- After completely removing belongings, submit a Check-Out form to the Housing Office.
If you are checking out before 4:00 PM on Friday, June 13, 2025
- You will submit an electronic Check Out form.
If you are checking out after 4:00 PM on Friday, June 13, 2025
- You will submit a paper check out form to the Housing Office.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
If you are checking out between 9:00 and 11:00 AM on Saturday, June 14, 2025
- You will submit a paper check out form in person to the Housing Office
- The Housing Office will be in the Center for Student Services lobby during Check-Out weekend from 9am - 4pm on June 14.
Extensions:
- There will be no extensions beyond the end of the Housing Contact on June 14, 2025 at 11:00 AM
If you are moving rooms at the end of your housing contract, you must:
- Pack up and be ready to move.
- Wait to move until you receive a "Room Ready" email once your assignment is ready.
- Do not move items into the hallways/common areas prior to being notified that your room is ready. When you receive this email, you will also receive your room combination or PIN via My Student Documents. If you have any issues opening your document, please let us know.
- Once you have received your new room information, begin moving.
- Remove all personal belongings and leave the assignment free of trash.
- Carts will be available to borrow while the Housing Office is open Saturday and Sunday. You should complete your move within 2 hours of receiving the "Room Ready" email.
- After completely removing belongings, submit a Check-Out form to the Housing Office.
If you are moving and checking out of your current assignment before 4:00 PM on Friday, June 13, 2025
- You will submit an electronic Check Out form.
If you are moving and checking out of your current assignment after 4:00 PM on Friday, June 13, 2025
- You will submit a paper check out form to the Housing Office.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
If you are moving and checking out of your assignment between 9:00 and 4:00 PM on Saturday, June 14 and Sunday, June 15, 2025
- You will submit a paper check out form in person to the Housing Office
- The Housing Office will be in the Center for Student Services lobby during Check-Out weekend from 9am - 4pm on June 14 - 15.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
Reminder:
Failure to submit the Check Out form upon completion of your move will result in a $100 improper room move fee.
If you are moving out at the end of your summer housing contract, you must:
- Submit an Undergraduate Housing Intent to Vacate form.
- Remove all personal belongings and leave the assignment free of trash.
- After completely removing belongings, submit a Check-Out form to the Housing Office.
If you are checking out before 4:00 PM on Friday, August 22, 2025
- You will submit an electronic Check Out form.
If you are checking out after 4:00 PM on Friday, August 22, 2025
- You will submit a paper check out form to the Housing Office.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
If you are a summer guest checking out between 9:00 and 12:00 PM on Saturday, August 23, 2025
- You will submit a paper check out form in person to the Housing Office
- The Housing Office will be in the Center for Student Services lobby during Check-Out weekend from 9am - 4pm on June 15.
If you are a Caltech student checking out between 9:00 and 12:00 PM on Sunday, August 24, 2025
- You will submit a paper check out form in person to the Housing Office
- The Housing Office will be in the Center for Student Services lobby during Check-Out weekend from 9am - 4pm on June 15.
Extensions:
- There will be no extensions beyond the end of the Housing Contact on August 23, 2025 at 12:00 PM - for Summer Guests
August 24, 2025 at 12:00 PM - for Caltech Students
If you are moving rooms at the end of your housing contract, you must:
- Pack up and be ready to move.
- Wait to move until you receive a "Room Ready" email once your assignment is ready.
- Do not move items into the hallways/common areas prior to being notified that your room is ready. When you receive this email, you will also receive your room combination or PIN via My Student Documents. If you have any issues opening your document, please let us know.
- Once you have received your new room information, begin moving.
- Remove all personal belongings and leave the assignment free of trash.
- Carts will be available to borrow while the Housing Office is open Saturday and Sunday. You should complete your move within 2 hours of receiving the "Room Ready" email.
- After completely removing belongings, submit a Check-Out form to the Housing Office.
If you are moving and checking out of your current assignment before 4:00 PM on Friday, August 22, 2025
- You will submit an electronic Check Out form.
If you are moving and checking out of your current assignment after 4:00 PM on Friday, August 22, 2025
- You will submit a paper check out form to the Housing Office.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
If you are moving and checking out of your assignment between 9:00 and 4:00 PM on Saturday, August 23 and Sunday, August 24, 2025
- You will submit a paper check out form in person to the Housing Office
- The Housing Office will be in the Center for Student Services lobby during Check-Out weekend from 9am - 4pm on August 23 - 24.
- Forms submitted after office hours should be submitted to the Housing Drop Box located outside of the front doors to the Housing Office, facing Holliston Ave.
Reminder:
Failure to submit the Check Out form upon completion of your move will result in a $100 improper room move fee.
Guidelines
- Make sure all personal items and trash is removed from the unit/room prior to vacating.
- Make sure all areas in the unit are clean. If living in a shared unit, this will include your bedroom and common areas.
- If applicable, return all furniture to its proper location and make sure patios/balconies are clear.
- Make sure there are no major damages to the unit/room.
- Take pictures of your unit/room prior to checking out. Email the pictures to Housing Maintenance.
Inspection
The inspection will be performed by a maintenance technician after you vacate. We will email you if there are any questions regarding the condition of your unit or if any damage charges will apply.
Caltech does not provide storage for personal items. If you plan on being away, please use nearby self-storage units.