Fall Break Bulletin 2023

QUIET HOURS DURING FINAL EXAMS

24-HOUR QUIET HOURS will go into effect in all residence halls at 8 PM on Friday, December 8, 2023. Creating a quiet environment where students can focus on final exams and projects is important, and violations of 24-Hour Quiet Hours will be reported to the Office of Student Conduct and Community Standards.

RESIDENCE HALL - CLOSING

The residence halls close at 4 pm on Friday, December 15, 2023, for Winter Break.

REQUEST TO STAY LATE

Special permission is required to stay past that time or over the break. Please complete the following form to request to stay over any portion of the winter break: https://ship.co1.qualtrics.com/jfe/form/SV_8dlZyNapBu7yC9M

Students requesting to stay past Saturday December 16, 2023, will be consolidated to Mowrey Hall. Students approved to stay will be charged $120 for meals per week that they are approved to stay.
Student-athlete needs are being coordinated through the coaches and Athletic Department.

WINTER BREAK POLICIES AND PROCEDURES

Students should vacate their residence halls as soon as possible after completing their last exam. Athletic team needs, for those teams staying for competition, are coordinated through the coaches and Athletics department. Individuals who will be offered housing over the break will be consolidated to Mowrey Hall; approved individuals will receive separate communication about the consolidation process.

Be sure to take all items you will need, such as passports, prescriptions, and other time-sensitive materials. Please remember the University does not carry insurance protecting students’ belongings. Although attempts will be made to maintain tight security over the break, it is recommended that valuable items be removed from the halls during the vacation break.

NEW FOR WINTER BREAK 2023 - 2024

All residents must turn in their room key prior to departing from campus. Residents have two options for returning their key:

Between 7pm – 1am: Keys can be returned to the RA at the front desk.
Between 1am – 7pm: Complete the BLUE checkout form, place the form and key in the envelope, place the envelope in the Express Check-Out box on the front desk.

Residents should keep and not turn in their UPS Store key. If you return your mail key through the express check-out process, you may be billed for a replacement key. The replacement cost for mail keys is $25.

Facilities staff members will enter all rooms and suites over the break to change air filters on HVAC units, as well as complete any necessary cleaning and repairs in rooms and common spaces.

IMPORTANT UPCOMING DATES

Monday December 11, 2023 – Requests are due through the above form by 4pm for housing needs over winter break, due to graduation, transportation, or other issues.
Friday, December 15, 2023 – Residence Halls close at 4 pm.
Saturday, January 20, 2024 – Students may return to residence halls after 9am.

END OF SEMESTER RESIDENCE HALL INSPECTION

The Residence Life staff will be conducting a detailed room inspection. To be sure your accommodations meet all expectations, please adhere to the following (failure to do so will result in documentation):

Clean, empty, defrost, and unplug your refrigerator – leave the refrigerator door open. All refrigerators will be inspected, unplugged, left open, and items left will be discarded.
Clean your room or suite (you may leave your belongings over the winter break)
Remove all holiday decorations
Unplug all electrical items
Take fish tanks/aquariums home
Remove all items away from heating units
Close and lock all windows
Pull blinds down and open slats
Turn off all lights
Sign the Winter Break Checklist on your door

If you had item(s) confiscated at Thanksgiving break which are not permitted in the residence halls, stop by your residence hall office, and take your item with you. Please refer to the student handbook, the Swataney, for clarification of items not permitted on campus. – i.e. candles, incense, hotpots, more than one refrigerator, etc. Should you have any outstanding student conduct charges, they will be resolved at the start of the spring term rather than over the break period (unless extenuating circumstances exist). Should you have any questions regarding student conduct, please email studentconduct@ship.edu or call 717-477-1164.

STUDENTS NOT RETURNING TO RESIDENCE HALLS /UNIVERSITY FOR SPRING 2024

If you plan on withdrawing, transferring, are in a fall-only one-semester agreement, or have had a release request approved by Housing and Residence Life - All students who are not returning to the residence halls for Spring 2024 must complete the Withdrawal from Residence Hall form. These are due by Monday, December 4, 2023, to your Residence Director. Students already approved for a fall-only housing one-semester agreement, due to graduation, student teaching, study abroad, etc. do not need to submit a Withdrawal from Residence Hall form.

IF YOU DO NOT SUBMIT THE WITHDRAWAL FORM, YOUR SPRING SEMESTER BILLING WILL REMAIN ON YOUR STUDENT ACCOUNT AND YOU WILL BE RESPONSIBLE FOR ALL CHARGES.
Please work with your Resident Director to obtain and submit a Withdrawal from Residence Hall form.
All students not returning for the spring semester must officially check out of the residence hall by completing their Room Condition Report with the hall staff and returning their room key. All UPS keys need to be returned directly to the UPS Store in the CUB. Residence Hall staff will not take mailbox keys to turn them into UPS. You will be billed if you return your UPS key to the residence hall express check-out box.

CHECK-OUT PROCEDURES FOR STUDENTS NOT RETURNING:

Clean your room, especially the floors; remove posters, etc.
All university furniture must be in its proper place
Remove all personal items from your room
Check your room for any damages (or wear and tear)
Schedule a check-out time with your RA
The RA will accompany you to your room for a preliminary inspection of the room; have you sign your check-out forms and, in your presence, lock the door with your key
Sign the Winter Break Checklist on your door
Return your room key to the RA or complete the YELLOW checkout form, place the form and key in the envelope, place the envelope in the Express Check-Out box on the front desk.

A final room inspection may be conducted by your Residence Director and RA following your departure

END OF SEMESTER ROOM CHANGES FOR SPRING 2024

Students approved to make an end of semester room change for Spring 2024 will receive approval from Housing and Residence Life. Students receiving approval MUST remove all belongings from current space and checkout of this space BEFORE leaving for the semester break, so the University can prepare vacancies for occupancy by new students. Instructions will be provided with approval. If a student fails to vacate the current space before departure, the room change request will be canceled and the student will need to remain in the current assignment.

MAIL REMINDER

Mail will not be forwarded to your home address during the semester break. If you have special concerns, you should communicate them to the mail personnel the UPS Store in the CUB. Any resident not returning in January must complete a change of address with the UPS Store. If you are not returning to the residence halls for the spring semester, your mailbox key must be returned to the UPS Store in the CUB. It may not be provided to the RA to return for you. It is not permitted to be put into the residence hall express check-out boxes. Students will be billed if they are not returned to the UPS Store in the CUB.

CURRENT HOUSING AGREEMENTS

All residence hall students are reminded that housing agreements are for the ENTIRE academic year. Releases from the Housing Agreement are only approved for extenuating circumstances. If a student is not released from the Housing Agreement, the student will continue to be responsible for the spring semester fees, even if the student moves out of the Residence Halls. STUDENTS THAT ARE NOT OFFICIALLY RELEASED FROM THEIR HOUSING AGREEMENTS WILL STILL BE RESPONSIBLE FOR ON-CAMPUS HOUSING FEES ON THEIR STUDENT ACCOUNTS. Please refer to the housing agreement (housing.ship.edu) for details regarding the 2023-24 Housing Agreement.

If space is or becomes available in a room/suite it must be kept available for use. Students must leave for winter break with half-vacant rooms prepared to take on another resident for the start of the spring semester. If this is not done, students may receive a failure to comply student conduct violation and Housing and Residence Life staff may have to move personal items over the break to prepare for a new resident.

CURRENT VACANCIES AND NEW STUDENT HOUSING ASSIGNMENTS

All suites/rooms that have current open beds are subject to new students being placed in that space before the start of the spring semester. Current occupants are not permitted to use both sides of the room and must leave one bed, one dresser, one desk, one chair, and one closet empty before you leave for winter break.

Current occupants will not be notified through email if new student is assigned, however, you can reference the roommate information section of you MyHousing portal before the start of the spring semester to see if someone has been assigned to the open bed in the suite/room.

If you have any questions about the above information, please contact the Office of Housing & Residence Life at housing@ship.edu.