End of Year Closing Information and Opening Information for Returning Students

Hendrix College residence facilities, houses and apartments will be closing on Wednesday, May 8, at 5:00 p.m.  Please take the time to read the information in this memo as it is our hope to end the term on a positive note.  If, after reading this memo, you have questions about what you need to do before the end of the term, please contact your Resident Assistant or the Residence Life Office at 450-1416.  

Check-Out Dates and Times Late Stay Requests Quiet Hours Trash Removal and Cleaning
Check-Out Procedures  Maymester Students Storage Timeline
Fall Early Return  Meal Plans Expire Summer Workers  

CHECK-OUT DATES AND TIMES 

Students participating in the commencement exercises (non-seniors) must be checked out of their rooms by Saturday, May 11 at 5:00 p.m. Students participating in the commencement exercises do NOT need to apply for an extension to stay late as we will receive their names from College officials. They MUST, however, sign a late stay contract and pick up a door sign between Monday, May 6 and Wednesday, May 8, or they will be fined for non-compliance. If a participating student needs to stay past 5:00 on Saturday May 11, see the section titled LATE STAY REQUESTS below.

Graduating seniors must be checked out of their rooms by Saturday, May 11 at 7:00 p.m. Graduating seniors do NOT need to apply for an extension to stay late as we will receive their names from College officials. They MUST, however, sign a late stay contract and pick up a door sign between Monday, May 6 and Wednesday, May 8, or they will be fined for non-compliance. If a graduate needs to stay past 7:00 on Saturday, May 11, see the section titled LATE STAY REQUESTS below.

ALL OTHER RESIDENTS are asked to check out within 24 hours after their last final, but no later than 5:00 p.m. on Wednesday, May 8, or they will be fined for non-compliance. If a student needs to stay past 5:00 on Wednesday, May 8, see the section titled LATE STAY REQUESTS below. 

Again, the official closing time for all the residence facilities, houses and apartments is Wednesday, May 8 at 5:00 p.m., except for graduating seniors, students participating in the commencement exercises, Maymester students and summer workers. An RA will make a cursory inspection and take your key. Later your Area Coordinator and Facilities Management will conduct a detailed inspection for damages. Damage charges will be emailed to you by mid-June via your Hendrix email account. All damage appeals must be submitted as outlined in your damage email and received by the deadline announced therein.


LATE STAY REQUESTS

If you have an extenuating circumstance that prevents you from meeting the check-out timelines, you must email a request to your Area Coordinator with a detailed explanation regarding your request for an extension, along with your building and room number, no later than 4:00 p.m. Wednesday, April 24.

Holly Nelson is the Area Coordinator for The Houses, Eco House, Language House and Galloway, Raney, and Veasey Halls. You may email her at Nelson@hendrix.edu.  

Daniel Mark is the Area Coordinator for Couch Hardin and Martin Halls. You may email him at Mark@hendrix.edu.

Apryl Jackson is the Area Coordinator for the apartments (Clifton St., Front St., Hendrix Corner, Huntington, and the Villages C and D. You may email her at JacksonA@hendrix.edu

All Residence Life policies will remain in effect through commencement. Graduating seniors and students participating in the commencement exercises do NOT need to apply for an extension to stay late as we will receive their names from College officials.They MUST, however, sign a late stay contract and pick up a door sign between Monday, May 6 and Wednesday, May 8. (See below). 

Those granted permission to stay late MUST sign a late stay contract and pick up a door sign between Monday, May 6 and Wednesday, May 8 – INCLUDING graduating seniors and others participating in the commencement exercises.  Door signs are to be posted on your door facing the hallway EXCEPT for those in Clifton St., Front St., Hendrix Corner, and Huntington complexes. For safety reasons, those door signs should be posted INSIDE your apartment just above or below your light switch near the front door. 

Anyone submitting such a request after the deadline of 4:00 pm Wednesday, April 24, will be assessed a late request fee of $75.00 if their request is approved.  Students found in the residence facilities after 5:00 p.m. Wednesday, May 8, without prior approval or an appropriately displayed door sign will be assessed a $75.00 late fee. Thank you in advance for your cooperation and adherence to this timeline.    


APARTMENT RESIDENTS

If the Conway Corporation bill is in your name and you are not staying as a summer worker, you need to contact Conway Corporation and tell them to revert the utilities bill back to Hendrix as of your move-out date or change it to your summer housing address. You will continue to be responsible for your Conway Corporation account until YOU contact Conway Corporation. Your Conway Corporation bill does NOT automatically revert back to Hendrix and Hendrix will NOT pay your bill for you.   


MEAL PLANS EXPIRE

Except for graduating seniors and students assisting with commencement, Meal Plans end at lunch on Wednesday, May 8.  There will be limited dining hours (posted at the cafeteria) from dinner on May 8 through breakfast on May 11.  Any student staying late but not involved in commencement may eat in the cafeteria after May 8 but will have to pay cash as the meal plans expire with lunch on May 8.   


MAYMESTER STUDENTS

Maymester students will remain in their spring assignment until they move to Couch Hall on Sunday, May 12, at 10:00 am.  If they are currently in an apartment, they may remain there throughout Maymester. They must vacate on the last day of Maymester, May 31.     


QUIET HOURS

23 1/2 Quiet Hours will begin on Monday, April 29 at 11:59 p.m. and run through commencement.  A break will be observed from 10:00 p.m. - 10:30 p.m. each night.  Quiet Hours will be strictly enforced.  Please remember that although you may have finished your exams, others will be studying right up to the last minute.  Be courteous of your fellow residents.  Any problems with noise issues may result in your being asked to leave immediately.    


SUMMER WORKERS

Summer workers will stay in their current rooms until Friday, May 24, while Facilities cleans and makes any minor repairs to the summer residence apartments. Summer housing assignments will be announced after graduation. On Friday, May 24, summer workers will transition to their summer apartments.  Board contracts for summer workers expire after lunch on Wednesday, May 8.  You will not be able to eat in the cafeteria after lunch on May 8 unless you pay cash.  The cafeteria closes at 8:00 a.m. after breakfast on Saturday, May 11.     


TRASH REMOVAL AND CLEANING
Extra trash bags may be found by the trash bins in the hallways.  It is important that you help in keeping your hall/house/complex environments a clean and pleasant one as we close out the year.  Trash should be placed in the designated dumpsters in your area of campus. If trash is left anywhere else, fines will be assessed to the community.  Please use the bags provided to make it easier on the cleaning staff to do their jobs.  There will be dumpsters on campus for you to dispose of your trash bags and larger items.  Any furniture, carpets, or wood will need to be taken to one of these dumpsters and placed INSIDE.    

To prevent damage to floors, do NOT push or drag anything.  Please lift with your knees and carry all items.   

Your room must be CLEAN at the time of check-out!  If you leave dirt, trash, furniture, etc. in your room or leave adhesive substances or markings on the walls, windows, ceilings, floors, doors or furniture you will be assessed a cleaning and/or removal fee.  The fee will start at $75.00.    

Each Floor or complex will be held responsible for excessive trash or discarded room furnishings that are left in the common areas if the responsible individual(s) cannot be identified. The cost of removal/cleaning will be shared by all residents of that floor/community.  

To prevent damage to floors, do NOT push or drag anything.  Please lift with your knees and carry all items.   

Your room must be CLEAN at the time of check-out!  If you leave dirt, trash, furniture, etc. in your room or leave adhesive substances or markings on thewalls, windows, ceilings, floors, doors or furniture you will be assessed a cleaning and/or removal fee.  The fee will start at $75.00.  


STORAGE 

Students may not store their belongings on campus over the summer. Please check with off-campus friends or the phonebook for local storage facilities.  Any belongings left behind will be discarded at your expense. The College does not assume responsibility for personal belongings left in rooms, suites or apartments.  


DONATIONS 

This year the Residence Life Office would like to help out the Conway community – and we need your help to do this.  While you’re packing up your belongings and getting ready to leave, don’t throw away that old sweater! Don’t toss that blanket that won’t fit on your next bed!  Don’t discard that partially used bottle of shampoo!  Donate them instead!   

Boxes will be placed in the lobby of each residence hall and house to collect donations for various charitable organizations in Conway. Boxes will also be placed in the laundry rooms at Hendrix Corner and the Village complexes. (Clifton St., Front St. and Huntington residents may take their items to a donation box in any residence hall. Please place gently used items in the boxes. Larger items may be placed beside the boxes with a sign on them that simply reads “Donation.”  Some common items to donate:  

  • Clean clothing 
  • Shoes 
  • Non-perishable food 
  • Laundry supplies – even partially used containers 
  • Personal hygiene items and toiletries 
  • Electronics 
  • Clean Bedding 
  • Appliances including refrigerators and microwaves   

Please only donate things in good or working condition. Please do not use the boxes as trash receptacles.  Thank you, in advance, for your donations. We appreciate your efforts to assist our community.


CHECK-OUT 

Check-out schedules will be posted in the residence facilities.  All residents are responsible for arranging a specific check-out time at least 24 hours prior to the actual check-out (example: If you desire to checkout at 4:00 pm on Tuesday, you will need to sign up no later than 4:00 pm on Monday).  It is your responsibility to properly check-out of your room.  Failure to check-out properly will result in a minimum $75.00 fine.    

Check-outs will be conducted only after you have removed all of your belongings from your room, cleaned your room, and are actually ready to depart.  At your pre-appointed time, contact the Resident Assistant that you signed up with and let them know you are ready for your room inspection.  If the Resident Assistant is not in their room at this time, they may simply be conducting someone else’s check-out and will be right back -- PLEASE WAIT.   

The Resident Assistant will bring your Room Condition Report (RCR) that you filled out when you moved in, make a cursory inspection and take your key. Later your Area Coordinator and Facilities Management will conduct a detailed inspection for damages. Damage charges will be emailed to you by mid-June via your Hendrix email account. All damage appeals must be submitted as outlined in your damage email and received by the deadline announced therein.   

Please understand that the Resident Assistant is simply noting differences in the condition of the room.  He or she is not making decisions on what charges (if any) will be posted or how much these charges will be.  Billing decisions will be made by the full-time members of the Residence Life and Facilities Management staff.    

CHECK-OUT PROCEDURES

  • Remove all objects from walls, ceilings, windows, closets, desks, drawers, etc.
  • Place screens back in window if they have been removed.
  • Place doors back on their hinges/tracks, if they have been removed.
  • If you or your roommate/suite mates would like to claim individual responsibility for damages that occurred in your room/suite/apartment during occupancy, please let your RA know or all occupants will be charged. 
  • Remove all personal belongings from room and common areas. We are unable to provide storage.
  • Remove any personal items from the kitchen refrigerator and make sure it is clean.
  • Clean your room/suite and all shared areas (sweep and mop if necessary). The facility should be clean upon departure. No trash or belongings should be left in the room/suite, hallway or common areas upon check out.
  • Deposit all trash INTO the dumpster provided for your area.
  • Return all furniture to original positions and placements. 
  • Check out with building staff member and turn in your key before departure. 

FALL EARLY RETURN 

Residence facilities at Hendrix will open for returning students on Sunday, August 25.  You may check in between 9:00 a.m. and 4:00 p.m. that day. If you arrive after 4:00 p.m., there will be a phone number to call posted in each hall lobby.

If you are on involved in any of the following you will NOT need to request permission to arrive early as your supervisor will send your name and arrival schedule to. If you have doubts about being on their list, please check with your SUPERVISOR or COACH that they have made a request on your behalf.  

  • Admissions employees
  • Bookstore employees
  • Cross Country
  • Field Hockey
  • Hall Council (only two per hall)
  • KHDX
  • MDC
  • Media Center employees
  • Men’s Soccer
  • Orientation Leaders
  • Orientation Peer Leader
  • Profile Photographer
  • Resident Assistants         
  • SBC
  • Student Teachers
  • Women’s Soccer
  • Any other official Hendrix-related activity or work: please specify.  

If you are not connected to any of the groups on the list, but have an extenuating circumstance that requires you to arrive early, you must email a request to your fall area coordinator along with your:  

  • Student id number
  • Assigned residence building and room number
  • When you need to arrive
  • Detailed reason
  • A phone number where we can reach you for questions 

We must have this information no later than Friday, August 2. Not all requests will be granted.  Anyone submitting such a request after the deadline will be assessed a late request fee of $75.00 if their request is approved.  


 
Wednesday, April 24, 4:00 p.m.  Deadline for late stay requests 
Monday, April 29, 11:59 p.m.  23 ½ Quiet Hours begin 
Monday, May 6 – Wednesday, May 8, 9:00 a.m. – 4:30 p.m.  Sign a late stay contract & pick up a door sign (SLTC 249) 
Wednesday, May 8, 5:00 p.m.  Residence facilities close 
Wednesday, May 8, 5:00 p.m.  Lunch is last meal on Meal Plan 
Saturday, May 11, 5:00 p.m.  Those involved in commencement vacate 
Saturday, May 11, 7:00 p.m.  Graduates vacate 
Saturday, May 11, 7:00 p.m.  Graduates vacate
Sunday, May 12    Maymester students move into Couch Hall  (unless they are currently living in an apartment)
Friday, May 24   Summer workers move to summer assignments 
Friday, May 24    Summer workers move to summer assignments 
Friday, May 31   Maymester students move out 
Friday, August 2   Deadline to request fall early arrival 
Friday, August 2  Summer Workers move into fall housing assignments 
Sunday, August 25, 9:00 a.m. – 4:00 p.m. Facilities open for returning students